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

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AP 101: Annual Education Results Report

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AP 102: School Education Plans and Annual Reports

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AP 103: School Reviews

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AP 105: School Based Decision Making

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AP 106: School Based Management

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AP 107: Accountability Reporting

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AP 110: School Councils

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AP 120: Policy and Procedures Communication

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AP 121: Development and Review of Administrative Procedures

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AP 130: School Year

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AP 130 - Appendix A: Staff Training and Development Opportunities

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

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AP 132: Emergency Closings

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AP 140: Acceptable Use of Information and Communication Technology

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AP 140 - Appendix A: Acceptable Use of Technology Procedures

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AP 140 - Appendix B: Failure to Comply

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AP 140 - Appendix C: ICT Use Rules and Etiquette

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

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

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AP 141: Portable Technology Security

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

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AP 146: Electronic Social Media

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AP 147: Commercial Electronic Messages (Anti-Spam)

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AP 150: Communications

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AP 151: Media Relations

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AP 152: Dispute Resolution

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AP 153: Advertising and Distribution of Materials

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AP 154: Political Electioneering

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AP 155: Event Protocol

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AP 156: Visit Protocol

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AP 157: Flag Protocol

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AP 158: Corporate Identity

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AP 159: Spectator Code of Conduct

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AP 160: Health and Safety of Students and Staff

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AP 160 - Appendix A: Occupational Health and Safety Compliance

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AP 160 - Appendix B: Fire Safety Precautions

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AP 160 - From 160-1: Incident Report

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AP 161: Communicable Diseases

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AP 161 - Appendix A: Prevention of Blood Borne Diseases

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

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AP 161 - Appendix C: List of Communicable Diseases

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AP 162: Smoke-Free Facilities

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AP 162 - Appendix A: Smudging / Pipe Ceremonies

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AP 163: Alcohol on Division Premises

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AP 164: Health Promoting School Environment

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AP 164 - Appendix A: Healthy Eating Food Guide

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AP 165: Emergency Plans

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AP 166: Pandemic Response

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AP 167: Defibrillators

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AP 170: Harassment in the Workplace

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AP 175: Protection of Staff

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AP 180: Freedom of Information and Protection of Privacy

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AP 180 - Appendix A: Collection of Personal Information Notice

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AP 181: Electronic Surveillance (Video Camera)

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

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AP 181 - Form 181-2: Surveillance System Log

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AP 182: Recording of Conversations

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

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AP 185: Records Management

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AP 185 - Appendix A: Workspace Security and Organization

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AP 185 - Appendix B: Records Retention Schedule

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

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AP 190: Copyright

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AP 190 - Appendix A: Fair Dealing Guidelines

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

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

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AP 190 - Form 190-3: Copyright Permission Form

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AP 190 - Form 190-4: Parental Permission Form

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

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AP 191: Computer Software

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AP 192: Patents, Copyrights and Royalties

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

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AP 200: Organization for Instruction

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AP 200 - Appendix A: Class Size Monitoring

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AP 203: Multiculturalism

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AP 205: Controversial Issues and Resources

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AP 206: Human Sexuality Program

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AP 207: Patriotic Exercises

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AP 209: First Nation, Métis, Inuit Education Programs

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AP 210: Early Childhood Services

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

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AP 211: English as an Additional Language

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AP 212: Programs in Languages other than English

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AP 213: Inclusive Education

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AP 214: Knowledge and Employability Courses

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AP 215: Career and Technology Foundation/Studies

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AP 216: Off-Campus Education Programs

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AP 216 - Appendix A: Registered Apprenticeship Program

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AP 218: Special Projects

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AP 219: Locally Developed Acquired and Authorized Courses

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AP 221: Outreach Program

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AP 222: Administrative Guidelines for Retention of Students

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AP 223: Seclusion and Physical Restraints

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

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AP 230: Online Education

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AP 235: Adult Education

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AP 240: Guidance and Counselling

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AP 250: Learning Commons

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AP 255: Animals in Schools

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AP 256: Service Dogs

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AP 260: Field Trips and Excursions

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AP 260 - Appendix A: Field Trip Risk Assessment

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AP 260 - Appendix B: Disclosure Letters

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

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

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AP 260 - Form 260-2: Educational Summary

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

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

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

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

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

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AP 260 - Form 260-8: Student Travel Waiver

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

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AP 270: Home Education

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

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

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

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AP 280: Evaluation of Instructional Programs

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AP 290: Research Studies

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AP 300: School Entrance Age

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AP 301: Admission of Foreign Students

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AP 302: International Student / Student Exchange Program

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AP 303: Independent Students

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AP 304: Student Information System (SIS)

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AP 305: School Attendance Areas

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AP 306: External Placements

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AP 310: Student Supervision

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AP 312: Student Safety Patrols

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AP 315: Illness/Injury at School

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AP 316: Administering Medication or Medical Treatment

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

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

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

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AP 316-Form 316-4: Medication Administration Log

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AP 317: Life Threatening Medical Conditions

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AP 317 - Appendix A: Action Steps for Anaphylaxis Management

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

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

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

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

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AP 318: Pediculosis (Lice)

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

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

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AP 320: Student Records

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

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AP 322: Legal Custody of Children

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AP 325: Reporting Child Abuse

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

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AP 330: Student Attendance

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AP 340: Specialized Supports and Services for Students

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AP 350: Student Rights and Responsibilities

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AP 350 - Appendix A: Student Code of Conduct

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AP 351: Student Conduct on School Buses

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AP 352: Interrogation and Searches

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AP 353: Alcohol, Restricted and Illicit Drugs Use

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

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AP 355: Student Discipline

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AP 357: Vandalism

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AP 357 - Form 357-1: Property Damage Report

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AP 360: Student Assessment Evaluation and Reporting

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AP 360 - Appendix A: Standardized Tests

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AP 362: Specialized Assessment

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AP 365: Course Challenge

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

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AP 370: Student Awards and Scholarships

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AP 371: School Student Achievement Awards

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AP 375: Graduation Exercises

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AP 380: Students’ Council

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AP 385: Students Assisting Students Program

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AP 390: Student Appeals

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AP 391: Student Appeals of School Awarded Marks

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AP 400: Staff Employment

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

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AP 401: Staff Supervisory Relationships

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AP 402: Personnel Records

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AP 403: Duty to Report

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

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AP 404: Conflict of Interest

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AP 405: Working Alone

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AP 406: Certificate of Good Health

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AP 407: Employee and Family Assistance Program

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AP 408: Annual Leaves of Absence

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

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AP 409: Employee Consulting Activities

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AP 410: Staff Participation in Political Activities

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AP 411: Modified Work Program

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

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

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AP 415: Employee Recognition of Service

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AP 416: Recognition and Retirement of Staff Members

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

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AP 420: Role of the Teacher

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AP 422: Teacher Growth Supervision and Evaluation

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

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

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AP 424: Student Teaching

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AP 426: Reduction in Professional Staff Work Force

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AP 429: Teachers Relocation Advance and Moving Expense

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AP 430: Role of the Principal

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AP 431: Role of the Vice Principal

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AP 432: Evaluation of School Administrative Staff

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AP 434: Term Appointment for School Administrators

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AP 439: Relocation Expenses of New Division Administrators

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AP 440: Support Staff

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AP 441: Quality Practice Standard for Support Staff

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AP 442: Evaluation of Support Staff

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AP 443: Support Staff Professional Development

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AP 444: Local Authorities Pension Plan

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AP 445: CUPE Code of Conduct

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AP 446: CUPE Discipline

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AP 447: Support Staff Extra Duty

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AP 448: Fitness for Duty Guidelines

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AP 448 - Form 448-1: Fitness for Work

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AP 450: Administrative Organization Plan

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AP 450 - Appendix A: Organization Charts

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AP 450 - Appendix AA: Organization Chart – Division

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

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AP 450 - Appendix AC: Organization Chart – Inclusive Learning

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

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

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

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AP 450 - Appendix B: Competencies for Division Office Administrators

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AP 452: Role of the Director of Teaching & Learning

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

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AP 454: Role of the Director of Inclusive Learning

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

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

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AP 460: Teachers on Call

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AP 461: Substitute Personnel for School Based Support Staff

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AP 462: Teacher Assistant Supervisor

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AP 470: Position Descriptions

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AP 480: Worker Contract Status Determination

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AP 490: Volunteers

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AP 490 - Form 490-1: Volunteer Registration Form

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AP 491: Volunteers Coaches and Supervisors

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

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AP 500: Fiscal Management

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AP 501: Annual District Budget

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AP 502: Annual School Budgets

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AP 503: Reserve Funds

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AP 504: Cash Management and Investments

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AP 505: Student Fees

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AP 505 - Appendix A: Application for Discounted School Fees

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AP 507: Protection of Valuables in Schools

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AP 509: Enterprise Risk Management

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AP 510: Financial Accountability and Audits

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AP 511: School Generated Funds

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AP 512: Cash Management

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AP 512 - Form 512-1: Petty Cash Reconcilation

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AP 513: Expense Reimbursements

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AP 513 - Appendix A: Expense Reimbursement Rates

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AP 513 - Form 513-1: Lost Receipt Form

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

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AP 515: Purchasing

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AP 515 - Appendix A: Purchasing of Hazardous Materials

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AP 516: Imprest Account and Division Charge Cards

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AP 516 - Form 516-1: Cheque Request

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AP 517: Materials Resource Management

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AP 518: School Properties Disposal Procedure

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AP 519: Surplus Land and Buildings

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AP 520: Fundraising

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

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AP 525: Partnerships

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

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AP 526: Donations

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AP 530: Insurance Management

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AP 531: Student Insurance Program

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AP 540: Facilities Planning

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AP 540 - Appendix A: Selection of Architect

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AP 541: Naming Opportunities Honourary and Commemorative

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AP 543: Access to Buildings

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AP 544: Building and Grounds Maintenance

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AP 545: Hazardous Chemicals Management

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AP 546: Environmental Practices

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AP 548: Purchase/Connection of Equipment

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AP 549: Personal Use of District Equipment and Materials

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AP 550: Community Use of School Facilities

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AP 551: Playground Equipment

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AP 560: Student Transportation Services

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AP 560 - Appendix A: Transportation Fees

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AP 562: Student Field Trip Bus Transportation

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AP 565: Student Transportation in Private Vehicles

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AP 570: Fleet Management

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AP 580: Use of District Owned Vehicles

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

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