Admin Proc Manual

8/15/2019 Admin Proc Manual

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ADMINISTRATIVE

PROCEDURES

MANUAL

for the

Bruce-Grey Catholic District School Board


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Page 1 of 3

BRUCE-GREY CATHOLIC DISTRICT SCHOOL BOARD

INDEX TO ADMINISTRATIVE PROCEDURES

Date Revised: October 24,2013

SECTION PROCEDURE PAGE

1GUIDING PRINCIPLES

2 GOVERNANCE

3 TRUSTEES

Student Representation on the Board . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7(a) to (c)

4 ADMINISTRATIVE STAFF

Guidelines for Trustees, Parents and Staff in Addressing School Related Concerns 7(i)(a) to (d)

Email Etiquette . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7(ii)

Communications Protocol . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7(iii)

5 BUSINESS ADMINISTRATION

Finance and Budget Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Disposal of Obsolete or Surplus Assets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3(a) to (b)

Custodial, Obsolete and Surplus Materials, Furniture and Equipment – AF 5-3

Expenses for Travel, Meals, Hospitality, Conferences and Out of Pocket Expenses . . 4(a) to (j)

Worksheet for calculating Kilometres – AF: 5-4a

Schedule of Distances Chart – AF: 5-4b

Perquisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5(a) to (b)

Purchasing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6(a) to (w)

Application for New Vendor Code – AF: 5-6a

Conditions of this Order – AF: 5-6b

Purchasing: Mobile Devices and Other Hand-held Wireless Communications Equip . . . . . . . 6i

Mobile Devices .... User Agreement / Supervisor Request (for NEW plans) . . . . . . . 6(i)-c

Mobile Devices .... User Agree./Change of Request/Approval(Upgrades/Changes) . . 6(i)-d

Community Use of School Facilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8(a) to (b)

Includes: Application form-Community Use of Schools, Insurance form and form for Music lessons, License Agreemen

Security of Board Facilities: Loan of Keys Agreement . . . . . . . . . . . . . . . . . . . . . . . . . 9(a) to (b)

Guidelines for Conducting Educational Research . . . . . . . . . . . . . . . . . . . . . . . . . . 11(i)(a) to (g)

Privacy Breach Protocol (plus Appendix A, B & C) . . . . . . . . . . . . . . . . . . . . . . 5-11(ii) (a to g)

Professional Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Video Surveillance in Schools and School Buses . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16(a) to (d)

Safe Disposal of Hazardous Waste . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17(a) to (d)

School Generated Funds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18(a) to (c)


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Page 3 of 3

Accessibility in Employment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2(a) to (c)

Occupational Health and Safety . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3(a) to (g)

Procedures for “Hot Work” Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3(i)

Confined Space Entry Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3(ii)

Ergonomics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3(iii)

Lockout/Tagout Procedure (to follow) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3(iv)

Noise Control and Hearing Conservation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3(v)

Working Safely in Special Education . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3(vi)

Use of Electronic Devices While Driving . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3(vii)

Automated External Defibrillators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 (viii)

School Elevators and Lifts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3(ix)

Work Refusals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3(x)

Working Alone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3(xi)

First Aid Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3(xii)

General Workplace Inspections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3(xiii)

Incident Investigation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3(xv)

Use of Technical Education Facilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3(xvi)

Roles and Responsibilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3(xvii)

Workplace Harassment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4(a) to (h)

Hiring and Promotion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5(a) to (b)

Criminal Background Checks/Vulnerable Sector Screening for Employees . . . . . . . . . 8(a) to (c)

Criminal Background Checks for Service Providers . . . . . . . . . . . . . . . . . . . . . . . . . . . 9(a) to (b)

Disability Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13(a) to (b)

Inclement Weather . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16(a) to (d)

Workplace Violence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22(a) to (h)

Absence Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27(a) to (e)

9 STUDENT SERVICES

Protocol for Third Party Services in the Schools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2(a) to c)

Special Education Equipment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2A(a) to (e)

Responsibility for Borrowed Equipment (Appendix 1)

Decision-Making Protocol for Entry of a Personal Service Dog . . . . . . . . . . . . . . . . 2B(a) to (g)

Protocol for Partnerships with External Agencies for Provision of Services by ..... . 2C(a) to (b)

Supervised Alternative Learning (S.A.L). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Includes Supervised Alternative Learning Procedures 2011

Physical Restraint of Student . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11(a) to (f)

10 CATHOLIC FORMATION PROGRAM

Mission/Charitable Activity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3


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A.P. 3-7(a)

Administrative Procedure A.P. 3 - 7

Date: February 27, 2006

Reviewed: June 2013

Subject: Selection of Student Representative to theBoard

Purpose

In accordance with the Education Quality Improvement Act, 1997 and Ontario Regulation 07/07 the Board supports student representation on the Bruce-Grey Catholic District School Board as a means of having the

interests and views of students expressed on educational matters. A BGCDSB Student Trustee serves touphold the Catholic virtues and values in representing the interests of all students of the Board.

Appointment of Student Trustees

1. a) A notice shall be sent to each secondary school principal before April 1 inviting eachsecondary school to nominate a qualified student to be considered by the Board for appointment as student trustee on the Board.

b) The nomination procedure at each secondary school shall involve a selection process bystudents. The nominations must be supported by the principal and teaching staff. Therecommended nominee should be an elected member of the Student Council. The processused must be completed by April 30 th each year.

c) Student trustees shall be elected in one of the following ways:1. Directly, by students of the secondary school.2. Indirectly, by student representative bodies such as the student council.An election shall be held not later than April 30 in each year.

d) Prior to Student Council elections, the candidates shall provide to the principal:i) reasons for seeking the positionii) educational background, current achievement, qualifications and interestsiii) evidence of their commitment to the Virtues and Catholic Graduate Expectationsiv) a letter of reference from the parish priest.

e) The selection process should be part of the secondary school’s annual process for electing/appointing a Student Council.

f) Following the Student Council elections, the principal will provide the following:i) application package along with a Principal letter of referenceii) two letters of reference: one from the principal or vice-principal of the school attended

by the applicant, and the one provided by the parish priest.

The submissions will be reviewed by the Chairperson, Vice-Chairperson and Director of Education, and presented to the Board on or before June 30th.


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A.P. 3-7(b)

2. Role Description and Expectationsa) The student trustees should attend all public Regular Meetings of the Board and the Open

portion of the Committee of the Whole Board meetings.

b) The student trustee shall participate with other trustees in discussion, and represent students' positions during such discussions at the Board table and at committee meetings.

c) The student trustee must adhere to the Board's Code of Ethics and treat issues within limits

of confidentiality and with discretion.

d) The student trustees shall not bring forward motions, second motions or vote.

3. VotingStudent trustees are not board members and are therefore not entitled to a binding vote--that is,their vote doesn't “count;” however, a student trustee does have the right to have their voterecorded in the board minutes if they request it. In addition, a student trustee may request that amatter before a board or any of its committees be put to a vote, in which case there must be twovotes:1) a non-binding vote that includes the student trustee's vote; and

2) a recorded binding vote that does not include the student trustee's vote.A student trustee is not entitled to move a motion, but is entitled to suggest a motion on anymatter at a meeting of the board or of one of its committees on which the student trustee sits. If nomember of the board or committee, as the case may be, moves the suggested motion, the record shall show the suggested motion.

4. Disqualification of Student Trusteea) A student trustee shall be disqualified from service when he or she ceases to be a student

in the school for which he or she was appointed within the jurisdiction of the Board.

b) A student trustee who is absent from three consecutive regular meetings of the Board

without permission of the Board may be disqualified from serving on the Board.

c) A student trustee who is convicted of an indictable offense shall be disqualified fromserving on the Board.

d) A student trustee who seriously violates the school's code of behaviour shall bedisqualified from serving on the Board.

e) A student trustee, who in the opinion of the director and the chairperson, behaves in amanner which is deemed to be incompatible with the responsibilities of the position shall be disqualified from serving as a student trustee on the Board.

5. Filling a VacancyIf the board determines that a vacancy shall be filled, it shall be filled by a by-election.

6. Reimbursement of Expenses

Student trustees shall be reimbursed for expenses while on approved Board business at theapproved Board kilometre rate and in accordance with established guidelines for reimbursementof board members expenses.


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A.P. 3-7(c)

7. Honorarium

The amount of the honorarium referred to in subsection 55 (8) of the Act is,

(a) $2,500, if the student trustee holds office for a complete term of office;

(b) $2,500 prorated according to the proportion of a term for which the student trustee holdsoffice, if the student trustee holds office for less than a complete term of office.

(c) the honorarium shall be paid in full upon completion of the student trustee’s elected termof office

8. Mentor and AdvisorThe Board may appoint a trustee to act in a mentor/advisor role to the student trustee(s) on the board.


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A.P. 3-7(d)

Student Representative to the Board School Nomination Form

Name:

Grade:

School:

The following information is attached to this School Nomination Form:

G a letter outlining my reasons for seeking this position

G my letter includes information about my educational background, current achievement,

qualifications and interests

G letter of reference from my principal or vice-principal

G letter of reference from the Staff Advisor of the Student Council

G letter of reference from my parish priest

G I understand that as a condition for appointment to the Bruce-Grey Catholic District School

Board, I must be a practising Roman Catholic.

Date

Signature


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A.P. 4-7i(a)

Administrative Procedure A.P. 4 - 7(i)

Date: March 2012

Subject: Guidelines for Trustees, Parents

and Staff in Addressing School

Related Concerns

Purpose

The Bruce-Grey Catholic District School Board is committed to providing a learning environment for our

students supported by fair and equitable system wide policies focused on improving the achievement and well

being of all students. Effective and ongoing communication at every level of the system is integral to

ensuring we are meeting this commitment. Positive working relationships among trustees, staff, and parents,

respectful of the important and distinct role each plays in promoting student success, are strengthened by

establishing clear and effective lines of communications. The role that trustees and staff play in addressing

parent or stakeholder concerns is vital to ensuring the success of all of our students.

The programs and policies of the Bruce-Grey Catholic District School Board are intended to foster and enrich

student learning. When individuals or groups raise concerns staff will identity the Issue, investigate and

propose resolutions.

In addressing parent and stakeholder concerns, staff is to resolve issues at the source, whenever possible,

respect the spirit and practice of system wide policy, and respond in a timely and effective manner. A first

response acknowledging receipt of the concern is expected within two school days. Trustees, as elected

officials, are sometimes asked by parents to intervene on local school and system-wide issues. The Education

Act requires trustees to entrust the day- to- day management of the Board to its staff through the Director of

Education. Trustees have the responsibility to ensure that policies and practices are in place to address issues

and that Board staff, through the Director of Education, are accountable for implementation. Therefore, the

role of the trustee is to hear the request or concern and advise the parent/stakeholder to contact the appropriatestaff to resolve the matter. The Trustees of the Board engage regularly in productive and supportive dialogue

with the leadership of schools to encourage and champion student achievement and community engagement.

Any direction to principals comes from the principal's School Superintendent.

Guidelines

A parent/stakeholder who expresses a concern about a local school-related issue will be directed to the

appropriate teacher/staff member to resolve the matter.

1. If the parent/stakeholder has not been successful in resolving the concern with the teacher/staff member,

the parent will address the concern with the principal. If not resolved at the school level, the parent will

be directed to the School Superintendent.

2. When a specific staff member is involved in the concern, the principal or School Superintendent will

inform the staff member of the nature of the concern and the process for its resolution, in accordance with

the terms of the appropriate collective agreement.

3. Trustee inquiries, information or suggestions to staff about possible resolutions to a school concern are

to be directed to the appropriate School Superintendent who can then assist the principal, in accordance

with the terms of the appropriate collective agreement.


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A.P. 4-7i(b)

4. Where the School Superintendent determines that the concern about a school or community of schools

requires informing and consulting with other appropriate central staff, the School Superintendent will

initiate such communication with those persons and inform all affected parties.

5. The School Superintendent will communicate with the trustee and other concerned parties in a timely

manner regarding the resolution/decision about the concern raised and/or information that may impact

their school community.

6. The School Superintendent will ensure that the Director of Education, Chair of the Board and the localTrustee are apprised of any local concerns that may have system wide implications or may be the object

of media interest, and may require a system response or Board motion.

Guiding Principles for Addressing Parent/Stakeholder Concerns

a) Foster a climate of respect and trust which focuses on working towards mutually acceptable solutions and

is consistent with relevant Board policies.

b) Ensure that every parent with a concern has an adequate opportunity to express the concern fully.

(c) Encourage the parent to address the concern at the level at which the concern originates.

(d) In addressing a concern, respond in a manner consistent with the principles of procedural fairness and

that is seen to be fair by the parent and by all other parties directly involved.

(e) Maintain a written record of the concern and response, where appropriate.

(f) Provide the parent and other parties involved with timely updates, as needed, about the progress made

in resolving the concern.

(g) Ensure that confidentiality is maintained by all parties regarding student and personnel matters.

Guidelines for Parents

(a) Present their concern to staff and allow the opportunity for due consideration of the concern.

(b) Address the concern first to the staff member responsible for the area to which the concern directly

relates.

(c) Ensure that confidentiality is maintained by all parties concerning student and personnel matters.

Guidelines for Principals

(a) Advise the parent to discuss the concern directly with the staff member and, if possible, resolve it at that

level.

(b) Gather any relevant information to determine the facts and circumstances.

(c) Discuss the concern with the staff member; consider the staff member's perspective and offer advice,

where advice is required to resolve the concern, and inform the parent and all affected parties of the

outcome.

(d) Meet jointly with the staff member and the parent to discuss the concern and work together toward

resolution.


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A.P. 4-7i(d)

Guidelines for School Council

The School Council is not a forum to discuss parent-teacher-student issues. If these matters are brought to

any School Council member or any School Council meeting, the concern is to be referred immediately to the

principal who will ensure the proper process is followed.


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A.P. 4-7ii(a)

Administrative Procedure A.P. 4 - 7(ii)

Date: March 2012

Subject: Email Etiquette Guidelines

Why do we need email etiquette?

“Email etiquette refers to a set of dos and don’ts that are recommended by business and communication

experts in response to the growing concern that people are not using their email effectively or

appropriately.” (www.emailreplies.com)

Bruce Grey Catholic District School Board has developed email etiquette rules:

• To enhance communication

• To improve the effectiveness and efficiency with which we use our First Class tools

• To ensure that all employers convey a professional image through proper use of email

1. Do not type in all caps. Typing in all caps is considered yelling or screaming.

2. Do not overuse Reply to All. Only use Reply to All if you really need your message to be seen

by each person who received the original message.

**If you are responding to someone who has posted their email on First Class, do not send

an automatic reply unless you want all board employees to read your email. It is important

to Reply to Sender only.

3. Answer swiftly. Responding promptly is the courteous thing to do. Don’t let the sender wonder

if you received the email or are ever going to respond to their communications. If you need moretime, longer than 48 hours, to gather your thoughts, simply pop off an email stating you are

planning on responding in more detail and when.

4. Be concise and to the point. Do not make an email longer than it needs to be. Remember that

reading an email is harder than reading printed communications and a long email can be very

discouraging to read.

5. Use proper spelling, grammar and punctuation. This is not only important because improper

spelling, grammar and punctuation give a bad impression. It is also important for conveying the

message properly. Emails with no full stops or commas are difficult to read and can sometimes

even change the meaning of the text.

6. Read the email before you send it. A lot of people don’t bother to read an email before they

send it out. Not only will this give you an opportunity to correct errors, but reading your email

through the eyes of the recipient will help you send a more effective message and avoid

misunderstanding and inappropriate comments.

7. Don't reply to an email message when angry , as you may regret it later. Once the message has

been sent, you will not be able to recover it. If you receive a nasty email – do not respond

immediately – if at all.


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A.P. 4-7ii(b)

8. Do tell your correspondent if you forward a message to somebody else to deal with, so they

know who to expect a reply from.

9. Do not leave the Subject: field blank. Always fill in the Subject: field with a brief and concise

description of the content of your email. This is very important in helping those you communicate

with organize and manage their email. Important: avoid using all caps or all small case, terms

such as Hi, Help or Please Respond, or the recipient’s name in the Subject: field as you may be

misidentified as a spammer and your email deleted.

10. Do not forward virus warnings! Virus warnings received from others are generally always

hoaxes. Especially if an email tells you to forward to everyone you know–don’t!! Delete those

emails and do not forward them! Definitely ignore those forwarded emails instructing you to

delete files on your computer – they could be critical files that your computer needs to operate.

11. Never put anything in an email that you don’t want the world to know about. Emails can be

copied and forwarded, and can be produced at a later date.

12. Don't mark things as urgent if they aren't, because then when you really do have an urgent

message it may not be treated in the way it deserves.

13. Don't post your email address on web sites and other public parts of the Internet. You will bedeluged with spam.

14. Make sure the recipient has the same software as you before sending attachments or they may not

be able to open your attachments. Use PDF when possible.

15. Don't keep mail longer than necessary, especially large attachments. Routinely clean out your

inbox by deleting any emails that you do not need to keep.

16. Limit personal use of your First Class email. The Board allows the use of e-mail by employees

for limited personal reasons provided that such usage does not take place on Board time but is

confined to before and after work. Employees should not send chain letters or mass mailing nor

should they send or store messages that are inconsistent with the Criteria for Use.

17. Set up an Email Signature in First Class

The email signature is a key component of good communication. A good signature is concise yet

informative. A good signature for a Teacher, Principal, or any BGCDSB employee should also

be friendly and welcoming. For assistance to set up your email signature, contact Tri-Tech,

Derrick Farwell, or Doreen Rogers, or access instructions in First Class Conferences –

Technology folder.

As employees of the Bruce Grey Catholic District School Board, we have a responsibility to follow the

policies and procedures as established by the board. BGCDSB has several policies and procedures

regarding email and internet use. Below is a summary. You can reference the complete policy/procedurein the Board Policy Manual/Administrative Procedure Manual.

BP 8-15: Use of E-mail

POLICY STATEMENT

The Bruce-Grey Catholic District School Board provides employees with access to the internet and the e-

mail system as a means of enhancing communications and the performance of Board business.


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A.P. 4-7ii(c)

“The e-mail system and the contents of all files are the property of the Board. Misuse by an employee

will result in disciplinary action and/or loss of access.”

Criteria for Use:

Employees are encouraged to utilize the e-mail system, including Conferences, to enhance information

sharing among colleagues about Board related business. Although the system is for Board business,

employees may use the system for limited personal reasons subject to the understandings in this policy

Employees must not create, send, or store any messages or attachments that:

1. Are offensive or harassing in terms of the criteria in the Human Rights Code including comments

dealing with race, gender, age, sexual orientation, religious or political beliefs, national origin, or

disability.

2. Are offensive in the sense of containing any type of pornographic or obscene material.

3. Contain derogatory, inflammatory, or defamatory remarks that could create legal liability for the

employee or the Board.

4. Contain abusive or profane language.5. Involve copyright infringement or unauthorized installation of software from the internet.

6. Are related to a private business in which the employee has an interest.

7. Contain information that would be deemed to be unlawful.

8. Make negative, inflammatory, or derogatory comments about the Bruce-Grey Catholic District

School Board, the Trustees, or any employee.

Personal Usage:

The Board allows the use of e-mail by employees for limited personal reasons provided that such usage

does not take place on Board time but is confined to before and after work. Employees should not send chain letters or mass mailing nor should they send or store messages that are inconsistent with the Criteria

for Use.

BP 6-32: Acceptable Use of Telecommunications

This policy states that the “Use of telecommunications provided by the Bruce-Grey Catholic District

School Board is a privilege, not a right”, and includes the Board Responsibilities with regards to the

internet ~

• Provide Internet access to schools through the Board’s Local and Wide Area Networks

• Provide and update, as necessary, appropriate rules for Internet use as well as permission forms to

be signed by students and parents before Internet access is granted.

• The Board reserves the right to monitor all accounts on the Bruce-Grey Catholic District School

Board LAN and WAN systems

• Train all staff in the use of the Internet and provide resources to help staff train students for

appropriate Internet use.

• Investigate cost-effective ways to limit student access to information sources to those that are

appropriate for educational use.

It also defines “Network Etiquette/Citizenship”


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A.P. 4-7ii(d)

• Users will not post, publish, or display any defamatory, inaccurate, abusive, obscene, profane,

sexually oriented, threatening, racially offensive, sexist or illegal material

• Users will not send or receive offensive messages and pictures from any source

• Users will not transmit or download information or software in violation of copyright laws

• Only public domain resources or resources for which the author has given expressed consent for

on-line distribution may be uploaded or downloaded. Software and resources downloaded will be

used only under the terms and conditions specified by the creator or owner of those resources

• Posting messages and attributing them to another use is unacceptable

• Users will footnote and include in a bibliography an information that is obtained from the Internet

or a CD ROM and used for an assignment. This information needs to be reference in the

assignment bibliography

The Board also has Administrative Procedure 6-32: User Application for Internet Access through sites

located within the Bruce-Grey Catholic District School Board, which again describes rules for

internet/email use.

Users will not:

1. Send or display any offensive pictures or messages.

2. Use obscene language, or language reflecting racial, sexual, ethnic or religious prejudice.

3. Willfully damage computer software, computers, computer systems, computer networks, or

computer peripherals attached to school computers

4. Use passwords, e-mail addresses belonging to other individuals

5. Employ Board-provided Internet access for commercial purposes.

6. Violate security systems which have been put into place to protect computers, file servers,

networks and users, both within and outside the Board.

7. Play games, or use Internet access in any ways which waste finite resources. This includes printer

paper, diskettes, printer ribbons (cartridges) and other materials provided by the Board.

8. Purchase products through the School Internet.

Some of the information in this document has been adapted from resources found at

http://www.emailreplies.com

Visit the site for more information on email etiquette.


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A.P. 5-2


Date: March 22, 2005Reviewed: February 23, 2010

Subject: FINANCE AND BUDGET CONTROL

PurposeThe administrative staff of the Bruce-Grey Catholic District School Board are authorized to implement the budget and to develop and maintain an effective system of internal control to ensure the validity, accuracyand completeness of all accounting records and financial reports.

Specifics1. No expenditure shall be made without the approval of the responsible official. All expenditures over

$5,000 require approval by a Superintendent or the Director.

2. The appropriate employees shall certify all accounts as to quantity, price and extension and as toreceipt of goods and rendering services.

3. The final payment of a construction project shall be made only after inspection of the project and approval for payment by the responsible official.

4. Each request for payment shall be accompanied by a supplier’s invoice, where applicable. For expenditures where a supplier’s invoice is not normally received, each payment shall be properlysupported. Support may include an expense account report, mileage report, cheque request, pettycash voucher, or equivalent, outlining the nature, date, purpose of the expenditure and signature of

the employee requesting the payment.

5. Prepayment for goods and services is generally prohibitive. In rare circumstance, the Superintendentof Business may approve a security deposit not to exceed 50% of the purchase order.

6. After the responsible officials approve the account as being in accordance with the appropriationsor transfers, policies, rules and regulations approved by the Board, a cheque shall be issued or thefunds may be transferred electronically through a Chartered Bank.

7. Authorized direct payments may be used for recurring entries such as utilities.

8. A list of all accounts paid showing cheque number and payee shall be submitted monthly to the

Board.

9. Staff shall make available to each area of responsibility within the Board, financial data showing budget, actual expenditures, outstanding encumbrances and budget balance on a year to date basis.

10. The auditors’ recommendations for improvements in the various practices and controls will besubmitted to the Board for review on an annual basis.


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AP 5-3(a)


Date:

Reviewed:

March 22, 2005

October 23, 2012

Subject: Disposal of Surplus/Obsolete Assets

Rationale:

It is the policy of the Bruce Grey Catholic District School Board (BGCDSB) to ensure management andcontrol of all disposals as related to capital and non-capital Board Property. The purpose of this procedure isto provide a standard procedure for the disposal of surplus/obsolete assets of the Bruce Grey Catholic DistrictSchool Board.

Scope:

All property purchased through the Board approved budgets, school funds, or donations remain the exclusive

property of the Board. As such, these items shall not be resold by any employee without the permission of theDirector of Education, Superintendent of Business or designate.

The objective is to obtain maximum utilization or recovery of cash when assets are no longer required fortheir original purpose. The disposal method chosen should be the one which results in the best overall benefit

to the Board and has minimum impact on the environment.

DEFINITIONS (as taken from the School Board & School Authority Tangible Capital Assets Provincial

Accounting Policies and Implementation Guide)

Board Property - includes all and any items that have been purchased through approved budgets, schoolfunds or donations of the Bruce Grey Catholic District School Board.

Tangible Capital Assets –are non-financial assets having physical substance that:

• Are held for use in the production or supply of goods and services, for rental to others, foradministrative purposes or for the development, construction, maintenance, or repair of othertangible capital assets;

• Have useful economic lives extending beyond an accounting period;• Are to be used on a continuing basis; and• Are not for sale in the ordinary course of operations (PS 3150.05 (a))• Include such items as land, buildings, equipment, furniture, computer hardware/software,

vehicles, etc.

PROCEDURES

1. The Superintendent of Business and his/her designate shall be solely authorized to dispose of any and all


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AP 5-3(b)

Board assets. The following process shall be followed in disposing of any Board asset.

2. Principals, Custodians or designates, shall identify and provide a complete listing of assets (using FormAF: 5-3) to the Superintended of Business or designate, from which suitable benefit can no longer be

derived or which are deemed surplus, obsolete or beyond the point of repair.

3. The Superintendent of Business, or designate, has the option to arrange for the repair and return toservice assets which prove economical to repair.

4. Method of disposal used on a particular asset should be that, which results in the best overall benefitto the Board. Schools within the board will be given first priority before any external disposalmethods are considered. The assets will be held at that location until shipping arrangements are

made.

5. Approved methods of disposal include in order (but are not limited to) the following:a. Scrap, dismantle, recycle, refurbish, recondition, rebuild (Priority given to the health and safety

conditions of the item first) b. Offer to other schools within the boardc. Offer to churches of the boardd. Offer to other school boardse. Offer to board employees through internal auction. Items will have a reserve bid with purchasegiven to the highest bidder.f. Donate to a non-profit organization, community agency or relief fund at no cost to the Board.g. Return to the supplier for trade-in or credit.h. Sell by public quotation to the highest bidder.i. Sell by co-operative public auction with other public agencies.

6. The Superintendent of Business, or designate, shall maintain a list of retained surplus assets and shallcirculate such list, on or about May of each year, to all Superintendents, School Principals, School

Council Chairs and Parishes, who may request the retention of specific assets. The distribution of anysuch requested assets shall be at the sole discretion of the Superintendent of Business, or designate.

7.

For any disposals or material losses relating to tangible capital assets will be properly recorded in the board’s accounting records. Where the loss is material and involves tangible capital assets using the“pooled” approach, adjustments to the gross book value and accumulated amortization of the poolmay be required in order to ensure the records of the board are not materially misstated.

8. Payment for the purchase of assets is to be made by cheque payable to the Bruce-Grey CatholicDistrict School Board and submitted to the Superintendent of Business or designate prior to theremoval of the assets from Board property. All assets are sold on an as is-where is basis. Recordswill be retained for audit purposes by the Finance Department on all details of the disposal process.


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All property purchased through the Board approved budgets, school funds or donations remains the exclusive property of the Board.

Please use this form to record any items to be removed from your school.

10/31/2012 10:43 AM Page 1 of 1 3 Disposal of Surplus Obsolete Materials, Furniture and Equipment.xlsx

Originating School:

Principal/Supervisor:

Date:

No. Description Quantity

Condition(Poor/Fair/Good) Disposal Method Notes

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

Total Quantity -

Signature of Authorizing Principal Date

Bruce Grey Catholic District School Board

Custodial, Obsolete and Surplus Materials, Furniture and EquipmentAF:5-3


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A.P. 5-4 (a)


Date: November 2011Reviewed: March 2012

Subject: Expenses for Travel, Meals,Hospitality, Conferences and Out of Pocket Expenses

Purpose

The purpose of this Procedure is:• to set out rules and principles for the reimbursement and/or reporting of expenses to ensure fair and

reasonable practices;• to provide a framework of accountability to guide the Board in reimbursing and/or reporting of

expenses.

Related Forms/Procedures/DocumentsBoard Policy BP: 5-4 Expenses for Travel, Meals, Hospitality, Conferences and Out of Pocket ExpensesAF: 5-4(a) Worksheet for Calculating Eligible Kilometres when travelling from home or returningdirectly to homeAF: 5-4(b) Distance ChartAF: 5-4c) Monthly Travel Claim FormAF: 5-4 (d) Conferences, Conventions, Workshops, Seminars: Request for Financial Assistance to Attend AF: 5-4 (e) Conferences, Conventions, Workshops, Seminars: Expense Account ClaimAF: 5-4 (f) Conferences, Conventions, Workshops, Seminars: Report and Evaluation Form

Procedure

1. GENERAL1.1 Written preapproval is required for the following travel before any arrangements are made

– Out of Province and/or International travel, and Hospitality events involving alcohol.

1.2 Alcohol cannot be claimed and will not be reimbursed as part of a travel or meal expense.

1.3 Expenses for a group can only be claimed by the most senior person present.

1.4 The Expenses for Travel, Meals, Hospitality, Conferences and Out of Pocket ExpensesPolicy and Procedure must be posted on the Board Website and be made available inaccessible formats upon request.

1.5 Should there be a situation where there is an overpayment to a claimant, it is considered adebt owing to the Board and must be repaid.

1.6 This procedure applies to trustees, employees, consultants and contractors.

1.7 This procedure applies equally to expenses paid for by an individual claiming

reimbursement from the Board as well as expenses paid for by a Board issued Purchase

Card. Trustees, including student trustees, shall not be issued Board purchase cards or


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A.P. 5-4 (b)

Board credit cards.

1.8 Should a portion of an expense on a Board issued Purchase Card be personal, it is considered a debt owing to the Board and must be repaid.

1.9 Inappropriate expenses would include but are not limited to community fundraising events,charity functions, political events or meetings and professional development opportunitieswhere the primary motive for attending is personal in nature. Where it is unclear whether an event would constitute Board business or an expense would be considered ineligible,clarification should be solicited from the employee’s supervisor in accordance with theAccountability Framework 4.0 of this procedure.

2. CLAIMANTS MUST:

2.1 obtain all appropriate pre-approvals before incurring expenses; if no prior approval wasobtained, then a written explanation must be submitted with the claim;

2.2 submit original, itemized receipts with all claims (credit card slips are not sufficient);2.3 submit Travel Claim Forms monthly within seven (7) working days of the end of the month;2.4 submit claims for expenses before leaving positions with the Board;2.5 indicate clearly when expenses require reimbursement as opposed to expenses on Board

Purchase Card;2.6 complete their P-Card statement on a monthly basis.

3. APPROVERS :

3.1 Approvers must provide approval only for expenses that were necessarily incurred in the performance of Board business.

3.2 Approvers must provide approval only for claims that include all appropriate documentation(e.g., original itemized receipts).

3.3 Approvers must not approve their own expenses.3.4 Approvers are accountable for their decisions, which must be:

3.4.1. subject to good judgment and knowledge of the situation;3.4.2 exercised in appropriate circumstances; and3.4.3 comply with the principles and mandatory requirements of this Procedure.3.4.4 When a situation arises and discretion needs to be exercised, approvers should

consider whether the request is:3.4.4.1 able to stand up to scrutiny by the auditors and members of the public3.4.4.2 properly explained and documented3.4.4.3 fair and equitable3.4.4.4 reasonable and appropriate.

4. ACCOUNTABILITY FRAMEWORK

Travel, Meals, Hospitality, Conferences and Out of Pocket Expenses Claims must have theauthorization of an immediate superior before they will be paid in accordance with the followingAccountability Framework. On occasion, the level of approval may be moved upward to a moresenior level in areas related to specific programs or specific types of expenses. The level of approvalcannot be moved to a lower level.

Employee Expenses Approval Required


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A.P. 5-4 (c)

Chair Vice-Chair

Vice-Chair or Trustee Chair

Director of Education Chair

Superintendent or Senior Administration Director of Education

Supervisors, Non-union administrativestaff, CUPE Clerical at CEC

Superintendent or Senior Administration

School Secretary, Early Childhood Educator, Educational Assistant, LibraryTechnician, Teacher

Principal

Custodian or Booster Supervisor of Plant Operations and Maintenance

5. TRAVELTravel may be charged from the Board Office, School or from the concerned person's house,whichever is lesser. Refer to AF 5-4(a).

Travel from an employee's place of residence to his/her place of work is generally considered personal travel and is therefore not a reimbursable claim. This includes work at night or weekends.Refer to AF 5-4(a)

Employees are required to use the Distance Chart AF: 5-4(b) for all travel within Bruce and GreyCounties. Mapquest or comparable on-line tools may be utilized.

5.1 When travel is a part of the jobThere are some jobs where frequent travel is a requirement – part of the regular job duties.

On hiring, the supervisor should ensure staff are aware of the Board Procedure and how itwill affect their job. In these situations, approvers should meet with the employee todetermine appropriate strategies for travel and reimbursement to ensure that a commonunderstanding exists.

5.2 When travel occurs every now and thenIn the majority of positions with the Board, travel occurs irregularly on an as-needed basis;for example, to attend training, meetings, conferences or consultations. Employees shallfollow the provisions within this procedure and seek clarification from their supervisor if necessary.

5.3 Before TravellingPrior Approval for interprovincial or international travel is required as follows:Chair Vice-Chair Vice-Chair or Trustee Chair Director Chair All Other Board Staff Director of Education

Prior approval shall be documented by way of an email/letter or approved Conference Form.All arrangements including appropriate insurance are the responsibility of the employeetravelling.


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A.P. 5-4 (d)

5.4 Transportation – How to Get ThereEmployees are responsible for making their own travel arrangements.a) Airplane

Air travel is permitted if it is the most practical and economical way to travel.Economy (coach) class is the standard option for ticket purchase.

b) Train

Travel by train is permitted when it is the most practical and economical way totravel.

A coach class economy fare is the standard. Business class may be acceptable with prior approval in limited circumstances such as: – The need to work with a team; – Accommodations for individuals with disabilities – Health and safety concerns – When the cost of business class, with the various inclusions, compares favourablywith the cost of a coach ticket when meals, wifi etc. are added.

c) Vehicle

Personal Vehicle

The Board assumes no financial responsibility for personal vehicles. The Board will, pay the kilometric rate if you are using your own vehicle for Board business.Employees must keep daily logs to track the business use.

If you use your personal vehicle while on Board business, the following apply.• The vehicle must be insured at the vehicle owner’s expense for personal

motor vehicle liability.

• It is the driver/owner’s responsibility to ensure that the motor vehicleinsurance includes coverage for business use of the vehicle.

• The Board will not reimburse the costs of insurance coverage for businessuse, physical damage or liability.

• The Board is not responsible for reimbursing deductible amounts related toinsurance coverage.

• In the event of an accident, you will not be permitted to make a claim to theBoard for any resulting damages.

• All accidents must be reported immediately to local law enforcementauthorities, your immediate supervisor and advise your own insurer.

Rental Vehicle

An employee may rent a vehicle for a short term when it can be demonstrate to theDirector of Education that it is most economical for the Board to do so. Whenrenting a vehicle, the most economical and practical size vehicle must be selected given the business purpose, number of occupants and safety, including weather, istaken into consideration. Luxury and sports vehicles are prohibited. The rentalvehicle should be refueled before returning it. Vehicles must be rented in the nameof the School Board and the optional insurance coverage offered by the rental


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A.P. 5-4 (e)

company must be purchased (collision and comprehensive). The rental agency willrequire the driver to provide proof of a driver license category required for theoperation of the vehicle being rented. Vehicles must be rented from a Board approved rental agency and may only be rented by authorized Board staff. Staff isto contact the Superintendent of Business at the Catholic Education Centre, Hanover to confirm.

5.5 Reimbursement and Rates

Expense claims must be submitted with distances calculated in kilometres. AF: 5-4 c shall be used for this purpose except if attending a Conference, Convention, Workshop, Seminar – see 9.0 of this Procedure.

The kilometre rate for reimbursement shall be the rate for the Ontario Public Sector as published by management Board of Cabinet on the Ministry of Government Services websitefor 0 to 4,000 km per fiscal year, regardless of the kilometers driven on behalf of the Board.This rate will be applied to all travel regardless of the total kilometers driven in the fiscal period.

As a transitional provision, the Board rate of $.45 per kilometer shall be held until such time as the published Management Board of Cabinet rate equals and/or exceeds this rate.

6. PARKING, TOLLS, TAXIS AND BUS EXPENSES

Reimbursement is provided for necessary and reasonable expenditures on parking, tolls, taxis and buses, when driving on Board business with appropriate supporting documentation. AF: 5-4c shall be used for this purpose except if attending a Conference, Convention, Workshop, Seminar – see 9.0of this Procedure.

There is no reimbursement for traffic or parking violations.

7. ACCOMMODATION

Reimbursement will be made for single accommodation in a standard room. AF: 5-4c shall be used

for this purpose except if attending a Conference, Convention, Workshop, Seminar – see 9.0 of thisProcedure.

There will be no reimbursement for hotel suites, executive floors or concierge levels when traveling.

Penalties incurred for non-cancellation of guaranteed hotel reservations are the claimant’sresponsibility and may be reimbursed only in an exceptional circumstance.

8. MEALS

8.1 General

Alcohol cannot be claimed and will not be reimbursed as part of a travel or meal expense.There are no exceptions to this rule.

Reasonable and appropriate meal expenses may be reimbursed. You may incur a mealexpense when you are on Board business and you:

• are away from the office area (i.e., at least 24 km) over a normal meal period; or• have prior approval for the expense (e.g., a business meeting within the office area

that must occur over lunch).


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A.P. 5-4 (f)

Original, itemized receipts are required and reimbursement must not exceed the actualamount spent. Taxes and gratuities are included in the meal rates.

Reimbursement for groceries must be reasonable and adhere to the meal limit maximums.Reimbursement will not be provided for meals consumed at home or included in the cost of transportation, accommodation, seminars or conferences.

If you travel as a regular part of your job, your meals will not normally be reimbursed unlessyou have obtained prior approval.

AF: 5-4c shall be used for this purpose except if attending a Conference, Convention,Workshop, Seminar – see 9.0 of this Procedure.

8.2 Meal Rates

Reimbursement for meal expenses shall be subject to the maximum rates for the OntarioPublic Sector as published by management Board of Cabinet on the Ministry of GovernmentServices website. The current rates as of October 2011 are:

Meals Maximum Amount including all taxes and

gratuities

breakfast $ 8.75

lunch $ 11.25

dinner $ 20.00

Extenuating circumstances, particularly in urban centres may dictate that the abovemaximum rates are insufficient to cover the costs of reasonable and customary meals. Insuch circumstances, approval may be given at the discretion of the supervisor/approver tocover meals up to twice the posted maximums.

Gratuities shall not exceed 15%.

The rates include taxes and gratuities. The rates are not an allowance. They are for individualmeals – you must have eaten the meal to be able to submit a claim for reimbursement.

When more than one meal is claimed for any day, you may allocate the combined maximumrates between the meals.

Note that it is not permitted to use a combined maximum rate and not claim for each of themeals. For example, it is not permitted to combine the maximum amounts for breakfast and lunch to claim for brunch. Nor is it permitted to combine the maximum 3-meal rate if only2 meals are eaten.

Any expenses exceeding the maximum amounts will be considered personal. If the expensewas paid by Board Purchase Card, the employee must submit the personal portion with their monthly P-Card statement.


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A.P. 5-4 (g)

9. CONFERENCES, WORKSHOPS AND SEMINARS

9.1 Attendance at conferences, conventions and seminars shall be limited by the approved budget of the Board.

9.2 A Conference, Conventions, Workshops, Seminars Request for Financial Assistance to

Attend - AF 5-4(d) - must be completed and submitted to the appropriate supervisor inaccordance with the Accountability Framework included in this procedure as well as allregistration material.

9.3 Authorization for reimbursement is dependent upon the submission of the Request/ApprovalForm, Expense Account and the Conference Report Form.

9.4 Upon approval, Registration Fees will be paid by the Board if the registration material isreceived by the Accounting and Assessment Officer at least two weeks prior to the eventtaking place. If the delegate pays the registration fee, reimbursement will be made if supported by a receipt after the conference and included on the Expense Account Claim.

9.5 The registrant will receive a copy of the authorized Request; this will serve as confirmationthat the registration has been forwarded and paid.

9.6 The registrant is responsible for:9.6.1 making their own accommodation arrangements

9.6.2 completing an Conference, Conventions, Workshops, Seminars Expense

Account Claim - AF 5-4(e)- and returning it to the Accounting and AssessmentOfficer within seven (7) working days of the return date from the conference,

workshop or seminar

9.6.3 completing a Conference, Conventions, Workshops, Seminars Report and

Evaluation Form - AF 5-4(f)- and returning it to the appropriate Supervisor withinseven working (7) days of the return date from the conference, workshop or seminar.

9.6.4 Indicating on the Conference, Conventions, Workshops, Seminars Expense

Account Claim - AF 5-4(e) - which expenses are to be reimbursed to the registrantand which expenses are on the employee’s P-Card

9.7 Guidelines for Trustees Attending Conferences, Workshopsa. Individual trustees may attend workshops/conferences, which are related to their

specific area of interest (e.g. Trustee P.D. Day, etc.) b. Canadian Catholic School Trustees Association (CCSTA): The Board supportsattendance at the annual CCSTA meeting as follows:a) when the event is held out of the province, the Chairperson and Vice-

Chairperson or their delegate may attend; b) when the event is held in Ontario, other interested trustees may attend.

10.0 OTHER KINDS OF EXPENSES

10.1 Cash AdvancesCash Advances may be requested and approved under extenuating circumstances.

10.2 Personal Care and EntertainmentReimbursement is not allowed for expenses such as:• laundry• dry cleaning• hotel valet services (e.g., shirt pressing, suit steaming, shoe polishing, etc.)• entertainment such as movies or music• snacks.

10.3 Tips/Gratuities


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A.P. 5-4 (h)

You may be reimbursed for reasonable restaurant gratuities not exceeding the established maximums.

10.4 TelecommunicationEmployees may be reimbursed for the use of internet when away from the office/place of work to attend meetings, training conferences etc.

Personal telephone calls are not reimbursed.

10.5 Dependent CareDependent Care expenses are not typically reimbursed except in extenuating and emergencycircumstances requiring supporting documentation.

10.6 Home ManagementHome management expenses are not typically reimbursed except in extenuating and emergency circumstances requiring supporting documentation.

11.0 EXPENSES FOR CONSULTANTS AND OTHER CONTRACTORS

External Consultants and other contractors will not be reimbursed for any hospitality, incidental or food expenses, including:• Meals, snacks and beverages• Gratuities• Laundry or dry cleaning• Valet services• Dependent care• Home management• Personal telephone calls

Claims for Reimbursement of ExpensesReimbursement for allowable expenses under this Procedure can be claimed only when the contractwith the Board specifically allows for it.

12.0 HOSPITALITY & GIFTS

1. Definitions

1.1 Hospitality is the provision of food, beverage, accommodation, transportation and other amenities at Board expense to people who are not engaged in work for theGovernment of Ontario or related agencies and organizations.

1.2 Government Employees for purposes of this procedure is defined as:1.2.1 All Ontario Ministries and their employees1.2.2 All classified agencies of the Ontario Government and their employees and

appointees1.2.3 All consultants and contractors to Ontario Ministries or classified agencies1.2.4 All public entities prescribed by regulation under the Public Sector

Expenses Review Acct, 2009 and their employees and appointees1.2.5 All designated broader public sector organization and their employees and

appointees such as: Ontario hospital, Ontario school board, University inOntario and college of applied arts and technology and post-secondaryinstitution in Ontario whether or not affiliated with a university, Approved agency designated as a children’s aid society, Community care accesscorporation, Corporation controlled by one or more designated broader


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A.P. 5-4 (i)

public sector organizations that exists solely or primarily for the purpose of purchasing goods or services for the designated broader public sector organization or organizations, Publicly funded organization that received public funds of 10 million dollars or more in the previous fiscal year of theGovernment of Ontario.

2.0 General

2.1 Hospitality and gifts should be extended in an economical, consistent and appropriate manner when it will facilitate Board business or when it is appropriateas a manner of courtesy.

2.2 Hospitality and gifts shall not be extended to a Government Employee as defined in 12.1.2 above.

2.3 All expenses must be supported by detailed receipts. Credit card slips alone areinsufficient.

2.4 A description of the expenditure including the name, purpose and circumstancesshall be attached to the detailed receipt as well as the specific general ledger/budgetcode.

2.5 Gifts and hospitality expenditures must be pre-approved by an immediatesupervisor.

2.6 It is considered equally appropriate for an employee to pay for gifts and hospitalityexpenditures personally and seek reimbursement or to use their Board purchase card.

2.7 No obligation exists to reimburse or approve expenditures that are not compliantwith this Procedure

2.8 AF: 5-4c shall be used for claiming any Hospitality and Gifts.

3. TrusteesElected trustees and student trustees shall be recognized with a gift, not to exceed $150 and $ 50 respectively, upon their resignation from the Board.

4. Committee Directed Incentives

Committees may establish contests to provide an incentive for employees to participate in awide variety of programs. Prizes or incentives must be reasonable and appropriate for the purpose, must be within budget constraints, and shall not exceed $50 per prize or incentive.

5. BereavementThe death in the immediate family of an employee shall be recognized by sending a mass card and flowers to the employee’s home.

6. Gifts of AppreciationToken gifts of appreciation, valued at up to $50, may be extended to persons who are notemployed or directly connected with the Board, in exchange for pro-bono services such asspeaking engagements.

7. Hospitality7.1 Hospitality may never be offered solely for the benefit of anyone considered a

Government Employee as defined by this procedure7.2 Hospitality may be extended in an economical and consistent manner when

7.2.1 It can facilitate Board business7.2.2 It is considered desirable as a matter of courtesy or protocol.


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A.P. 5-4 (j)

8. Prior written approval from the Director of Education is required for hospitality events wherealcohol will be served. All laws involving the serving of alcohol must be followed.

9. Board Employees Accepting Gifts and HospitalityTo avoid any real or perceived conflict of interest, employees shall seek approval from their Supervisor prior to accepting hospitality from vendors of the Board.

13.0 OUT OF POCKET EXPENSES

Employees may be reimbursed for out of pocket expenses that are reasonable and consistent withcommon values and acceptable practices of the Board and the Catholic virtues of responsibility,integrity and honesty.

Prior approval in accordance with the accountability framework of the procedure is required.

No obligation exists to reimburse or approve expenditures that are not compliant with this Procedure.

Out of pocket expenses on Board P-Card that are not compliant with this Procedure shall bereimbursed by the employee to the Board immediately and may result in the P-Card being deactivated.

AF: 5-4c shall be used for claiming Out of Pocket Expenses.

14.0 RECORDS RETENTION AND COMMUNICATION

Good record-keeping practices must be maintained for verification and audit purposes.

All Expense, Meals, Hospitality, Conferences and Out of Pocket Expenses records, receipts, claimsshall be retained by the Board for the current year and 6 subsequent years before being destroyed.

The Superintendent of Business or designate will prepare a Summary of Total Trustee Expenses for the fiscal year and present to the board and make available on the Board website by November 30thfollowing the fiscal year end.


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Worksheet

For Calculating Eligible Kilometres

to attend events outside of Bruce and Grey Counties

Travel from home to attend meetings or professional development outside of Bruce and GreyCounty

The lesser of

a. home to the meeting/professional development

b. regular work site to the meeting/professional development.

Travel home at the end of the day after attending a meeting or professional development

outside of Bruce and Grey County

The lesser of

a. the meeting/professional development to home

b. the meeting/professional development to the regular work site

Policies-AP/4 AF-Worksheet


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C h e p s t o w

D u r h a m

F o r m o s a

H a n o v e r

K i n c a r d i n e

M i l d m a y

O w e n S o u n

d

P o r t E l g i n

T e e s w a t e r

W a l k e r t o n

B a r r i e

B u r l i n g t o n

C h a t h a m

C h e s l e y

G u e l p h

H a m i l t o n

K i t c h e n e r

Walkerton 16 32 11 14 41 10 81 48 26 160 171 300 30 115 164 12

Teeswater 22 57 15 40 40 17 107 59 26 167 173 253 59 116 166 1

BRUCE‐GREY CATHOLIC DISTRICT SCHOOL BOARD

Schedule of Distances Between Various Locations

or g n 44 76 51 62 39 61 47 59 48 172 225 291 41 166 204 16

Owen Sound 70 49 92 67 86 91 47 107 81 134 205 366 45 164 213 18

Mildmay 26 42 13 24 51 91 61 17 10 150 164 289 40 111 162 10

Kincardine 39 73 39 55 51 86 39 40 41 203 213 276 63 155 206 15

Hanover 26 18 25 55 24 67 62 40 14 154 163 297 20 107 156 1

Formosa 14 42 25 39 13 92 51 15 11 162 174 271 46 121 167 1

Durham 43 42 18 73 42 49 76 57 32 116 181 293 37 90 158 10

Chepstow 43 14 26 39 26 70 44 22 16 172 186 274 39 129 166 12

oogle Map Quest should be used for claiming these locations to the exact street addresslease include detailed address on Expense Travel Claim and/or Expense Account Claimhis kilometrage will be used when no detailed address is available.

s of January 1, 2011

ravel rate anywhere ‐‐ .45 per km


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A.P. 5-5 (b)

3. Clothing allowances not related to health and safety or special job requirements

4. Access to private health clinics – medical services outside those provided by the

provincial health care system or by the Board’s group insured benefit plans

5. Professional advisory services for personal matters, such as tax or estate planning

These privileges cannot be provided by any means, including:

6. An offer of employment letter, as a promise of a benefit,

7. An employment contract, or

8. A reimbursement of an expense

4. ACCOUNTABILITY FRAMEWORK

On occasion, questions may arise as to whether an expense has an appropriate business purpose

or is an inappropriate perquisite. The following framework will determine the authorization level

required. The level of approval may be moved upward to a more senior level in areas where

additional clarification is required. The level of approval cannot be moved to a lower level.

Perquisite Expense Approval Required

Chair Vice-Chair

Vice-Chair or Trustee Chair

Director of Education Chair

Superintendent or Senior Administration,

Supervisors, Non-union Administrative Staff,

CUPE Clerical at CEC, School Secretary, Early

Childhood Educator, Educational Assistant,

Library Technician, Teacher, Custodian or

Booster

Director of Education

5.0 RECORDS RETENTION AND COMMUNICATION

Good record-keeping practices must be maintained for verification and audit purposes.

All Perquisite Expense records, receipts, claims shall be retained by the Board for the current year

and 6 subsequent years before being destroyed.

The Superintendent of Business or designate will prepare a Summary of Perquisite Expenses for

the fiscal year and present to the board and make available on the Board Website by November

30th following the fiscal year end. A Nil report is not required.


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AP 5‐6(c)

3.0 Consultants and Consultant Services"Consultant " means a person or entity that under an agreement, other than an employment agreement, providesexpert or strategic advice and related services for consideration and decision-making."Consulting Services" means the provision of expertise or strategic advice that is presented for consideration anddecision-making.

The following chart displays the minimum procurement procedure that must be followed.

Procurement thresholds chart, Consultants and Consulting Services.

**In the case of “Non-Competitive procurement of Consultants and Consulting Services” see (5.2) of this procedure

4.0 Emergency PurchasingApplies when an Administrator, Manager or Superintendent verifies that the procurement of Goods and/orservices is necessary to prevent, or correct a dangerous or potentially dangerous safety condition, serious delay,further damage, threat of an impending situation which may affect the environment, the life, safety, health and/orwelfare of students, staff and/or the general public.

5.0 Non-Competitive ProcurementThe need for non-competitive procurement may be utilized only in situations outlined in the exemption, exceptionor non-application clauses of the AIT or other trade agreements. Supporting documentation must be completedand approved.

5.1 In the case of non-competitive procurement of goods and non-consulting services> $10,000.00approval must be obtained by an authority one level higher than that of the Authority ApprovalSchedule (segregation of duties) established for competitive procurement. Supporting

documentation must be completed and approved. (Non-Competitive approval Form-Goods and Non-ConsultingForm)

5.2 In the case of ANY non-competitive procurement for Consultants or Consultant Services approval must be obtained by an authority one level higher than that of the Authority ApprovalSchedule .(segregation of duties) established for competitive procurement. Supportingdocumentation must be completed and approved. (Non-Competitive approval Form-ConsultingForm)

5.3 When a non-competitive procurement for emergency purchase has been made the Administrator,Manager or Supervisor shall submit a detailed explanation to the Superintendent of Businessexplaining the action taken. A confirming requisition will be entered to purchasing clearly

Total Service Value Procurement Process

> $25,000 to < $100,000

< $25,000

> $100,000

Informal competitive process, minimum 3 quotes, the Shared Purchasing Services

will determine the most cost effective manner for obtaining competitive bids or

quotes, in some instances utilizing a cooperative initiative. The goal would be to

obtain a minimum of 3 written quotes. (website, fax, e-mail)

Formal competitive process, RFP, RFQ, RFT, – the Shared Purchasing Services

will obtain competitive bids through a request for Quote (RFQ), request for

proposal (RFP), a sealed tender (RFT), or in some instances utilize a Co-operative

initiative that has performed the formal competitive process

Open formal competitive process, very similar to the Formal Competitive Process,

however, in addition this process will be open to a wider competitive solicitation

and will be advertised on MERX.com for no less than 15 calendar days.

Consideration will be given for the procurement of more complex, high risk and/or

dollar value goods and/or services of up to 30 calendar days for response time


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AP 5‐6(e)

Mandatory criteria (e.g., technical standards) should be kept to a minimum to ensure that no bid isunnecessarily disqualified.

Maximum justifiable weighting must be allocated to the price/cost component of the evaluation criteria. Criteria must not discriminate the Directive. The evaluation criteria are to be altered only by means of addendum to the competitive procurement

documents. The request of suppliers to provide alternative strategies or solutions as a part of their submission must

have established criteria to evaluate alternative strategies or solutions prior to commencement of thecompetitive procurement process. Alternative strategies or solutions must not be considered unless they

are explicitly requested in the competitive procurement documents. Evaluation methodology and process to be used in assessing submissions will be included in the

document as well the resolving of a tie score. Submissions that do not meet the mandatory criteria will be disqualified. Analysis of the submissions will be done using the evaluation criteria established in the document. Award

will be to the bidder(s) who scores the highest based on all criteria. In the event of a tie, a coin flip will take place. The coin will be a $2.00 Canadian Coin. The flip will take

place at the Purchasing office with the Supervisor of Purchasing flipping the coin with the presence of both proponents and the evaluation committee.

Analysis of the submission will be conducted by an evaluation team. The evaluation team will be chaired by the buyer and at a minimum will include the person requesting the procurement. Evaluation teammembers must sign a conflict of interest declaration and non-disclosure agreement.

Possible Conflict of Interest are, but not limited to: Not disclosing an existing relationship that may be perceived as being a real or apparent

influence on their objectivity in carrying out an official role Providing assistance or advice to a particular supplier participating in a competitive process Having a family member with an ownership, investment interest or compensation

arrangement with any entity participating in a competitive process Having access to confidential information Accepting favors or gratuities from those doing business with the organization Engaged in outside employment

An evaluation matrix, rating each submission must be completed by each evaluation team member.Records of evaluation scores must be retained and evaluators must ensure everything they say or write isfair, factual and fully defensible.

10.0 Non-Discrimination Organizations must not discriminate or exercise preferential treatment in awarding a contract to a supplier as aresult of a competitive procurement process. The Board will refrain from discrimination or preferred treatment inawarding a contract.

11.0 Contracts An agreement between the Board and the successful vendor must be formally defined in a signed written

contract before the provision of supplying any goods, services or construction. Where an immediate need exists for goods or services, and the Board and the vendor are unable to

finalize the contract as described above, an interim purchase order may be used provided that such need isdocumented and approved by the appropriate authority.

A contract must be finalized using the form of agreement that was released with the procurementdocuments

If an alternative procurement strategy has been used (i.e., a form of agreement was not released with the procurement document), the agreement between the Board and the successful vendor must be definedformally in a signed written contract before the provision of supplying goods or services commences

All contracts must include appropriate cancellation and/or termination clauses. Complex procurements, as appropriate should consider the use of contract clause that permit cancellation

and/or termination at critical project life-cycle stages


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AP 5‐6(f)

The term of the agreement and any options to extend the agreement must be set out in the competitive procurement documents. An approval by an appropriate authority.(segregation of duties) must be obtained before executing any modifications to the term of agreement

Extending the term of agreement beyond that set out in the competitive procurement document amountsto non-competitive procurement where the extension affects the value and/or stated deliverables of procurement

All Open formal competitive procurements will have the contract award notification posted in the samemanner that the procurement documents were posted. (Merx.com)

Contract award notification valued at $100,000 or more must include the name of the successful vendor,agreement start and end dates and any extension options

12.0 Supplier Debriefing The Board must allow 60 calendar days following the date of the contract award notification for vendors torequest a debriefing for all requests valued greater than $100,000.00. This entitlement will be specified in allapplicable proposal and tender documents at the time of issue. This will apply only to all open formal competitive procurements

13.0 Contract Management Procurements and the resulting contracts will be managed responsibly and effectively within the

purchasing department Board payment terms are NET30 days and will be specified in each contract agreement. All invoices must

contain detailed information to warrant payment. Any overpayment must be recovered in a timely manner Assignments will be properly documented and identified within the purchasing department. Vendor

performance will be managed and documented, and any performance issues will be addressed directlywith the vendor.

A dispute resolution process should be included in the contract agreement in order to manage disputeswith Vendors throughout the life of the contract

13.1 Contract Management for Service In addition to the above contract management specifications, the Board must also, Establish clear terms of reference for the assignment. The terms should include objectives, background,

scope, constraints, staff responsibilities, tangible deliverables, timing, progress reporting, approvalrequirements, and knowledge transfer requirements.

Establish expense claim and reimbursement rules compliant with the Broader Public Sector (BPS)Expenses Directive1 and BGCDSB Travel Allowance Policy (5-4) ensure all expenses are claimed andreimbursed in accordance with these rules

Ensure that expenses are claimed and reimbursed only where the contract explicitly provides forreimbursement of expenses

14.0 Document RetentionFor reporting and auditing purposes, all procurement documentation, as well as any other pertinent informationmust be retained in a recoverable form for a period of seven years.

The Board must have a written policy for handling, storing and maintaining the suppliers' confidential andcommercially sensitive information. (see Board Classification and Retention Schedule Document?)

15.0 Conflict of InterestThe Board must monitor any conflict of interest that may arise as a result of the Members' of the Organization,advisors', external consultants', or suppliers' involvement with the Supply Chain Activities. Individuals involvedwith the Supply Chain Activities must declare actual or potential conflicts of interest. Where a conflict of interestarises, it must be evaluated and an appropriate mitigating action must be taken.

15.1 No teacher, supervisory officer, or otheremployee ofBruce Grey Catholic DistrictSchoolBoardshall, for compensation of any kindother than his or hersalary as such employee, promote, offer for sale or sell, directly or indirectly, any book orother teaching or learningmaterials, equipment, furniture, stationery or other article to any board, provincialschool orteachers’ college, or to any pupil enrolled in any ofthese institutions.


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AP 5‐6(i)

Reducing the number of invoices, cheque requests, and cheques processed by theAccounting department

Reducing the number of purchase orders and purchase requisitions through thePurchasing Department

Reducing the use of petty cash in the schools/departments Providing a simplified process and an increased level of service Reducing supplier invoicing to the Board and reducing the turn around time for payment.

iii) Employee Acknowledgement of Responsibilities and Obligations:

Employees will sign the Acknowledgement Form before receiving a P-Card

General Information and Operational Guidelines The Board, not the individual cardholder, assumes liability for all authorized charges on theProcurement card.

The Procurement Card program will be administered by the Senior Business Official and amaster list will be maintained of all Procurement Cards noting the name of the card holder andthe monetary limit of each card. All requests for Procurement Cards and all changes and otherdocumentation relating to the cards including the C