School Office Handbook (For New Administrators and School Secretaries)

Transcription

1 School Office Handbook (For New Administrators and School Secretaries) S:\5 Handbooks\School Office Handbook doc Page 1 of 13

2 S:\5 Handbooks\School Office Handbook doc Page 2 of 13

3 TABLE OF CONTENTS Introduction... 5 Business... 7 Facilities... 8 Human Resources... 9 Ministry of Education...10 School Community Councils...11 Technology...12 Transportation...13 S:\5 Handbooks\School Office Handbook doc Page 3 of 13

4 S:\5 Handbooks\School Office Handbook doc Page 4 of 13

5 Introduction This handbook is developed as an initial resource for School-Based Administrators and School Secretaries new to Sun West School Division. It contains common questions and answers in seven areas of school operations where new administrators and secretaries work closely. A more detailed description of activities and forms can be found in Administrative Procedures 114 Division Office Reporting Appendix A School-based Administrators Monthly Calendar. The Sun West School Division website at contains a variety of more detailed resources. Board policies, administrative procedures, forms and handbooks are available on the website. There are 5 categories in which administrative procedures are placed. The categories are: 100 General Administration 200 Instructional Programs and Materials 300 Students 400 Personnel and Employee Relations 500 Business Administration Should you have additional questions, please do not hesitate to contact the Sun West School Division Office at or by at info@sunwestsd.ca. S:\5 Handbooks\School Office Handbook doc Page 5 of 13

6 S:\5 Handbooks\School Office Handbook doc Page 6 of 13

7 Business 1. How do I access budget information on the Navision web portal? When a new Principal or Secretary is hired at a school, the Principal needs to contact the Business Supervisor to get information about the Navision database which houses information regarding Sun West School Division budget information including individual school budgets. The Business Supervisor will forward information on how to access the Navision web portal. 2. How do I get help with purchase orders? Use Form Purchase Order. Administrative Procedures 515 Purchasing describes what needs to be done. 3. How is the budget determined at my school? Each Principal receives a budget template with their allocation for school decentralized budget from the Superintendent of Business. In collaboration with staff, the Principal develops a plan on how to allocate monies for each budget category. There is access to the Navision web portal to allow a Principal to review the school s expenditures and budget information for each school year since January 1, When an accident occurs what documentation is required? If the incident resulted in an injury to any non-teaching staff, a WCB W1 will need to be completed. the Employee Benefits Officer for this form and instructions. (Refer to Administrative Procedures 433 Workers Compensation. Form Marsh Canada School Incident Report needs to be completed. The Marsh Incident Report will open as a Read-Only or Enter Password document; select Read-Only. Enter the appropriate data into the form and save to the computer, giving the document a new name. Forward completed document by to the Superintendent of Business and to Michele Halter at Marsh Canada Ltd simultaneously. The address is michele.halter@marsh.com. Supplementary information is available in Administrative Procedures 315 Illness/Injuries at School. Non teacher injuries are to be reported to the supervisor, and a Workers Compensation form must be submitted to both the Employee Benefits Officer at the Division Office as well to the Workers Compensation Board. Contact people in the Business Department are the Business Supervisor, Superintendent of Business and the Employee Benefits Officer. Sun West School Division procedures and forms connected to business can be found in Administrative Procedures 500 Business Administration. S:\5 Handbooks\School Office Handbook doc Page 7 of 13

8 Facilities 1. How do I get maintenance for the school? The Principal and Head Caretaker at each school have access to Facility Management (FAME) software to enter facility requests for maintenance. FAME login is located in the Facilities tab under Administration on the Sun West School Division website. (Refer to the Caretaker Handbook.) 2. Who pays for equipment? Equipment that is building related or physically attached to the building is a facilities responsibility. Anything instructional is the Principal s responsibility. 3. How are supplies ordered? Head caretakers requests to the Facilities supervisor on the second week of each month. 4. How are projects determined and prioritized? Projects at schools can be proposed by school staff members or School Community Councils, but are budgeted for and prioritized by the Facilities Department. FAME Contact people in the Business department are the Superintendent of Business, Facilities Supervisor and Facilities Manager Sun West School Division procedures and forms connected to Facilities can be found in Administrative Procedures 500 Business Administration. S:\5 Handbooks\School Office Handbook doc Page 8 of 13

9 Human Resources 1. What are the terms and conditions that must be upheld for support staff? Teaching staff? Support Staff terms and conditions are outlined in the CUPE Local 4802 Agreement (for school based staff including; educational assistants, school librarians, school secretaries, caretakers, head caretakers and bus drivers), Labour Standards Act and Sun West School Division Administrative Procedures. Teacher Terms and conditions are outlined in the Sun West Teachers Local Bargaining Agreement, Sun West Administrative Procedures, The Saskatchewan Teachers Provincial Collective Bargaining Agreement and The Education Act. Please contact the Human Resources Officer or Human Resources Supervisor if you have questions. 2. Payroll Time sheets are due on the 15th of each month. Principals will review the time sheets for accuracy and submit to payroll. Absences for teaching and support staff are reported weekly to payroll on Form Teacher Substitutes, Principal s Allowance and Extra Time for Part Time Teachers along with information regarding the employee hired to replace the absent teacher. Even when a substitute teacher or casual employee is not employed, the absences are reported. Absence of time sheets will result in delays or incomplete payroll. 3. Requirements for Casual and Substitute Employment When a teacher is absent, a substitute teacher may be called in from the list of approved substitute teachers provided to schools by . Only those on the approved list may be hired. When a support staff member is absent, a casual employee may be called in from the list of approved casual educational assistants, school secretary & school librarian, and/or caretakers. Requests for changes to the list may be forwarded to Human Resources (casuals or substitutes who should not be called due to issues, additional information regarding availability, updated contact information if provided to the school, etc.) Contact people in the Human Resources department are the Human Resources Supervisor, Human Resources Officer, Employee Benefits Officer and Payroll Officers. A variety of job descriptions and handbooks for school secretaries, caretakers, school librarians, educational assistants, bus drivers, school-based administrators and teachers are available on the Sun West School Division website. Sun West School Division procedures and forms connected to Human Resources can be found in Administrative Procedures 400 Personnel and Employee Relations. S:\5 Handbooks\School Office Handbook doc Page 9 of 13

10 Ministry of Education 1. What is the Provincial Student Data System (SDS) and how is it accessed? Student demographic information and course registration information is entered on the SDS via uploads from the PowerSchool student information system. Please refer to the Registrar s Handbook (Ministry of Education) for information on a variety of deadlines related to student registration and submission of marks. Marks for grades are submitted electronically at the end of each semester. The Human Resources Supervisor provides new school principals and secretaries with an SDS authorization form which provides access to the SDS. All teachers are required to complete an Educator Profile on the SDS. 2. How do I assist with transcript requests? Unofficial transcripts may be printed directly from the SDS for current students. Official transcripts for current or past students can be requested from the Ministry of Education. Contact people to support Ministry of Education questions are the Director of Education, Superintendent of Education, Superintendent of Business, Technology Supervisor, Business Supervisor and Executive Assistant. Registrar s Handbook (Ministry of Education). The Ministry of Education website has a variety of useful information at www gov.sk.ca. S:\5 Handbooks\School Office Handbook doc Page 10 of 13

11 School Community Councils (SCC) 1. Who are our members? School Community Councils have 5 to 9 elected members as well as a teacher member, the principal and in some cases, a student member(s). The SCC Chairperson is the best person to get SCC information from. If you don t know who the Chairperson is, your Superintendent of Education with responsibility for school operations can provide the Chairperson s name and contact information for you. 2. When do they meet? Some SCCs have regular monthly meetings (the second Monday, etc.) and others schedule regular meetings for the year on a meeting by meeting basis. The SCC Chairperson is the best person to get this information from. 3. What work has been done by the SCC at our school? Finances? The SCC Chairperson would have information related to past work of the SCC. SCC minutes are archived at the division office; the Superintendent of Education responsible for SCCs is able to access these as necessary. Board Policy 17 School Community Councils. Contact people for School Community Councils are the Superintendent of Business and your Superintendent of Education. Sun West School Division procedures and forms connected to School Community Councils can be found in Administrative Procedures 100 General Administration. S:\5 Handbooks\School Office Handbook doc Page 11 of 13

12 Technology 1. How do I access the Sun West School Division network and ? The principal or technology lead teacher will provide you with a username and password. To access , go to the Sun West School Division website, Staff tab. If you experience difficulties the lead teacher in your school will be of assistance. 2. What office software programs are used in Sun West School Division? Every computer in the division is equipped with Microsoft Office Online training is available at 3. How do I communicate with the Technology Department? Every school has a technology lead teacher who is the first contact when there is a technology problem. If the technology lead teacher is unavailable helpdesk support is available at helpdesk@sunwestsd.ca. 4. How do I change my default password? It is important to change your default password as a security measure to protect the privacy of your . To change your password select the options tab in the top right hand corner of your Outlook page. On the left hand side there is a list of options including Change Password. Select this option; change your password and click the Save button at the top of the Change Password window. Contact people for technology support are the Technology Supervisor, Helpdesk and School- Based Lead Teachers. S:\5 Handbooks\School Office Handbook doc Page 12 of 13

13 Transportation 1. What are the bus routes for my school and who are the drivers? The Transportation Supervisor provides each school with a list of bus routes and drivers. A complete updated binder of all routes with student lists is available at the Sun West School Division Office. 2. How do I find out if a bus has been cancelled? When the Transportation Supervisor deems it necessary to cancel school bus service, information related to the routes involved is posted on the home page of the Sun West School Division website under the Quick Link on the right side of the page, then the Bus Route Updates tab. The Transportation Supervisor will contact school principals when a route is cancelled. When an individual bus driver deems it necessary to cancel school bus service the bus driver will contact the parents involved, the school principal and the Transportation Supervisor. 3. Who can I contact about questions regarding student transportation? The Transportation Supervisor can provide answers to all questions regarding bus issues, bus cancellations and route information. The School Bus Driver Handbook is available on the Sun West School Division website under Handbooks in the Staff tab. The Student Parent Bus Transportation Handbook is located on the Sun West School Division website under the Parents tab. Contact people for transportation support are the Transportation Supervisor, Transportation Manager and Superintendent of Business. S:\5 Handbooks\School Office Handbook doc Page 13 of 13