Doing What’s Best for Kids

Administrative Procedures

Board

These Administrative Procedures are designed to be the primary written source of administrative direction for the Division. It is designed to be entirely consistent with the Board Policies and is an extension of the policies. These procedures may make further reference to other detailed administrative documents that have been developed to provide specific guidelines on selected matters.

AP 100: Three-Year Education Plan

View Procedure

AP 101: Annual Education Results Report

View Procedure

AP 102: School Education Plans and Annual Reports

View Procedure

AP 103: School Reviews

View Procedure

AP 105: School Based Decision Making

View Procedure

AP 106: School Based Management

View Procedure

AP 107: Accountability Reporting

View Procedure

AP 110: School Councils

View Procedure

AP 120: Policy and Procedures Communication

View Procedure

AP 121: Development and Review of Administrative Procedures

View Procedure

AP 130: School Year

View Procedure

AP 130 - Appendix A: Staff Training and Development Opportunities

View Procedure

AP 131: School Day - Inclement Weather and Outdoor Environmental Conditions

View Procedure

AP 132: Emergency Closings

View Procedure

AP 140: Acceptable Use of Information and Communication Technology

View Procedure

AP 140 - Appendix A: Acceptable Use of Technology Procedures

View Procedure

AP 140 - Appendix B: Failure to Comply

View Procedure

AP 140 - Appendix C: ICT Use Rules and Etiquette

View Procedure

AP 140 - Form 140-1: Student Agreement To Comply

View Procedure

AP 140 - Form 140-2: Staff Agreement To Comply

View Procedure

AP 141: Portable Technology Security

View Procedure

AP 145: Use of Personal Mobile Devices (Cell Phone, Smart Watches, Wearable devices, etc)

View Procedure

AP 146: Electronic Social Media

View Procedure

AP 147: Commercial Electronic Messages (Anti-Spam)

View Procedure

AP 150: Communications

View Procedure

AP 151: Media Relations

View Procedure

AP 152: Dispute Resolution

View Procedure

AP 153: Advertising and Distribution of Materials

View Procedure

AP 154: Political Electioneering

View Procedure

AP 155: Event Protocol

View Procedure

AP 156: Visit Protocol

View Procedure

AP 157: Flag Protocol

View Procedure

AP 158: Corporate Identity

View Procedure

AP 159: Spectator Code of Conduct

View Procedure

AP 160: Health and Safety of Students and Staff

View Procedure

AP 160 - Appendix A: Occupational Health and Safety Compliance

View Procedure

AP 160 - Appendix B: Fire Safety Precautions

View Procedure

AP 160 - From 160-1: Incident Report

View Procedure

AP 161: Communicable Diseases

View Procedure

AP 161 - Appendix A: Prevention of Blood Borne Diseases

View Procedure

AP 161 - Appendix B: Blood and Body Fluid Clean Up Protocol

View Procedure

AP 161 - Appendix C: List of Communicable Diseases

View Procedure

AP 162: Smoke-Free Facilities

View Procedure

AP 162 - Appendix A: Smudging / Pipe Ceremonies

View Procedure

AP 163: Alcohol on Division Premises

View Procedure

AP 164: Health Promoting School Environment

View Procedure

AP 164 - Appendix A: Healthy Eating Food Guide

View Procedure

AP 165: Emergency Plans

View Procedure

AP 166: Pandemic Response

View Procedure

AP 167: Defibrillators

View Procedure

AP 170: Harassment in the Workplace

View Procedure

AP 175: Protection of Staff

View Procedure

AP 180: Freedom of Information and Protection of Privacy

View Procedure

AP 180 - Appendix A: Collection of Personal Information Notice

View Procedure

AP 181: Electronic Surveillance (Video Camera)

View Procedure

AP 181 - Form 181-1: Surveillance Video Release Form

View Procedure

AP 181 - Form 181-2: Surveillance System Log

View Procedure

AP 182: Recording of Conversations

View Procedure

AP 183: GPS (Global Positioning Software) on School Buses

View Procedure

AP 185: Records Management

View Procedure

AP 185 - Appendix A: Workspace Security and Organization

View Procedure

AP 185 - Appendix B: Records Retention Schedule

View Procedure

AP 185 - Form 185-1: Certificate of Destruction for Schools and Departments

View Procedure

AP 190: Copyright

View Procedure

AP 190 - Appendix A: Fair Dealing Guidelines

View Procedure

AP 190 - Form 190-1: Sample “General” Copyright Release Permission Form

View Procedure

AP 190 - Form 190-2: Sample “Specific” Copyright Release Permission Form

View Procedure

AP 190 - Form 190-3: Copyright Permission Form

View Procedure

AP 190 - Form 190-4: Parental Permission Form

View Procedure

AP 190 - Form 190-5: Sample Copyright Information Labels

View Procedure

AP 191: Computer Software

View Procedure

AP 192: Patents, Copyrights and Royalties

View Procedure

AP 148: Division Assets or Records During a Leave of Absence

View Procedure

AP 200: Organization for Instruction

View Procedure

AP 200 - Appendix A: Class Size Monitoring

View Procedure

AP 203: Multiculturalism

View Procedure

AP 205: Controversial Issues and Resources

View Procedure

AP 206: Human Sexuality Program

View Procedure

AP 207: Patriotic Exercises

View Procedure

AP 209: First Nation, Métis, Inuit Education Programs

View Procedure

AP 210: Early Childhood Services

View Procedure

AP 210 - Appendix A: Ages Funding Eligibility in ECS Programs

View Procedure

AP 211: English as an Additional Language

View Procedure

AP 212: Programs in Languages other than English

View Procedure

AP 213: Inclusive Education

View Procedure

AP 214: Knowledge and Employability Courses

View Procedure

AP 215: Career and Technology Foundation/Studies

View Procedure

AP 216: Off-Campus Education Programs

View Procedure

AP 216 - Appendix A: Registered Apprenticeship Program

View Procedure

AP 218: Special Projects

View Procedure

AP 219: Locally Developed Acquired and Authorized Courses

View Procedure

AP 221: Outreach Program

View Procedure

AP 222: Administrative Guidelines for Retention of Students

View Procedure

AP 223: Seclusion and Physical Restraints

View Procedure

AP 223 - Form 223-1: Incident Report on the Use of Restraint/Seclusion

View Procedure

AP 230: Online Education

View Procedure

AP 235: Adult Education

View Procedure

AP 240: Guidance and Counselling

View Procedure

AP 250: Learning Commons

View Procedure

AP 255: Animals in Schools

View Procedure

AP 256: Service Dogs

View Procedure

AP 260: Field Trips and Excursions

View Procedure

AP 260 - Appendix A: Field Trip Risk Assessment

View Procedure

AP 260 - Appendix B: Disclosure Letters

View Procedure

AP 260 - Appendix C: Field Trip / Excursion, Waiver Forms Information

View Procedure

AP 260 - Form 260-1: Field Trip Application Form

View Procedure

AP 260 - Form 260-2: Educational Summary

View Procedure

AP 260 - Form 260-3: Health Certification And Parents’/Guardians’ Waiver

View Procedure

AP 260 - Form 260-4: Planning For A Field Trip – Checklist A

View Procedure

AP 260 - Form 260-5: Principal’s Final Checklist For Out-Of-Town Travel

View Procedure

AP 260 - Form 260-6: Sample Consent Form For Field Trips/Excursions (In & Out Of Province)

View Procedure

AP 260 - Form 260-7: Sample Field Trip Letter To Parents/Guardians

View Procedure

AP 260 - Form 260-8: Student Travel Waiver

View Procedure

AP 260 - Form 260-9: Field Trip Vehicle Log and Inspection

View Procedure

AP 270: Home Education

View Procedure

AP 270 - Form 270-1: Home Education Notification Form

View Procedure

AP 270 - Form 270-2: Home Education Program Plan Form

View Procedure

AP 270 - Form 270-3: Home Education Program Plan: Review Criteria

View Procedure

AP 280: Evaluation of Instructional Programs

View Procedure

AP 290: Research Studies

View Procedure

AP 300: School Entrance Age

View Procedure

AP 301: Admission of Foreign Students

View Procedure

AP 302: International Student / Student Exchange Program

View Procedure

AP 303: Independent Students

View Procedure

AP 304: Student Information System (SIS)

View Procedure

AP 305: School Attendance Areas

View Procedure

AP 306: External Placements

View Procedure

AP 310: Student Supervision

View Procedure

AP 312: Student Safety Patrols

View Procedure

AP 315: Illness/Injury at School

View Procedure

AP 316: Administering Medication or Medical Treatment

View Procedure

AP 316 - Form 316-1: Request For The Administration Of Medication Or Medical Treatment

View Procedure

AP 316 - Form 316-2: Medical Treatment Of Students At School Release Form

View Procedure

AP 316 - Form 316-3: School Medical Response Plan Template

View Procedure

AP 316-Form 316-4: Medication Administration Log

View Procedure

AP 317: Life Threatening Medical Conditions

View Procedure

AP 317 - Appendix A: Action Steps for Anaphylaxis Management

View Procedure

AP 317 - Appendix B: How to Use the Epi Pen Auto-Injector

View Procedure

AP 317 - Appendix D: The Basics of Asthma Allergies and Anaphylaxis

View Procedure

AP Form 317-1: Designation of Authorized School-School Authority Epinephrine Auto-Injector Purchaser Form

View Procedure

AP 317 - Appendix C: The Basics of Asthma Allergies and Anaphylaxis

View Procedure

AP 318: Pediculosis (Lice)

View Procedure

AP 318 - Appendix A: FAQ asked Questions about Head Lice

View Procedure

AP 318 - Appendix B: Head Lice Steps for Effective Treatment

View Procedure

AP 320: Student Records

View Procedure

AP 321: Sharing Information on Students with Status Under Youth Criminal Justice Act

View Procedure

AP 322: Legal Custody of Children

View Procedure

AP 325: Reporting Child Abuse

View Procedure

AP 325 - Form 325-1: Report Regarding Suspected Abuse/Neglect

View Procedure

AP 330: Student Attendance

View Procedure

AP 340: Specialized Supports and Services for Students

View Procedure

AP 350: Student Rights and Responsibilities

View Procedure

AP 350 - Appendix A: Student Code of Conduct

View Procedure

AP 351: Student Conduct on School Buses

View Procedure

AP 352: Interrogation and Searches

View Procedure

AP 353: Alcohol, Restricted and Illicit Drugs Use

View Procedure

AP 354: Possession of Weapons or Potentially Dangerous Items in School

View Procedure

AP 355: Student Discipline

View Procedure

AP 357: Vandalism

View Procedure

AP 357 - Form 357-1: Property Damage Report

View Procedure

AP 360: Student Assessment Evaluation and Reporting

View Procedure

AP 360 - Appendix A: Standardized Tests

View Procedure

AP 362: Specialized Assessment

View Procedure

AP 365: Course Challenge

View Procedure

AP 365 - Form 365-1: Student-Initiated Course Challenge Assessment

View Procedure

AP 370: Student Awards and Scholarships

View Procedure

AP 371: School Student Achievement Awards

View Procedure

AP 375: Graduation Exercises

View Procedure

AP 380: Students’ Council

View Procedure

AP 385: Students Assisting Students Program

View Procedure

AP 390: Student Appeals

View Procedure

AP 391: Student Appeals of School Awarded Marks

View Procedure

AP 400: Staff Employment

View Procedure

AP 400 - Appendix A: Criminal Record Check and Vulnerable Sector Record Checks

View Procedure

AP 401: Staff Supervisory Relationships

View Procedure

AP 402: Personnel Records

View Procedure

AP 403: Duty to Report

View Procedure

AP 403 - Form 403-1: FMPSD Whistleblower: Disclosure of Wrongdoing For

View Procedure

AP 404: Conflict of Interest

View Procedure

AP 405: Working Alone

View Procedure

AP 406: Certificate of Good Health

View Procedure

AP 407: Employee and Family Assistance Program

View Procedure

AP 408: Annual Leaves of Absence

View Procedure

AP 408 - Form 408-1: Leave of Absence Agreement

View Procedure

AP 409: Employee Consulting Activities

View Procedure

AP 410: Staff Participation in Political Activities

View Procedure

AP 411: Modified Work Program

View Procedure

AP 411 - Form 411-1: Modified Work Program Form

View Procedure

AP 412: District Office Out of Scope Management Vacation, Statutory and Leaves

View Procedure

AP 415: Employee Recognition of Service

View Procedure

AP 416: Recognition and Retirement of Staff Members

View Procedure

AP 419: Employee Resignations, Retirement or Other Cessation of Employment

View Procedure

AP 420: Role of the Teacher

View Procedure

AP 422: Teacher Growth Supervision and Evaluation

View Procedure

AP 422 - Form 422-1: Teacher Evaluation Report – Permanent Certification

View Procedure

AP 422 - Form 422-2: Teacher Evaluation Report – Interim Certification

View Procedure

AP 424: Student Teaching

View Procedure

AP 426: Reduction in Professional Staff Work Force

View Procedure

AP 429: Teachers Relocation Advance and Moving Expense

View Procedure

AP 430: Role of the Principal

View Procedure

AP 431: Role of the Vice Principal

View Procedure

AP 432: Evaluation of School Administrative Staff

View Procedure

AP 434: Term Appointment for School Administrators

View Procedure

AP 439: Relocation Expenses of New Division Administrators

View Procedure

AP 440: Support Staff

View Procedure

AP 441: Quality Practice Standard for Support Staff

View Procedure

AP 442: Evaluation of Support Staff

View Procedure

AP 443: Support Staff Professional Development

View Procedure

AP 444: Local Authorities Pension Plan

View Procedure

AP 445: CUPE Code of Conduct

View Procedure

AP 446: CUPE Discipline

View Procedure

AP 447: Support Staff Extra Duty

View Procedure

AP 448: Fitness for Duty Guidelines

View Procedure

AP 448 - Form 448-1: Fitness for Work

View Procedure

AP 450: Administrative Organization Plan

View Procedure

AP 450 - Appendix A: Organization Charts

View Procedure

AP 450 - Appendix AA: Organization Chart – Division

View Procedure

AP 450 - Appendix AB: Organization Chart – Human Resources & Administration

View Procedure

AP 450 - Appendix AC: Organization Chart – Inclusive Learning

View Procedure

AP 450 - Appendix AD: Organization Chart – Teaching and Learning

View Procedure

AP 450 - Appendix AE: Organization Chart – Business & Finance

View Procedure

AP 450 - Appendix AF: Organization Chart – Superintendent's Office

View Procedure

AP 450 - Appendix B: Competencies for Division Office Administrators

View Procedure

AP 452: Role of the Director of Teaching & Learning

View Procedure

AP 453: Role of the Associate Superintendent, Business and Finance

View Procedure

AP 454: Role of the Director of Inclusive Learning

View Procedure

AP 455: Role Of The Assistant Superintendent, Human Resources & Administration

View Procedure

AP 456: Role of the Director of Human Resources & Administration

View Procedure

AP 460: Teachers on Call

View Procedure

AP 461: Substitute Personnel for School Based Support Staff

View Procedure

AP 462: Teacher Assistant Supervisor

View Procedure

AP 470: Position Descriptions

View Procedure

AP 480: Worker Contract Status Determination

View Procedure

AP 490: Volunteers

View Procedure

AP 490 - Form 490-1: Volunteer Registration Form

View Procedure

AP 491: Volunteers Coaches and Supervisors

View Procedure

AP 491 - Appendix A: Respect in Sport – Coach/Activity Leader Program

View Procedure

AP 492: Appeal Process: Unreasonable Teaching Assignment

View Procedure

AP 493: ATA Staffing Procedures

View Procedure

AP 500: Fiscal Management

View Procedure

AP 501: Annual District Budget

View Procedure

AP 502: Annual School Budgets

View Procedure

AP 503: Reserve Funds

View Procedure

AP 504: Cash Management and Investments

View Procedure

AP 505: Student Fees

View Procedure

AP 505 - Appendix A: Application for Discounted School Fees

View Procedure

AP 507: Protection of Valuables in Schools

View Procedure

AP 509: Enterprise Risk Management

View Procedure

AP 510: Financial Accountability and Audits

View Procedure

AP 511: School Generated Funds

View Procedure

AP 512: Cash Management

View Procedure

AP 512 - Form 512-1: Petty Cash Reconcilation

View Procedure

AP 513: Expense Reimbursements

View Procedure

AP 513 - Appendix A: Expense Reimbursement Rates

View Procedure

AP 513 - Form 513-1: Lost Receipt Form

View Procedure

AP 514: Authorized Signature, Electronic Transfers and Cheque Writing Services

View Procedure

AP 515: Purchasing

View Procedure

AP 515 - Appendix A: Purchasing of Hazardous Materials

View Procedure

AP 516: Imprest Account and Division Charge Cards

View Procedure

AP 516 - Form 516-1: Cheque Request

View Procedure

AP 517: Materials Resource Management

View Procedure

AP 518: School Properties Disposal Procedure

View Procedure

AP 519: Surplus Land and Buildings

View Procedure

AP 520: Fundraising

View Procedure

AP 520 - Appendix A: AGLC CGP Handbook Section 5.8: Education - Use of Proceeds

View Procedure

AP 525: Partnerships

View Procedure

AP 525 - Appendix A: Ethical Guidelines for Business- Education Partnerships

View Procedure

AP 526: Donations

View Procedure

AP 530: Insurance Management

View Procedure

AP 531: Student Insurance Program

View Procedure

AP 540: Facilities Planning

View Procedure

AP 540 - Appendix A: Selection of Architect

View Procedure

AP 541: Naming Opportunities Honourary and Commemorative

View Procedure

AP 543: Access to Buildings

View Procedure

AP 544: Building and Grounds Maintenance

View Procedure

AP 545: Hazardous Chemicals Management

View Procedure

AP 546: Environmental Practices

View Procedure

AP 548: Purchase/Connection of Equipment

View Procedure

AP 549: Personal Use of District Equipment and Materials

View Procedure

AP 550: Community Use of School Facilities

View Procedure

AP 551: Playground Equipment

View Procedure

AP 560: Student Transportation Services

View Procedure

AP 560 - Appendix A: Transportation Fees

View Procedure

AP 562: Student Field Trip Bus Transportation

View Procedure

AP 565: Student Transportation in Private Vehicles

View Procedure

AP 570: Fleet Management

View Procedure

AP 580: Use of District Owned Vehicles

View Procedure

AP 580 - Form 580-1: Motor Vehicle Damage Accident Report

View Procedure