Policies & Administrative Procedures - School District No. 35

The Board Policy Handbook has been developed to highlight and support the important governance function of the Board. It includes the following framework:

Foundational statements which provide guidance and direction for all activities within the District;
Directions for how the Board itself is to function and how individual trustees are to conduct themselves; how Board committees and representatives are to function;
Statements as to how appeals and hearings will be conducted;
Non-delegable matters such as policy making and school closures; and
Specific matters which the Board has chosen not to delegate to the Superintendent.

This Board Policy Handbook is intended to be supplemented by the Administrative Procedures Manual; the primary written document by which the Superintendent directs staff.

Please note that the electronic versions of both the Board Policy Handbook and the Administrative Procedures Manual on this website are always the most current documents available.

Notices of Motion

Policies that have been approved for Notice of Motion by the Board of Education are circulated for comment and discussion before they are brought back to the Board for consideration by Trustees. Policies currently under a Notice of Motion are posted below under the category ‘Notices of Motion’. If you have any comments or suggestions concerning any of the draft policies under consideration by the Board (see below if applicable), please send them to feedback@sd35.bc.ca

Board Policies

Policy 1 – Foundational Statements

Policy 2 – Role of the Board

Policy 2 Appendix A – Board Annual Work Plan

Policy 2 Appendix B – Facilitated Board Self Evaluation Process

Policy 3 – Role of the Trustee

Policy 3 Appendix A – Services, Materials and Equipment Provided to Trustees

Policy 4 – Trustee Code of Conduct

Policy 4 Appendix A – Trustee Code of Conduct Sanctions

Policy 5 – Role of the Board Chair

Policy 6 – Role of the Vice-Chair

Policy 7 – Board Operations

Policy 8 – Board Committees

Policy 9 – Board Representatives

Policy 10 – Policy Making and Review

Policy 11 – Board Delegation of Authority

Policy 12 – Role of the Superintendent

Policy 12 Appendix A – Superintendent Evaluation Process Criteria and Timelines

Policy 12 Appendix B – Superintendent Performance Assessment Guide

Policy 13 – Appeals Bylaw

Policy 14 – School Closure

Policy 15 – Recruitment and Selection of Personnel

Policy 16 – Indemnification Bylaw

Policy 17 – Accumulated Operating Surplus

Policy 18 – Student Transportation

Policy 19 – Naming of Schools

Policy 20 – Public Interest Disclosure

Administrative Procedures 100's - General Administration

Administrative Procedure 100 – Strategic Plan

Administrative Procedure 101 – Annual Reports

Administrative Procedure 102 – Action Plans for Learning

Administrative Procedure 105 – Decision Making Process

Administrative Procedure 110 – Parent Advisory Councils

Administrative Procedure 111 – District Parent Advisory Council

Administrative Procedure 112 – Parent Involvement in Education

Administrative Procedure 120 – Policy and Procedures Dissemination

Administrative Procedure 121 – Development and Review of Administrative Procedures

Administrative Procedure 130 – School Calendar

Administrative Procedure 131 – Variation of School Day

Administrative Procedure 132 – Emergency Closure of Schools

Administrative Procedure 140 – Computer Access to Electronic Information

Administrative Procedure 140 Appendix A – Information Technology Systems Appropriate Use

Administrative Procedure 140 Appendix B – Next Generation Network (NGN)

Administrative Procedure 141 – Protection of District Records

Administrative Procedure 146 – Use of Social Media

Administrative Procedure 147 – Commercial Electronic Messages (Anti-Spam)

Administrative Procedure 148 – Self/Peer Media Exploitation

Administrative Procedure 150 – Communication with the Public

Administrative Procedure 151 – Media Relations

Administrative Procedure 152 – Parental Complaints

Administrative Procedure 153 – External Organization Access to Students

Administrative Procedure 154 – Political Electioneering

Administrative Procedure 155 – Event Protocol

Administrative Procedure 156 – Visit Protocol

Administrative Procedure 156 Appendix – Maintenance of Order

Administrative Procedure 157 – Flying of Flags by Schools

Administrative Procedure 160 – Occupational Health and Safety

Administrative Procedure 162 – Smoke and Vape Free Environment

Administrative Procedure 162 Appendix – Smudging/Pipe Ceremonies

Administrative Procedure 163 – Consumption of Alcoholic Beverages or Impairing Substances

Administrative Procedure 164 – Nutrition

Administrative Procedure 165 – Emergency Preparedness

Administrative Procedure 165 Appendix A – Fire Drills

Administrative Procedure 165 Appendix B – Bomb Threat

Administrative Procedure 165 Appendix C – Earthquake Drills

Administrative Procedure 165 Appendix D – Violence Threat Risk Assessment

Administrative Procedure 166 – Pandemic Response

Administrative Procedure 170 – Anti-Harassment and Anti-Discrimination

Administrative Procedure 177 – Privacy Impact Assessments

Administrative Procedure 178 – Critical Incident and Privacy Breach

Administrative Procedure 179 – Privacy Management Program

Administrative Procedure 180 – Freedom of Information and Protection of Privacy Requests

Administrative Procedure 180 Appendix – Schedule of Responsibilities Specific to the Act

Administrative Procedure 181 – Video Surveillance

Administrative Procedure 182 – School Bus Video Surveillance

Administrative Procedure 185 – Records Management

Administrative Procedure 185 Appendix – Schedule of Retention Periods

Administrative Procedure 190 – Use of Copyrighted Materials

Administrative Procedure 190 Appendix – Fair Dealing Guidelines

Administrative Procedure 191 – Software Licensing

Administrative Procedure 192 – Patents, Copyrights and Royalties

Administrative Procedures 200's - Instructional Programs and Materials

Administrative Procedure 200 – Organization for Instruction

Administrative Procedure 202 – Multicultural Recognition

Administrative Procedure 205 – Controversial Issues and Materials

Administrative Procedure 206 – Alternate Delivery of Curriculum

Administrative Procedure 207 – Conduct Related to Secular and Non-Sectarian Principles

Administrative Procedure 208 – National Anthem

Administrative Procedure 211 – English Language Learner Program

Administrative Procedure 212 – French Immersion

Administrative Procedure 213 – Inclusive Education

Administrative Procedure 216 – Career Preparation Programs

Administrative Procedure 219 – Courses: Non-Ministry

Administrative Procedure 220 – Alternate Programs or Schools

Administrative Procedure 221 – Specialty Academies

Administrative Procedure 222 – Independent Directed Studies (IDS)

Administrative Procedure 230 – Distance Learning

Administrative Procedure 235 – Adult Education

Administrative Procedure 240 – Student Counselling Services

Administrative Procedure 250 – School Library Learning Commons

Administrative Procedure 251 – Learning Resources

Administrative Procedure 252 – Selection Procedure for Library Learning Commons Resources

Administrative Procedure 252 Appendix A – Request for Reconsideration of LLC Resources

Administrative Procedure 260 – Student Field Trips

Administrative Procedure 261 – Student Exchanges and Billeting

Administrative Procedure 263 – High School Bracket Racing

Administrative Procedure 263 Appendix – BCSSMA Rules and Regulations

Administrative Procedure 270 – Home Schooling

Administrative Procedure 290 – Research Studies

Administrative Procedures 300's - Students

Administrative Procedure 300 – Entry to an Educational Program

Administrative Procedure 302 – Canadian Students – Out of Province Fee

Administrative Procedure 303 – Admission of International Students

Administrative Procedure 305 – Student Registration – Boundary Process

Administrative Procedure 306 – Admission to Choice Programs

Administrative Procedure 307 – Student Information System

Administrative Procedure 308 – Summer Session Registration

Administrative Procedure 310 – Supervision of Students

Administrative Procedure 312 – Vaccination Records

Administrative Procedure 313 – Provision of Menstrual Products to Students

Administrative Procedure 315 – Student Illness and Injury

Administrative Procedure 316 – Administration of Medication to Students at School

Administrative Procedure 317 – Care of Students with Life Threatening Conditions

Administrative Procedure 318 – Head Lice

Administrative Procedure 318 Appendix – Fraser Health Recommended Head Lice Management

Administrative Procedure 320 – Student Records

Administrative Procedure 321 – Young Offender Records

Administrative Procedure 322 – Legal Custody of Children

Administrative Procedure 325 – Reporting Suspected Cases of Child Abuse

Administrative Procedure 330 – Student Attendance

Administrative Procedure 340 – Opioid Overdose Response

Administrative Procedure 350 – Student Code of Conduct

Administrative Procedure 350 Appendix A – Student Code of Conduct

Administrative Procedure 351 – Student Conduct on School Busses

Administrative Procedure 352 – RCMP Interview Process

Administrative Procedure 353 – Searches of Students

Administrative Procedure 354 – Physical Restraint and Seclusion

Administrative Procedure 355 – Student Expectations and Consequences

Administrative Procedure 356 – Return to School

Administrative Procedure 359 – Student Vandalism

Administrative Procedure 360 – The Assessment, Evaluation and Reporting of Student Achievement

Administrative Procedure 361 – Placement of Students in Elementary Schools

Administrative Procedure 362 – British Columbia School Completion Certificate

Administrative Procedure 365 – Course Challenge

Administrative Procedure 366 – Course Equivalency

Administrative Procedure 370 – Student Awards

Administrative Procedure 375 – Graduation Celebrations

Administrative Procedure 380 – Student Councils

Administrative Procedure 390 – Review of Final Grades

Administrative Procedures 400's - Personnel and Employee Relations

Administrative Procedure 400 – Recruitment Selection Assignment and Transfer of Staff

Administrative Procedure 400 Appendix A – Criminal Record Search

Administrative Procedure 401 – Employment Equity

Administrative Procedure 402 – Personnel Records

Administrative Procedure 402 Appendix – Employee Health Information Privacy and Confidentiality

Administrative Procedure 403 – Public Interest Disclosure

Administrative Procedure 403 Appendix A – Public Interest Disclosure Form

Administrative Procedure 404 – Employee Conflict of Interest

Administrative Procedure 405 – Working Alone

Administrative Procedure 406 – Employee and Family Assistance Program (EFAP)

Administrative Procedure 407 – Delegation of Authority for the Protection of Students and Maintenance

Administrative Procedure 408 – Employee Substance Use and Related Conduct

Administrative Procedure 409 – Workplace Discrimination, Bullying and Harassment

Administrative Procedure 410 – Professional Development

Administrative Procedure 411 – Staff Participation in Political Activities

Administrative Procedure 413 – Annual Employee Evaluation Program

Administrative Procedure 415 – Employee Recognition

Administrative Procedure 417 – Employee Resignations

Administrative Procedure 419 – Exempt Staff

Administrative Procedure 420 – Code of Professional Relationships

Administrative Procedure 421 – Teacher Recruitment

Administrative Procedure 427 – Tutoring

Administrative Procedure 429 – Practicum Teaching

Administrative Procedure 430 – Role of the Principal

Administrative Procedure 431 – Principal and Vice-Principal Appointments

Administrative Procedure 432 – Supervision and Evaluation of School Administrators

Administrative Procedure 434 – Administrative Staff – Professional Development

Administrative Procedure 440 – Support Staff

Administrative Procedure 441 – Support Staff Recruitment

Administrative Procedure 442 – Evaluation of Support Staff

Administrative Procedure 450 – Organizational Structure

Administrative Procedure 450 Appendix – Organizational Chart

Administrative Procedure 451 – Administrative Positions Duties and Responsibilities

Administrative Procedure 452 – Role of Director, Learning Support Services

Administrative Procedure 452.1 – Role of Director of Instructional Services

Administrative Procedure 452.2 – Role of the District Principal of Aboriginal Education

Administrative Procedure 453.1 – Role of Assistant Superintendent

Administrative Procedure 454 – Role of Assistant Superintendent – Human Resources

Administrative Procedure 455 – Role of the Secretary Treasurer

Administrative Procedure 455.2 – Role of Chief Officer of Information and Technology

Administrative Procedure 455.3 – Role of Director of Facilities, Transportation and Capital Projects

Administrative Procedure 456 – Role of Manager of Communications

Administrative Procedure 457 – Role of District Principal: English Language Learners and Settlement Workers in Schools

Administrative Procedure 458 – Administrative Committees

Administrative Procedure 458 Appendix B – Emergency Preparedness Administrative Committee

Administrative Procedure 458 Appendix C – Aboriginal Administrative Committee

Administrative Procedure 458 Appendix D – 2SLGBTQ+ Administrative Committee

Administrative Procedure 458 Appendix E – Inclusive Education Administrative Committee

Administrative Procedure 459 – Accountability Reporting

Administrative Procedure 460 – Teachers Teaching On Call (TTOC)

Administrative Procedure 461 – Substitute Service for Support Staff

Administrative Procedure 470 – Position Descriptions

Administrative Procedure 490 – Community Volunteer

Administrative Procedure 490 Appendix – Respect in Sport Coach – Activity/Leadership Program

Administrative Procedures 500's - Business Administration

Administrative Procedure 500 – Financial Planning & Reporting

Administrative Procedure 501 – Management of School Budgets

Administrative Procedure 505 – Student Fees

Administrative Procedure 506 – Hardship

Administrative Procedure 510 – Financial Accountability and Audits

Administrative Procedure 511 – School Bank Accounts

Administrative Procedure 512 – Cash Management

Administrative Procedure 513 – Travel Expenses

Administrative Procedure 514 – Signing Authority

Administrative Procedure 515 – Purchasing

Administrative Procedure 516 – Corporate Credit Cards

Administrative Procedure 518 – School Assets Disposal

Administrative Procedure 519 – Disposal of Real Property

Administrative Procedure 519 Appendix – Rental Lease of Vacant District Facilities

Administrative Procedure 520 – Fundraising

Administrative Procedure 525 – Sponsorship

Administrative Procedure 526 – Public Gifts to Schools

Administrative Procedure 530 – Insurance Management

Administrative Procedure 531 – Student Accident Insurance

Administrative Procedure 535 – Investments

Administrative Procedure 540 – Facilities Planning

Administrative Procedure 540 Appendix A – New School Sites

Administrative Procedure 540 Appendix B – Enrolment Projections

Administrative Procedure 542 – Capital Project Construction

Administrative Procedure 542 Appendix A – Construction Projects

Administrative Procedure 542 Appendix B – Use of Scaffolding in Schools

Administrative Procedure 543 – School Security – Key Control

Administrative Procedure 543 Appendix – Accessibility

Administrative Procedure 544 – Facilities Maintenance

Administrative Procedure 545 – Chemical and Hazardous Waste Management

Administrative Procedure 546 – Energy and Environment

Administrative Procedure 546 Appendix – Use of Environmentally Friendly Materials

Administrative Procedure 547 – Integrated Pest Management

Administrative Procedure 549 – Use of District Equipment, Tools and Supplies

Administrative Procedure 550 – Community Use of School Buildings and Grounds

Administrative Procedure 550 Appendix A – User Group Classification

Administrative Procedure 550 Appendix B – Community Use of School Grounds

Administrative Procedure 552 – Community Use of District Office Building

Administrative Procedure 553 — Child Care

Administrative Procedure 555 – Acquisition and Installation of Playground Equipment

Administrative Procedure 561 – Transportation of Special Needs Students

Administrative Procedure 562 – Transportation of Students – Travel for Field Trips and Extracurricular Trips

Administrative Procedure 568 – School Bus Accident

Administrative Procedure 570 – White Fleet Management

Administrative Procedure 571 – Yellow Fleet Management

Administrative Procedure 580 – Use of District Owned Vehicles

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