administrative-policies-and-procedures.ppt.pptx

administrative-policies-and-procedures.ppt.pptx

1. Administrative policies require or prohibit specific actions of faculty, staff, students, and external individuals who use University resources or services , as appropriate. The president has delegated authority to the President's Policy Committee (PPC) to establish administrative policies. Administrative procedures are a set or system of rules that govern the procedures for managing an organization . These procedures are meant to establish efficiency, consistency, responsibility, and accountability. Policies set some parameters for decision-making but leave room for flexibility. They show the “why” behind an action. Procedures, on the other hand, explain the “ how .” They provide step-by-step instructions for specific routine tasks. They may even include a checklist or process steps to

2. Importance of Clear Policies and Procedures in Schools Administrative procedures are important because they : ► provide an objective set of rules by which an organization is governed. ► help establish the legitimacy of management action by ensuring the application of management rules and decisions is done in an objective, fair, and consistent manner ► help ensure that managers are held accountable for decisions that deviate from the procedures Following Policies and Procedures have the positive outcomes of : ► Consistent processes and structures ► Better quality service ► A safer workplace

3. Ways to Implement Policies and Procedures ► Make policy manuals more accessible ► Implement training courses ► Test employee comprehension ► Encourage accountability ► Regularly review policies and procedures ► Policy is generally an intent, a set of rules and principles, adopted for ease of governance within an organization. It is fundamentally important for organizations to have implementable policies, as it forms a linking pin between

4. the school management, teachers, students, parents, and the rule of law. An organization without policy is an organization without control. ► If there are no formal policies, then organization staff at any level would have no guidance on how to make right consistent decisions. Imagine, a parent approaches a teacher, and requests to view her child’s answer script. If the school has no proper policy on Assessments, the choice on whether to show the answer paper might depend upon which teacher she spoke to, or whether the teacher she speaks to is having a bad day. In short, an absence of policy leads to inconsistency of decision making. ► Not everyone understands why policies exist – some people view them as being bureaucratic and overbearing. In reality, as the school management cannot be everywhere all the time to ensure staff carry out their tasks correctly and responsibly, policies provide useful and necessary assistance. Rules therefore help to decrease the amount of direct supervision by the management, and at the same time increase the efficiency of work processes.

5. ► Besides, policies are also important because they help a school establish model operating procedures and create standards of quality for learning and safety, as well as expectations and accountability. Without these, institutions would lack the structure and function necessary to provide the educational needs of students. Eventually, policies are key for the success of a school, and provides many other privileges provided they are written well and kept up to date. Benefits of having Policies and Procedures in Schools 1. Internal Controls ► Organizational policies should serve as an important form of internal control. Policy form as a control mechanism that will effectively limit the behavior of teaching and non-teaching staff. Instructions could be that two teachers must be involved in any assessment process, one to correct the answer script, and another to audit the sheet. Policy should always be enforced through some kind of scrutinizing mechanism, or it will be a weak internal control. School management can make life easier by creating proper internal controls that are enforceable. 2.Minimise Costs : ► Management always feel the need to minimize costs. This can take the form of examining the real amount of resources required for what the School actually needs, such as

6. finding the cheapest suppliers without sacrificing quality. It can also be about limiting the financial losses that can cripple school operations, such as shortages, wastages, errors and other kinds of losses. When policies address potential sources of risk and require employees to know them, it creates awareness of the need for risk management. It is best to ensure that employees comply with company policies intended to minimize risk. 3. Maintain Compliance ► School policies must enable the organization to maintain a degree of accountability in the eyes of internal and external stakeholders. School has an obligation towards the law of the land. Compliance is to follow these established defined statutory procedures and practices. Educational policies are rules that are intended to help schools teach students efficiently, fairly and safely as per the regulatory norms, and the Board to which the Institution is affiliated. These terms determine how students are taught, what they are taught, how schools manage students and its personnel. 4. Build a Learning Culture ► Academics being the major service of a school, it is mandatory to create a learning culture by encouraging the staff to continuously add to their knowledge. This includes

7. determining which capability each staff should acquire and creating a process for updating it throughout the year. For example, a policy to have a staff competency matrix and training need analysis for all staff must be completed before becoming eligible for the appraisal. Initially each staff learning should include a checklist of tasks, such as required training and development, work samples and formal learning instructions. 6. Safe Learning Environments ► Students, teachers and staff members deserve to feel physically and psychologically secure in their environment. Policies influence how safe individuals are in school. In order to create this environment, guidelines need to be developed and reinstated that establish safety standards for the physical environment and mental state of students and staff. Disciplined rules have an effect on the safety of students and staff at school level, therefore, procedures should extend beyond the classroom, frequency of fire drills, anti-bullying, and how staff should respond during a medical emergency. 7.Setting Goals and Establishing Productivity ► Students and teachers are the major customers of all the policies in a school. Management should establish standard rules to guide acceptable behavior, and help create a conducive learning environment. All of these are necessary to help the

8. institution run smoothly to ensure that students receive a quality education. In order for an institution to encourage higher learning, plans must be in place that establish goals as set forth by the school management. This is important for relating education to the community and making it responsible to the larger world. Accountability through the use of goal-oriented policies ensures productivity – thus save time, prevent confusion and unify the school. 8.Suspension and Expulsion ► Although the law strictly disapproves it, the school should be very careful in determining when a student should be suspended or expelled, because it can impact a child's future. Although it is common to expel students for excessive violations of school rules, this is not always a good option for dealing with behavior problems. When a child is expelled, he may lose his desire to continue attending traditional institution and quit. Suspension policies can inadvertently discourage students from attending school, leading to a lifetime of low-paying jobs or dependency of others. For this reason, it is important to have policies that incorporate other solutions before resorting to suspension and expulsion. 9.Equality

9. ► Equality in the schools is again determined by it’s policies. School must have guidelines requiring acts of discrimination to be reported to their administrators and to be remedied promptly. There are also rules in place to make sure that children with disabilities, or slow-learners, receive the same access to an education as other students. This ensures that everyone gets the opportunity to contribute to society and thrive economically. 10. Teacher Engagement ► Another important thing is that policies on teacher training and engagement should focus more on the professional continuum of teachers. Teacher engagement is the key element for teacher retention, including teacher interventions, and their continuous professional development all over their career – they are a whole and they are interconnected. A proper workplace policy also aims to guide teaching and non-teaching staff in how to perform in the school for various prohibited issues in – harassment, internet use, health and safety, and social media are just a few.

10. Policy Checklist ► A school policy should: ► 1.set out the aim of the policy ► 2.explain why the policy was developed ► 3.list who the policy applies to ► 4.list who will act/perform on the policy ► 5.set out what is the acceptable and unacceptable behavior ► 6. set out consequences of not complying with the policy ► 7. provide the date when the policy was developed and approved

11. Sample areas of Concerns ► Student Code of Conduct Admission policy ► Recruitment policy Bullying Policy ► Internet Policy Littering Policy ► Mobile phone policy Attendance Policy ► Non- smoking policy ► Drug and alcohol policy ► Health and safety policy ► Security policy ► Anti discrimination policy ► Grievance handling ► Student Discipline ► Dress Code Policy ► Use of Computer Laboratory policy

12. ► Workplace Sanitation and safety policy Sample school Policy MinSU Respectful Behavoiur Policy PURPOSE MinSU commit in our mission statement to the provision of a safe and supportive environment where the self-worth and dignity of the individual and the rights of others is promoted and developed by all. Our community should be characterized by understanding, forgiveness, justice and mercy. Disrespectful behaviors' infringe upon a person’s self-worth and dignity and are major obstacles to achieving our mission. GUIDELINES We aim to: Foster a high level of social competence Promote an ability to problem solve Promote resilience

13. Foster a sense of community The school recognizes the need for a whole school approach engaging with staff, students and parents/guardians Definition Disrespectful behaviors' manifest in psychological, physical or social harassment of one person over another. They involve a perceived imbalance of power and are repeated over time. The following table outlines some examples of Disrespectful behaviors'

14. Physical Fighting Pushing Shoving Invading personal space Social - verbal Name calling Using offensive language Putting people down Spreading gossip and rumour Picking on people because of their race, gender, creed or personal characteristics Social - psychological Using stand over tactics Practicing extortion Picking on others Repeatedly excluding others Focusing on individual differences or preferences Deliberately damaging personal property Throwing objects Stealing Sexual Brushing up against another in a sexual manner Making sexual jokes Producing offensive drawings or graffiti Writing about someone’s morals in a derogatory way Asking inappropriate questions about someone’s private life Commenting on someone’s physical appearance in a hurtful manner Cyber [using internet / mobile phone] Making threats Spreading gossip/ rumour Putting people down Pranking Using offensive language

15. The school will adopt a four phase approach developing and delivering strategies for primary prevention early intervention intervention postprevention BASIS FOR DISCRETION ► If there is any legal action pending, this policy will not be operational. PROCEDURES FOR IMPLEMENTATION Information Dissemination Parents/guardians, teachers and students will be aware of the school’s position on disrespectful behaviour , bullying, discrimination and harassment. The school will adopt a four-phase approach – Primary prevention Professional development for staff relating to bullying, discrimination and harassment and the strategies that counteract them Provision of programs that promote resilience, life and social skills, assertiveness, conflict resolution and problem solving Regular administration of bullying survey and yard survey Clarification by homeroom teachers of the school policy on disrespectful behaviour at the start of each year

16. Promotion by whole school community of philosophy of intolerance of disrespectful behaviour Structured activities available to students at lunchtime Early intervention Encourage the reporting of incidents through publications and Intranet Remind students to report incidents. Encourage parents to contact the school if aware of a problem. Designate Year Level areas which are supervised by teachers. ► 4.4 Intervention

17.     Once identified, all involved in the bullying incident will be interviewed by a teacher and/or Year Level Coordinator All incidents or allegations of bullying, discrimination or harassment will be fully investigated and documented. If bullying, discrimination or harassment is ongoing or severe, Deputy Principal will become involved and parents/guardians will be contacted Consequences may include: removal from class, removal from yard or specified areas, withdrawal of privileges, detention, school suspension Those involved will be offered counselling by school counsellor 4.5 Post Intervention There will be – Ongoing monitoring of those involved in disrespectful behavious Ongoing liaison with families EVALUATION: A sub committee of the Planning Team will evaluate the policy and procedures every year.

18. Date Approved: September 01, 2021 6. Effectivity: Once approved ► MinSU Letter Head ► Name of School: ► Address: ► Title: ► 1. Introduction/Background: ► II. Aims/Objectives: ► III. Policies and Procedures ► 1V.Date Prepared/Approved: ► V. Date of Implementation: