Cbe.Ab.Ca School Information Handbook

cbe.ab.ca School Information Handbook

School Information Handbook

Table of Contents

Quick Look | 2021-22 Updates & Highlights ...... A Chapter 1 - Year-End Activities ...... 1 Year-End Checklist ...... 2 Next Year Planning ...... 2 Staff and Students ...... 2 Administration ...... 3 Inventory ...... 3 Lunchroom ...... 4 Facilities ...... 4 Finances ...... 4 Securing the School for the Summer ...... 5 Incoming Principal Information ...... 5 School Information ...... 5 Staff Information ...... 6 Data Information ...... 6 Security Information ...... 7 Appeals Day ...... 7 School Declaration Package ...... 8 Staff Involvement in School Decisions ...... 8 Attendance Records Requirements ...... 9 Final Marks and Report Card in PowerSchool ...... 9 K-9 Final Indicator and Comment Submission ...... 10 High School Final Mark and Comment Submission ...... 10 Information for Students/Parents Regarding Final High School Marks...... 10 Report Card Requirements ...... 11 Year-End Procedures for Purchasing Cards (P-Cards) ...... 11 P-Card Holders Returning to Their Current School (for principals) ...... 11 P-Card Holders that will be Changing Schools (for principals) ...... 12 P-Card Holders Retiring or Resigning from CBE (for principals) ...... 12 Before You Leave for Summer Break (for all card holders) ...... 13 As You Return from Summer Break (for all card holders) ...... 13 Receiving in Oracle ...... 14

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School Information Handbook

Corporate Records Management ...... 14 Guidelines – Managing School Records ...... 15 The Official Student Record (OSR) ...... 15 Official Student Record (OSR) Transfer ...... 19 Digital OSR Transfer ...... 19 Records Transfer to Records Centre ...... 21 Shred Program...... 23 Archives ...... 23 FAQs - Corporate Records Management ...... 23 Chapter 2 - Opening Activities ...... 26 Opening/Fall Checklist ...... 27 Enrolment Reports ...... 29 Language Instruction...... 29 French Immersion ...... 29 French as a Second Language ...... 29 Bilingual Programs ...... 30 Hazing / Initiation Activities ...... 30 Internal Lockdown Protocol ...... 31 Occupational Health and Safety Start-Up ...... 34 Student Health Plan – Guidelines & Protocols ...... 34 Psychology Services ...... 34 Non-Suicidal Self Injury (NSSI) ...... 35 Mental Health Emergency Form ...... 35 Seclusion, Physical Restraints, Time Out ...... 36 External Agents and Agencies and Non-CBE School Authorities Working in Schools ...... 36 OT/PT/SLP Therapists Teams in K-6 Schools ...... 36 Opening Information for Parents ...... 37 Required Forms ...... 37 Recommended Forms ...... 38 Discretionary Forms ...... 38 Preliminary Preparation Days ...... 38 Compensation of 10-Month Staff...... 38 School Calendar ...... 39 Access to School Instructional Calendars ...... 39 Protocol When Students Do Not Arrive in September ...... 39

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School Information Handbook

School Councils ...... 40 School Development Plans and School Results Report Submission ...... 41 Action Manager ...... 41 School Generated Funds ...... 42 Student Account Delegate ...... 43 Chapter 3 - Registration, Transfer & Placement of Children and Students ...... 44 Registering a Student...... 45 Student Registration Checklist ...... 45 Forms/Information to Collect/Provide During Registration ...... 46 Important Information for Parent / Legal Guardian / Independent Student – FOIP ...... 47 Compulsory Education ...... 48 Registration Form Overview ...... 48 Registration Details ...... 52 Who Has the Legal Authority to Register a Child/Student? ...... 52 Document Checklist When Calling School Liaison ...... 57 Flow Chart | Who Has the Legal Authority to Register a Child/Student | Documents Required Custody ...... 59 Guardianship ...... 60 International Students ...... 62 Proof of Age ...... 63 Citizenship ...... 64 Age Requirements ...... 65 Gender ...... 66 Out of Attendance Area Students...... 67 Significant Health Concerns ...... 67 First Nations, Métis or Inuit Child/Student Self-Identification ...... 68 Francophone (Section 23) Eligibility ...... 70 Reason for Leaving Previous School ...... 71 Services Available for Non-Canadian Citizens ...... 72 Diversity & Learning Support Advisors (DLSAs) ...... 72 Request for DLSA Services ...... 72 Interpretation & Translation Services ...... 73 Settlement Workers in Schools Program ...... 74 Additional Considerations ...... 74

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School Information Handbook

English Language Learning (ELL) / English as a Second Language (ESL) ...... 74 Home Education Child/Student ...... 77 ECS Program ...... 77 Fourth Year of High School ...... 78 Referrals to Adult Academic Services ...... 79 Lotteries ...... 79 Suspension and Expulsion of Students ...... 84 Placement and Promotion ...... 84 Program Placement and Appeal – Special Education Programming ...... 85 Transfer Requests ...... 85 Child/Student Transfers to Charter/Private/International Schools: CBE Obligation .... 87 Withdrawing a Child/Student ...... 88 Chapter 4 - Admission and Residency of Student / Admission of Child ...... 89 Admission ...... 90 Residency ...... 90 Proof of Address ...... 91 Non-Resident...... 92 Accepting Students after Sept. 30...... 94 FAQ – for schools only ...... 95 Designation of Education Taxes...... 96 Admission of Child/Student Who are Not Canadian Citizens ...... 97 Registration Process at Admissions and Assessment Office, CBE Welcome Centre ...... 98 Updates and Changes to Citizenship Status Documents and Time Specific Permits ...... 99 International Fee-Paying Students ...... 100 Reciprocal Exchange Students ...... 100 Short-Term Visitors ...... 101 Admission Priority ...... 102 Chapter 5 - Legal Services ...... 103 The Freedom of Information and Protection of Privacy Act (FOIP) ...... 104 All Employees Are Responsible ...... 104 FOIP Applies to Recorded Personal Information ...... 104 FOIP Act Part I – Freedom of Information (Access)...... 105 FOIP Act Part II – Protection of Privacy ...... 106

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School Information Handbook

No Technology Signs ...... 106 Correction of Personal Information Requests ...... 106 Privacy Breach ...... 107 Privacy Impact Assessment (PIA) ...... 107 Additional Information ...... 107 Canada’s Anti-Spam Legislation (CASL) Subscription for Parents / Legal Guardians ...... 108 Text Message Opt-in for Parents ...... 109 Sharing Student Information ...... 110 Release of Information Forms ...... 111 Verbal Requests for Personal Information Sharing ...... 112 School District Use of Personal Information ...... 113 School Photographers ...... 113 Law Enforcement ...... 114 Alberta Health Services ...... 114 Immunization Records ...... 114 Requests for Opinion Letters ...... 115 Letters for the CRA (formerly Revenue Canada) ...... 115 Children’s Services, Child Welfare Reporting and Investigations ...... 117 Domestic Violence ...... 117 Subpoena / Notice to Attend ...... 118 Changes/Deletions/Omissions to CBE Forms ...... 118 Student Record Regulation ...... 118 Information Included in Student Record ...... 119 Access to Student Record ...... 119 Independent Student ...... 120 No Trespass Warnings and Notices ...... 121 Legal Services Resources on Insite ...... 121 Contracting with Service Providers ...... 121 Contracting Resources ...... 121 Chapter 6 - Communication and Engagement Services ...... 123 Quick reference ...... 123 What We Do ...... 124 Dialogue – Our Commitment to Community Engagement ...... 125 Brand Management – Visual Identity Standards...... 126

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School Information Handbook

Share a Story ...... 126 Social Media Protocols ...... 127 Media Relations Protocols ...... 127 Permission Required to Feature Students and Their Work ...... 128 School District Use of Personal Information ...... 129 Consent for CBE Use of Student Information ...... 129 Consent for Use of Student Information by News Media and Outside Groups (Third Party) ...... 130 Protocol for Elected Official, Dignitary and Indigenous Elder Involvement at CBE Events ...... 131 Election Protocol ...... 131 Websites ...... 131 School Websites ...... 132 Corporate Website ...... 132 Insite ...... 132 My Sites ...... 132 Team Sites (replaces Lite Sites) ...... 133 SchoolMessenger ...... 133 School Councils ...... 134 Meetings ...... 134 On-Site & Off-Site Activities ...... 135 Purchasing Items for Schools ...... 135 CBE School Council Handbook ...... 135 Council of School Councils (COSC) ...... 136 Alberta School Councils’ Association (ASCA) Memberships ...... 136 Sharing School Council Contact Information ...... 136 Chapter 7 – Corporate Risk Management ...... 137 Corporate Risk Management ...... 138 Insurance and the Education Act ...... 138 Student/Teacher Accident Insurance Information ...... 139 Prohibited Activities or Equipment...... 140 Air Quality Restrictions for Outdoor Activities ...... 141 On-Site Restricted Activities ...... 142 Overnight Activities on CBE Property – Guidelines ...... 142 Off-Site Activities ...... 144

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School Information Handbook

Staff and Volunteers Operating Personal Vehicles ...... 146 Cold Weather Guidelines ...... 147 Chapter 8 – Corporate Security ...... 149 Corporate Security ...... 150 Facility Security Services ...... 150 Volunteers ...... 151 Volunteer Registration ...... 151 Who is a Volunteer? ...... 152 Who is Not a Volunteer? ...... 152 Volunteer Security Check Process ...... 152 Search Volunteer ...... 153 Renewal of Volunteers ...... 153 Volunteer Not Cleared – “Must Attend” ...... 154 Chapter 9 – Safety Advisory Services ...... 155 Duty of Care & Safety ...... 156 CBE Health and Safety Management System ...... 157 Safety Audits and School Reporting ...... 157 Health & Safety Leadership & Administration ...... 158 Administration of Health & Safety throughout the School Year ...... 158 Hazard Identification, Assessment and Control ...... 159 Hazard Assessments and Hazard Control Tools ...... 159 Hazard Identification & Control in School Programs ...... 160 Career & Technology Foundation/Studies ...... 160 Exceptional (Complex) Needs ...... 162 Fine and Performing Arts ...... 162 Gymnastics Safety / Canadian Climber ...... 164 Knowledge & Employability ...... 165 Lunch Supervision ...... 166 Off-Campus Work Education ...... 167 Physical Education Equipment Safety ...... 167 Science Classrooms ...... 167 Hazard Identification, Elimination or Control in Facilities & School Grounds ...... 169 Alterations, Renovations ...... 169 Asbestos ...... 169 Contractor Safety...... 169

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School Information Handbook

Carbon Monoxide ...... 170 Cleaning Chemicals ...... 171 Confined and Restricted Spaces ...... 171 Electrical Safety ...... 172 Fire Prevention ...... 172 Manually Propelled Elevating Aerial Platforms ...... 173 Grounds ...... 173 Hazardous Waste Disposal and Transportation of Dangerous Goods Training ...... 174 Indoor Air Quality ...... 174 Ladder Safety ...... 175 Noise Management Program ...... 175 Polychlorinated Biphenyls (PCB) in fluorescent light ballasts ...... 176 Slips, Trips and Falls Prevention ...... 177 Working at Heights ...... 177 Working Alone ...... 178 Workplace Hazardous Materials Information System (WHMIS) ...... 178 Workplace Violence ...... 179 Harassment, Sexual Harassment and Discrimination ...... 179 Hazard reporting ...... 179 Ongoing Inspections ...... 179 General Safety Inspections ...... 181 Training ...... 182 Accident Investigation and Reporting ...... 182 Fire ...... 183 Vehicle Collisions ...... 183 Emergency Preparedness & Response ...... 183 District Threat Assessment Team (DTAT) ...... 183 Critical Incident Response Team (CIRT) ...... 185 Emergency Plans for School ...... 186 First Aid Training ...... 186 Further information ...... 187 Program Administration ...... 187 Chapter 10 – Finance / Technology Services ...... 188 Introduction ...... 189 Financial Management Encompasses ...... 189

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School Information Handbook

Role of the Principal in School Financial Management ...... 189 Principal’s Expenditures ...... 191 Administrative Regulations ...... 191 Key Contacts in Finance ...... 192 School Financial Management ...... 193 Lunch & Learns ...... 193 Finance Training Sessions ...... 193 Finance Leaves Desk ...... 193 Position Management & Position Change Request (PCR) Support ...... 194 Budget Carry-Forward ...... 195 Pre-Paid Accounts ...... 195 Resource Allocation Method (RAM) ...... 195 School Generated Funds (SGF) ...... 195 Year End External Audit Requirement...... 197 Funding Sources ...... 197 Expenditures ...... 198 Funds Cross Overs ...... 198 Accounts Payable ...... 199 P-Card Program ...... 199 Revenue and Treasury ...... 200 Student Fees – see Chapter 11 - Fees ...... 200 Donations – see Chapter 14 Education Matters ...... 200 POS Machine (Moneris) ...... 200 Prepaid Accounts ...... 200 Disposals ...... 201 Financial Records Retention ...... 201 School Bank Accounts ...... 201 Opening a New Account, Changing or Adding Bank Signing Authorities ...... 202 RBC School Bank Account ...... 203 Ordering Cheques ...... 204 Due from School Transactions ...... 204 Oracle ...... 205 Procurement Services ...... 206 Procurement Services Contacts ...... 207 Definitions ...... 207

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School Information Handbook

Ordering Supplies & Equipment Instructions ...... 208 Purchasing Practices ...... 208 Getting Quotes and Emergency Requests ...... 211 Resources to Aid Schools in Purchasing ...... 211 Smart Phone Devices Guidelines...... 212 Courier Service ...... 213 Customs Broker ...... 213 Procurement Commodity Index ...... 214 School Opening Activities for Financials...... 216 School Year End Activities for Financials ...... 216 Client Technology Services ...... 217 Services ...... 217 Technology Support Requests ...... 217 Technology Purchases ...... 217 Service Transformation ...... 218 Chapter 11 – Fees ...... 219 Fees ...... 220 Fee Highlights...... 221 Central Fees ...... 223 Transportation Fees ...... 225 2021-22 Transportation Fees ...... 225 2021-22 Lunch Supervision...... 225 Other Fees ...... 225 Lunch Activity Fee for Grade 7-9 students (formerly named Noon Hour Activity Fee) ...... 225 Music Instrument Rental Fee ...... 226 Transfer/Refund of School Based Fees (Grades 10-12) ...... 227 Fee Payments ...... 228 Notices ...... 228 Receiving Payments ...... 228 Waivers ...... 228 Waiver Support for ELL Families...... 232 Principal Approved Fee Waivers ...... 232 Chinook Learning Fees ...... 233 CBe-learn- Student Fees ...... 233

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School Information Handbook

Non-Resident Alberta Student Fees ...... 233 Non-Resident Canada Student Fees ...... 234 Car Parking and Heater Plug-in Fees ...... 234 Staff Car Heater Plug-in Fees ...... 234 School Fees and Terms and Conditions (formerly Fee Agreements) ...... 235 Consultation and Accountability to Parents ...... 235 Chapter 12 – Human Resources ...... 236 Employee Health Resource Centre ...... 237 Occupational Related Illness or Injury ...... 237 Non-occupational Related Illness or Injury ...... 237 Employee & Family Assistance Program (EFAP) ...... 238 EFAP Services ...... 238 Reporting Staff Illness/Absences...... 238 Certificate of Illness ...... 239 Returning from Sick Leave ...... 239 SmartFind Express ...... 240 SFE for Teacher Absences/Vacancies ...... 240 SFE for Support Staff Absences/Vacancies ...... 240 Priority Lists ...... 241 Additional Information ...... 241 Substitute Teacher Orientation Handbook ...... 241 Addressing Incidents Involving Employees ...... 242 Culpable/Non-culpable Behaviour ...... 242 How to Address Incidents ...... 244 Support Staff in Before Students Start ...... 245 School Administrative Secretaries 10-Month ...... 245 Other 10-Month School-Based Employees ...... 245 Filling Vacant Positions ...... 245 Teacher Positions ...... 246 ATA Non-Regular Payment Guidelines ...... 246 Support Staff Positions ...... 246 Principals’ Roadmap ...... 246 Workers’ Compensation Board Coverage ...... 247 Working Relationship Commitment ...... 249

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School Information Handbook

Chapter 13 – Educational Technology ...... 250 Introduction ...... 251 Technology Integration Planning ...... 251 System Supported Learning Technologies ...... 251 Online Presence ...... 251 Learning Continuity ...... 251 Content Filtering ...... 252 CBE Wireless ...... 252 Digital Citizenship Plan ...... 253 Copyright ...... 253 Software Asset Management (SAM) ...... 254 Privacy Guidelines (as part of SAM) ...... 254 Network Accounts and Network Security Responsibility ...... 256 Network Accounts ...... 256 Password Tools ...... 256 Staff Member Leaving ...... 258 Data Retention...... 259 Group Security...... 260 School Folders...... 261 RSS Feed ...... 262 Iris ...... 262 Brightspace by D2L ...... 262 Learning Object Repository (LOR) within Brightspace...... 263 ePortfolio within Brightspace ...... 263 Virtual Classroom within Brightspace ...... 264 Google Workspace for Education ...... 264 OneDrive ...... 265 Inclusive Learning Technologies ...... 266 Read&Write for Google Chrome ...... 266 myBlueprint ...... 267 Learning Commons & Learning Resources ...... 267 Learning Resource Framework ...... 268 Calgary Public Library Access ...... 268 Calgary Public Library Digital Resources Access ...... 268

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School Information Handbook

Learning Commons Staff ...... 269 Future of Learning Lab - Dr. Carl Safran Centre ...... 269 Symphony Library System ...... 270 Symphony Support ...... 271 School Inventory Systems ...... 271 Chapter 14 – General Information ...... 272 Accreditation and NCAA Letters ...... 273 Administrative filing systems ...... 274 Alberta Education Extranet Applications...... 274 Charter Schools ...... 275 Class Size Survey ...... 276 Comprehensive School Health ...... 276 Concerns and Complaints ...... 278 Course Challenge ...... 278 EducationMatters ...... 279 Donations ...... 279 Accountability ...... 279 Elections - Use of Schools as Polling Stations ...... 284 Facility Related Project Requests for Your School ...... 285 Flying Flags at School ...... 285 Foodservice Programs ...... 286 Nutrition ...... 286 Safe Food Handling ...... 287 External Foodservice Providers ...... 288 Vending Machines ...... 289 Friday Prayers in Schools ...... 289 Grants ...... 290 Interfaith Calendar ...... 290 Leasing and Rentals ...... 290 Lease of CBE School Space ...... 291 Rentals - After Hours Use & Public Use ...... 291 Public Use Groups ...... 291 Annual School Blocking Bookings ...... 292 Modifying and Adding School Use Permits...... 293

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School Information Handbook

Facility Operations Coverage ...... 293 School Sponsored Activities ...... 293 Parent/School Council Activities...... 294 Locally Developed Courses...... 295 Lunch Supervision Information ...... 295 Lunch Services Facilitator provides:...... 296 Practicum Placements in CBE ...... 298 Remembrance Day Ceremonies ...... 302 Research with CBE Staff, Students or Parents/ Guardians ...... 302 School Calendars ...... 304 Public Access to Calendars ...... 304 School Access to Calendars ...... 304 Severe Weather Procedures ...... 304 Sexual Orientation and Gender Identity (SOGI) Team ...... 305 Student Absenteeism Management ...... 306 Student Absenteeism Rate Reporting ...... 306 Student Health Matters ...... 307 Supporting Student Clubs ...... 307 Student Transportation Services ...... 308 Summer School ...... 309 Travel Authorization for CBE Employees ...... 310 Authorization for Travel Inside Alberta ...... 310 Authorization to Travel Outside Alberta ...... 311 Follow-Up to Travel Outside of Alberta ...... 312

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Quick Look | 2021-22 Updates & Highlights

Brief summary of the changes/additions/deletions. note | Hyperlinks are included where possible to direct you to the specific section(s) that have been added or edited in the most recent edition.

June 22, 2021

Edits within the handbook – not chapter specific All references to the Three-Year Education have been changed to the Education Plan. Hyperlinks to the Education Plan have also been adjusted. Chapter 2 – Opening Activities Links to AR 3007 and Seclusion, Physical Restraints, Time Out have been added. Chapter 7 – Corporate Risk Management Links have been corrected for a list of On-Site Restricted Activities. The link to the Alberta Government Air Quality Health Index map has been corrected. Chapter 11 – Fees The fee information for this chapter has been finalized and updated. Chapter 12 – Human Resources Information regarding ATA Non-Regular Payment Guidelines has been added. Chapter 14 – General Information Summer School: new section and explains that the only schools that may offer courses through their own summer school are CBe-learn and Chinook Learning Services.

May 31, 2021

Edits within the handbook – not chapter specific "G Suite for Education" is now "Google Workspace for Education" Replay "library" with "learning commons" "Google Meet" is a tool within Google Workspace for Education. It is not called "Google Meets" Brightspace is CBE's learning management system (not D2L) where you can find online classrooms. D2L is the vendor that provides Brightspace and other tools used at CBE including the LOR, ePortfolio, Pulse, Portfolio, etc.

The electronic version of this document is the official version Updated June 22, 2021 Page A Back to TOC

School Information Handbook

Chapter 1 – Year-End Activities Staff and Students: Google Classroom year end steps added Chapter 3 – Registration, Transfer & Placement of Children and Students Registration Form Overview: Caution added on the use of a Canadian Passport as a citizenship document given that it has an expiry date Additional Considerations: ELL/ESL Reporting - Removed “add comment” to T1 and E1 reporting expectations Identification of Eligible Students: updated link to the Revised Alberta K-12 ESL Benchmarks Pg. 74 added link to ESL coding being added, changed or removed Chapter 8 – Corporate Security Contact: Manager, Corporate Security changed to Manager, Corporate Risk and Security Chapter 11 – Fees The information for this chapter has not been finalized. This chapter is expected to be update on June 17, 2021. Chapter 13 – Educational Technology Learning Commons & Learning Resources: Removed Professional Resource Collections Learning Commons & Learning Resources: Symphony (CBE's Library management system) is made up of both Workflows (including KidPower) and eLibrary. School Inventory Systems: Added the names of CBE's 3 inventory systems: Archibus, Rycor, and Workflows. Chapter 14 – General Information . School Improvement Data: Page was removed as a result of the reorganization of information located in the new Insite platform.

Quick Look | 2019-20 Updates & Highlights Updated June 22, 2021 Page B

Chapter 1 - Year-End Activities

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Year-End Activities School Information Handbook

Year-End Checklist Next Year Planning Establish class/course lists for next year Allocate teaching spaces Finalize timetable Ensure SIS is updated with students’ next year school, grade and where appropriate, program Finalize detailed calendar for internal use (e.g., activities, meetings, assemblies, due dates for IPPs and ELL Benchmarks, SLAs/PATs/Dips, mark entry due dates) School information for CBE “Back to School” section on school website Leave a message on the school voice mail/email indicating when the school will be open for parents Post a sign at the main entrance to indicate when the school will reopen. Optional: include the Back to School information. Staff and Students Plan for year-end celebrations as necessary Plan for first three days in fall with staff Staff set up password recovery tool Staff have provided contact information for the summer and have a copy of the phone fan-out if needed Out of office email notice set by each staff Staff voicemail cleared, outgoing message changed and set up not to accept voicemail . Inform staff when they will be able to come in to the school (co-ordinate with Facility Operator . Deactivate all completed Brightspace courses so students and their parents no longer see them and download instructional videos from Virtual Classroom if needed. Learn more. . In Google Classroom, return all student work and archive your Classrooms and Meet sessions. Learn more. . Inform students and staff leaving CBE that they will lose access to Gmail, Google, Brightspace, and more. They can take a copy of their files and emails with them before they leave if needed. Learn more.

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Administration Complete all outstanding RAM Change Request Forms to begin the process to transfer funds back into your decentralized funds for positions purchased through the RAM but not filled. Performing this task will assist you in understanding your school’s decentralized funds position for this year end File report cards in OSR Ensure IPPs are signed and then filed in OSR Prepare student files (OSR) to be transferred (see Corporate Record Insite page for protocol) Return TPGPs to teachers and arrange for review Update Emergency Contact information in the After Hours Emergency Contacts & Lottery Reporting Team Site Ensure remaining Action Manager items are completed Next year school calendar and bell times

In Alberta Education’s Manage School Information App (Extranet) review the information for each of Workplace, Staff and Operating Schedules. In compliance with FOIP, remove staff who are leaving the school and any who should not have access as per the note below.

note | Only certain staff may have access to the school’s Education Apps (Extranet). Refer to Alberta Education’s Extranet Access Protocol to ensure approved staff have access only to permitted apps.

Ensure all provincial assessment materials have been returned according to the General Information Bulletin dates High school marks submission (print any required SIS reports prior to year end update) Ensure that all items to be shred have been put in the bin

Inventory School owned student materials (e.g., textbooks, library books, band instruments, L&L laptop) returned to the Learning Commons or appropriate location. Staff laptop turned in or the Staff Use of CBE Electronic Devices Off Board Premises Agreement Form is completed and returned to office Inventory (e.g., teacher textbooks, overhead projector, library books) returned to the Learning Commons

Chemical inventory

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Lunchroom . Emergency food removed from lunchroom cupboards . Lunchroom and milk fridges empty and cleaned . Clean lunchroom tables and chairs (those not used in a classroom setting) and ensure all are in working order.

Facilities Complete and submit Occupational Health and Safety Annual Summary Report Turn off bells Lockers cleaned out and items not collected are donated or added to the extra supplies cupboard Plants left at the school are put in one location and arrangement made with facility operator to water weekly Science lab inspections Staff mailboxes are empty Staffroom fridge and freezer are empty and clean Food removed from staffroom cupboards Remove bulletin board displays including tacks and staples Ensure all laptop computers/ technology equipment is secured and powered down Unplug SmartBoards, radios, etc. Shut down/ power off technology equipment that will not be used (SmartBoards, computers, photocopiers) Collect keys as necessary In collaboration, communicate with staff expectations regarding how work spaces need to be left to facilitate summer cleaning (e.g., personal items taken home, surfaces clear of materials, broken items in hallway labelled for disposal, items for Highfield labelled and in hallway, equipment room organized)

Finances Invoice to staff for missing inventory and payment of same P-card information if any changes Collect P-cards from staff and store securely during the summer Ensure all goods and services purchased on a PO, which have been delivered, are received in Oracle

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Attend to changes in signing authority, as necessary Ensure all “due from school” accounts are paid up to June 30 Deposit all petty cash and cash floats into the school’s bank account prior to the summer break Remove all bills, loans, and over dues from Symphony Workflows

Securing the School for the Summer The summer often brings rainstorms, which can result in damage to schools and school instructional materials and equipment. Summer can also bring an increase in break and enters. Please ensure the following is done before leaving for the summer break:

Ensure all windows and doors are closed and locked Remove all personal items from school (e.g., classroom, desk, office, store room) and remind students to take their personal items home Store school items in plastic bins, away from windows Do not leave important and valuable school items in the basement Secure all laptops and laptop carts Lock up all portable technology Do not leave any valuables in portable classrooms Contact | Corporate Risk Management t | 403-817-7407

Incoming Principal Information Please ensure that the following information is left readily accessible for the incoming principal. Wherever possible, it would be most beneficial to provide either links or electronic versions.

If the principal is leaving the school, please use the checklist to ensure the information is collected and available for the incoming principal.

School Information School calendar (one for parents and detailed one) for upcoming school year School hours (including bell times) Updated student handbook (if not on your website) Class/course lists

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Student call back lists (if any) Most recent newsletter (if not on website) Map/floor plan of school Phone locals within building Opening information package for students Location of staff files Names and contact information of school council members/executive Dates of school council meetings for upcoming school year Extra-curricular assignments/ expectations Computer Evergreening information Ongoing projects Dates/times of any pre-booked residencies or field trips

Staff Information Staff reconciliation documents for both support and certificated staff Staff list including assignment, location Staff contact information and emergency contact information Facility operator contact information

Updated staff handbook

Data Information Electronic copies of “play” RAM and the RAM that was submitted in May Budget overview (most recent oracle, most recent QuickBooks Summary Report, processes in place for budget requests etc.…) At least two years of annual School Results Reports At least two years of annual Fee Report to Parents Data for upcoming annual report(s) School Development Plan (SDP) Previous PAT/DIP documents and analysis SLA data School Declaration data Research and grants

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CBE Student Survey data Assurance Survey data Other school data used to inform SDP

Security Information Location of passwords & vault combination Key info (inside and outside masters) Set of principal keys (labeled) SIS key user info

In Your New Location Remember to update the following information: Change voice mail and message Update school profile and school webpage Update contact information in PeopleSoft Ensure access to Education Apps (Extranet), clevr, SIS, The Learning Bar, Tech footprint, SchoolMessenger, Outlook principal account

note | Update the After Hours Emergency Contacts & Lottery Reporting Team Site with new principal information

Appeals Day The last day of school in June is generally set as Appeals Day. Arrangements for the appeal of final marks must be provided. Students and parents must be notified of the school’s provision for appeals. The day may not be counted as instructional time. The day is considered a regular workday for staff. Students and/or parents must be able to meet with staff for appeal purposes until at least noon. The balance of the day may be used by staff for other activities related to school closing.

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School Declaration Package Information regarding the School Declaration package is found in Insite. Please contact your Area office if you have specific questions.

Staff Involvement in School Decisions Clause 23.1 of the Collective Agreement between the Alberta Teachers’ Association and The Calgary Board of Education states:

“Staff Deployment is the responsibility of the principal and his/her staff.”

Staff involvement in school decisions is a year-round process built upon the principles of the Working Relationship Commitment operating within the boundaries established by the Education Act, CBE/ATA Collective Agreement, the ATA Code of Professional Conduct and CBE Administrative Regulations.

The processes are founded on the commitment of all employees to the following principles: Acknowledgement and recognition of roles, responsibilities and contributions Open and transparent communication Clear and understood decision making processes where voice is valued Ownership of the collective successes or failures of the organization Personalized lifelong learning In addition, the commitment of all employees to following the principles was also deemed important to this process: flexibility; and inclusiveness (of all staff).

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The staff involvement in school decisions framework outlines the principles, best practice and resolution process in three main areas: Professional Development and Organizational days; extra-curricular; and staff deployment.

Reference | Administrative Regulations ATA Code of Professional Conduct Collective agreements Education Act Contact | Area offices

Attendance Records Requirements An annual summary of the attendance is required in OSR as per the AR 6024 | Student Records. The year-end Report Card with attendance summary fulfills this requirement.

Schools are no longer required to print and file detailed attendance in the OSR.

Reference | AR 6024 | Student Records

Final Marks and Report Card in PowerSchool Students and Legal Guardians are able to obtain an electronic copy of the final report card via their MyCBE / PowerSchool account. Other than printing a copy of the June report card to file in the OSR, schools are asked to save paper and valuable staff time by encouraging the viewing of report cards electronically. However, if a request for a printed copy is received, please provide one.

Report cards and/or final marks cannot be withheld due to non-payment of fees or the failure to return resources.

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Students who expect to leave the city prior to distribution of final reports who wish to have a printed copy should be asked to provide the school office with a self-addressed, pre-stamped envelope for the school to use to mail the final report to them.

K-9 Final Indicator and Comment Submission Teachers are to follow the process and deadlines outlined in Assessment and Reporting in CBE for entering Final Indicators and Comments. Refer to the PowerTeacher Pro Gradebook Insite page for additional information.

Schools are to run report card verifications (see Report Card Verification | CBE Reports) to look for missing indicators, comments, etc. Middle/Junior schools offering high school courses, must also follow the PowerSchool | Middle/Junior School Mark Submission for Senior High Courses document.

High School Final Mark and Comment Submission Teachers are to follow the process and deadlines outlined in Assessment and Reporting in CBE for entering Final Marks and Comments. Refer to the PowerTeacher Pro Gradebook Insite page for additional information.

Schools are to run report card verifications (see Report Card Verification | CBE Reports) to look for missing marks, comments, etc.

Procedures for handling Teacher Confidential Marks in Diploma Examination subjects and for processing final marks in other subjects are outlined in the PowerSchool | High School Course Mark Submission user guide.

Further information can be found on the SIS website at Student Information System (SIS).

Information for Students/Parents Regarding Final High School Marks Principals are to ensure that students will be informed about their school-awarded marks in diploma subjects prior to the writing of diploma exams.

Final marks and school-awarded marks in diploma subjects will be available to students prior to dismissal on the last operational day in June and students are responsible for obtaining this information for use during the summer, as may be required.

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Report Card Requirements A copy of the student’s final report card is to be filed in the student’s Official Student Record (OSR).

Grade 10-12 final marks are electronically archived in SIS Student History.

ECS to Grade 9 report card indicators are not archived in SIS Student History at this time.

Save the PDF(s) that were created in the printing of your final report cards (see PowerSchool | Report Cards user guide) and place it/them in your school’s Secure SIS Storage Folder.

Reference | AR 6024 | Student Records

Contact | SIS Support t | 403-817-7777 e | [email protected]

Year-End Procedures for Purchasing Cards (P-Cards) Please review the following sections:

P-Card holders returning to their current school (for principals) P-Card holders that will be changing schools (for principals) Before you leave for summer break (for all card holders) As you return from summer break (for all card holders)

P-Card Holders Returning to Their Current School (for principals) Principals/directors are expected to:

Review the list and: Confirm the cardholders on the list which are active at the school as of June. Identify persons on the list that are either not in your school or who do not hold a P-Card.

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Identify persons on the list that are not expected to return to your school following the summer break. Return the list via e-mail with the confirmations / updates of cardholder information to P-Card services by June 26. Collect all P-Cards from all 10-month employee card holders in your school, and lock them in a secure location for the duration of the summer break. Principals returning to a principal position following the summer break may retain their P- Card over the summer break. By June 19, P-Card Services must be informed of and authorize any School based 10-month employee P-Cards being retained by their card holder over the summer break (excluding the principal’s card) via the P-Card Retention Exceptions Form. Any 10-month employee P-Cards in use throughout the summer break without prior notice to P-Card Services will be cancelled immediately.

P-Card Holders that will be Changing Schools (for principals) The P-Card holder’s card must be collected by the principal / education director of their pre-summer break school and locked up in a secure location at their pre- summer break school. P-Card Services must be informed via email about the changes. P-Card Services will verify and authorize the card holder at the post summer break school on behalf of the card holder. Once verification is complete, the card holder will be notified in September and directed to pick up their card from the pre-summer break school. In the event the card is not approved at the post summer break school, the principal at the pre-summer break school will be required to cut up the P-Card place in a sealed envelope and put in the locked Iron Mountain Shredding bin at their location.

P-Card Holders Retiring or Resigning from CBE (for principals) The P-Card must be collected by the principal / education director then cut in half and placed in a sealed envelope and put in the locked Iron Mountain Shredding bin at your location. Fill in and email a P-Card holder Change Request Form to [email protected]. Card will be cancelled immediately.

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Before You Leave for Summer Break (for all card holders) Ensure there are no transactions appearing in the “Items Requiring Attention” section of the Card Transactions page in BMO Spend Dynamics before leaving for summer break. Any transactions appearing in this list have not yet been submitted for approval. To have these transactions submitted for approval: Ensure a correct alias code has been applied to the transaction Enter a transaction description Link a receipt image(s)

As You Return from Summer Break (for all card holders) The 2020-21 fiscal year end close is Aug. 31. Purchases made up to and including Aug. 31 will be included in the 2020-21 school year. To have your Aug. 15 – Aug. 31 P-Card transactions appear in the correct accounts ensure you have updated the alias codes in BMO Spend Dynamics by noon Sept. 4.

Please note that any purchases made for the new school year prior to Sept. 1 will be imported into and included in the 2021-22 year. Purchases belonging to the 2021-22 school year made during the 2020-21 Fiscal year (Sept. 1, 2019 – Aug. 31, 2021) are to be coded to your Pre-paid account. Your schools finance specialist can aid you with clarification / direction on these purchases.

If you have any questions or concerns, please contact P-Card Services.

Reference | P-Card Guidelines AR 2060 | Employee Business and Travel Expenses

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Contact | P-Card Services e | [email protected]

Receiving in Oracle In order to maintain good relationships with your suppliers it is important that they be paid on time for the goods and services they provide you. Recording goods and services as being received in Oracle is the only way you can inform the system that the invoice for the goods or services you requisitioned may be paid. Payment of invoices where the good or service has not been recorded as being received is prohibited.

Failure to record items as being received in Oracle delays payment to your vendor and May lead to your school being charged interest and force a report of non- compliance to the Board of Trustees, Has a negative effect on relationships with your vendors, Negatively affects your schools future year’s budget when expenses are recorded in the wrong school year. Prior to leaving for summer break please ensure that all goods and services purchased via an Oracle Requisition and delivered prior to the summer break have been recorded as being received in Oracle.

Reference | Purchasing Requisitioners > Receiving Oracle Purchase Orders

Contact | t | 403-817-7777 Option 4 e | [email protected]

Corporate Records Management The Corporate Records Management program provides standards, guidelines and consultation on records from inception to final disposition. Records Management serves in the creation, maintenance and retention of records and information, providing oversight for these major system-wide focus areas:

Records retention Transfer and disposition of all records including managing the SHRED Bin Program Archives and special collections to retain our history Training and awareness on records management

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Governance – providing records related system protocols and guidelines The Records Management Insite contains valuable resources, guidance and news allowing quick access to the most recently updated information. Corporate Records Management personnel are available to come out to your work site for a one-on-one training and to assist schools with a variety of records management tasks including:

Switching old student files to new Official Student Record (OSR) folders Preparation of records for transfer to the Records Centre Sorting records based on similar retention Packing records in appropriate Records Management boxes Completing Transmittal Forms Separating and gathering records that were past their retention period Providing hands-on records management training as required by schools

Guidelines – Managing School Records Schools are responsible for managing school records. Guidelines for CBE Principals - Managing School Records addresses all aspects of record-keeping in the school system. This useful document can be found on the Records Management Insite.

It is better to view this document online rather than print it as it features searchable content and there are many links within the document that will get you to forms and other key information. The table of contents is organized by frequently asked questions which you can scroll through and click on to find the answer.

References | Guidelines for CBE Principals - Managing School Records Records Management

Contact | Corporate Records Management t | 403-817-6177 e | [email protected]

The Official Student Record (OSR) The Education Act requires that a Board establish and maintain a student record for each student enrolled in its schools. The Calgary Board of Education has introduced standardized folders for the Official Student Record. It is mandatory to use OSR folders for all new students. Although for most students a standard size folder would be

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adequate, oversized folders will also be available to handle exceptions where considerably more documentation must be retained. Corporate Records Management will provide standard/oversized OSR folders at no cost to schools to meet the needs of the new intake:

All ECS students All other students that are new to school (Grades 1 to 12) To order OSR folders, please email Records Management

Official Student Record (OSR) Folder Label Each OSR folder must be labeled with the following:

Legal Name note | AKA Name The label must be CBE # placed in at least AB ED # one of the pointed DOB: locations shown here

What should be in the Official Student Record (OSR)?

AR 6024 | Student Records specifies what information is to be included in the OSR. The OSR must contain all information affecting the decisions made about the education of the student. Consistent with this requirement the OSR folder is sectioned thematically. The following sections have been identified:

Administration (Red Tab) Reporting/IPP (Blue Tab) Assessment (Green Tab) Health (Yellow Tab) Attendance (Purple Tab) Discipline* (Purple Tab) *located back of Attendance tab

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note | All documentation must be secured using prong fasteners at the front of the corresponding tab

The OSR Folder Guide has been developed to provide commonly encountered examples of records that should be filed in each section; reflecting the association of common record examples with the sections. Sections would be organized in reverse chronological order with the most recent year on top. It is the school’s responsibility to maintain proper organization and maintenance of the OSR.

Attendance Records Requirement in OSR An annual summary of the attendance is required in OSR as per the AR 6024 | Student Records. Year-end Report Card with attendance summary fulfills this requirement. It should be a summary, not a period-by-period or day-by-day listing of attendance. Schools are no longer required to print and file detailed attendance in the OSR.

Non-OSR Student Information Schools create and keep a lot of information about students. Not all information goes into the Official Student Record. This information needs to be maintained and disposed of according to various operational requirements as it may have value for the school. Schools should create administrative files or binders to store this information. Please refer to Non-OSR Student Information for detailed information on what must not be in the OSR and the length of time these records should be kept.

Student Demographic Form Alberta Student Records Regulation requires an annually reviewed and signed Demographic form which must be collected for each student and placed in the OSR.

All demographic forms provided to parent / legal guardian / independent students are required to be returned with date and signature. File Demographic form in OSR under Administration section.

Filing of the Demographic form in the OSR is required but can be done when it’s convenient for the school, not necessarily in September. For ease of filing, forms can be placed in binder for the interim period.

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However, each Demographic form must be filed in the OSR before the end of current school year or if the student transfers out mid-year.

note | Each time a revision to the student record in PowerSchool is needed, the parent / legal guardian / independent student must make the update on the Student Demographics Verification Form (which the school prints and provides) and sign. File the signed form in the OSR.

Follow up on the missing forms:

CBE is subject to provincial audits each year. Alberta Education audits examine student records for proper documentation to support a student registration and the right of access to education in Alberta, as per Section 3 and 4 of the Education Act. AR6090 | Child and Student Registration and Admission outlines the documentation required to complete student registration. When CBE cannot provide appropriate documentation or show due diligence in trying to obtain the proper documentation, Alberta Education claws back the funding provided for the student. This results in millions of dollars being clawed back from Alberta Education impacting the CBE’s business plan and, with the new revisions to AR6090, potentially the RAM of the school.

NOTE | Under no circumstances should a school record in PowerSchool that the registration form was proof of Right of Access to education. Only the correct documentation, consistent with AR6090, should be recorded in PowerSchool.

Schools are required to document diligent efforts made to obtain the correct documentation and the attempts must be repeated, sustained and varied. This includes diligent efforts to obtain signed Demographic forms. The documentation must be retained in the OSR for Alberta Education’s Compliance requirements. It can include, but is not limited to: Copies of letters Emails School Messenger Conversations with the Parent Hallways Meetings Parent-Teacher Interviews Registered letter

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References | AR 6024 | Student Records Non OSR Student Information Student Records OSR Folder Guide Records Management

Contact | Corporate Records Management t | 403-817-6177 e | [email protected]

Official Student Record (OSR) Transfer Parental consent is not required to transfer the OSR to another school within CBE or another jurisdiction inside or outside of Alberta. A request for the OSR is required particularly within CBE schools. The transfer of the OSR must be done as expeditiously as possible.

Include the OSR Receipt Acknowledgement form when transferring student records for immediate acknowledgement upon receipt. A list of the names of the students must accompany the requested OSRs to the receiving school. Upon receipt of OSRs, the receiving school must confirm to the sender that the OSRs were received.

Digital OSR Transfer All external student record transfers (students transferring out to non-CBE schools) must be digital. Schools will no longer transfer physical OSRs. Instead, send the OSRs to Records Management (RM) for digitization and to upload into PASI where the receiving school will have immediate access to reference these records. Similarly, other school districts within Alberta will send the digital student record to CBE schools through PASI for transfer-in students.

note | Schools retain full responsibility for ensuring that the content of the OSR is accurate, complete and up to date as outlined in OSR Checklist .

Between CBE schools, the current process of transferring physical OSRs will remain in place.

OSR Transfer–Out to Schools Within AB & Outside AB Send the transfer out student’s OSR to RM for digitization as soon as possible once the student has left CBE. Do not wait to receive the OSR request. Schools may not get OSR requests from other school divisions as the requirement from Alberta Education is that

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“student records must be made available electronically to the new school through PASI without delay to the new school". Include the accompanying transfer out OSR request if any was received.

Refer to the following step-by-step instruction when transferring OSR(s) to RM for digitization: Text Guide Video Guide Workflow

note | Send all OSRs for students that have transferred out of CBE from September 2020 forward even if no records request was received.

Alberta Student Link (ASL) Requests (for schools outside of AB requesting records) Alberta Student Link (ASL) is a function of PASIprep for out-of-province schools to request access to a student’s digital record. All out-of-province schools must submit an ASL request to access digital student records. Provide the following document to requesting schools on Submitting an ASL Request.

When an ASL request is submitted by an out of province school, an email from Alberta Education is sent to the last attended school’s general inbox advising of the request. CBE schools can refer to the following guide on Reviewing an ASL Request to view and verify these requests once submitted.

OSR Transfer-In from Schools Within AB School districts within Alberta will send the student record to CBE schools through PASI for transfer-in students. PASI digital student records can be viewed via PowerSchool or PASIprep.

Create OSR folders for transfer-in students to hold new CBE records (i.e., Registration form, birth certificate etc.). Update and maintain folders by inserting appropriate OSR documents as they arise.

Place a sticker stating "PASI Digital Record" to the left of the student information label(s) to indicate on the newly created OSR folder that historical records are digital.

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OSR folders previously sent to Records Management can be requested for a returning student only if it was sent for storage prior to the digitization which started September 2020.

note | Do not print records from PASIprep for OSR.

Refer to the following guides to view digital records via PowerSchool or PASIprep

PowerSchool (admin) digital records user guide PowerTeacher (teachers) digital records user guide View Student Document in PASI guide

Refer to the following step-by-step instructions for OSR transfer from schools within AB:

Text Guide Video Guide

OSR Transfer-In from Schools Outside AB Schools will continue to create physical OSR folders for transfer-in students. The outside of Alberta school district will send physical student records that must be included in the newly created OSR folders. Update and maintain the OSR folder by inserting CBE documents as they arise.

Refer to the following step-by-step instructions for OSR transfer-in from schools outside AB: Text Guide

References | OSR Checklist Non OSR Student Information OSR Folder Guide Records Management

Contact | Corporate Records Management t | 403-817-6177 e | [email protected]

Records Transfer to Records Centre Records should be transferred to Corporate Records Management on a regular basis and at least once per year. Records should only be retained at the school for current plus one year. Records can be sent to Corporate Records Management earlier if secure

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storage space is limited. Storage of records must never occur in basements, loading docks or other open areas without access control.

Only use Iron Mountain boxes for records storage. To order boxes, email Records Management with the amount of boxes required. Note | Do not combine Pack boxes with records of similar retention: different retentions Short-term retentions (2 years) in same box. Medium-term retentions (7 years) Long-term retentions (17 years)

OSRs are to be boxed separately.

Include Admin/Student transmittal in each box. Detail each type of admin or student record contained in your box and place them on top of records, inside the box. These forms act as a marker indicating what is inside your box and greatly eases the process of records retrieval.

For detailed information, please see the Records Transfer page and follow the steps. Templates | Records Destruction Request Form (pdf) Records Transmittal Form | Admin (xls) Records Transmittal Form | Students (xls)

On-Site Records Destruction Process When records pass their official retention period, they can be disposed of or destroyed, once the appropriate record disposition sign-off has been completed and approved. Follow the steps for on-site records destruction at schools:

Complete and sign the Records Destruction Request Form. Attach a Records Transmittal Form with records type, date range and classification code. Send Records Destruction Request Form and Transmittal to Records Management to authorize destruction. Records Management will send back the Records Destruction Request and Transmittal with authorization and a unique destruction number. Destroy records using the Shred Bins. Electronic media can be sent to Records Management. Once destroyed onsite, sign the Certificate of Destruction section on the Destruction request form and send it back Records Management.

note | Different types of records and different years can be included on one transmittal.

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Shred Program If it is paper, toss it into the Shred bin – it is that easy!

The Shred program provides CBE employees with a way to securely and efficiently dispose of all paper, while assuring protection of information and to comply with OE-6 Asset Protection and AR1061 Responsible Care and Security of Information.

The Shred program replaces paper recycling and removes individual decision making if it is confidential or not.

Check out Shred Program section in Insite.

Archives The Calgary Board of Education recognizes the need to identify, preserve and protect archives in order to maintain the corporate history through records, art work and other material of significant historical and research value.

The role of Corporate Records Management is to administer and promote the archival records program.

FAQs - Corporate Records Management Q: Should I hold OSR at school if I don’t receive a request for a student who left CBE? A: No, send OSR to RM as soon as possible once the student has left CBE.

Q: Should I print out digitized records to include in their physical OSR? A: No, do not print any records from PASI for OSR. Use PowerSchool or PASIprep to view digital records. Teachers will use PowerTeacher.

Q: How should I store records for students returning to CBE if their files have been digitized? A: Create new OSR folders to contain all newly created records. Place a sticker to the left of the OSR label that says "PASI Digital Record" to indicate that past records are accessible digitally.

Q: How will schools outside Alberta access digital records in PASI? A: Outside Alberta schools must submit an ASL request to access digital records.

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Q: Do I need to send the ESL/Admin working document with the OSR for digitization? A: No, retain the ESL/Admin working documents at the school for current plus 1 year. Once these records are eligible for destruction follow the disposition process.

Q: What if I have more documents to be filed in the OSR that has already been sent for digitization? A: Schools can still send the document to Records Management to be added. Indicate on the sending envelope that records are "For Digitization". We encourage schools to ensure the OSR is complete before sending for digitization.

Q: Who do I contact regarding my Shred Bins? A: Only contact Corporate Records Management regarding any Shred Bin issues. General information on the Shred Bin program can be found on Shred Program page.

Q: Are we able to have more shred bin pick-ups or rush pick-ups scheduled? A: Schools can request off-schedule pick-ups or rush pick-ups. All off-schedule or rush visits will be charged to schools. Corporate Records Management requires an alias before the visit can be scheduled. Please refer to Shred Program Guide for more information. note | Records can be Q: What should I do if I have received a request for student information? sent to Records A: All requests must be in writing. For current students, please provide the School Centre earlier if Records Request form to the requestor before releasing information. All past student required. records requests should be forwarded to Records Management.

Q: How long do I need to keep records here at the school? A: A general rule of thumb is keeping records for current plus 1 year before sending them to the Corporate Records Centre. Records can be sent earlier if secure space is limited. Please refer to School File Plan or Retention Timeframes on RM page for detailed information on how long records should be kept at schools. Records should never be stored in a basement.

Q: How do I obtain records stored at the Corporate Records Center? A: Send your request by email to [email protected] or fax to 403-294-8467. For admin records request please provide the box number located on your transmittal form. For student request please provide the student name, CBE ID number and date of birth.

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Q: Why do I need to use the Records Destruction form to destroy records at school? A: Whether records are in the custody of the schools or Records Management, most records are eventually destroyed. A completed and approved Records Destruction Request form is required for any disposal. Records Destruction forms demonstrate that CBE is following with required policies and provide proof of legal disposition.

References | Records Management Email Management The SHRED program

Contact | Corporate Records Management t | 403-817-6177 e | [email protected]

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Chapter 2 - Opening Activities

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Opening/Fall Checklist Fire drill within first month of classes Confirm evacuation location Turn on bells Prepare lockdown plan Fall staffing – attend to deadlines as posted Check the school’s Education Apps (Extranet) account to ensure that staff listed still work at the school. See the section on Alberta Education Education Applications in this handbook for steps to take if a revision is required. Assign staff to School Improvement Data responsibilities. See the section on School Improvement Data Responsibilities in this handbook for the specific responsibilities to be covered. Review staff access in PowerSchool and ensure that the most reasonable level of access has been assigned to meet the range of tasks performed by each individual. While it may be easiest to assign full access, FOIP only permits people to have access to that which they specifically need to do their job and nothing more. An example of unreasonable access would be providing Key User access to a Learning Leader who only requires access to view the Stem or Course Mark Data Analytic tool. See the PowerSchool | Staff Setup and Security Settings user guide to assist you with this task Ensure new bank signing authorities as necessary OH&S review and ensure new staff complete appropriate forms Delegation of accounts – Information Technology Update school website Enrolment reports Review the PowerSchool | September 30 Checklist for Count and ensure that you are on track to have clean data (e.g., ELL codes, SPED codes, FSL hours, home language) by or before the firm deadline of Sept. 30 (or the Friday before when it lands on a weekend). Opening information for parents (forms, hours, contact info. etc.) School council meeting dates are set Year-end procedure for quick books & banking accounts have been followed Prepare annual Fees Report to parents and post on school website Timetables and schedules for supervision, staffroom clean-up etc.

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Ensure compliance with instructional time, assignable time etc. Establish committees, clubs, extra-curricular Student file organization and requests Update/develop Student Health Plan for those students identified as having significant health issues Update the After Hours Emergency Contacts & Lottery Reporting Team Site Ensure Lottery call back lists are dissolved on Sept. 30 for Alternative Programs Develop emergency response protocol for students with significant health issues Volunteer forms are available for parents and submitted as received Review and edit priority list for substitute teacher roster New and transferred employee orientation Review, revise, and post digital citizenship plan on school website Complete Technology Foot print Review and analyze Pat/Diploma, Assurance Survey, report card and CBE Student Survey results Ensure staff are aware of the following: AR 1061 | Security of Information Resources AR 1062 | Responsible Use of Electronic Information Resources AR 1064 | Public Sharing of Student information AR 1070 | Occupational Health and Safety AR 2060 | Employee Business and Travel Expenses AR 3021 | School Emergency Practices & Procedures AR 3067 | Religion in Education AR 4027 | Employee Code of Conduct AR 4038 | Harassment, Sexual Harassment and Discrimination AR 4080 | Workplace Violence AR 4090 | Public Interest Disclosure (Whistleblower Protection) AR 6005 | Student Code of Conduct AR 6006 | Progressive Student Discipline Working Alone Policy

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Enrolment Reports A student enrolment count report by school and program as of Sept. 30 is generated from the SIS. Enrolment information is used as a basis for the Resources Allocation Method (RAM) adjustments therefore accurate information on SIS is essential. When the Sept. 30 enrolment count is confirmed, considerations will be given to final RAM adjustments.

The enrolment values displayed on your school profile and school website are updated automatically and reflect enrolment as of Sept. 30.

Contact | SIS Support t | 403-817-7777 e | [email protected]

Language Instruction French Immersion French Immersion schools must ensure that students are receiving the following French instructional hours in order for CBE to receive the maximum language grant:

Kindergarten – Grade 2 100 per cent of instructional time Grades 3 – 6 70 – 80 per cent of instructional time Grades 7 – 9 50 – 70 per cent of instructional time (French Language Arts, Social, Math, Science) Grades 10 – 12 French Immersion requires 45 credits over 3 years (French Language Arts, Social, Math) Information required for funding must be submitted by Sept. 30 each year.

French as a Second Language It is recommended that schools offering French as a second language provide students with the following minimum hours of French language instruction:

ECS 40 instructional hours Grades 1 - 3 55 instructional hours (as per our LDC) Grades 4 - 6 95 instructional hours Grades 7 - 9 95 instructional hours Grades 10 - 12 125 instructional hours Information required for funding must be submitted by Sept. 30 each year.

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Bilingual Programs Schools offering German, Mandarin and Spanish Bilingual Programs must ensure that, in addition to Language Arts (ECS to Grade 12), the target language is used for instruction in other courses up to 50 per cent of the school day. The minimum per cent of language instruction are as follows:

ECS to Grade 6 50 per cent Grades 7 - 9 35 per cent Grades 10 - 12 25 per cent

References | French

Contact | Language Programs Admissions Advisor International Students t | 403-817-7716

Hazing / Initiation Activities CBE Board of Trustees directs that students are to be made aware that participation in hazing or initiation activities is not permitted in The Calgary Board of Education schools or at activities sponsored by schools/CBE and participation in hazing or initiation activities will result in disciplinary measures.

The Board of Trustees has stated:

“Within The Calgary Board of Education, hazing of students will not be permitted either on or off of school property. Students will be informed that such activities are strictly prohibited and that appropriate disciplinary measures will be taken in regard to hazing activities.”

AR 6005 | Student Code of Conduct confirms these activities are not permitted on school property, in connection with school activities, whether on or off school board property or to and from school. It further clarifies that the principal may determine what constitutes hazing, initiation activities, a sorority, fraternity or a secret organization.

Reference | AR 6005 | Student Code of Conduct AR 6006 | Progressive Student Discipline AR 6007 | Suspension and Expulsion Progressive Discipline site

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Contact | System Assistant Principal t | 403-817-7689 Area offices

Internal Lockdown Protocol The Calgary Board of Education in conjunction with the Calgary Police Service (CPS) have agreed to issue the following notice to ensure that everyone is aware of the protocol to follow in the event of an Internal Lockdown. The protocol established city wide includes the following:

When a lockdown is announced:

Visually check the hallway for students Shout LOCKDOWN-LOCKDOWN in hallway Direct students into your secure location Close and confirm your door is locked Direct students to turn off cell phones Pre-designated staff leave cell phones ON and take direction from 911 Turn room lights off if appropriate Cover the view window in the door MAINTAIN SILENCE Stay out of view and seated on floor Ignore all school / fire bells Do not answer the door / phone under any circumstances Police or school administration staff will unlock all doors Remain in your secure location until this occurs

note | All doors should always be in the locked position even when not in lockdown.

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Please ensure the Lockdown Notice on the next page is posted inside of every classroom and office door in schools, and on the inside of every office door at all other locations in The Calgary Board of Education. This notice is to replace all other internal lockdown notices and will assist greatly in achieving consistency.

Schools are required to practice emergency evacuation and lockdowns twice per year in partnership with the Calgary Police Service S.R.O. program. Both lockdowns are announced. One will be announced from a different location than the office.

Annually, staff must be aware of and have walked the route to the emergency evacuation site.

Contact | Supervisor, Corporate Security t | 403-817-6197 Coordinator, Corporate Security t | 403-817-6198

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Lockdown |

When lockdown is announced: . Visually check the hallway for students . Shout Lockdown-Lockdown in hallway . Direct students into a secure location . Close and confirm door is locked . Direct student to turn off cell phones . Pre-designated staff leave cell phones ON and take direction from 911 . Cover the view window in the door . Maintain silence . Stay out of view and seated on floor . Ignore all school / fire bells . Do not answer the door / classroom phone under any circumstances . Police or School Administration staff will unlock all doors . Remain in your secure location until this occurs

Endorsed by:

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Occupational Health and Safety Start-Up The System Start Up – OH&S Checklist | Safe Work Practice A-1 provides a list of items to do during August and September start up. See Chapter 9 for more information.

Reference | CBE Insite – Safety Station Occupational Health and Safety Calendar l School Version System Start Up – OH&S Checklist | Safe Work Practice A-1

Contact | Safety Advisory Services t | 403-817-6239 e | [email protected] f | 403-294-8603

Student Health Plan – Guidelines & Protocols Administrators and staff are reminded to refer to AR 6002 | Student Health Services to address situations where students have significant health issues such as diabetes and severe allergies. The Student Health Services Guide, Student Health Plan and Student Health Emergency Response Protocol Form are to be used when developing and implementing the health plan for those students identified.

The Student Health Plan is required to be completed only for students identified with significant health issues. The Student Health Emergency Response Protocol Form will assist schools to develop a plan of action when students require an intervention or emergent response to a situation such as anaphylactic shock. Both the plan and response protocol should be completed in a collaborative fashion with staff, parents and where appropriate, the student.

In addition, the following guides and protocols have been developed to support students.

Psychology Services All schools will be assigned a psychologist to provide assessment and consultation services and will receive a minimum of 0.025 FTE (may increase based on RAM equity factor or school purchase of additional psychology service time) for assessment and consultation services. All schools will be assigned a CBE psychologist or an Alberta Health Services mental health therapist to provide counselling and consultation services and will receive a minimum of 0.05 FTE (may increase based on RAM equity factor).

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Psychological assessment/consultation/counselling services will be assigned as a whole to each area so that service provision can best align with need. Each area will receive a FTE allotment based on their number of specialized classes.

Direct services (i.e., assessment, student-specific formal consultation, counselling) require informed consent from parents/guardians and result in a written report placed in the Official Student Record. Indirect services, such as attendance at school learning team meetings, provision of professional development, informal consultation, do not require informed consent from parents/guardians and do not result in a written report. References | AR 6002 | Student Health Services Psychological Services Student Health Services Guide Student Health Plan Student Health Emergency Response Protocol Form Contact | Supervisor, Psychological Services t | 403-817-7663

Non-Suicidal Self Injury (NSSI) Non-Suicidal Self Injury (NSSI) is described as an “…Intentional self-inflicted damage…” and the protocol will outline more extensively what NSSI steps to be taken when a student engages in self-inflicted harm to their body. References | Non-Suicidal Self-Injury | Protocols Non-Suicidal Self-Injury | Parent Information Contact | School Improvement, Inclusive Education t | 403-817-7663

Mental Health Emergency Form If a student requires urgent support through an acute care setting, such as a hospital emergency room, please use the Mental Health Emergency Form. For further information, contact your Area office.

References | Mental Health Emergency Form Contact | School Improvement, Inclusive Education t | 403-817-7607

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Seclusion, Physical Restraints, Time Out The CBE is committed to ensuring welcoming, caring, respectful and safe learning environments. Occasionally students require specialized supports to maintain physical safety. The use of time-out, physical restraint, and seclusion are informed by provincial standards and CBE policy. Seclusion, used only as an emergency procedure, is approved in the following three schools: Children’s Village, William Roper Hull, and Christine Meikle. The following documents provides protocol and procedures for the use of seclusion, physical restraint, and time-out in The Calgary Board of Education.

Reference | AR 3007 | Seclusion, Physical Restraints, Time-Out Rooms Protocol | Use of Seclusion, Physical Restraint and Time-Out

Contact | School Improvement, Inclusive Education t | 403-817-7607

External Agents and Agencies and Non-CBE School Authorities Working in Schools When principals receive requests from external agents and/or agencies to observe students in CBE settings, this set of guidelines for best practices can help:

Reference | External Agents and Agencies and non-CBE School Authorities Working in Schools Contact | Supervisor, Psychological Services t | 403-817-7663

OT/PT/SLP Therapists Teams in K-6 Schools The Calgary Board of Education provides Occupational Therapy, Physiotherapy, and Speech-Language Pathology services to schools. Occupational therapists (OTs), physiotherapists (PTs) and speech-language pathologists (SLPs) are essential members of educational teams supporting students of all ages to achieve their academic and personal potential. In collaboration with the learning team, the therapists use evidence based practices to facilitate student participation, inclusion, social interaction and the achievement of educational goals.

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Reference | Occupational Therapy, Physiotherapy and Speech Language Pathologists in K-6 Schools Contact | School Improvement, Inclusive Education t | 403-817-7607

Opening Information for Parents Certain forms and information bulletins are to be sent home to parents / legal guardians / independent students at the beginning of the school year. Some forms are discretionary.

Required Forms This information is also found in Chapter 3.

Forms that must be sent out annually include:

School District Use of Personal Information Consent for CBE Use of Student Information Consent for Use of Student Information by News Media and Outside Groups (third party) Annual Volunteer Registration Form – different from the Volunteer Security Clearance Form which must be completed first Student Demographics Verification Form | print report from SIS – An annually reviewed and signed form must be collected for each student and placed in the school’s current year SDVF binder(s). This form must be printed from the SIS on or after the first day of classes; then returned and completed by Sept. 30 of each year. Document attempts to collect this form in Log Entries. Prior to the end of the school year, the Student Demographic Verification Form is to be filed in the student’s OSR. note | Each time a revision to the student record in PowerSchool is needed, the parent / legal guardian / independent student must make the update on the Student Demographics Verification Form (which the school prints and provides) and sign. This is stapled to the version returned by Sept. 30.

Musical Instrument Registration and Rental Agreement (for schools with music instrument programs). Please see AR 7007 | Music Instruments, but note that this AR is currently being updated.

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Recommended Forms These forms can be sent home at the beginning of the school year or as required through the year. Many forms can be found in Insite in Forms & Document Collections.

Annual Authorization for Athletic Tryout – Junior and Senior High Schools CBE System Calendars Student Health Plan Student Health Emergency Response Protocol

Discretionary Forms note | Schools are expected to use standard CBE forms when one exists. If schools develop forms for specific use, the guidelines and template for developing forms are to be followed and a FOIP statement is to be included. More information about CBE forms is in Chapter 5.

Reference | AR 1065 | Forms Management

Contact | Communication and Engagement Services t | 403-817-7946 (forms development only) FOIP t | 403-817-7899 Guidelines on developing FOIP compliant forms

Preliminary Preparation Days Principals are asked to ensure that their school is open to students and parents on the three preliminary preparation days before students start the new school year and that appropriate arrangements are in place for handling registration and requests for information or assistance.

Compensation of 10-Month Staff Information about 10-month support staff working prior to the first day of school for students is located in this handbook in Chapter 12.

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School Calendar Schools following the Modified Calendar for the 2021-22 school will open on Aug. 12, 13, and 16 to enable staff to organize and prepare for classes and to enable students and parents to obtain counselling and assistance in program planning, placement and registration. Students attending these schools will report for classes on Tuesday, Aug. 17, 2021.

Schools following the Traditional Calendar for the 2021-22 school will open on Aug. 27, 30, and 31 to enable staff to organize and prepare for classes and to enable students and parents to obtain counselling and assistance in program planning, placement and registration. Students attending these schools will report for classes on Wednesday, Sept. 1, 2021.

Access to School Instructional Calendars Members of the public asking for general information about calendars may be directed to the CBE web site www.cbe.ab.ca/registration/calendars.

School access only to both Word and PDF versions of school calendars is available by using the following path: Insite > School > Attendance & Instructional Hours > Instructional Calendars.

References | Instructional Calendars

Contact | Human Resources t | 403-817-7300

Protocol When Students Do Not Arrive in September Schools need to establish if the student has moved or if they are absent without cause. Schools are to document their efforts to contact the family or locate the student in PowerSchool Log Entries. Strategies might include calling emergency contact numbers, sending emails, locating siblings in other schools and sending a couriered letter with a request for signature upon delivery to confirm if the family has moved.

Within Alberta, school registration can be confirmed through PASI and schools should confirm whether a student is registered in another jurisdiction.

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If these efforts do not locate the student, contact your respective Attendance Counsellor. The Attendance Counsellor will assess the matter on a case-by-case basis and will advise the school on next steps.

If a student has not attended since the first student in day and all steps have been taken to locate the student, transfer the student out before the Count (Sept. 30) and continue to follow up in the PowerSchool | Withdrawn Students Tracking Feature. Use the Withdrawn Students Tracking Feature to managing students that are no longer attending your school but require follow up, to ensure they are registered in another school.

References | Attendance

Contact | Attendance Counsellors t | 403-817-7659 t | 403-817-7640

School Councils The Education Act and the School Councils Regulation requires schools to establish and operate school councils.

The first meeting of the school council must be held no later than 40 days after the start of the school year, or as specified in the specific school council by-laws.

By Sept. 30, the chair of the school council is to prepare and file, with the principal, an annual report of the school council activities during the previous year and a financial statement for the previous year. This report is to be submitted to the office of the Board of Trustees (via email or mail in hard copy).

More information on School Councils can be found in Chapter 6 of this handbook.

References | Education Act School Councils Regulation

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School Development Plans and School Results Report Submission The School Development Plan is to be “Ready for Review by the education director” in clevr by Nov. 1 and posted to the school’s webpage by Nov. 15. The School Results Report must be posted to the school’s webpage by Nov. 30. More information can be found on the Insite > School > Planning & Analysis > School Development Planning References | clevr School Development Planning School Results Report

Contact | Education directors Area offices

Action Manager Purpose A web-based application designed to gather data from school principals and department managers. Data supports the monitoring of Board of Trustees’ Operational Expectations policies.

Process There are nine Operational Expectations policies written by the Board of Trustees. Each of these nine policies requires an annual monitoring report. This monitoring report is used by the Board of Trustees to evaluate the organizational performance of The Calgary Board of Education. There are Board-approved standards of practice set for measuring organizational performance. In order to provide data on some of these standards, it is necessary for school principals to confirm practice in their schools and managers to confirm practice in their departments.

Action Manager is designed to request responses from designated employees over the course of the school year. The application is accessed by designated employees only. The link to the application is in Insite > QuickLinks & Apps > Action Manager

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Action Manager has critical dates that are set at the beginning of the year with consideration of typical school year timelines and actions. When responding to Action Manager, it is appropriate:

to respond to the actual question being asked to supply a rationale for stating NO to a question indicating non-compliance to use NA when appropriate because it does not apply instead of stating NO indicating non-compliance The following actions are not appropriate:

completing all responses at the beginning of the year completing all responses at the end of the year inaccurately responding to an indicator/question not responding at all Response options in Action Manager include YES, NO, NA. The options of ‘Yes’ or ‘No’ are indicators of compliance. If there is a response of ‘No’ indicating non-compliance, the principal or service unit needs to provide a rationale for non-compliance in the comments section. NA is used only in cases that ask if students have made a request and the response needs to be negative or the statement is not applicable to a setting. For example, some specialized settings do not have school councils. Any question in Action Manager related to school council would require a NA from that setting.

Support is always available through the education director or the policy coordinator.

Reference | Action Manager Operational Expectations

Contact | Policy Coordinator t | 403-817-7976

School Generated Funds It is necessary to perform Year End and Year Open finance processes at schools. A checklist, with links to support materials, is located at Annual Financial Cycle of Accountabilities. This checklist may be printed and items checked off and initialled as they are completed. The link to the left of each item on the checklist is to the support materials.

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When completing Year End Audit Package (item 17), please note that the package must be scanned and then emailed to [email protected] by Friday, Sept. 10, 2021. The package must include:

A copy of (each) Aug. 31, 2021 bank statement with school signing officers listed. A copy of the Aug. 31, 2021 Detail Bank Reconciliation Report, signed by the principal (and dated). A copy of the Summary Bank Reconciliation Report for Aug. 31, 2021. A copy of the Aug. 31, 2021 Trial Balance Report, signed and dated by principal. A copy of the completed checklist. Reference | Annual Financial Cycle of Accountabilities Checklist

Contact | School Generated Funds (QuickBooks) Contact Us

Student Account Delegate The principal designates Student Account delegates yearly. These delegates will have access to the Student Account Tool for resetting student passwords and student account management at the school.

Student Account delegates provide administrative and school-based expertise, as well as being the contact person for all communications regarding student Google Workspace for Education, Gmail and student network account issues.

Student Account delegates are given network permissions to access CBEEDU Student Account Tool in order to reset student passwords as well as disable and enable student network accounts at your school.

To delegate this access, the principal should contact the Service Desk

Technology Lead Teacher This person will receive regular communications from School Improvement about new educational technology opportunities and initiatives to pass along to the school. School Improvement will communicate with schools to collect this information each fall.

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Chapter 3 - Registration, Transfer & Placement of Children and Students

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note | All employees who register a child or student are asked to be familiar with this chapter and the Admission and Residency information in Chapter 4 of this handbook. Registering a Student Student Registration Checklist  Who has legal authority to register a child/student? Establish the relationship of the individual completing the registration, to the child/student.

 Residency Establish residency of the student (see AR 6090 | Child and Student Registration and Admission).

note | A child (as defined in the Education Act) does not have residence, but the address still needs to be collected.

 Independent Students Has the student been declared independent?

 Proof of Address Is the student in the school’s designated attendance area? All new students must register at the designated attendance area school.

 Out-Of-Attendance Area Students If the student does not live within the attendance area of your school, see AR 6090 | Child and Student Registration and Admission, and AR 6091 | School Transfers for direction.

 Proof of Age and Legal Name Obtain child/student proof of age and legal name; make a copy for the Official Student Record.

 Citizenship Obtain child/student proof of Canadian Citizenship (see AR 6090 | Child and Student Registration and Admission).

 Medical Issues Establish if child/student has any medical issues. Know that schools must ask if there is a life-threatening allergy and document this both for the OSR and for PowerSchool (see AR 6002 | Student Health Services).

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 Indigenous Student Declaration Check to see if one of the boxes in the Self-Identify as Indigenous section is marked.

 Francophone (Section 23) Eligibility Check child/student eligibility for Francophone (Section 23) Eligibility.

 Reason for Leaving Previous School Check reason for child/student leaving last school.

 Transfer Form Obtain Transfer Request form if applicable (see AR 6091 | School Transfers).

 Student Learning Needs Check the information in this section.

 Custody Does the child/student live with one or both parents / legal guardians? Are there any court documents?

 Not Legal Guardian Other than the legal guardians, ensure that you have two emergency contacts for the child/student. This is so that if there is an emergency, the child/student has someone they know supporting them through the incident.

 Sibling (optional) With the exception of high school, the sibling information is utilized for transfers, so it is important information to have for transfers.

Forms/Information to Collect/Provide During Registration School District Use of Personal Information Consent for CBE Use of Student Information Consent for Use of Student Information by News Media and Outside Groups (third party) Annual Authorization for Athletic Tryout (for middle/junior/senior schools) Annual Volunteer Registration Form (only valid for the current year and collected each year as it advises the volunteer of confidentiality/privacy restrictions).

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Course Components Notice and Exemption (this is the permission to participate in Human Sexuality course content) Musical Instrument Registration and Rental Agreement (for schools with music instrument programs) Student Health Plan (for students with medical issues) Student Health Emergency Response Protocol Form

The following forms are available online and the parent / legal guardian / independent student is encouraged to register and pay for services through their My CBE / PowerSchool account. However, hard copies can be provided by the school.

What if I can’t afford to pay school fees? How to Apply for a Fee Waiver Fee Waiver Application Busing & Transportation Lunch Supervision

Important Information for Parent / Legal Guardian / Independent Student – FOIP The Freedom of Information and Protection of Privacy Act requires notification be given to the parent / legal guardian / independent student describing how personal information will be used by the school. The information that the parent / legal guardian / independent student need is contained in School District Use of Personal Information.

Schools must ensure parents / legal guardians / independent students see this information at the time of registration and that the information is sent home with every child/student annually.

Schools and Area Offices deal with many complex legal and privacy issues on a daily basis. Legal Services offers proactive training and support to schools, through on-line materials, available on the Resources tab of the Legal Services Insite page, as well as training sessions provided to staff in schools and/or area offices. Schools can contact Legal Services directly to discuss specific matters on a one-on-one basis.

Reference | School District Use of Personal Information Legal Services Freedom of Information and Protection of Privacy Act

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Contact | Legal Services t | 403-817-7997 School Liaison, Legal Services t | 403-817-7988 FOIP Coordinator t | 403-817-7989

Compulsory Education Section 7(1) of the Education Act states that:

Every person who (a) is a resident of Alberta and has a parent who is a resident of Canada, (b) at September 1 in a year is 6 years of age or older, and (c) is younger than 16 years of age shall attend school.

Registration Form Overview CBE is subject to provincial audits each year. Alberta Education audits examine student records for proper documentation to support a student registration and the right of access to education in Alberta, as per Section 3 and 4 of the Education Act. AR6090 | Child and Student Registration and Admission outlines the documentation required to complete student registration. When CBE cannot provide appropriate documentation or show due diligence in trying to obtain the proper documentation, Alberta Education claws back the funding provided for the student. This results in millions of dollars being clawed back from Alberta Education impacting the CBE’s business plan and, with the new revisions to AR6090, potentially the RAM of the school.

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Hallways Meetings Parent-Teacher Interviews Registered letter

If there is a field not completed on the Student Registration Form highlight the field and ask parents to fill in the blank.

If only one parent is listed, ask if there is more than one parent / guardian. We are legally required to have the name(s) and contact information for each parent / guardian of the child or student. This information must be in the student record.

Ensure that the individual completing the registration form has the legal authority to do so. Only those with legal authority to register the child/student may sign the form, which is signed in front of school staff. The form is considered incomplete without a signature. For quick reference, please refer to the flow chart later in this chapter.

Resident / Non-Resident of The Calgary Board of Education (CBE) section School staff who register students are asked to read the “Resident / Non-Resident Students” section in Chapter 4 in order to be familiar with why a declaration of residency is asked. Of the four check boxes in this section, if either of the first or third boxes are checked, then the student is a non-resident. Please refer to information in Chapter 4 as to when the principal may accept a non-resident student. If the second or fourth boxes are checked, then the student is a resident.

Student Name and Address Information section Please refer to information later in this chapter on Proof of Age and Legal Name to ensure you are provided with one of the accepted type of documents and that it is the original (do not accept a copy). Schools must take a copy of the original document for the OSR. Preferred Name Field in PowerSchool - Schools with Grades 6, 9 and/or 12 need to ensure that the preferred name field in PowerSchool is correct because Alberta Education pulls the preferred name field for its testing labels. Check that the Home Community (e.g., Sunnyside, Dover) is correct for the address provided. Before the parent leaves you may wish to first check in Google Map that the address exists. Errors in an address may cause busing and/or equity funding issues. For newer communities that may not be in Google Map, do reach out to SIS Support for next steps.

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Student Citizenship Information section Direct all students who are not Canadian citizens to CBE’s Welcome Centre. If the student left CBE and is now returning, they should still be directed to the Welcome Centre. The Welcome Centre manages registration for all non-Canadian students.

The SIS requires schools to enter the type of citizenship document used by the family to validate citizenship and for children/students who are not Canadian citizens, the expiry date of the document as well. Refer to AR 6090 | Child and Student Registration and Admission, section 7(1), for the list of accepted documents. note | While a Canadian passport is an accepted document, because it has an expiry date the student record will be included in Alberta Education’s yearly audit after the expiry date. As part of the audit the school will have to obtain from the independent student / legal guardian an updated document. To save staff from this additional work, whenever possible use an accepted document without an expiry date, like a Canadian birth certificate.

Student Medical Information section Check that the information provided is clear and that if provided, a Student Health Plan has also been completed and included. Francophone Eligibility section The parent / legal guardian / independent student must select “Yes” or “No”. This is not optional. If they select “Yes” and wish to exercise their right, they must contact the Conseil scolaire FrancoSud as per the registration form. This is the Francophone school board that those living in and around Calgary would attend.

Self-Identify as Indigenous section It is up to the parent / legal guardian / independent student to declare the child/student / themselves as Indigenous (First Nations, Métis, and Inuit). Previous School Information section Having previous school information allows you to connect with the school to confirm learning need details should they not be included in PASI’s digital child/student documents. If the student was suspended or expelled, connect with the Progressive Student Discipline Team for next steps.

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Student Learning Needs section Much information can be gleaned in this section. This is where you can determine a child/student’s strengths and areas of growth, and if the child/student may need access to a specialized program or an ELL assessment. Legal Guardian section There is much crucial information to be provided in this section. Review thoroughly before the registering person leaves to ensure that everything that should be checked or completed, has been. Only accept an original of a court order. Take a copy of any court order and file in the OSR and record in PowerSchool. Consistent with AR 6090 | Child and Student Registration and Admission, the court order can be used to confirm legal name and age. Another document would need to provide proof of citizenship. Confirm that the relationship is one of the options from page 8 of the registration form. note | Stepparent, foster parent/kinship provider, grandparent, aunt/uncle, sibling or family friend do not qualify as legal guardian unless appropriate court documentation is provided. A letter, even if notarized and/or witnessed, is not a court order. If you are uncertain if an individual has guardianship rights and responsibilities, contact the School Legal Liaison.

NOT Legal Guardian section This may include, for example, stepparent, foster parent/kinship provider, grandparent, aunt/uncle, sibling, family friend, interpreter, DLSA, probation officer. Two emergency contacts beyond the legal guardians are needed. This is about being able to have someone the child knows to support them in an emergency if their legal guardian(s) are not available. If the parent / legal guardian / independent student completing the registration form wants this person (the emergency contact) to have access to child/student information, a Releasing Dependent Student Information from The Calgary Board of Education to Others and/or Releasing Independent Student Information from The Calgary Board of Education to Others must be completed.

Sibling Information section This is optional. However, except for high school transfers, siblings will need to be identified if the information is relevant to a transfer. (AR 6091 | School Transfers) If the child/student does have siblings in CBE, it is helpful to know so that the school can connect them in the SIS.

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Declaration section Schools are required to witness the legal guardian / independent student signature in the Declaration section of the Registration Form. There is a dual purpose for this. Doing so indicates that the school has confirmed that this person is who they say they are. The school has confirmed with the individual completing the document that the individual has the legal authority to register the student/themselves (is a legal guardian/independent student). When reviewing this, confirm with the person that they:

have identified all legal guardians / parents for the child/student; and will immediately notify the school if information changes.

Registration Details Who Has the Legal Authority to Register a Child/Student? Parent Legal guardian, as appointed by the courts Individual named in court order Director of Child Welfare or their designate (social worker) or a foster parent / group home / kinship provider if directed to do so through the Delegation of Powers and Duties to a Child Caregiver Independent student

Please refer to the flow chart later in this chapter regarding who can register a child/student.

note | Step-parent, grandparent, aunt/uncle, sibling or family friend do not qualify as legal guardian unless legally appointed legal guardian and appropriate court documentation is provided. A letter, even if notarized and/or witnessed, is not a court order. For information regarding exceptions see the following section.

When registering a child/student, guardianship must be clarified as it establishes guidelines for sharing of information and authority to make educational decisions. For further information, please refer to Sharing Student Information, in Chapter 5.

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In cases where parents / legal guardians do not live together, they may provide a variety of court documents to support the registration of the child/student. If there are no court orders, ask the registering parent / legal guardian to provide a written summary of the current family status.

If one parent has died, schools are NOT required to obtain a copy of the death certificate. Schools should ask the surviving/registering parent to provide a brief written summary indicating when the other parent passed away and confirming who has legal guardianship and authority for making decisions for the student.

See AR 6090 | Child and Student Registration and Admission for further clarification if parent / legal guardian live in different school divisions. Also, see “Document checklist when calling School Liaison Officer”, in this chapter for more details.

The registration form must be completed in its entirety. The registration form is signed in front of school personnel and proof of identification is required.

Exceptions to Who Can Register Indigenous Child/Student - First Nations, Métis, Inuit Accommodation is granted to First Nations, Métis and Inuit child/student self-declaring Indigenous status who, because of circumstances, are living with a friend or relative other than their parent / legal guardian. Schools must be provided with a signed (does not have to be notarized) letter from the parent / legal guardian, naming the current guardian. (AR 6090 | Child and Student Registration and Admission). If there are any court documents, they must still be provided to the school.

Child under the Care of Child & Family Services In situations where there is a Permanent Guardianship Order (PGO) or a Temporary Guardianship Order (TGO), the Director of Child Welfare, or their designate (this is usually the social worker), is named as the legal guardian. In these situations, the social worker, named in a Delegation of Authority, is responsible for completing the registration and providing all educational directions. The only exception would be if there were a Delegation of Powers and Duties to a Child Caregiver, giving the foster parent/kinship care provider authority to do specific tasks as specified on the Delegation (such as the authority to enrol the student).

The social worker, as the legal guardian, is responsible for signing authorizing field trip forms, IPP’s, assessments, etc. Foster parents/kinship providers should be listed under Emergency Contacts, NOT in the Legal Guardian section of PowerSchool.

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The social worker may choose to complete a Release of Information form, allowing the foster parent/kinship provider to have access to specific student information provided by the school administration, such as report cards, attendance reports, etc. As foster parents/kinship providers are NOT legal guardians, they should NOT have access to the parent portal in PowerSchool.

For more information concerning how to document legal guardian and contact information, please refer to the Student Contacts document in PowerSchool.

Independent Students The Education Act defines an independent student as a student who is: a) 18 years of age or older; or b) 16 years of age or older; and i. lives independently as determined by the principal; or ii. is party to an agreement under section 57.2 of the Child, Youth and Family Enhancement Act.

Independent students must register themselves.

The Education Act states that an independent student is entitled to exercise all the rights and powers, receive all the benefits and is subject to all the obligations that the student’s parent / legal guardian was entitled to exercise, receive or is subject to the obligations. The independent student’s parent or former legal guardian are no longer permitted to exercise those rights, receive those benefits or be subject to those obligations without the express permission (via a Release of Information form) of the independent student.

Independent students maintain all the responsibilities of an adult and cannot transfer these responsibilities to their parent or former legal guardian. Schools must take instructions from the independent student for all matters, including but not limited to: registration; attendance; emergency contacts; field trips; consent; waivers; suspensions and damage to property.

Students who are between the ages of 16 to 18 years old, who meet the requirement of Independent Student status, may apply to be declared an independent student. AR 6000 | Independent Student outlines the criteria to be declared an independent student.

Students who turn 18 years old during the school year must be recognized and treated as an independent student from the date of their 18th birthday. The only exception to a student being declared independent is when a guardian or trustee has been appointed for the student under the Adult Guardianship and Trusteeship Act (see Students with Cognitive Disabilities below for more information).

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The Freedom of Information and Protection of Privacy Act (FOIP Act) of Alberta requires CBE to disclose information to students who are the age of majority and then only to others with the written consent of the independent student.

A notification letter of the changes in rights and responsibilities of independent students should be sent to the parent(s) / legal guardian(s) of the student the month prior to the student turning 18.

Template | Letter - Independent Student

The student may choose to allow their parent / legal guardian to continue to access their personal information. This is done by completing the Releasing Independent Student Information from The Calgary Board of Education to Others. Principal, assistant principal, or resource teacher is to ensure the student understands the form is not an ‘all or nothing’ form, meaning the student can choose/limit what personal information is shared with the parent.

The principal must ensure that the student is identified in the Student Information System (SIS) as an independent student. Refer to PowerSchool | Independent Student for the specific steps. Independent students should also advise the school if they wish to have any changes made to their emergency contacts.

Schools who release student information to anyone other than the independent student, without prior written consent, will be in breach of privacy laws. The parent or former legal guardian can only attend Parent / Legal Guardian / Student / Teacher Conferences when accompanied by the independent student. This provides the opportunity for the student to limit the information being shared/discussed in front of the parent or former legal guardian.

Please see Chapter 5 for more information on Independent Students.

Reference | AR 6000 | Independent Student (revised Sept. 2019) Release of Independent Student Information

Contact | Area offices School Liaison, Legal Services t | 403-817-7988 Legal Services t | 403-817-7997

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Students with Cognitive Disabilities The only exception to a student being declared independent is when a guardian or trustee has been appointed for the student under the Adult Guardianship and Trusteeship Act. In this situation, the adult student does not need to give written consent as the guardian or trustee would have the rights, powers and duties and the student would be declared “dependent”.

Students with cognitive disabilities within CBE who are 18 years or older may not have the capacity to act as an independent student, even though they are now legally an adult. The Office of Public Guardianship has advised that while not all of these students will need a guardian, the families of these students may want to explore various options available to support these students, such as a supported decision-making arrangement. In those situations, CBE would be asking for consent from both the student and their parent / legal guardian on any forms previously signed by the parent / legal guardian.

The parent / legal guardian seeking information on supported decision-making, co- decision-making, guardianship or other options related to the support of adults who need assistance, should be directed to the Calgary Office of Public Guardianship. Individuals may also access information online.

If the parent / legal guardian has been granted a Guardianship Order, a copy of the Order must be kept in the Official Student Record and recorded in PowerSchool. In these instances, the parent / legal guardian would maintain guardianship and the student would NOT be declared an independent student and would not be coded as such in SIS. Refer to the SIS Independent Student and Dependent Student over 18 user guide to code this properly by using the PASI Disclosure area.

Reference | Calgary Office of Public Guardianship t | 403-297-3364 Adult Guardianship and Trusteeship

Contact | Area offices School Liaison, Legal Services t | 403-817-7988 Legal Services t | 403-817-7997

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Document Checklist When Calling School Liaison Please review the following checklist to ensure appropriate documentation has been collected when dealing with custody / guardianship / domestic issues.

Completed Registration Form Please ensure that all fields on the Registration Form are completed. If there are empty fields or missing documentation, this should be considered a provisional registration and the school must contact the parent / legal guardian to complete the registration. Court Orders All court orders must be signed and filed (stamped by the courts). The following are examples of orders a parent/guardian may present. Access Order ☐ Adoption Order ☐ Consent Order ☐ Custody Order ☐ Divorce Judgment ☐ Emergency Protection Order (EPO) ☐ Ex Parte Order ☐ Guardianship Order/Agreement ☐ Interim Order ☐ Matrimonial Property Order – speaks to primary residence ☐ Permanent Guardianship Order (PGO)

☐ May include Delegation of Authority. Restraining Order (RO) ☐ Separation Agreement – don’t review or accept if not signed by both parties ☐ Temporary Guardianship Order (TGO) ☐ May include Delegation of Authority – this is sometimes provided, allowing foster parent authority to deal with specific duties/tasks, i.e., registration of child/student, dealing with day to day incidents, etc.

No Court Orders in Place If there are currently no court orders in place due to family circumstances (i.e., recent separation, common-law relationship, child/student changing residence, etc.), have the registering parent / legal guardian provide a written outline of the current family status that includes: who the child/student resides with and for how long; ☐ who is responsible for making decisions. This may be someone other than a parent,

☐ i.e., grandparent, aunt, uncle, etc.; who has access; and ☐ any steps being taken to obtain an order which reflects current family status. ☐

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Child Under the Care of Child Services with no TGO or PGO If the child/student has recently been removed from the home by Child Services, but the TGO or PGO hasn’t yet been filed or made available, have the Director of Child Services, or their designate, provide a letter stating the: child has been removed from the home effective what date; ☐ identity of the caseworker; ☐ identity of the foster parent; and ☐ conditions/access situations i.e., does either biological parent maintain any access. ☐ Child/Student in Homeless or Women’s Shelters Provisional registration, as families often may not have documentation required (i.e., ☐ birth certificates, court orders, proof of residency). Ask registering parent / legal guardian for a written outline of current family status. ☐ The outline needs to include:

who has care and control of the child; who is responsible for decisions; any steps undertaken to obtain court order to reflect current family status; and who has access. Confirm if there are any current Restraining, Emergency Protection or Parenting ☐ Orders

For interpretation and recommendations regarding orders contact the School Liaison in Legal Services.

Contact | School Liaison, Legal Services t | 403-817-7988 Women’s Shelter, Liaison Specialist t | 403-710-8501 t | 403-461-7529

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Flow Chart | Who Has the Legal Authority to Register a Child/Student | Documents Required Custody

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If the child/student does not live with both parents, obtain a copy of any custody/access order, if one exists, and keep the copy in the child/student’s Official Student Record and record in PowerSchool. If there is no order, have the registering parent / legal guardian provide a written summary of the current family status. If the parents / legal guardians live in different school divisions, please refer to AR 6090 | Child and Student Registration and Admission for direction.

Schools do their best to comply with court documents, but we do not enforce custodial or access routines as set out in custody/access orders. That is a family responsibility.

There may be complicated situations that arise around custody, access or guardianship of children. The Calgary Board of Education is neutral on all disputes between parents / legal guardians over custody and access issues.

Reference | AR 6090 | Child and Student Registration and Admission

Contact | Area offices

Guardianship Biological parents are typically legal guardians providing the parents were married or living common-law at the time the child was born. Otherwise, guardianship may need to be established by court order or operation of the Family Law Act.

Court orders must be signed by a judge and filed with the courts. A guardianship order from another province should be filed with the courts in Alberta to ensure it is recognized and enforceable within this province.

A witnessed or notarized letter granting guardianship of a child to someone else is not acceptable as proof of guardianship.

If school staff has questions with respect to custody/access or guardianship issues they should contact the School Liaison, Legal Services for clarification.

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The following information is for CBE use only. This is NOT an FAQ and is NOT to be provided to the public.

CBE staff must remain neutral in custody and/or guardianship situations. School staff may be asked to provide information to a parent or a potential guardian who does not know how to obtain guardianship. School staff may not give advice or an opinion, but could direct the individual to available resources. Do not offer to help or make any phone calls for the parent or potential guardian; it is their responsibility to obtain guardianship if that is the path they choose.

School staff may provide contact information for Family Justice Services if requested. The parent or potential guardian should discuss guardianship with their own legal counsel or contact:

Family Justice Services Family Law Centre 706 South Towers 601 - 5 St SW Calgary, AB T2P 5P7 403-297-6981 https://albertacourts.ca/

General information about guardianship Anyone may apply to the court for guardianship. There is little or no cost involved in applying for guardianship through Family Justice Services. Applying for guardianship does not mean the parent is giving up their parental rights. Family Justice Services will walk the applicant through the entire application process and answer any questions the intended guardian or parent may have. Once an appointment has been made with Family Justice Services for the guardianship application, the individual may go to the courthouse to get an appointment card showing the date and time of their appointment. A copy of this card should be provided to the school for their records along with a written summary of the steps already taken in the application for guardianship. A child/student may be registered as a provisory registration at a school once documentation has been provided to indicate the process of obtaining guardianship is underway. The registration form must be completed by and all educational decisions must continue to be made the parent/legal guardian until the ‘intended’ guardian has been granted authority by the courts.

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Once guardianship has been granted, a copy of the order must be provided to the school, which the school will keep in the Official Student Record and record in PowerSchool. This identifies to the school who has the legal authority to make educational decisions for the child/student and with whom the school can share information. A guardianship order indicates who can legally make decisions for a person. CBE staff can only take direction and discuss educational matters about a child/student with the custodial parent / legal guardian. This includes, but is not limited to, the registration of a child/student, consent for off-site activities, course selection and child/student assessment. Schools must continue to seek parental consent/direction for all matters relating to the child/student until guardianship has been granted, as the intended guardian does not have legal authority to provide any direction without a court order. Stepparents are not legal guardians unless they have been appointed as such by the court or have legally adopted the child/student. If you have any questions or concerns or if you want clarification on an issue regarding custody or guardianship, please contact the School Liaison, Legal Services.

Reference | Family Law Act

Contact | School Liaison, Legal Services t | 403-817-7988

International Students If international students are not accompanied by their parent(s), they require a custodian. The parent / legal guardian or custodian must go through Global Learning to register the student in school. If a custodian is in place, schools must file a copy of the Custodial Agreement in the Official Student Record and record in PowerSchool. A copy of this agreement will be in the application package sent to the school from Global Learning.

Contact | Area offices

Contact | Global Learning (International Students) t | 403-817-7711 Legal Services t | 403-817-7997 School liaison t | 403-817-7988

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Proof of Age The parent / legal guardian must provide proof of the child/student’s legal name and date of birth at the time of registration. The most commonly used document is the child/student’s birth certificate from a province or territory of Canada.

The principal may accept a:

birth certificate from a province or territory of Canada (e.g., Alberta Birth Certificate); Canadian passport; note | While a Canadian passport is an accepted document, because it has an expiry date the student record will be included in Alberta Education’s yearly audit after the expiry date. As part of the audit the school will have to obtain from the independent student / legal guardian an updated document. To save staff from this additional work, whenever possible use an accepted document without an expiry date, like a Canadian birth certificate.

Canadian Citizenship Card; Canadian Citizenship Certificate; Confirmation of Permanent Residence; or Canadian Certificate of Indian Status. A Court Order that states the legal name and age may be used to confirm the legal name and age of the child/student, but is not accepted as proof of citizenship. An accepted document would be required. If the document provided is one of the following, this indicates that the child/student is not a Canadian citizen so must be processed through the Admissions and Assessment Office, CBE Welcome Centre:

Canadian federal government Record of Landing; or Canadian federal government Permanent Residency Card, Permanent Resident Record or Confirmation of Permanent Residency.

Process A copy of the document providing proof of age and legal name must be provided to complete the registration and ensure funding eligibility. A copy is retained at the school in the Official Student Record (OSR) and recorded in PowerSchool. If the parent / legal guardian does not produce the required document at the time of registration, the child/student may be registered on the condition that the document is provided within 30 days. Advise the parent / legal guardian in writing that documentation is required for the child/student record.

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If the documentation is not provided within 30 days, send a follow-up letter to the family advising the required documentation has not been received. Ensure a copy of the letter(s) is place in the OSR. This is proof the school has done its due diligence to obtain the documents. More than one letter may have to be sent and must be done a minimum of once yearly until the OSR has all required documentation.

Occasionally families claim the birth date entered on their child’s immigration document is incorrect. There is a detailed and complex process used when amending any information on a Government of Canada Immigration and Citizenship document. Until the inaccuracy is amended, place the child/student in the age appropriate grade according to the age on the official immigration document. English Language Learner Specialists, Diversity Learning Support Advisors or In-School Settlement Workers can assist with these cases.

Exception – Child/Student in Shelters Families may not have documentation with them. Have registering parent / legal guardian provide a written summary of current family status. Make a copy of any Restraining (RO) or Emergency Protection (EPO) Orders, put in the OSR and record in PowerSchool. Allow provisional registration until documentation is provided.

Reference | AR 6090 | Child and Student Registration and Admission

Contact | Legal Services t | 403-817-7997 School Liaison, Legal Services t | 403-817-7988 Area offices

Citizenship A child/student new to The Calgary Board of Education who is not a Canadian citizen, including a child/student who transfers in from other Alberta school jurisdictions or other provinces, regardless of the language spoken in the home, must be admitted through the Admissions and Assessment Office. If you have questions about the non-Canadian children or stepchildren of parents / legal guardians who are Canadian citizens, please contact the Admissions and Assessment Office, CBE Welcome Centre (See Chapter 4 Admissions).

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Contact | Admissions and Assessment Office, CBE Welcome Centre t | 403-817-7789 e | [email protected]

Age Requirements Early Childhood Services (ECS) For the 2021-22 school year, children can start ECS in the fall of 2021 if they turn five years old on or before Dec. 31, 2021.

Electronic Early Learning Birthdate Calculator Effective September 2020, all school boards in Alberta will have the same age of entry for children starting ECS. A paper version of the Early Learning Birthdate calendar is available on Insite. Birthdate calculator for registration

Grade 1 According to the Education Act, a student who is 6 years old on or before Sept. 1 of a calendar year can register for Grade 1 for the fall of that calendar year. However, the funding manual provides for students who are at an age of 5 years 8 months, and not any younger, on Sept. 1 to be registered for Grade 1. This allows for a transition from ECS at the appropriate age. Registration in an ECS class does not guarantee registration for Grade 1 at that same school. Refer to AR 6090 Child and Student Registration and Admission and AR 6091 School Transfers prior to admitting a child currently in ECS to Grade 1.

Examples A student born by Aug. 31, 2015 will be 6 years old on Sept. 1, 2021 and may register for Grade 1 for the 2021-22 school year. A student born by Jan. 31, 2016 will be 5 years 8 months on Sept. 1, 2021 so may register in Grade 1 for the 2021- 22school year. A student born on or after Feb. 1, 2016 will be 5 years 7 months or less on Sept. 1, 2021 so may not register for Grade 1 in the 2021-22 school year.

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High School Admission A student who is 19 years old or more as of Sept. 1 of a school year is subject to the provisions for high school admission, as per AR 6093 | Fourth Year of High School. Please note the Fourth Year of High School section in this Chapter.

Reference | AR 6090 | Child and Student Registration and Admission AR 6093 | Fourth Year of High School Birthdate calculator for registration Electronic Early Learning Birthdate Calculator

Contact | Legal Services t | 403-817-7997 Policy Coordinator, Legal Services t | 403-817-7976 Area offices

Gender Currently, SIS and PASI have three gender marker options available to child/students (i.e., F - female, M - male and X - unspecified). Gender identity is based solely on self- identification and does not require any official documentation (e.g., new birth certificate, letter from a psychologist or medical professional).

The gender code “U – unknown” is used by schools when creating an identity within PASI, but only in situations when the school does not know the gender of the individual. Gender code U is only intended as a temporary action. Once the gender of the individual is known, it must be switched to an F, M or X and cannot be returned back to U.

A gender change in SIS does require parent / legal guardian permission unless the student is designated as an independent student. If there is disagreement between the wishes of a child/student and their parent(s) / legal guardian(s), please contact the system SOGI team for consultation. See CBE Creating the Conditions to Thrive: Attending to Gender Identity, Gender Expression and Sexual Orientation in our Schools more information.

Reference | Creating the Conditions to Thrive: Attending to Gender Identity, Gender Expression and Sexual Orientation in our Schools more information.

Contact | SOGI Team e | [email protected]

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Out of Attendance Area Students Each school has a designated attendance area for their regular and, if they have one, alternative program. Students from outside of the school’s attendance area may be accepted if there are sufficient resources and facilities to accommodate the student and the student’s educational needs and in accordance with all aspects of AR 6090 | Child and Student Registration and Admission, AR 6091 | School Transfers and AR 6095 | Student Transportation. There are different processes for resident and non-resident students as well as for Grade 1-9 and high school. All schools will follow the priority lists as identified in the administrative regulations.

Principals with full-day ECS programs are advised not to register children from outside their designated areas. When considering additional fall allocations to full-day programs, out of attendance area children will not be counted.

All school personnel engaged in registration of students and decision-making about out of attendance area requests are advised to be familiar with AR 6090 | Child and Student Registration and Admission and AR 6091 | School Transfers.

Significant Health Concerns Schools are required to ask if a child/student has life-threatening allergies at the time of registration. If a child/student has a significant health concern, including life-threatening allergies, that may affect their attendance at school, please provide the parent / legal guardian / independent student with the Student Health Plan. The information in this plan will provide guidance and clarity regarding specific health concern, medications, etc. It should be completed collaboratively between the school, parent / legal guardian and child/student.

The Student Health Plan is also used when there is a request for supervision of the child/student to take medication during school hours or activities. This replaces the previous Request to Administer Medication form and no physician signature is required.

If required, a Student Health Emergency Response Protocol should be developed collaboratively between the home and school. This protocol provides clear direction as to the actions required during and emergency health situation.

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The Student Health Emergency Response Protocol is required for each child/student with life-threatening allergies. This information is to be kept in a child/student health file for each child/student with a life-threatening allergy.

The information contained in this protocol should be easily accessible to all staff in the event of an emergency but kept secure so the information is not accessible to non-staff members. All staff in direct contact with a child/student with a life-threatening allergy must be made aware of the information in the child/student health file and must know its location.

Reference | AR 6002 | Student Health Services Student Health Plan Student Health Emergency Response Protocol Student Health Services Guide Contact | Legal Services t | 403-817-7997 Area offices

First Nations, Métis or Inuit Child/Student Self-Identification As per the Alberta Education website:

A child/student in the province may choose to self-identify on school registration forms. The data collected is confidential and helps to:

support planning, policy and funding decisions; measure program effectiveness; identify promising practices supporting First Nations, Métis and Inuit child/student success; and inform provincial reporting on First Nations, Métis and Inuit child/student achievement in provincial schools. The First Nations, Métis or Inuit child/student self-identification supports First Nations, Métis and Inuit child/student success and the goals of the ministry’s Business Plan.

Self-identification is voluntary and does not require verification. CBE must also provide annual opportunities for the parent / legal guardian / independent student to remove the identification of First Nations, Métis or Inuit in the school system. This process takes place through the annual SIS Student Demographics Verification Form (SDVF), which is sent home with each CBE child/student at the beginning of each school year.

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Collecting the Data in SIS A child/student identifying as Indigenous is identified using one of the Enrollment Type fields under the Extended Enrollment tab on the Demographics - PASI page.

331 - First Nations Status 332 - First Nations Non-Status 333 - Métis 334 - Inuit note | Enrollment Code 330 is applied by Finance. Schools are not to enter this code.

Process Check to see if the parent / legal guardian / independent student has checked one of the boxes in the “Self-Identify as Indigenous” section of the Student Registration form or the SIS SDVF, self-declaring their child / them-self as Indigenous. It is important also to check the SIS SDVF to see if the parent / legal guardian / independent student has opted to remove their identification of Indigenous.

Enter or delete the information provided to/from the Enrollment Type Field in SIS (Demographics - PASI > Extended Enrollment Tab). Ensure that relevant information for each Indigenous child/student who is already attending your school and who will be staying at your school for the current school year is also entered.

Who qualifies as an Indigenous child/student? The Canadian Constitution recognizes three groups of Indigenous peoples – First Nations, Métis and Inuit. These are three distinct peoples with unique histories, languages, cultural practices and spiritual beliefs.

The student registration form allows for a child/student and families to self-declare as Indigenous. First Nations Status – A First Nations person who meets the requirements and is registered with the Canadian government under the Indian Act. First Nations Non-Status – A First Nations person who is not registered or who has lost their status under the Indian Act. Métis – Métis peoples are defined by the Constitution Act of 1982 as peoples of mixed First Nations and European ancestry who identify themselves as Métis or have Métis ancestry. Inuit – Inuit are the Indigenous peoples of the Arctic. The word Inuit means “the people” in the Inuit language of Inuktitut.

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Contact | Indigenous Education e | [email protected]

Francophone (Section 23) Eligibility Section 23 of the Canadian Charter of Rights and Freedoms protects minority language rights for Canadians in the two official languages of Canada.

The exercise of Francophone eligibility rights refers to instruction in a Francophone school, NOT a French Immersion school. According to the Education Act and Section 23 of the Canadian Charter of Rights and Freedoms, a child/student is eligible for instruction in a Francophone school if at least one parent is a Canadian citizen and one of the following three conditions exists:

either parent’s first language learned and still understood is French; either parent has received their primary school instruction in Canada in French; or one or more of the parent’s children has received or is receiving primary or secondary instruction in French in Canada.

Francophone eligibility does not apply to a non-Canadian child/student whose first language is French due to their country of origin.

Francophone (Section 23) Eligibility is NOT associated with French language instruction in CBE schools, either as French as a Second Language or French Immersion.

School personnel are to advise parents to contact the Conseil scolaire FrancoSud if they wish to exercise their right to have their child educated in a Francophone school. Contact details are on the Student Registration Form.

Collecting and Recording Section 23 Eligibility in SIS Alberta Education and The Calgary Board of Education AR 6024 | Student Records require that child/student records include information about each child/student and parents who qualify for Francophone rights as provided under Section 23 under the Canadian Charter of Rights and Freedoms.

This information is entered in the “Section 23 Information” field on the Demographics- PASI page. Students taking French as a Second Language or French Immersion are not automatically Section 23 eligible. They are only Section 23 eligible if the conditions stated above apply.

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Student Records Regulation Requirements for Section 23 Eligibility As of Sept. 2006, the Alberta Student Records Regulation requires that CBE must, upon request, provide the Francophone school board in the region with demographic information for each child/student who attends a school in CBE and who are Section 23 eligible. This is information collated by SIS based on the Section 23 field. CBE also sends a letter to each parent notifying them this information will be shared as required by legislation.

note | It is imperative that the information in SIS on Section 23 eligibility is accurate.

Reference | AR 6024 | Student Records Alberta Student Records Regulation Canadian Charter of Rights and Freedoms

Contact | Language Programs t | 403-817-7716

Reason for Leaving Previous School Students in Grade 1 to 7 Refer to the area office if the student is currently under suspension or expulsion from another school district or school in CBE. Contact the area office for advice if it can’t be confirmed whether or not the student is currently under suspension or expulsion from another school district or school in CBE. Students in Grade 8 to 12 Refer to the Progressive Student Discipline Team if the student is currently under suspension or expulsion from another school district or school in CBE. Contact the Progressive Student Discipline Team for advice if it can’t be confirmed whether or not the student is currently under suspension or expulsion from another school district or school in CBE. Reference | AR 6006 | Progressive Student Discipline

Contact | Progressive Student Discipline Team t | 403-817-7622 Area Offices

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Services Available for Non-Canadian Citizens Admission of a child/student new or returning to The Calgary Board of Education who is not a Canadian citizen, including a child/student who transfer-in from other Alberta school jurisdictions or other provinces, occurs through the Admissions and Assessment Office, CBE Welcome Centre.

Intake Assessment Services The Admissions and Assessment Office, CBE Welcome Centre provides English language proficiency assessment to a student who:

is in Grades 1-12; speak English as an additional language; is not a Canadian citizen; or

is new to The Calgary Board of Education.

Diversity & Learning Support Advisors (DLSAs) Provide cultural and linguistic supports to CBE staff, a child/student and parents / legal guardians. Support and guide CBE community in order to effectively engage with CBE’s culturally and linguistically diverse (CLD) communities consistent with the purpose, mission and policies of CBE. Collaborate with CBE staff to support CLD child/student success in a manner consistent with CBE Results and Education Plan. Support CLD families to develop capacity about CBE and foster their partnership role with school staff to enhance child/student learning and personal success. Profile child/student strengths and abilities, inform on child/student learning experiences and differences and personalize interventions consistent with the purpose, mission, and policies of CBE.

Contribute to CBE to become a culturally competent and inclusive learning organization.

Request for DLSA Services All requests for DLSA services will go through Area Learning Team (ALT). Ensure request for services is within diversity advisors’ mandate.

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Contact | English Language Learning and Diversity Services t | 403-817-7665 e | [email protected]

Interpretation & Translation Services CBE interpreters provide verbal language interpretation in 47 languages to support and enhance communication between culturally and linguistically diverse families and CBE schools. Requests for language interpreters are made through the online Interpreter Booking System.

Booking types include but not limited to:

educational-psychological report sharing; learning team meetings; meetings at the school with parent / legal guardian; parent / legal guardian orientation; Parent / Legal Guardian / Student / Teacher Conferences; speech language pathologist informal first language screening; suspension meeting; telephone calls to parent / legal guardian to relay messages; and urgent administrative meetings.

A manual on how to create and manage interpretation requests can be accessed through the Interpreter Booking System.

Reference | Interpretation & Translation Services

Contact | Talent Management t | 403-817-7357 e| [email protected]

note | Translation Services are ONLY available for CBE system documents.

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Settlement Workers in Schools Program Settlement Workers in Schools (SWIS) Practitioners are employees of the Calgary Bridge Foundation for Youth funded by Immigration, Refugees and Citizenship Canada through a partnership with The Calgary Board of Education and the Calgary Catholic School District. They are available to assist immigrant and refugee families with their orientation and settlement needs such as housing, employment, financial assistance, recreation, adult ESL classes, etc. If you have families whom might benefit from their support, please refer to the contact information below.

Reference | Settlement Workers in Schools Program Contact | Shimeles Kebede, Supervisor, Settlement Workers in Schools Program e | [email protected] t | 403-230-7745 ext. 207

Additional Considerations English Language Learning (ELL) / English as a Second Language (ESL) ELL/ESL programming helps children and students learn English while also learning about Canadian cultural values, customs and social expectations. The goal of ELL/ESL programming is to provide children and students with planned systematic instruction and support that will enable them to use the English language proficiently, further their education, and become productive and contributing members of Albertan and Canadian societies. ELL/ESL programming is funded by Alberta Education for both Canadian-born and foreign-born children and students (Alberta Education).

Identification of Eligible Students Non-Canadian students eligible for ELL/ESL service are identified at Admissions and Assessment Office, CBE Welcome Centre and recommendations are sent to the designated school. Canadian citizens are not required to go to Admissions and Assessment Office, CBE Welcome Centre, so schools determine whether students are eligible for ELL/ESL service through intake assessment or classroom assessment.

Schools complete the Entry ELL Language Proficiency Data on an annual basis (in September) for every student coded 301, 302 or 303 in Grades 1-12. This communicates baseline language proficiency data for new or continuing English language learners. Language assessment data are analyzed and interpreted in relation to the Revised Alberta Education K-12 ESL Proficiency Benchmarks and serves as a starting point for

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instruction that is focused on developing English language proficiency within Alberta Programs of Study outcomes.

The deadline to have the Entry Language Proficiency data entered is September 30 for Grades 1-12. Schools will enroll each student coded 301, 302 or 303 in the ESL Language Proficiency course. Teachers of students in Grades 1-9 will enter their data in the Entry ELL Language Proficiency Data (E1) field in PowerTeacher Pro Gradebook and teachers of students in Grades 10-12 will enter their data in the T1 field. Entry data are not entered for students in ECS.

Regular processes are followed for filing this information, as a part of the report card, in the Official Student Record in June or when a student transfers. A copy of Entry Language Proficiency data should be printed and filed in the ELL Student Working File in October. Evidence of student work and assessment is collected in the ELL Student Working File. This data may also be uploaded into Iris. Principals verify that E1/T1 (Entry Language Proficiency) data has been entered in PowerTeacher Pro by September 30 for each student in Grades 1-12 coded 301, 302 or 303. To do this use the Verification Report.

Coding of students ELL/ESL students who are foreign-born; i.e., permanent residents, temporary residents, refugees or refugee claimants are coded 301. These students are most often identified as needing this code through the assessment process at the Admissions and Assessment Office, CBE Welcome Centre, but may also be identified later through further assessment and observation at the school. International fee-paying students may or may not require ELL/ESL instruction. If they do, they are coded 302 (ESL non-funded.) International students are also coded 416. ELL/ESL students who are Canadian-born are coded 303. Examples include, but are not limited to Francophone students, Indigenous students or children whose parents / legal guardians do not speak English. Student code 640 identifies students who have documentation from Citizenship and Immigration indicating that they are convention refugees or refugee protection claimants. These students usually have a background of limited formal schooling and require intensive programming supports. This code provides for extra funding to schools whether they are in a LEAD program or not. These students are also coded 301 if they require ELL support. EDC and ECS children do not receive an ELL allocation and should not be coded ESL 301, 302 or 303. Nevertheless, should the child require ELL support, school are accountable for providing this support and entering ESL benchmarks on the report card. See English Language Learning | Kindergarten Coding and Reporting Summary for more information.

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Schools are responsible for ensuring that the codes are entered into SIS by September 30. Schools are also responsible for removing the code when students have achieved Level 5 proficiency for more than two years, within the revised Alberta Education K-12 ESL Proficiency Benchmarks, or when support for learning English is no longer required. The parent / legal guardian / independent student must be informed when ESL coding is being added, changed or removed.

note | EDC and ECS children do not receive an ESL allocation and must not be coded ESL 301, 302 or 303.

ELL/ESL Student Reporting Students who are identified as requiring support for ELL are enrolled in the English Language Learning (ELL) Language Proficiency course. Language proficiency is reported as follows:

ECS Reporting Period 1: listening, speaking, overall proficiency and comments Reporting Period 2: listening, speaking, overall proficiency and comments Grades 1-9 Entry LP levels by September 30 (E1): listening, speaking, reading, writing and overall proficiency Reporting Period 1: listening, speaking, reading, writing, overall proficiency and comments Reporting Period 2: listening, speaking, reading, writing, overall proficiency and comments Grades 10-12 Entry LP levels by September 30 (T1): listening, speaking, reading, writing and overall proficiency Reporting Period 1: overall proficiency and comments Reporting Period 2: overall proficiency and comments Linguistic comments are based on the indicators of the Revised Alberta K-12 ESL Language Proficiency Benchmarks.

Reference | Alberta Education - English as a Second Language (ESL) Revised Alberta Education K-12 ESL Proficiency Benchmarks ELL Reporting K to Grade 12 English Language Learning | Kindergarten Coding and Reporting Summary English Language Learners (ELL/ESL)

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Contact | English Language Learners (ELL) e | [email protected]

Home Education Child/Student A child/student who undertakes a home education program may register in a supervised (CBE Home Education) or an unsupervised program.

For parents who have questions regarding:

unsupervised, direct them to Alberta Education’s Home Education. Contact information is provided on that page; or supervised, direct them to CBE Home Education.

Reference | AR 3006 | Homeschooling (revised Sept. 2019) Home Education Regulation

Contact | CBE Home Education, assistant principal t | 403-777-8490

ECS Program Early Childhood Services & ECS Refer to AR 6090 Child and Student Registration and Admission for entry into ECS, as there have been changes in legislation. Any individual who is in an early childhood program or ECS is referred to as a child, not a student.

The following statements are provided to clarify why you will sometimes see references to an Early Childhood Services (ECS) program and other times to an ECS program. The Education Act section 21 states,

(1) A board or, with the approval of the Minister, another person may provide an Early Childhood Services program to a child who, as of September 1, is younger than 6 years of age, if the parent of the child requests it.

(2) A board may provide an Early Childhood Services program to a student who, as of September 1, is younger than 7 years of age if the parent of the student and the board are of the opinion that the program will benefit the student.

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Within CBE, Early Childhood Services includes ECS programs as well as Early Development Centres (EDC). EDCs are pre-ECS programs for children with severe disabilities.

Flight: Alberta’s Early Learning and Care Framework (2014) acts as a guide for early childhood educators as they work to program for young children using developmentally appropriate practices.

Alberta Education’s ECS Program Statement (2008) describes the learner expectations that will help prepare children for entry into Grade one and provide a foundation for later success.

For up-to-date information about EDC/ECS, please visit Early Learning.

References | Alberta Education’s ECS Program Statement (2008) AR 6090 | Child and Student Registration and Admission Education Act Flight: Alberta’s Early Learning and Care Framework

Contact | Early Learning Team e | [email protected] System Principal, Early Learning e| [email protected]

Fourth Year of High School Students who are admitted to high school programs of study are expected, in most cases, to complete their high school education in three years, depending on the student’s needs, and the breadth and scope of the student’s program.

The purpose of a fourth year of high school in a high school setting is to complete a program of study or to meet exceptional needs or circumstances. This may especially apply to English Language Learners who have been enrolled in ESL classes and have been unable to attain graduation requirements within three years.

A fourth year of high school is not for the purpose of upgrading.

Reference | AR 6093 | Fourth Year of High School Contact | Area offices

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Referrals to Adult Academic Services In most cases, the following students will be denied access to a regular high school program and should be referred to Adult Academic Support at Chinook Learning Services or CBe-learn.

Students who are 16 to 18 years of age as of Sept. 1 of a school year, and who have attended (or registered to attend) a high school program in six semesters, or three 10-month terms or their equivalent in terms of months of attendance. Students who are 19 years of age as of Sept. 1 of a school year.

Reference | AR 6093 | Fourth Year of High School

Contact | Chinook Learning Services t | 403-777-7200 CBe-learn t | 403-777-7971

Lotteries The goal of the lottery process is to ensure fair and equitable access to schools and to provide consistency for schools, parents / legal guardians and students.

A variety of letter templates and information have been posted in Insite and can be edited to meet your school’s requirements. Information is available for the current school community and for parents / legal guardians / independent students by following this link Lottery Information for Parents and the acceptance/callback list letters are available at Lottery in Insite.

Two flowchart diagrams have been included to assist in understanding the lottery priorities and process; one for external use and one for internal use. The lottery process re-alignment has resulted in one consistent process for both regular and alternative programs.

Important Information It is recommended that all schools establish or become familiar with the school buffer zone. A buffer zone is a number of spaces left open to allow for students coming in from agency referrals, or new students moving into the community within the walk zone throughout the year. This space has no pre-determined number; history is the best guide and should be determined in collaboration with the school’s education director.

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All schools/programs that hold a lottery will now be aligned in the lottery draw date. The lottery draw date is by noon, the Wednesday prior to Teachers’ Convention.

In the re-alignment of the lottery process, all callback lists for alternative programs are to be dissolved on Sept. 30 of each school year.

Registrations received after the draw date will be added to the lottery callback list in the order of registration, unless they are within the walk zone. These students will be placed at either the top of the callback list or they will be accepted by way of the buffer space.

Additional Information Ensure current and new parents / legal guardians / independent students are well aware of this information. Principals are responsible for communicating this information to their school communities both verbally and in written format.

Call-backs may occur until the day before the close of staffing in September.

All lotteries are drawn by noon on the Wednesday before Teachers’ Convention.

Lottery draw needs to be supervised by more than one person, including the school principal or designate and an accurate record maintained.

Lottery is drawn by noon on the Wednesday before Teachers’ Convention as advertised to the public. The school will communicate initial acceptance into the school or program using one of the following options as indicated on the Parent Acknowledgement of Understanding Letter: email; Canada Post mail; or a written notice sent home with a sibling. Schools will follow up with a letter of offer no later than 10 business days from the draw, by the same delivery method. Acknowledgement of acceptance must be received by the school within ten (10) business days of offer. Acceptances can be received by email, as well as telephone calls providing a clear notation is made. If a student is accepted into an alternative program and has siblings in the lottery who were not offered a space, the siblings will be placed at the top of the appropriate grade callback list. If an acceptance or callback is refused, the student is removed from the list. If the refusal is based on the inability to accept all siblings, the student can be called again when there is space for all siblings.

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If a student is not drawn in the lottery, they are placed on the callback list and can be called back one day before the close of September staffing if they: are in a CBE school; are in ECS / Grade 1 for a language based alternative program; or are in any grade for non-language based alternative programs. The call backlist for the school year for all alternative programs will be dissolved on Sept. 30. Families wishing to attend the alternative program for the following school year must re-register for the lottery with all associated documents between January and the Tuesday before Teachers’ Convention. Student requests for transfer received after the lottery draw date will be placed at the bottom of the callback list in the appropriate priority level. Principals of schools at capacity are to contact the school’s education director before declining registration to new Priority 1 or 2 students. Priority 2 and 3 students who register after the lottery are added to the bottom of the callback list. Retention requirement of registration forms and callback list for students who were not accepted will be kept for the current year plus one, in order to meet the FOIP requirement.

CBE Lottery Process Definitions Sibling - is a brother/sister (half or step - not cousins) designated to the same school and who will be attending at the same time concurrently. Concurrent - occurring or existing simultaneously.

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These priorities only apply to students residing in designated communities (no out of area considerations).

CBE Lottery Process (Internal Use Only) Definitions . Sibling - is a brother/sister (half or step - not cousins) designated to the same school and who will be attending at the same time concurrently. note | If a principal is unsure as to whether a student qualifies as a sibling by relationship, they are to consult with the school’s education director.

. Concurrent - occurring or existing simultaneously . Buffer Zone - this zone consists of a number of spaces that allow for students coming in from agency referrals, or new students moving into the community within the walk zone. This zone has no pre-determined number; history is the best guide and determined in collaboration with the school’s education director.

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These priorities only apply to students residing in designated communities (no out of area considerations)

•Students residing within the walk zone who have a sibling that will be attending the same program in the same school; concurrently Priority 1

•Students living outside the walk zone who will have a sibling in the same school at the same time OR Priority 2 •Students living within the walk zone who do not have a sibling in the school

•All other students living in the designated attendance area Priority 3

Resources | AR 6090 | Child and Student Registration and Admission Lottery Information for Parents Lottery Information

Contact | Area offices Director, Planning t | 403-817-7225

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Suspension and Expulsion of Students Principals and teachers may suspend students in accordance with clearly defined limitations.

AR 6005 | Student Code of Conduct outlines the authority and responsibilities of teachers, principals, education directors, and the Progressive Student Discipline Team with regard to timelines, parental contact, appropriate documentation and the appeal process.

Suspensions of more than five days are referred to: School’s education director for Grades 1 to 7 System Suspensions for Grades 8 to 12

Recommendations for Suspension/Expulsion documents and Expulsion Packages (Grade 1 to 7, Grade 8 to 12) are on the Suspensions & Expulsions Insite page.

Registering Students under Suspension or Expulsion Schools do not admit students currently under suspension or expulsion. Contact the education director for advice prior to admitting the student.

Reference | AR 6005 | Student Code of Conduct AR 6006 | Progressive Student Discipline AR 6007 | Suspension and Expulsion Progressive Student Discipline site

Contact | Suspension Desk (Grades 8 to 12) t | 403-817-7664 Area offices

Placement and Promotion Decision regarding a child/student program placement is made by the principal in consultation with the parent / legal guardian and staff.

AR 3018 | Student Placement and Promotion provides principals with information concerning the appeal process for the promotion or placement of a child/student.

Reference | AR 3018 | Student Placement and Promotion Education Act

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Contact | Area offices

Program Placement and Appeal – Special Education Programming AR 3003 | Special Education Programming provides principals with information concerning program placement for a child/student who has been identified with special education needs and the appeal process for parents / legal guardians.

Reference | AR 3003 | Special Education Programming

Contact | Education director, Inclusive Education t | 403-817-7607

Transfer Requests ECS and Grade 1 to 9 Transfers The Transfer Request Form is used for Early Childhood Services (ECS) and Grade 1 to 9 transfers when:

requesting a transfer to the new designated school, due to an address change (proof of address is required); requesting a transfer to an out of attendance area school; requesting a transfer to an alternative program school, other than the identified designated alternative program school; requesting a transfer to the designated school from an alternative program school or out of attendance area school; or an ECS child seeking to register for Grade 1 at an out of attendance area school.

For transfers to CBe-learn for full-time online learning, visit the CBe-learn website and FAQ for Staff for details.

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Grade 10 to 12 Transfers Please review the Transferring Students Insite webpage for details, forms and instructions on the CBE’s various types of high school transfers:

Transfer for an educational program or sequence of courses; Transfer due to an address change; Transfer to a unique setting high school: CBe-learn, Alternative High School, Discovering Choices and Louise Dean School; Return to designated school; or Exceptional case.

When Not to Use a Transfer Form A Transfer Request Form is not used when:

registering a student new to CBE; student moves from one designated school to another due to the end of a grade configuration (i.e., elementary to middle/junior or middle/junior to high school); a child in ECS who would be considered a resident student in Grade 1 and is attending ECS at their designated school;

accessing specialized classes;

there is a system placement due to an expulsion; or students are transitioning to schools outside of CBE.

Contact | Area offices

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Child/Student Transfers to Charter/Private/International Schools: CBE Obligation CBE staff may be asked to complete lengthy entrance requirement forms when a child/student transfers to a charter/private/international school.

The information below provides clarification about what is required of CBE staff in these situations and offers some suggestions for responding to requests of this nature.

The obligation of the school authority is identified under section 196 of the Education Act, which indicates that teachers must “regularly evaluate students and periodically report the results of the evaluation to the students, the student’s parents and the board.” When a child/student transfers from a school in CBE to a charter/private/international school, CBE school staff are only required to forward the child/student’s official report card and IPP. Child/Student records are released in the same manner as when a child/student in CBE transfers to another school jurisdiction; in accordance with AR 6024 | Student Records. Schools may also wish to provide copy or copies of pertinent curriculum newsletters that are prepared for each reporting period.

There is no obligation for a school authority to complete an evaluation form required by a charter/private/international school or to make recommendations regarding the child/student as part of the entrance/acceptance process. Should a charter/private/international school require a psycho-social assessment as an entrance requirement and one:

has not been done by the school district, because it was not deemed necessary to be able to provide an education program to the child/student, the parent / legal guardian should be advised to seek the assessment from a private psychologist at their own expense. has been done by the school district, because it was deemed necessary to be able to provide an education program to the child/student, parents / legal guardians should be advised to request a copy as per CBE AR 6024 | Student Records. Parents / Legal Guardians may then provide the assessment directly to the charter/private/international school. This way the parents / legal guardians will know what information is being provided to the charter/private/international. CBE AR 6024 | Student Records complies with Student Records section 56 of the Education Act.

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Withdrawing a Child/Student A child/student is withdrawn when information is received from the parent / legal guardian that the child/student is leaving their current CBE school. Communication should be documented in the PowerSchool Log Entries. The child/student is withdrawn using our regular process and will automatically show up in the Withdrawn Students Tracking Feature for follow-up to ensure they register elsewhere. If the child/student enrolls in a different school in CBE, they will automatically be picked up in PowerSchool and leave the Withdrawn Students Tracking Feature.

A child/student in the Withdrawn Students Tracking Feature remain the responsibility of the current school until confirmation is received they have registered elsewhere.

The school is required to take steps to establish if the child/student has moved or if they are absent without cause. Schools are to document their efforts to contact the family or locate the child/student, using PowerSchool Log Entries. Strategies might include calling emergency contact numbers, sending emails, locating siblings in other schools and/or sending a couriered letter with a request for signature upon delivery to confirm if they have moved.

note | For a child/student who has moved out of the province/country, records are typically not requested. Document the information that was received from the parents / legal guardians about where the family was moving.

If these efforts do not locate the child/student, contact your respective Attendance Counsellor who will check for registration in other school districts in the province. The Attendance Counsellor will assess the matter on a case-by-case basis and will advise the school on next steps.

Contact | School Attendance Resources Attendance Counsellors Areas 1, 3, and 4 t | 403-817-7659 Attendance Counsellors Areas 2, 5, 6 and 7 t | 403-817-7643

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Chapter 4 - Admission and Residency of Student / Admission of Child

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Admission Admission of a child/student is to be consistent with Administrative Regulations specifically related to the particular program.

A child/student who is a non-Canadian citizen must be processed through the Admissions and Assessment Office, CBE Welcome Centre.

note | School personnel engaged in the registration of child/student are asked to become familiar with AR 6090 | Child and Student Registration and Admission, and AR 3003 | Special Education and the guidelines for school lotteries.

Reference | AR 3003 | Special Education AR 6090 | Child and Student Registration and Admission

Contact | Legal Services t | 403-817-7997

Residency Under the Education Act, a student is considered to be a resident of The Calgary Board of Education if: the independent student or at least ONE of the parents / legal guardians with day- to-day care of the student reside in the boundaries of The Calgary Board of Education (proof of address); AND the independent student or at least ONE of the parents / legal guardians is NOT of the Roman Catholic faith. We ask for a declaration of residency of a student to ensure we are meeting our legal obligation to provide an education to a resident student and to ensure we manage our provision of education to a non-resident student.

note | Principals of schools with any of Grades 8 to 12 must check the “Do Not Admit List” (found in the school’s SIS folder) prior to accepting any registration for a student. If there are extenuating circumstances or if you are not sure, contact the Progressive Student Discipline Team at 403-817-7607.

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Proof of Address The registering parent / legal guardian / independent student must provide proof of address to ensure their home address is within The Calgary Board of Education boundary and school catchment area. Our duty is to provide access to education to students who are resident to CBE. While a student may live in a neighbouring community to the school, if the address is not within CBE’s boundaries, the student is resident to another board who has the duty to provide the student with access to education.

The current description of the CBE boundary is as follows:

N | 144 Avenue N.W. east to Carrington Manor N.W. alignment (to the south), north to northern boundary of Livingston community (north limit of Section 4, Township 26, Range 1, Meridian 5), east to 6 Street N.E., south to 144 Avenue NE, east on 144 Avenue N.E. to 84 Street N.E. E | 84 Street N.E., east on Memorial Drive alignment, 100 Street SE, east on northern boundary of Mountain View Cemetery alignment, Range Road 284, 17 Avenue SE, 84 Street SE, south to 146 Avenue S.E., east to 88 Street S.E., 88 Street S.E. S | Bow River west to Deerfoot Trail S.E., follow Deerfoot Trail S.E. south to city limits, west to Macleod Trail S.E., Macleod Trail S.E., north to alignment with 210 Avenue S.E. (to the west), west (following creek) along to 210 Avenue S.E., becoming 210 Avenue S.W., to alignment with Silverado Plains Circle S.W. (to the north), north to 194 Avenue S.W., west on 194 Avenue S.W. to Spruce Meadows Way S.W., north on Spruce Meadows Way S.W. to alignment with Silverado Skies Drive S.W. (to the east), west to alignment with Bridleridge Road S.W. (to the north), south to alignment with 186 Avenue S.W. (to the west), 186 Avenue S.W. to city limits, city limits west to 85 Street S.W. W | 85 Street S.W. north to 146 Avenue S.W., east to 37 Street S.W., 37 Street S.W. north through Glenmore Park back to 37 Street S.W., north to the Glenmore Trail S.W., Glenmore Trail S. W. west and follow city limits to 101 Street S.W., north to 2 Avenue S.W. alignment, west along the south boundary of Crestmont community and north along the west boundary of Crestmont community, Trans Canada Highway, west boundary of Valley Ridge community, NW along Bow River, Bearspaw Village Lane alignment, city limit, north boundary of Haskayne community, north on Twelve Mile Coulee Road N.W. (excludes Lynx Ridge) to Country Hills Blvd N.W., Country Hills Blvd N.W. east to Rocky Ridge Road N.W., follow Rocky Ridge Road N.W. north to 144 Avenue N.W.

Supplied by: Planning, February 2021

note | If a student’s address is in the City of Calgary but not in CBE boundaries as defined above, the principal is to consult with their school’s education director before determining whether the student may be accepted into the school or not.

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Schools must not keep copies of documents shown as proof of residency, but note on the Student Registration Form (Office Use Only section bottom right corner) that the address has been verified. The reason why a copy is not kept is that the document (e.g., a bank statement, property tax statement, CRA letter) may contain personal information about the parent / legal guardian that CBE does not have a business purpose for retaining under FOIP.

The proof of address must have the parent / legal guardian / independent student name and primary address. Only one primary address can be used for transportation. Schools may ask for more than one document as proof of residency. Examples include:

bank statement CRA correspondence (e.g., child benefit notice, GST credit notice, notice of assessment) home or renter insurance income tax statement mortgage statement property tax assessment utility bill

The parent / legal guardian / independent student may have recently moved and not have the correct/current address on their driver’s license yet. A driver’s license must be updated within 90 days of any change of address, to allow sufficient time for the individual to make the necessary changes. Schools can advise in writing that it will be a provisional registration until verification of residency is completed. Residency cannot be verified using rental agreements, cell phone bills or other documents that are easily available online.

Non-Resident A student in considered a non-resident if they are:

a dependent student and their parent(s) do not reside in the geographical boundary of CBE a dependent student and both parents are of the Roman Catholic faith; an independent student who does not reside in the geographical boundary of CBE an independent student who is of the Roman Catholic Faith; or a student on a short-term visit of less than ten (10) days.

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A non-resident could be, but is not limited to:

an independent student living in, for example, Bearspaw or Chestermere or any community outside of CBE boundaries; a student whose parents / legal guardians are all of the Roman Catholic faith. The Calgary Roman Catholic Separate School Division is dedicated to serving Roman Catholic families (Education Act s. 4(1)(4)) so this student would be resident to The Calgary Roman Catholic Separate School Division not CBE; or a student living with a non-legal guardian in Calgary whose parents / legal guardians, for example, live in Toronto.

note | If the parents live apart and in different attendance areas, the parents shall identify in writing which address is considered the primary residence for the school year.

If a school is full and a non-resident wishes to enroll, under the Education Act the principal has no obligation to accept the non-resident registration. Under AR 6090 | Child and Student Registration and Admission principals may accept non-resident students providing the school space and resources to accommodate the student and their educational needs.

Principals will review AR 6090 | Child and Student Registration and Admission prior to considering any registration for non-resident students following the priority lists for registration and in particular sections 6(13) and 6(14).

As per AR 6090 section 6(4), once accepted, the non-resident student will remain enrolled for the current year only. Schools will notify the parent / legal guardian in writing of the duration of acceptance (current year) of a student as a non-resident student.

Non-Resident students whose parent / legal guardian resides:

in Alberta but outside of Calgary, do not pay a non-resident fee. When registering these students, guardianship must be clarified as it relates to sharing of information and educational decisions. outside of Alberta or Canada, may be assessed a fee to attend a school in The Calgary Board of Education.

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Accepting Students after Sept. 30. CBE schools are required to accept resident students up to and including Sept. 30. After Sept. 30, principals will consult with the superintendent of School Improvement or their delegate to determine if sufficient space and resources are available to meet student needs.

It is important for principals to understand that there will be no additional funding in that school year for students they accept after Sept. 30.

Resident in Calgary After Sept. 30, if the student: is in a school in CBE and their address changes, they may remain registered where they are for the remainder of that school year, or may move to a new school. Please refer to AR 6090 section 7(30) for the criteria; or

has opted to attend a non-CBE school within the CBE resident boundaries, they will remain in that school for the duration of the school year as per AR 6090 section 6(5).

Out of Calgary but moves into Calgary and is a Resident After Sept. 30, they are accepted into their designated school in CBE providing the school is not in lottery. If the school is in lottery, they go to the overflow school and are added to the callback list at their designated school.

Non-resident in Calgary After Sept. 30, principals will consult with the superintendent of School Improvement or their delegate to determine if sufficient space and resources are available to meet student needs.

Out of Calgary but moves into Calgary and is a Non-Resident After Sept. 30, principals will consult with the superintendent of School Improvement or their delegate to determine if sufficient space and resources are available to meet student needs.

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FAQ – for schools only Q: Why are we collecting information about the Roman Catholic faith and not asking about other religions? We are public education, are we refusing all families of the Roman Catholic faith or will we still accept based on space and resources? A: The text in the Resident / Non-Resident section explains the Education Act criteria. The reason we ask about Roman Catholic faith only, is because of the Education Act. If both parents are Roman Catholic, there is a school board (The Calgary Roman Catholic Separate School District) dedicated to Roman Catholic families, as required by the Education Act. It is the duty and responsibility of The Calgary Roman Catholic Separate School District to provide an education for their resident students. If schools have further questions regarding the nuanced understanding of residency, they are to contact their Area Office for support.

Q: How do I know if someone is telling me the truth when they sign the declaration stating that they (independent student) or at least one of the legal guardians / parents is NOT of the Roman Catholic faith? A: They have signed the declaration and we accept this as the truth. If the previous school was a Catholic school, you can certainly ask questions to seek clarity. If the registration is for a student in Grades 1 though 12, you could also check in PASI to see what their previous schools were then ask questions to seek clarity.

Q: What if my school has space at a particular grade but, because of a history of a significant number of students registering in the fall, I want to wait until after the first day of school before considering accepting a non-resident student. Can I keep a callback list and let the independent student / legal guardian / parent know this? A: Yes, you may keep a callback list and let the independent student / legal guardian / parent know this. However, please keep in mind our system staffing surplus dates and do this within the first week of school.

Q: What do I do when a parent / legal guardian wants to register their child in CBE because another school division has said that they do not have the resources to support the learner? A: Students resident to another school division have every right to expect this division to have the resources to support their child, just like students resident to The Calgary Board of Education do. However, principals will consult with the superintendent of School Improvement or their delegate to determine if sufficient space and resources are available to meet student needs.

Q: Does resident / non-resident apply to students with identified special education needs? A: Yes

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Q: The form is very long at eight pages and feels like a waste of paper. Why is it so long? A. PowerSchool student contacts requires a detailed section for Legal and Non-Legal Guardians. The form also has larger Resident /Non-Resident, Student Medical Information and Previous School sections as a result of feedback received.

Know that the form was run past a sampling of stakeholders in an effort to have it better reflect the needs of the school and the fields in PowerSchool. It is a challenge meeting everyone’s needs. What is critical to include to one group of people, is seen as unnecessary by another group. We have done our best to balance competing needs. We will conduct a review of these forms in early-May and collect suggestions for revisions at that time. To that end, please keep a list of suggestions so that you can provide it when asked. Updates of these forms will be available in early June for use in the fall. We are working towards moving to online forms. While we will have the paper registration for at least another year, efficiencies are on the horizon.

Q: Where did the English as a Second Language Eligibility section go? A. It was removed because the determination of whether a student is coded ELL is made by the school or Admissions and Assessment Office, CBE Welcome Centre not by a legal guardian / parent. The other information from this section is incorporated elsewhere in the form (see page 1- Home Language, page 3 - Student Learning Needs - Are there any other unique learning needs (including language needs) we should know in order to support the student’s learning? and pages 5,6 - Do you need help with interpretation?).

Designation of Education Taxes Determining residency of a student is not related to tracking or appropriation of education tax dollars.

Since 1994, funding in Alberta has followed the student no matter what school jurisdiction in Alberta the student attends.

note | Tax dollars are not directed to The Calgary Board of Education through any declaration made on the census.

When a school is admitting non-resident Roman Catholic students, parents / legal guardians should NOT be asked to change the designation of their education tax dollars.

For more information on how education tax dollars are collected and education funding is distributed by the province, see the Alberta Education webpage at K to 12 Education Funding Framework.

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Reference | AR 6090 | Child and Student Registration and Admission Education Act K to 12 Education Funding Framework Sharing Student Information (Chapter 5 of this handbook) Contact | Area offices

Admission of Child/Student Who are Not Canadian Citizens Registration and Pre-Registration of all non-Canadian citizens new to The Calgary Board of Education are registered through the Admissions and Assessment Office, CBE Welcome Centre. This includes a non-Canadian citizen child/student who is transferring in from other jurisdictions within Alberta or Canada.

Non-Canadian citizens include:

permanent residents; refugee claimants; children of lawfully admitted temporary or permanent residents: parents on work permits; parent is permanent resident or Canadian and their child is not; and International students Grades K-9 and international students for James Fowler High School. note | All other international high school students are managed by Global Learning and the designated high school.

The Admissions and Assessment Office works to establish child/student eligibility from Immigration, Refugees and Citizenship Canada, and right of access to a funded education in compliance with CBE Administrative Regulations and the Education Act. Students in Grades 1-12 whose first language is not English may be required to complete an English language proficiency assessment. More information is available at English Language Learners.

Admissions and Assessment Office staff provide initial information to families on topics such as age-appropriate grade placement, alternative program choices, Alberta curriculum, ELL programming, supports for special learning needs and other relevant CBE information.

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Parents / Legal guardians must call 403-817-7789 to book an appointment. Interpretation & Translation Services are available upon request. There is no fee for this service.

The Admissions and Assessment Office is open year-round, including mid-July through August and is located at CBE Welcome Centre, Main Floor, Education Centre, 1221-8 Street SW, Calgary, AB. A map and Calgary Transit directions can be found in the New to Canada section on CBE public website.

Registration Process at Admissions and Assessment Office, CBE Welcome Centre Registration and Pre-Registration of non-Canadian citizens is the responsibility of the Assessment and Admissions Office.

Students are placed in age-appropriate grades and parents advised to discuss grade placement with the school administrators if there is a question or concern. Final grade placement is the decision of the principal.

Upon leaving the Admissions and Assessment Office, the parent / legal guardian will have two documents and further instructions to contact the school to make an appointment for intake.

1 | CBE Student Registration form with: a green label stating: “Student has been registered in your school by Admissions personnel at the Admissions and Assessment Office, CBE Welcome Centre” or a pink label stating: “Student has been pre-registered in your school by Admissions Personnel at the Admissions and Assessment Office, CBE Welcome Centre” a yellow label may also be attached stating: “Note | You are NOT officially registered at this school until approved by the principal. You may be released to the overflow bus receiver school.” 2 | A copy of the designated school profile and school calendar.

Overflow Schools The Admissions and Assessment Office assigns a child/student to their designated school. Parents / Legal Guardians registering to a potential overflow school are given a copy of the notice regarding designation changes.

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Alternative Programs A child/student is registered by the Admissions and Assessment Office in PowerSchool in their designated school and are placed in the regular program. Alternative programs have various specific enrolment guidelines or may be at capacity. Therefore, the parent / legal guardian interested in alternative programs are provided information and must enroll at the designated school.

English Language Assessment If it is determined that the student qualifies for ESL coding, an assessment is conducted to identify initial ESL Benchmarks proficiency levels in listening, speaking, reading and writing. This assessment will be included in the Confirmation package sent to the school’s main office inbox.

Confirmation of Registration and Pre-Registration The Confirmation of Registration is emailed to the school’s main office inbox to be printed and filed in the Official Student Record.

Updates and Changes to Citizenship Status Documents and Time Specific Permits A child/student and parents / legal guardians on time specific Temporary Resident Permits (Work, Study, Visitor) and Refugee Claimants, provide appropriate documentation prior to admittance and are entitled to have access to education in that school year without paying international fees.

Temporary Resident documents have expiry dates and therefore must be extended and in the Official Student Record in order to maintain access as a funded child/student. The Admissions and Assessment Office contacts the parent / legal guardian requesting that they bring an update of status changes, extended permit dates or evidence of requests in process to the Admissions and Assessment Office by a required date.

If documents expire and are not replaced, this will affect the school’s funding.

All non-Canadian immigration changes are processed through the Admissions and Assessment Office. The parent / legal guardian update their child’s citizenship status by email, fax or in person. The Admissions and Assessment Office updates the information in PowerSchool and sends a copy to the school for the Official Student Record.

If documents are brought to the school, please email a copy to the Admissions and Assessment Office (who will enter the information in PowerSchool) and then file in the

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Official Student Record. Please be sure to copy both the front and back of permanent resident cards and Canadian citizenship certificates.

High Schools continue to update International students’ study permits, email a copy to the Admissions and Assessment Office, and file in the Official Student Record.

International Fee-Paying Students International fee-paying students can be registered by a school once they receive the following documentation:

Confirmation of Registration issued by the Admissions Coordinator (not required for high schools with formalized international student programs who do their own intake); and Letter of Admission issued by Global Learning. These two documents ensure that all admission requirements have been met.

Principals should be familiar with the Administrator’s Guidelines for International Students.

Reciprocal Exchange Students See AR 6090 | Child and Student Registration and Admission regarding reciprocal exchange students.

An example of a reciprocal student exchange is the program sponsored by the Rotary Club of Calgary.

Acceptance of exchanges is at the principal’s discretion. Alberta Education will grant funding on reciprocal exchanges only.

The application form and an instruction document can be found on Alberta Education’s Student and Educator Exchange Programs website.

note | The Application for Alberta Education, Approval for Reciprocal Student Exchange form must be submitted to: Manager, Global Learning.

All appropriate signatures should be in place when submitting to Global Learning. Global Learning will get the Approval of Jurisdiction signature. For the inbound student, it is sufficient to submit any documentation that is part of the initial application process that

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has the parent’s signature on it. Global Learning will forward the form to Alberta Education.

SIS coding Please ensure the following coding is in place for both the inbound and outbound student:

CBE student going out of country - Enrollment Type code 403 (DO NOT WITHDRAW) Student coming from out of country - Enrollment Type code 413

Custodianship Please ensure that you have documentation as to who will be responsible for the student while they are in your school.

Health insurance All exchange students must have health insurance for the duration of their studies.

Short-Term Visitors Students with visitor status requesting admission to The Calgary Board of Education should be directed to Global Learning – Student Registration and Admission.

A visit of 10 consecutive school days or less is approved at the discretion of the school principal. A visit may be extended in exceptional circumstances with the approval of the principal and the school’s education director.

note | The requirements made by the regulation with respect to medical and accident insurance coverage. Visiting students are not covered by The Calgary Board of Education’s Accident Insurance and medical coverage may differ from Alberta Health Care.

Reference | Administrator’s Guidelines for International Students Alberta Education’s Student and Educator Exchange Programs AR 6090 | Child and Student Registration and Admission Education Act English Language Learners Global Learning Immigration, Refugees and Citizenship Canada International Students

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Interpretation & Translation Services New to Canada

Admission Priority Schools will admit a child/student according to the priorities set out in AR 6090 | Child and Student Registration and Admission.

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Chapter 5 - Legal Services

Freedom of Information and Protection of Privacy Act Canada’s Anti-Spam Legislation (CASL)

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The Freedom of Information and Protection of Privacy Act (FOIP) The Freedom of Information and Protection of Privacy Act (FOIP) applies to all government bodies and agencies in Alberta. The objective of the Act is to ensure accountability and transparency for publicly funded bodies.

All Employees Are Responsible To provide access to information when appropriate – routine disclosure and active dissemination. To protect all personal information, all the time. To identify when an official FOIP request should be made and refer the request to the FOIP Coordinator in Legal Services.

FOIP Applies to Recorded Personal Information A record is information that is written, photographed, recorded or stored in any manner: Notes/email/text messages/social media posts. Photographs, video, audio recordings. Personal information is defined in the Act (section 1(n)) as follows: the individual’s name, home or business address or home or business telephone number; the individual’s race, national or ethnic origin, colour, or religious or political beliefs or associations; the individual’s age, sex, marital status or family status; an identifying number, symbol or other particular assigned to the individual; the individual’s fingerprints, other biometric information, blood type, genetic information or inheritable characteristics; information about the individual’s health and health care history, including information about a physical or mental disability; information about the individual’s educational, financial, employment or criminal history, including criminal records where a pardon has been given; anyone else’s opinions about the individual; and

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the individual’s personal views or opinions, except if they are about someone else.

FOIP Act Part I – Freedom of Information (Access) The intention of Part I of the Act is to allow individuals the right to access their own personal information and enables them to request that their personal information is correct. The Act defines how CBE should release information by routine disclosure or active dissemination and outlines the specific steps for a formal request for access to information. The formal process done not replace CBE’s obligations to provide information routinely.

Routine Disclosure is when access to a record is granted to appropriate individuals without a formal request under the FOIP Act, usually in response to a routine inquiry. Legal guardians of minors or independent students have the right to request information in the student record.

Employees have the right to request information in their employee records.

Privacy Provisions must always apply. We must always protect the privacy of individuals and only disclose personal information if permitted by the FOIP Act.

Active Dissemination occurs when information or records are periodically released, without any request, under a program or communications plan. This includes:

school newsletters, websites, blogs student handbooks, agendas system reports e.g., Board Monitoring Reports, Annual Education Results Report, Education Plan

Request for Access to Information under the FOIP Act, is the formal process used when requests for information fall outside of routine disclosure or active dissemination. The request must be in writing and submitted by the applicant to the FOIP Coordinator, Legal Services. There is more information available on CBE’s public FOIP webpage.

Anyone can ask CBE for records, for any purpose. Records are subject to exclusions and exceptions as outlined in the Act. Only the FOIP Coordinator can apply redactions and process formal requests.

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FOIP Act Part II – Protection of Privacy This part of the Act outlines how CBE can collect, use and disclose personal information on a day-to-day basis. Collect only the information you need, not the information you want. For example, we cannot ask for Alberta Health Care numbers unless we need them for out-of- province off-site activities, as CBE is not a health care provider. There must be a business reason to collect the information. Guidance on developing FOIP compliant forms is available in the Insite in Forms & Document Collections, Guidelines for Developing FOIP Compliant Forms. Only employees who have a business reason to access the information may do so (e.g., student records may only be accessed by CBE staff who need to access the information for their work). Personal information must only be used for the purposes for which it was collected (e.g., use of information collected on the student registration form must align with the purposes stated on the form). Disclose the information only with consent or for a consistent business need (e.g., marks to Alberta Education).

No Technology Signs All washrooms and change rooms in CBE facilities are designated technology-free areas. Post “No Technology” signs (adhesive mini posters created by Communication & Engagement Services) at the entrances of washrooms and change rooms at an eye level appropriate for the students in the building.

If you need new or replacement signs, send an email to your area Facility Operations Supervisor with your name, the school name and the number of signs required.

Correction of Personal Information Requests When considering requests for correction of personal information, it is important to consider the two types of information addressed by the Act.

Factual information such as age, date of birth, spelling of name, etcetera. Factual information should be routinely corrected once proof is provided.

Opinions. Assessments, evaluation, report card comments, etcetera. Opinions must not be corrected. The Act allows the individual to put their disagreement in writing and have it attached to the disputed record. This aligns with our obligations under the Education Act, and the Alberta Student Record Regulation.

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Privacy Breach All privacy breaches must be reported to the FOIP Coordinator in Legal Services. The reporting form is available in Insite in Forms & Document Collections, Privacy Breach Report.

Examples of privacy breaches:

Lost or stolen laptops, memory sticks and other electronic devices containing personal information Student demographic sheets sent to the wrong parents, employee information sent to the wrong employee Emails/faxes sent to incorrect addresses or numbers Completed off-site activity forms lost or stolen If a laptop computer or other electronic device containing student personal information is lost or stolen, contact the Service Desk immediately to report the loss. CBE has an obligation to mitigate any risks associated with the breach if applicable. This could include notifying individuals as their information may have been compromised. Please contact FOIP Coordinator, Legal Services for support.

Privacy Impact Assessment (PIA) Consider privacy first before disclosing any student personal information or making recommendations to students to use tools where they are required to disclose personal information, e.g., Web 2.0 tools.

Tools and software used by students for teaching and/or learning activities require an assessment as part of the Software Asset Management (SAM) process. For all enterprise software, new IT systems, etc., a full PIA must be completed. See Software Asset Management (SAM) for a list of titles that have been assessed.

Template | Privacy Impact Assessment

Additional Information All CBE staff are accountable to understand their obligations under the FOIP Act. Detailed information about the Act is available in Insite.

The Government of Alberta has training and additional information on their Freedom of Information and Protection of Privacy (FOIP) website.

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Arrange staff training sessions to coincide with professional development days, group meetings, in individual work units or other venues as required. Please contact the FOIP Coordinator for details.

When in doubt, err on the side of privacy protection.

Reference | Education Act Freedom of Information and Protection of Privacy (FOIP) – CBE Freedom of Information and Protection of Privacy (FOIP) – Gov’t of Alberta Guidelines for Developing FOIP Compliant Forms Privacy Breach Report Privacy Impact Assessment Software Asset Management

Contact | FOIP Coordinator, Legal Services t | 403-817-7899 e | [email protected]

Canada’s Anti-Spam Legislation (CASL) Subscription for Parents / Legal Guardians Canada’s Anti-Spam Legislation (CASL) obligates CBE to collect parents’ / legal guardians / independent student consent to send commercial electronic messages to them. These are email or text messages regarding fees, fundraising, selling, buying or trading. Your school likely sends many such messages on topics such as picture days, field trip costs, student fees, yearbooks, bake sales and more.

We are not permitted to send commercial messages on behalf of another person, organization or business. Any commercial messages sent by your school must be directly related to school activities or services. This means that is acceptable to send a message about a school activity or fundraiser involving a third party (like Healthy Hunger), but it is not acceptable to send a message related to a community or local business event that is not directly related to school activities.

Encourage your parents to subscribe online so they will be able to receive commercial electronic messages from your school. Visit CASL and Commercial Messages for important details about the legislation and promotional materials. You can find the online form and parent instructions at School Messenger Subscribe.

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Commercial electronic messages must be sent through SchoolMessenger, CBE’s mass communication tool. As of Oct. 1, 2016, you must indicate in SchoolMessenger when an email or text message contains commercial content, so it will only be delivered to parents who have subscribed.

To receive school text messages, parents will also need to opt-in for texts (see next section).

note | As of Oct. 1, 2016 you can no longer use email or text messages to promote CASL subscriptions.

References | CASL and Commercial Messages Communications & Engagement Services SchoolMessenger School Messenger Subscribe

Contact | School Messenger, Technical Support (client ID “Calgary”) t | 1-800-920-3897 w | schoolmessenger.com/support School Web Support e | [email protected]

Text Message Opt-in for Parents Since the fall of 2016, your school has been able to send text (SMS) messages to parents through SchoolMessenger, CBE’s mass communication tool. Due to Canadian Wireless Telecommunications Association rules, parents must opt-in to receive the texts. For details and instructions on how parents can opt-in, visit Subscribing & Opting-In. For terms and conditions and opt-in instructions for parents, see School Messenger Subscribe.

note | If parents want to be able to receive all types of school text messages, including any messages with commercial content, they must both opt-in for text messages and subscribe online (see CASL in previous section).

References | CASL and Commercial Messages Communications & Engagement Services SchoolMessenger Subscribing & Opting-In

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Contact | School Messenger, Technical Support (client ID “Calgary”) t | 1-800-920-3897 w | schoolmessenger.com/support School Web Support e | [email protected]

Sharing Student Information The following information is for school staff to use when speaking with step-parents, grandparents, foster parents, caregivers, babysitters or others who are seeking information about a student but who are not the parent / legal guardian of the student.

This may help you clarify CBE practice and may be posted on your website, copied into newsletter or handed out at the time of a conversation.

The Education Act obliges CBE to create student records, regulates what information is contained in the student record, and outlines who has access to these records. Alberta’s Freedom of Information and Protection of Privacy Act (FOIP) requires that CBE protect personal information against unauthorized access, use or disclosure of the personal information contained in student records.

Both the FOIP Act and the Education Act give explicit direction to schools around how we can share the personal information of students and who we can share information with. The Education Act says that we can share the student record with the student, the parent of a student except where the student is an independent student (18 years or older, or for 16 & 17 year olds under certain conditions) or by an order of a court.

The FOIP Act also stipulates that CBE verifies the authority of each individual with whom we share student information. What this means is that the school must ensure that the person we are sharing information with is legally entitled to have that information. Usually, it is parents and/or legal guardians of a student who can access student information, but not always.

Schools are restricted around who has access to the personal information of students. We are not permitted to share student information with step-parents, grandparents, foster parents, caregivers, babysitters or others unless we have a court order or signed consent (Releasing Dependent Student Information from The Calgary Board of Education to Others or Releasing Independent Student Information from The Calgary Board of Education to Others) from a parent / legal guardian / independent student allowing us to share information with these individuals.

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Parents and/or legal guardians may bring a guest with them to parent/teacher interviews, but cannot send someone in their place. In addition, only parents / legal guardians have the legal authority to make educational decisions or provide educational direction to the schools, e.g., student registration, suspensions, consent forms (field trip forms, authorization for assessment forms, etc.).

Release of Information Forms The Releasing Dependent Student Information from The Calgary Board of Education to Others is completed by the parent / legal guardian and is for the purpose of sharing specific information about the child with a non-legal guardian. Once written consent is provided to the school, the named individual may only access this information in-person at the school, over the phone (once the school has called them back at the phone number on file) or via email to the email on file.

note | Schools do not accept changes to phone or email information over the phone and never from the non-Legal Guardian.

Non-legal guardians do not have access to MyCBE / PowerSchool. Only parents/legal guardians may have access. If the legal guardian provides written consent for the caregiver to access student information, this will be done by requesting information directly from the school administration.

If a student has been apprehended by Children’s Services and there is a Temporary Guardianship Order (TGO) or Permanent Guardianship Order (PGO), granting the Director of Children’s Services, or their designate, guardianship of named student(s), the social worker/case worker is the designate. The social/case worker may want the Foster Parent/Group Home/Kinship Provider to have specific responsibilities routinely available to a legal guardian. The social worker would have to provide direction to do so through the Delegation of Powers and Duties to a Child Caregiver. This form would include the name of the individual and the responsibilities given to the caregiver. A copy of this document should be kept in the Official Student Record (OSR). It is up to the social worker to immediately inform the school of any changes to this document. Please note: This form does not give the caregiver authority to act as legal guardian to the student. If the social/caseworker wants the caregiver to have access to student information, the Release of Dependent Student Information form should be completed, identifying the information that may be shared. The information may only be shared by school administration to the named individual. The Release form does not provide the caregiver with access to MyCBE / PowerSchool, as only parents/legal guardians may have access to MyCBE / PowerSchool.

If the social worker has advised that the caregiver is to have direct access to all student information, please contact the School Legal Liaison for additional support/direction.

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Releasing Independent Student Information from The Calgary Board of Education to Others, is completed by the independent student and is for the purpose of sharing specific information about the independent student with a non-Legal Guardian

If a non-legal guardian of an independent student was previously a Legal Guardian (e.g., parent of a student under the age of 18) and if the independent student has identified on this form that this person may have access the student’s information, then this former legal guardian may have access to MyCBE / PowerSchool.

note | No other non-legal guardian may have access to MyCBE / PowerSchool.

FAQ Q: If a non-Legal Guardian wants to pay a student’s fees, how do they do this online? A: They cannot. Their options are to pay in person at the school or give the legal guardian the payment and the legal guardian can pay via MyCBE / PowerSchool. Non-Legal Guardians are not permitted access to MyCBE / PowerSchool.

Q: A student is temporarily living with a friend of the family as agreed to by the Legal Guardian. The Legal Guardian wants the friend of the family to have access to the student’s attendance and marks. A: The Legal Guardian must complete a Releasing Dependent Student Information from The Calgary Board of Education to Others specifying the information the friend may access through school administration. The friend may not have access to MyCBE / PowerSchool.

Q: A parent has called the school and asked why they no longer have access to their child’s (18 years old) marks online. When told that their child has to complete a Releasing Independent Student Information from The Calgary Board of Education to Others and identify that the parent may have access to MyCBE / PowerSchool, the parent said that their child gives permission. A: The parent is now a non-legal guardian and may not speak for the student or have access to any student information without the written consent of the independent student through the Releasing Independent Student Information from The Calgary Board of Education to Others.

Verbal Requests for Personal Information Sharing Requesters must provide proof of their right to access information, e.g., guardianship orders, photo identification, etc.

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Be aware of who is within hearing distance to prevent anyone overhearing confidential information. Personal information must never be shared over the phone unless verification and safety precautions have taken place first. When a caller requests information, even when they identify themselves as a parent, always take a message then call them back at the contact number in PowerSchool, not at number they give you. Asking for demographic information about the student as verification of a right to access is not sufficient. If the caller is a social worker, police officer, etc., call them back at the main number, not at the number they give. The FOIP Act applies to written formats but extends to verbal disclosure with respect to individual’s privacy. Sharing information about students either verbally or in writing with external agencies or individuals, such as physicians, health providers, lawyers, etc., requires prior parent / legal guardian / independent student consent. There are limited exceptions, such as safety and security situations, which may require notification to Child and Family Services and law enforcement officials.

Programs and services such as COPE and School Based Mental Health have specific consent forms that are compliant with the regulations and protocols.

Contact | School Improvement, Inclusive Education t | 403-817-7607

School District Use of Personal Information The notice School District Use of Personal Information must be provided to all parents on an annual basis and during the registration process. This notice is also included in the student registration form.

School Photographers Schools are welcome to choose a professional photographer to take student photographs; however, the school principal and the photographer must enter into an agreement and FOIP compliance must be in place, including detailed communication with parents.

note | More information regarding school photographers and other privacy issues schools face can be found on the Government of Alberta website.

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Law Enforcement Section 40(1)(q) of the FOIP Act, allow schools to disclose the personal information of students to a law enforcement agency to assist in an investigation. Investigators must provide their name, title badge number and investigation number if applicable.

Schools must document the disclosure of personal information any time it is released without guardian consent. FOIP – Law Enforcement Disclosure has been created for this purpose.

Alberta Health Services Section 7(4) of the Student Record Regulation, Education Act, Alberta Regulation 225/2006 does allow schools to disclose limited include:

immunization; hearing and vision; and speech and dental. Upon request, and proof of identity, schools are required to release contact information to a health official of the AHS for the purpose of communicable disease control. See Student Absenteeism Rate Reporting in Chapter 13 of this handbook for more details.

As per the Alberta Student Record Regulation, personal information that can be disclosed to the school nurse or medical health officer is:

student's name, address, date of birth, sex and school; and name, address and telephone number of the student's parent / legal guardian. The disclosure of the above-noted personal information is a permitted disclosure under Section 40(1)(f) of the FOIP Act.

Immunization Records Schools may not ask parents/guardians to provide the school with immunization records, for example, immunization, hearing, vision, speech and dental programs.

Reference | Agreements with Photographers for School Photographs Alberta Education Student Record Regulation Education Act Freedom of Information and Protection of Privacy Act (FOIP) FOIP – Law Enforcement Disclosure

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Releasing Dependent Student Information from The Calgary Board of Education to Others Releasing Independent Student Information from The Calgary Board of Education to Others School District Use of Personal Information

Contact | FOIP, Legal Services t | 403-817-7899 f | 403-777-8028 e | [email protected]

Requests for Opinion Letters CBE does NOT provide opinion letters. If you are asked to provide one, please contact Legal Services.

Parents may ask for letters to support their claims in divorce/custody matters. CBE does not provide such letters. Staff must remain neutral in domestic disputes.

Contact | School Liaison, Legal Services t | 403-817-7988

Letters for the CRA (formerly Revenue Canada) Schools are often asked to verify student information for Canada Revenue Agency purposes. Schools should NOT complete Third Party Confirmation Letters, which ask for confirmation of personal knowledge that the parents lived at separate residences due to a breakdown in the relationship. Schools are NOT required to provide certified true copies of documents or original documents from the student record.

Parents/Guardians are entitled to copies of any information within the student record, such as the Registration Form, Attendance Record, Custody/Guardianship Order, etc. The parent may share copies of these documents with whomever they choose.

Schools may provide a letter confirming student registration, attendance and primary residence. Below is a letter template schools may use when responding to a request by the parent to verify student information for Revenue Canada. The information provided in the letter should come from the student record and/or SIS. This letter should be given directly to the requesting parent/guardian as CBE is only able to share the student’s personal information directly with the parent/guardian.

Template | Letter | Revenue Canada

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The letter should be prepared by whichever school the student currently attends, as the student record stays with the student. The parent does not require a letter from each school attended. If the student is an independent student, the letter would go to the student not the parent. If the student no longer attends CBE, the family should be directed to Records Management.

The letter should NOT state which parent is the primary caregiver or who has/had day-to- day care of the child. CBE cannot verify who the child goes home with every night or who is responsible for parenting once the student leaves CBE property. If the school is aware the student resides in two places, as often happens in shared guardianship situations, the letter should include both address.

Alternatively, schools may use the CRA Letter in PowerSchool (Reports > CBE Reports – School > CRA Letter). This letter is only as correct as the information in PowerSchool. Ensure you have answered the question ‘Legal Guardians Live Together’ in the ‘Edit Contact for Student’ section under Legal Guardians in PowerSchool. You must enter both parents’ addresses in order for the CRA Letter to include this information.

note | If the legal guardian information is incorrect in PowerSchool it will be incorrect on the letter.

CRA CERB 2019-2020 Schools may also generate a Canadian Revenue Agency letter to support CERB claims based on the March 15, 2020 to June 30, 2020 health order from PowerSchool (Reports > CBE Reports – School > CRA CERB 2019-2020). This report will only list the 2019- 2020 school enrollment information.

note | If the legal guardian information is incorrect in PowerSchool it will be incorrect on the letter.

If you have further questions or concerns, or if you want clarification on an issue you have with respect to opinion letters, please don’t hesitate to contact School Liaison, Legal Services, directly.

Contact | School Liaison, Legal Services t | 403-817-7988

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Children’s Services, Child Welfare Reporting and Investigations Social workers with Children’s Services (CS) may arrive at the school to interview students and/or staff. They should always have photo identification. Social workers may request to review information in student record for investigation purposes. Requests for copies of any documents from the Official Student Record (OSR) should be in writing.

Schools are required to know the Child Abuse and Domestic Violence Protocol and AR 6016 | Child Abuse.

References | AR 6016 | Child Abuse Child Abuse and Domestic Violence Protocol Contact | School Liaison, Legal Services t | 403-817-7988

Domestic Violence The women’s shelter liaison specialists provide educational information and advocacy to support the continuity of learning for children living in a women’s shelter. The specialists help to evaluate risk factors and provides safety planning for mothers, children, and schools. In addition, support is provided to help teachers understand the impact of trauma on learning. Be familiar with the Child Abuse and Domestic Violence Protocol and for family resources see the Community Resource Guide.

References | AR 6016 | Child Abuse Child Abuse and Domestic Violence Protocol Community Resource Guide Women’s Shelters

Contact | Women’s Shelter Specialists t | 403-710-8501 t | 403-461-7529

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Subpoena / Notice to Attend Anyone who receives a Subpoena or Notice to Attend must attend at court on the date indicated. A copy of the document(s) should be provided to Legal Services.

Contact Legal Services prior to the scheduled court date for additional support.

Bring any documents/records requested in the Subpoena / Notice to Attend. The judge may ask for and receive copies of material from the student record.

Contact | School Liaison, Legal Services t | 403-817-7988

Changes/Deletions/Omissions to CBE Forms CBE forms may not be altered in any way and should always be completed in their entirety. Ensure the individual completing the form has the legal authority to do so. If you believe changes are required on any of the forms in this chapter, please contact us to make a request.

Student Record Regulation Below are key excerpts from the Student Record Regulation regarding what information should be kept in the Official Student Record and who has access to that information. A link to the entire regulation is available under Resources on Legal Services. Reference | AR 6024 | Student Records Legal Services

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Information Included in Student Record Section 2(1) The student record of a student must contain all information affecting the decisions made about the education of the student that is collected or maintained by a board, regardless of the manner in which it is maintained or stored, including:

the name of the student’s parent; the addresses, email addresses, and telephone numbers of the student and of the student’s parents; a copy of any separation agreement or court order referred to in Section 23(2)(c) of the Act; and the board of which the student is a resident student.

Access to Student Record A board shall ensure that a student, the student’s parent and any other person who has access to the student under a separation agreement or an order of a court are informed of their entitlement under Section 23 of the Act to review the Official Student Record (OSR) of that student.

Parents may review the student record. The request must be in writing and all records examined by the school prior to parent / legal guardian / independent student access, to ensure nothing is in the OSR that should not be there. The parent / legal guardian / independent student may request copies of any document within the student record.

Lawyers representing families involved in motor vehicle accidents may request a copy of a student record. This is fairly common. Ensure the parent / legal guardian / independent student has provided written consent (Releasing Dependent Student Information from The Calgary Board of Education to Others, Release of Independent Student Information from The Calgary Board of Education to Others or a Release form provided by the lawyer). Once you have made a copy of the record, contact the law firm to send a courier for pick up. CBE does not charge a fee to do this.

note | If the Release form has been signed by someone other than a legal guardian identified in the OSR, please contact Legal Services before releasing any information.

CBE should never review or retain any copies of the following documents:

assessments relating to custody issues (not educational assessments); affidavits; minutes (from meetings regarding mediation, settlement, etc.);

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court transcripts; or personal communication between parents (emails, letters, etc.).

note | Some separation orders are called Minutes of Settlement and are legal documents, to be treated as any other court order.

Independent Student The Education Act defines an independent student as a student who is: a) 18 years of age or older, or b) 16 years of age or older and i. living independently as determined by a board in accordance with section 6 of the Education Act, or ii. is party to an agreement under section 57.2 of the Child, Youth and Family Enhancement Act

Once a student becomes an Independent Student they have all the rights, powers and benefits and be subject to obligations as set out in the Education Act.

Independent students may elect to provide written consent to share access to information with their parent/guardian(s). This is done by having the independent student complete the Release of Independent Student Information from The Calgary Board of Education to Others. This form allows the school to continue to share student information with the parent/guardian on matters such as report cards, attendance records, field trip details, suspension matters, course options, etc. should the independent student wish for the school to do so.

References | AR 6000 | Independent Student Education Act Freedom of Information and Protection of Privacy Act (FOIP Act) Release of Independent Student Information from The Calgary Board of Education to Others

Contact | School Liaison, Legal Services t | 403-817-7988 FOIP Coordinator, Legal Services t | 403-817-7989 Policy Coordinator, Legal Services t | 403-817-7976

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Contact | Area offices

No Trespass Warnings and Notices Schools should be aware that a memo regarding the processes involved in serving No Trespass Warnings and No Trespass Notices can be found in Insite. A template for No Trespass Warnings has also been created. All schools should be using this template on a move-forward basis when dealing with non-registered students.

note | No Trespass Notices must be issued through Legal Services. References | Legal Services No Trespass Warnings and No Trespass Notices Memo No Trespass Warnings Template Contact | School Liaison, Legal Services t | 403-817-7988

Legal Services Resources on Insite Schools and area offices deal with many complex legal and privacy issues on a daily basis. Legal Services offers pro-active training and support to schools, through on-line materials. As well, training sessions can be provided to your school and/or area offices. Schools can contact Legal Services directly to discuss specific matters on a one-on-one basis.”

Contracting with Service Providers Contracting Resources Schools wanting to contract with service providers can obtain information and forms in Insite for On-Site Activities or Off-Site Activities.

There is a Service Provider Decision Grid for Schools, On-Site to assist schools in determining the contracting requirements for various types of service providers.

Schools should always use CBE Short Form Services Agreement for On-Site Activities or the Service Request form for Master Agreements or other agreement prescribed by CBE Legal Services to contract with service providers. Schools should not sign contracts or other legal documents such as supplier’s forms of contract, waivers, releases or consent forms without first having them reviewed by Legal Services.

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Resources Service Provider Decision Grid for Schools, On-Site On-Site Activities Off-Site Activities

Contact | Legal Services t | 403-817-7990

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Chapter 6 - Communication and Engagement Services

Quick reference . What we do

. Community engagement

. Brand management - visual identity standards

. Sharing your news and information

. Working with news media

. Permission required to feature students and their work (FOIP forms)

. Protocol for Elected Official, Dignitary and Indigenous Elder Involvement at CBE Events

. Websites

. School councils

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What We Do We support schools and service units in:

Leading system community engagement initiatives and supporting school and service unit-based community engagement using the Dialogue Framework Brand management – visual identity standards Sharing CBE stories, news and information about the work we do through digital, print and multimedia channels Using and maintaining communication tools including school websites, SchoolMessenger, School Profile Manager, YouTube and more Working with the news media and providing crisis communications and issue management support Communications and event planning Building and maintaining stakeholder relations (internally with employees and externally with parents, school councils and the larger community) There are a number of communication and engagement channels we use, including but not limited to:

Websites (school and CBE) SchoolMessenger Insite, Link Online Social media / Corporate CBE Twitter account Video EventBrite Photography Online surveys Printed materials Poll Everywhere Advertising Slido Signage

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Dialogue – Our Commitment to Community Engagement At CBE we are committed to providing people with opportunities to be heard and to participate in decisions that affect them. As a group, CBE employees have a dual role in community engagement. Employees may lead engagement activities, and are also an important stakeholder group with valuable perspectives to share.

Engagement can be big or small, system-wide or school-specific. Shared learning, best practices and established tools can help make community engagement activities consistent and effective regardless of their size and scope. That is why CBE has developed an engagement framework called Dialogue.

Our Dialogue Framework helps ensure we have a consistent approach and process to engage our communities when it really matters. The framework:

Helps employees determine when and how to engage, and who to engage, Provides guidance on how people can participate in decision-making, Defines roles and responsibilities, Establishes best practices to be applied across our school system, Follows international standards for effective community engagement, and Helps us make the best decisions for students together.

In addition to the framework, we develop toolkits with templates, tips and resources that support you in your community engagement work:

Dialogue Toolkit for Engagement School Development Plan Engagement Plan and Toolkit School Budget and School Fees Toolkit High School Engagement Toolkit

We also design and deliver leadership development opportunities related to community and employee engagement. Sessions to-date have included:

Discover Dialogue, a session and online game that leads you through the engagement planning process using an authentic school-based scenario. Dialogue for People Leaders, a two-hour session that applies the principles of community engagement to employee engagement

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The Community Engagement team leads system-wide engagements such as transportation, impacted schools and math. We are also here to support you in your community engagement work. If you have identified a potential need to engage your community, the first step is to complete an assessment worksheet to help define the type and scope of the engagement. Contact us if you have any questions. Together, we can engage our communities and build strong relationships.

Brand Management – Visual Identity Standards CBE has a brand. Our brand is the sum of what everyone thinks of us. It gives weight to individual schools as part of a larger system, and helps people to connect our shared values and priorities to the work of each school.

Our Visual Identity Standards (VIS) help us deliver our messages consistently, efficiently and effectively. We have developed some quick reference materials and information you may find useful: CBE Logo Usage Standards for Schools Schools & CBE Logos Templates & Letterhead Template Library Tabs & Graphics Library

note | The VIS are not suggestions. They are CBE standards for all documents. Schools and Service Units are expected to follow the VIS. Please ensure that whenever CBE logos are used, especially with outside partners, that the current logo is used.

Share a Story There are a variety of opportunities to feature your events and initiatives, including:

Public Website Social Media Insite News Features Link Online | Newsletter for CBE Employees Sharing Stories With News Media Inviting Media To Events

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On the Share a Story page in Insite you will find:

Tips for creating your story Story Submission guidelines Submit a Story – button which links the submission form Student images (photo or video) in your story must have the Consent for CBE Use of Student Information signed by their parent/guardian.

Social Media Protocols Many of our schools, service units and staff are using social media. This can be an effective means to communicate with their families and stakeholders, provided it is done in a coordinated, respectful and professional manner. Communication and Engagement Services has created the easy to use, social media protocols and guiding principles for teachers and staff to ensure the proper use of social media. These provide further direction for AR 1067 | Use of Social Media.

CBE Social Media Protocols: Resources and guidelines to support schools and service units in the use of social media.

The protocol document outlines the requirements and expectations for creating a social media account on behalf of CBE and covers topics such as privacy, branding, accountability, content as well as maintenance and monitoring responsibilities.

The protocol document also includes a number of supporting materials to assist staff in creating a CBE social media account. All CBE staff looking to create or who currently have a social media account that they use to communicate on behalf of CBE should familiarize themselves with the protocol document. Staff must ensure they are adhering to it effectively communicate the work of our schools and our system.

Media Relations Protocols The work of CBE is public by nature. The public, and therefore, the media, are interested in the work that we do. News stories about our schools, students, staff and system impact CBE’s reputation both positively and negatively.

An effective media relations strategy is part of our overall communications strategy. Each media request is an opportunity to share and highlight the work that we do, build our reputation as leaders in education and reinforce our critical role in our communities and society.

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The CBE Media Relations Protocols for Schools provides guidance to schools to ensure best practices and guidelines are followed when working with media, while ensuring that:

Staff have a clear understanding of the requirements and expectations for responding to requests from media and inviting media to the school. There is an understanding of the approval process for media requests, spokespeople and messages. There is an understanding of the requirements related to protecting student privacy. Staff understand the media relations process in the event of an emergency. Staff understand where they can go for support when working with media.

Please review the protocol document for information about working with the media, what to do when the media contacts you, checklists and information about inviting media to your school.

Reference | Media Relations Protocols for Schools

Contact | Media Relations t | 403-819-2317

Permission Required to Feature Students and Their Work To comply with Freedom of Information and Protection of Privacy (FOIP) legislation, principals are responsible for acquiring parent consent prior to student information posted publicly or permitting students to be photographed, videotaped, interviewed or profiled in a public way by news media, external organizations or by CBE and its schools.

The required notification and consent forms are:

Parent Use: School District Use of Personal Information Consent for CBE Use of Student Information Consent for Use of Student Information by News Media and Outside Groups (Third Party)

note | For more information please see AR 1064 | Public Sharing of Student Information.

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Public events Principals can decide to invite spectators, including parents or media, to certain school events. Once parents or other members of the public are invited (other than as volunteers within the school), the event becomes a public event. At public events, anyone in attendance may take photographs without first obtaining consent. Text from FOIP FAQs for School Jurisdictions Contact | FOIP Coordinator, Legal Services | 403-817-7989

School District Use of Personal Information Purpose This notifies parents of how CBE uses the personal information of students and parents, without consent, in providing educational services. This form is for information only and does not require a signature. Review the Digital Citizenship Privacy insite page for further information regarding student personal information when using technology.

Application This notice to parents / legal guardians must be provided as part of the student registration process. The School District use of Personal Information form is for information only and does not require a signature. Send to parents at the beginning of each school year with the Consent for CBE Use of Student Information and Consent for Use of Student Information by News Media and Outside Groups (Third Party)

Consent for CBE Use of Student Information Purpose This form is used to obtain consent for CBE to feature students and their work in a public way. This includes posting student images, names, work, etc. on school/CBE websites and other examples provided on the form.

What student information can be shared This consent allows for sharing of students’ images/ video and for their first name, last initial, grade and school to be used in educational activities.

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Application This form asks parents, legal guardians, or independent students to give broad consent to a student’s information in educational activities (i.e., image, photograph, names etc.) and /or work to be showcased through the year. This form needs to be sent home with each student at the beginning of the school year along with the School District use of Personal Information and Consent for Use of Student Information by News Media and Outside Groups (Third Party) The consent is applicable for the current school year only. No signed consent form means no consent. Parents and independent students may withdraw their consent by notifying the school principal in writing at any time.

Consent for Use of Student Information by News Media and Outside Groups (Third Party) Purpose To obtain consent for outside news media or other external persons or organizations to photograph, videotape, interview or profile a student or staff member in a public way.

What student information can be shared This covers the use of students’ images, full names, etc. by third party organizations and allows students to be interviewed by media organizations.

Application The form needs to be signed by the parent/guardian/independent student and returned to the school before any photographing, videotaping, interviewing or profiling by any third party organization can occur. This form needs to be sent home with each student at the beginning of the school year along with the School District Use of Personal Information and Consent for CBE Use of Student Information form. The consent is applicable for the current school year only. No signed consent form means no consent. Parents and independent students may withdraw their consent by notifying the school principal in writing at any time.

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Protocol for Elected Official, Dignitary and Indigenous Elder Involvement at CBE Events Schools often hold special events. The Protocol for Dignitary Involvement at CBE Events provides information about how to invite various dignitaries including Elders, trustees, superintendents and elected officials. The protocol addresses issues such as recognition, greetings and speaking order.

Refer to the Protocol for Elected Official, Dignitary and Indigenous Elder Involvement at CBE Events and the Trustee / Superintendent Participation Request.

This can also be found by searching “dignitary protocol” in Insite. Contact | Communication & Engagement Services e | [email protected] Media Relations e | [email protected] Indigenous Education e | [email protected]

Election Protocol Schools may be approached by candidates who want to distribute campaign materials, meet with your staff or put a sign on or near school property. Schools may also be asked by other organizations to share information that is political in nature. In addition, many schools are asked to serve as polling stations. The election protocol provides guidelines to help you understand what to do in these situations.

Websites Communication and Engagement Services supports CBE corporate website, Insite, Technical Support for Students & Parents, school websites and other educational partner sites.

For more information on any of these sites: Contact | Manager, Digital Communications t | 403-817-7913 e | [email protected]

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School Websites Every school has its own website that must comply with CBE Visual Identity Standards and reside on CBE school server.

Information for school web admins and decision-makers can be found in Insite in the School Websites section.

Online training for website editors is in Insite.

Corporate Website cbe.ab.ca Communications and Engagement Services oversees content development in collaboration with content owners from service units and schools.

If you would like to post a story on CBE website, visit Share a Story for more information on how to do that.

Insite Insite is our internal website (intranet). It is the home for our information and tools accessible to employees only.

You can find it at https://insite.cbe.ab.ca/Pages/default.aspx and you can access it from your CBE or home computer as well as your mobile device.

If you have any questions about the information on a page, contact the Content Owner listed at the bottom of the web page.

My Sites My Sites were a part of SharePoint 2010 and are no longer used at the CBE. They’ve been replaced by the following applications:

CBE OneDrive is a place for your working documents, research and media files. CBE OneDrive for Business provides up to 1 TB storage space that is as much as a thousand times larger than a typical memory stick. Your data can be accessed anywhere yet it helps ensures that our information is kept secure and private. It's a personal repository

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for your work at the CBE. Your OneDrive for Business library is intended to store any files that you need for day to day work. Working documents, stuff you want to work on at home, meeting notes, lesson plans, reports, notebooks, music, videos, and all those in- progress files on your desktop are some examples.

Delve is the new location for your profile information. To access your Office profile, click on your name in the top right of the Insite or Microsoft 365 menu bar and select My Office profile from the drop-down. Your profile will display. Edit your photo, contact details, biography or post a blog. Ensure biographies only include information about your current work. Your information is stored in Microsoft Delve and appears in the employee people search in Insite.

Team Sites (replaces Lite Sites) Team Sites are secure websites that allow you to work collaboratively with a select group of your CBE peers, from almost any device with internet access. Team Sites are a replacement for Lite Sites, which are no longer supported.

Team Sites include a lot of storage space, allow you to edit documents simultaneously or work together in Notebook, work with Office 365 applications, have calendars that can integrated with your Outlook calendar and are widely supported.

Learn when to use Team Sites, find Team Site tips and instructions on how to create one, by searching for “Team Sites” in Insite.

SchoolMessenger SchoolMessenger is CBE’s mass communication tool. It is used to send group messages to parents quickly and consistently, and allows you to target the distribution list by class, grade and other criteria.

The principal determines who has access to SchoolMessenger at the school. Access levels include Super-Users who can send messages to all the school’s parents and Teacher-Level users who can send to a more limited list. Staff in the Communication and Engagement Services department is able to send messages to all parents across CBE when necessary.

For information, resources and contacts please visit the SchoolMessenger section in Insite.

All group/mass messaging sent by the school to parents should be sent through SchoolMessenger, for both office staff and teachers. For specific correspondence related

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to individual students or including private student information, do not use SchoolMessenger: use individual emails through Outlook or phone calls.

note | Due to Canada’s Anti-Spam Legislation (CASL), all commercial electronic messages (emails or text messages on topics such as picture days, student fees and bake sales) must be sent through SchoolMessenger, and will only go to parents who have subscribed. In addition, parents must opt-in if they want to be able to receive text messages.

For details, go to CASL and Subscribing & Opting-In.

School Councils

Meetings School council and parent fundraising society meetings and activities will need to follow government COVID guidance next year. However, we are anticipating a “near normal” school year. Having said that, you may want to start the school year with virtual meetings and get a sense from the School Council how they wish to conduct their meetings (in- person, virtual, mix of both). Survey feedback from those who attend COSC (Council of School Council meetings) have indicated a preference for virtual meetings.

For virtual meetings, the CBE is requiring school councils use Microsoft Teams for online meetings and not other online platforms such as Zoom due to privacy and security concerns. While many school use Google Meets, this platform should only be used exclusively for student learning activities. The online Microsoft Teams School Council meetings must be set up by the school principal or other CBE employee. Guidelines for School Council meetings can be found on the CBE website. Additional information about how to set-up these meetings is available on Insite.

There are limitations with meeting virtually and all participants should understand that confidentiality and privacy cannot be assured during online meetings. These meetings should not be recorded and posted online. Minutes from the meeting should be kept and posted on the school website, as is our usual practice.

Depending on the COVID restrictions in place throughout the year, in-person meetings or fundraising events would need to align with the AHS restrictions for social gatherings, as well as all safety protocols outlined by Alberta Health and the CBE.

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On-Site & Off-Site Activities In-person visitors and volunteers will not be allowed in CBE schools at this time. This includes parents, guest speakers, sports-team coaches and artists in residence. We appreciate the valuable lessons that local service providers' programs bring to our students, however only programs and services that are critical to student learning or well- being will be permitted in schools at this time. We hope to ease restrictions once it is safe to do so. Schools are able to consider virtual learning opportunities, if available.

Visit Off-Site Activities for the latest information regarding provincial and CBE guidelines for field trips. Virtual field trips and trips which would use walking as the sole method of transportation are able to proceed as long as schools are able to ensure that the Government of Alberta guidelines and protocols for physical distancing, eating, equipment sharing, and hand washing can be adhered to.

Purchasing Items for Schools School Councils/Parent Societies may provide funds to schools to purchase COVID-19 related supplies and materials provided:

AR 7001 | Purchase of Goods and Services and AR 7004 | School Generated Funds, are followed Purchases are made from approved suppliers Purchases are made from the “approved for purchase” list where applicable No engineering control items are purchased (HVAC, plexi-glass shields, room/ desk dividers etc.)

Resources | Alberta School Councils’ Association (ASCA) Videos Other ASCA Online Resources CBE Social Media Guidelines for School Councils

CBE School Council Handbook For information about how school councils operate at CBE, please see CBE School Council Handbook. In the handbook, you will find information on roles and responsibilities, useful checklists, templates and more.

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Council of School Councils (COSC) Communications works closely with the Board of Trustees and Administration in hosting COSC meetings throughout the year. These meetings provide an opportunity for CBE school councils across the system to come together and discuss topics, share ideas and explore ways to work better together.

Alberta School Councils’ Association (ASCA) Memberships The Board of Trustees pays the cost for CBE school councils to become ASCA members. ASCA provides valuable services and support to school councils in Alberta.

Sharing School Council Contact Information All school council members on our circulation list receive the Key Communiqué e- newsletter twice a month. As school council members change from year to year, Communications is grateful for the support of principals in sharing contact information for their school council chair and key communicator/alternate contact to add to our circulation list.

Reference | AR 5001 | School Councils and School/Parent Societies CBE School Council Handbook School Councils (CBE website)

Alberta Education information on school councils: Alberta School Council Resource Manual What is a school council?

Contact | Communication and Engagement Services t | 403-817-7986 e | [email protected] e | [email protected]

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Chapter 7 – Corporate Risk Management

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Corporate Risk Management Risk management is the process of planning, organizing, leading, identifying hazards and controlling activities in order to mitigate adverse effects of accidental loss or injury.

The type of risk management issues we handle include:

Student safety Liability issues On-Site activities (Prohibited and restricted) Master agreements (see list of On-Site Service Providers with Master Agreements) On-Site Services Agreement (short form) and its guide Travel Insurance Policy for all School “B”, “C” and “D” Trips Accident & claims (all injury claims other than WCB), property losses, school owned buses) Review of contracts and agreements International business travel authorisation application Certificates of Insurance Personal Vehicle Driver Agreements and abstracts (staff and volunteers) School Councils, Parent Groups and Societies

note | Approved carriers for Off-Site Activities are now managed by Transportation services in collaboration with Off-Site Activities and Corporate Risk Management. Please see this link: Off-Site Transportation.

Insurance and the Education Act In keeping with the requirements of the Education Act, The Calgary Board of Education keeps in force policies of insurance that meet or exceed those requirements for the purpose of indemnifying or paying, on behalf of the Board, its trustees and employees, and school councils in respect of claims from third parties. School Council members are covered by CBE’s liability insurance policy while they are acting as advisors to the principal. They are not covered for fundraising activities.

We also arrange for the maintenance of appropriate insurance policies, and handle all insurance accidents/incidents, e.g., students, teaching staff (non-WCB), visitor injuries, fires, floods, etc.

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CBE purchases insurance to protect assets purchased with CBE funds. CBE’s insurance does not cover staff or student property. Staff, students and visitors park in CBE parking lots at their own risk. Students and staff bring their property to school or work at their own risk.

Procedures for Reporting Accidents/Incidents Staff, contractors and volunteer injuries are reported through Public School Works. Student, visitor and parent injuries are reported through RISC.

Damage to CBE property: Accident / Incident Report | Property Damage Motor Vehicle Accident (CBE owned vehicles only)

Vandalism/Third Party Damage When a party commits damage to a building or other property in CBE, the party is charged for the cost of repairing the damage. This includes accidental damages, such as when they drive into a fence. The Facility Operator or Facility Team Lead creates a work order to repair the damage. The school informs Facilities & Environmental Services (FES) Finance Services (Alissa Huybers) of the incident and who was at fault (including their billing information). Once the repairs are complete, FES Finance Services will create a “Directive to Invoice” to charge the party.

Student/Teacher Accident Insurance Information CBE maintains an Accident Insurance Policy for all CBE students including those participating in Work Experience and Registered Apprenticeship Programs. For a summary of the coverage provided by this policy refer to Coverage Summary.

Coverage under this policy is for medical and dental expenses incurred as a direct result of an accident including accidental death and dismemberment. Ambulance costs are also covered by this insurance whether the need arises as a result of an accident or a health concern. If another insurance policy is also applicable (e.g., parent’s supplemental health insurance), the other policy responds first to the claim.

The above insurance policy is also extended to cover teachers who are NOT protected under the Workers’ Compensation Plan and to Lunchroom Supervisors who are not eligible for SunLife benefits.

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This coverage is in effect:

during school hours; during approved and supervised school activities which may go beyond regular school hours (including weekends); and while in transit between home and school and vice versa (students only). Parents, legal guardians, students or teachers wishing to file a claim under this insurance policy, should complete Blanket Student Accident Insurance Standard Claim (incl. teachers).

Prohibited Activities or Equipment The Prohibited activities and equipment include, but are not limited to the following, and are not permitted on CBE properties or for off-site activities: Activities using firearms, including winter biathlon Aerial gymnastics, pyramid building/weight bearing activities American gladiator style events All-Terrain Vehicles Auto stunting/racing Axe throwing Bicycle motocross (BMX) Boxing, kick boxing, or any martial arts with full contact blows or kicks (except Non Contact) Bungee jumping Caving (spelunking) Demolition derbies Downhill Mountain Biking (lift accessed) Drag racing or go-carting Drones/Unmanned Aerial Vehicles (UAVs) – Use, purchase or build Dunk tanks Extreme sports Fencing Activities involving firearms including winter biathlon Galaxyland (West Edmonton Mall) Hang Gliding, paragliding, parachuting, sky-diving Horse Jumping Hot air balloon rides (tethered and non-tethered) Ice Climbing Mechanical bull riding or simulated mechanical rodeo events Motorcycling of any nature on school grounds Motorized watercraft operation and racing Mountain scrambling and technical mountaineering Open water swimming

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Overnight activities including, but not limited to sleep-overs, or any other activities after 11 p.m. (on-site) Paintball, laser tag games or war games Parkour Portable climbing walls and high rope courses Performances and activities involving open flames except for smudging and use of camp stoves which are restricted activities Pyrotechnics Rodeos Rocketry EXCEPT for bottle rocketry which is a restricted activity SCUBA diving Single strand lanyards (i.e. cannot be released if caught on something) Skateboarding Snowblading, Ski boarding or mini skiing Snowmobiling Surfing Temporary inflatable structures (e.g., bouncers and obstacle courses) Tobogganing, tubing, crazy carpet, bobsledding and sledding Trampolines Water skiing Wilderness solos Wilderness unaccompanied, independent or unsupervised travel Wind surfing Zip lines In addition to the above list of activities, schools are not permitted to service tires mounted on split rims.

Air Quality Restrictions for Outdoor Activities Air Quality Health Index (AQHI) is defined and measured by Environment Canada. Below are the recommended restrictions for outdoor activities related to air quality:

AQHI Risk Response (see notes below the table) 1-3 Low heath risk Continue as normal Consider restricting levels of activities. Reduce the intensity and duration of any strenuous activities. Provide resting 4-6 Moderate health risk periods. Consider indoor recess for students with health issues that maybe impacted by air quality. Reduce or reschedule strenuous activities outdoors. Consider 7-10 High health risk indoor recess and lunch supervision for all students. Above Avoid strenuous activities outdoors. Consider indoor recess Very high health risk 10 and lunch supervision for all students.

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note | Air quality may vary from community to community within Calgary. Principals should make decisions based on local conditions.

The following link provides detailed measurements for air quality in Alberta, and is updated hourly: http://airquality.alberta.ca/map/

On-Site Restricted Activities Restricted on-site activities include, but are not limited to the following and are permitted only by following the recommended guidelines – if you require additional information contact Corporate Risk Management:

Archery (follow guidelines - Indoors Archery Activity) Bottle rocketry (follow guidelines – Bottle Rocket) Bumper balls (follow guidelines – Bumper balls) Camp Stoves (follow guidelines - Camp Stoves) Climbing walls (follow guidelines - CBE Climbing Walls) Ice skating (follow guidelines - Ice Skating) Mini-trampolines (Therapeutic Indoor Use Only) (follow guidelines – Mini- trampolines) Rollerblading (permitted only during group instruction with a Service Provider) Scooter boards (permitted only during group instruction) Scooters (permitted only during group instruction with a Service Provider) Smudging (follow guidelines - Smudging)

All of this information can be found at: Prohibited / Restricted On-Site Activities & Equipment in Insite.

note | For all permitted and restricted activities, where CBE guidelines are not available, the teacher should, at a minimum, adhere to the specific sport requirements as outlined in the most current Safety Guidelines for Physical Activity in Alberta Schools.

Overnight Activities on CBE Property – Guidelines note | These Guidelines are strictly for CBE and not to be shared with any rental groups, parent groups, School Societies or any other third party.

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Principals are to adhere to the following requirements to reduce the risk of injury and potential liability:

An Application for School/Board Sponsored Facility Use must be submitted No sleepovers or billeting is permitted. Overnight activities are strictly prohibited for elementary aged students. No alternative options are available to meet the educational outcomes or results statement specified other than through an over-night activity All overnight activities must be reviewed with the school’s educational director prior to the event. An Onsite Acknowledgement of Risk form is required, along with medical information about the student. No cooking of food on site is permitted during an overnight activity. If food is required it must be catered by an outside party with appropriate attention to food safety. The Area Facility Team Leader, Fire Marshall, Calgary Police Service and CBE Security Monitoring Centre must be notified at least one month before the event. Supervision ratios are the same as required for CBE Off-site Activities, as follows: Grades 7 to 9 is one adult to thirteen (1:13) students Grades 10 to 12 is one adult to fifteen (1:15) students

note | At least 50 per cent of adult supervisors must be CBE employees.

CBE supervisors much be present for the duration of their expected shift (or for the entire activity, as appropriate.) A CBE employee with current first aid must be present at all times. A facility operator must be present. Staffing costs are the responsibility of the school. All external doors are locked at 9 p.m., and not opened until 7 a.m. the following morning, unless in the event of an emergency. This information must be communicated to all parents and participants in advance, so they understand no one will be admitted to the school or allowed to leave during this time. One muster point must provide shelter in the event of inclement weather. Students and adult participants must be advised of muster points, and will be required to sign in and out. In the event of an evacuation, all participants must be accounted for. Volunteers much complete the typical CBE screening process. No access will be allowed to other parts of the school.

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Contact | Corporate Risk Management t | 403-817-7425 Facility Operations t | 403-817-6387

Off-Site Activities Off-site activities are defined as any planned field trips away from the school taken by students, under the supervision of a teacher, to enrich and extend the classroom instructional program, create links between the school and the community and to give students practical application to the ideas and theories that they study.

Principals are responsible to ensure that all teachers conducting off-site activities are familiar with and in compliance with AR 3027 | Off-Site Activities and the procedures outlined in the Off-Site Activities Procedures Manual.

Information, forms, restricted and prohibited activities, current service providers and the updated Off-Site Activities Procedures Manual are in Insite, Off-Site Activities

Under Alberta Education, policy for off-campus activities, Work Experience and Registered Apprenticeship Programs are not considered off-site activities.

Types of Off-Site Activities & Submission Deadlines

Off-Site Activities: Trip Type Matrix OSAC or Off-Site Trip Submission Approval If destination is: coordinator Type Deadline By Review Inside the None, unless one week prior to City of Calgary A principal requested by departure date region principal B1 if using a service provider with a master agreement None, unless (not including one week prior to principal requested by Company of departure date Outside the City Adventurers, principal of Calgary Centre for region, but Outdoor within Alberta Education and Tour Operators) B2 if no service provider or using one month* prior Review by Off- a service provider principal to departure date Site coordinator without a master agreement

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Off-Site Activities: Trip Type Matrix OSAC or Off-Site Trip Submission Approval If destination is: coordinator Type Deadline By Review Outside of three months* Review by Off- school’s Alberta, but C prior to departure Site coordinator & education director within Canada date OSAC** Review by Off- Outside of six months* prior school’s D Site coordinator & Canada to departure date education director OSAC

*The summer months or periods where school is not in session is NOT counted within this time frame.

** For “C” trips, an OSAC meeting is not required if the T-I-C has completed the same off-site activity as a T-I-C at least 2 times within the past 5 years. However, all T-I-Cs must have attended an OSAC meeting within 3 years in order to ensure that they are aware of the most recent Off-Site updates and expectations.

Online Forms All proposals are prepared in the online proposal system, except PLP, ALP and ACCESS field trips.

Trips within Walking Distance CBE no longer requires parents to fill out a consent form for children to go on a class trip that is walking distance from the school and where walking is the sole method of transportation as long as the students will not be participating in a restricted activity as part of the trip. Instead, schools will send a letter outlining local sites and the potential risks for each site, at the start of each school year.

Teachers will be expected to inform parents when they plan to include a trip to a local site (by email, letter, Brightspace by D2L, etc.). We believe that this change will allow teachers to more easily take advantage of places close to the school such as parks or libraries.

Notification to parents for a specific trip should include the following:

Date of trip Time(s) Destination Specific hazards Name(s) of teacher(s) supervising The fact that walking will be the mode of transportation

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Reference | AR 1029 | Operation of Schools AR 3027 | Off-site Activities Off-Site Activities Procedures Manual.

Contact | Off-Site Activities t | 403-817-7241 or t | 403-817-7240

Staff and Volunteers Operating Personal Vehicles Teachers, school staff and volunteers driving their personal vehicles to transport students to school activities must sign a Driver Agreement.

Teachers and school staff are also required to complete a Driver Abstract Consent form to permit the school to obtain a copy of their driver abstract which will let us know if they have any demerit points.

Schools complete and fax to Beddington Registries a Driver Abstract Request form. Only the Driver Abstract Request goes to Beddington Registries. The Driver Agreement, Driver Abstract and the Driver Abstract Consent form are emailed to Corporate Risk Management for review.

Volunteers are required to obtain their own abstracts and provide the school a copy. CBE is not permitted to use the facility we have with Beddington Registries for the abstracts of volunteers.

Anyone having more than 4 demerits is not permitted to drive students.

References | Driver Agreement. Driver Abstract Consent form Driver Abstract Request

Contact | Corporate Risk Management t | 403-817-7407 or t | 403-817-7425 e | [email protected]

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Cold Weather Guidelines Cold Weather Guidelines for On-Site Activities When temperatures reach -20 Celsius or colder including the wind-chill factor, it is recommended that students be kept inside for recess or lunch breaks. The negative 20 Celsius guideline is comparable to other school jurisdictions in Alberta and across Canada.

note | This temperature is provided as a guideline and may be adjusted for the school/activity.

Cold Weather Guidelines for Off-Site Activities When temperatures reach -25 Celsius or colder including the wind-chill factor, it is recommended that any outdoor-based off-site activities be postponed or cancelled.

note | A school may choose to postpone or cancel at a temperature warmer than this number depending on the activity or age of the students.

For off-site activities that involve travel outside of the City of Calgary, travel is not recommended if road conditions are rated as "covered (snow/ice)" on Alberta Transportation's Road Reports Site (https://511.alberta.ca/#:Alerts). For off-site activities that involve travel outside of the City of Calgary, travel is not recommended if a wind warning or snowfall warning is in place. This is not necessarily a no-travel situation. The activity may continue at the discretion of the principal and the Teacher-In-Charge (TIC). Please see the Off-Site Activities Procedures Manual for more information. Off-Site Activities to indoor destinations within the City of Calgary can proceed as long as the school is appropriately addressing the transportation hazards. In extreme cold, it may be more prudent to postpone or cancel. The target number for off-site activities is based on an understanding that students are taught about appropriate layering principles and adequate clothing for handling outdoor activity conditions.

Any temperature outside can be hazardous if students are not dressed for conditions. The Teacher-In-Charge should ensure students are properly dressed for transport to the activities if the worst happens.

Travel is Not Allowed When: a blizzard, blowing snow, dust storm, extreme cold, flash freeze, freezing rain, freezing drizzle, hurricane, rainfall, severe thunderstorm, snow squall, tornado, or winter storm warning has been issued by Environment Canada for areas along the route being travelled or at the destination; OR

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the RCMP has issued a Travel Advisory for any portion of the planned route; OR road conditions are rated as "closed" for any portion of the planned route on Alberta Transportation's Road Reports site. If conditions deteriorate while at your destination and a delay in your return is necessary, the contingency plans outlined in your Off-Site Activity proposal will guide your next steps.

Reference | Alberta Transportation's Road Reports Site AR 1029 | Operation of Schools AR 3027 | Off-site Activities Environment Canada Off-Site Activities Procedures Manual

Contact | Off-Site Activities t | 403-817-7241 or t | 403-817-7240

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Chapter 8 – Corporate Security

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Corporate Security

Corporate Security is responsible for the planning of system-wide and corporate-based security protocols for CBE. Our security team members work with administrators, principals and education directors to help ensure a safe and secure environment for both students and staff.

We collaborate with the Calgary Police Service (CPS), City of Calgary, Alberta Community Crime Prevention Association and other school boards across Alberta.

We can provide guidance and assistance with emergency response planning and training for schools.

The following resources can be found in Insite on the Emergency page:

Protocol | Communication of Unforeseen Events - Schools Major Unforeseen Events Protocol School Emergency Preparedness and Response Guide School Emergency Preparedness and Response Guide – ppt presentation Visitor Safety Protocols for Schools Lockdown | Minimizing the Risk - video Preventing School Violence - Calgary Police Service Crime Prevention in the Workplace

Domestic Violence Manual Personal Crime Prevention Manual

Contact | Manager, Corporate Risk and Security t | 403-817-7425

Facility Security Services

Facility Security Services can make recommendations for improving the security of CBE sites which may include:

Camera systems - fixed and portable Anti-loitering devices Window screens and films Security lighting

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Security systems Electronic door access (EDA) installation and design.

Lost or stolen cards and keys must be reported to the Security Monitoring Center immediately at 403-214-1131.

For new Access/ID Cards or issues, please see Access/ID Card Guidelines and Forms.

Contact | Locksmith Foreman t | 407-817-6348 Security Monitoring Centre t | 403-214-1131

Security Monitoring Centre (SMC)

The SMC is responsible for the monitoring of fire alarms, burglar and environmental alarm systems, remote video, elevator phones, key management and control.

Contact | Security Monitoring Centre t | 403-214-1131 Supervisor, Facility Security Services t | 403-817-6388

Volunteers

Volunteer Registration In order to ensure the security and safety of our staff and students, all volunteers need to be registered. The Annual Volunteer Registration Form is valid for the current school year only. This form must be completed by all volunteers every school year.

Principals are strongly encouraged to supplement their screening methods by conducting interviews and/or reference checks to determine the suitability of volunteers.

By completing the form, the volunteer agrees to abide by the conditions that protect the safety, confidentiality and working environment of schools. The volunteer also makes a signed declaration with regard to criminal charges. These forms stay on file at the school during the current school year.

note | Applicants are not able to volunteer until their Police Information Check (PIC) has been cleared.

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Reference | AR 5003 | Volunteers

Contact | Corporate Security Coordinator t | 403-817-6198

Who is a Volunteer? Volunteers are people who assist schools and/or students in either curricular or extracurricular activities in accordance with AR 5003 | Volunteers. Volunteers are placed in positions of trust with students, staff and CBE property. Therefore, reasonable background checks must be completed prior to utilizing the services of volunteers.

In CBE, volunteers require a valid PIC, including a Vulnerable Sector Check. This is applicable to: All adults, 18 years & older, no matter their occupation or place of employment All former CBE employees All volunteer drivers, is anyone driving students without payment for that service.

Who is Not a Volunteer? Visitors to the school or parents assisting their own child in the school Parent school council members serving in their roles Artists, performers, instructors, presenters in schools who have completed On-Site Service Agreements CBE students volunteering at their own school do not require a PIC but they must be directly supervised by school staff at all times High school students volunteering off-site, such as at a camp, are managed through Work Experience and are not considered to be volunteers; contact Off- Campus Education for further information regarding this program Student Pages.

Volunteer Security Check Process note | Volunteer applicants will need to process their PIC within 90 days of completing their Annual Volunteer Registration. Failure to do so will require the volunteer applicant to reapply.

PICs are valid for five years from date of issue. Applicants must have lived in Canada for at least a year and be a resident of Calgary with a Calgary address in order to use the ePIC system.

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Volunteers who reside outside Calgary must obtain a PIC, including a Vulnerable Sector Check, from the RCMP or police agency in the jurisdiction where they live. Fax to Corporate Security at 403-294-8356. This will be reviewed and added to your school’s data base. CPS will send the PIC directly to the applicant if they applied at a district office. Your school’s database will be updated automatically if the proper procedure is followed online. Schools should check the Volunteers page for updated information, including the FAQs and login access to CBE Volunteer Security Process Website. For more details, please review CBE Electronic Police Information Check (ePIC) - System Guide.

Search Volunteer Access CBE Volunteer Security Clearance Process Website on the Volunteers page. Click on “Search Volunteer” tab to see if a new volunteer is already in the system. You will need one piece of photo identification from the applicant to confirm their identity. Enter the information required from the ID and then click on Search. If the volunteer is already in the system, it will indicate that the volunteer has a valid PIC. If so, click on “detail.” On the display screen, you will see the information entered for the volunteer. You can now add them to your school in one easy step by clicking on “add to your school” at the top of the page.

note | If no match is found for the applicant’s full name you entered, try a search without entering the middle name.

Renewal of Volunteers Schools are responsible for entering and updating their volunteer data base. Only principals can update a cleared PIC and fax to Corporate Security.

Volunteers can be renewed up to three months prior to the expiry date. Once a volunteer check is within the three-month period prior to expiry a “renewal” button will appear on the volunteer’s detail screen. The “renewal” button can only be used once. Do not hit this button unless you intend to finish the application. Enter as usual and print off the e-PIC letter for the applicant.

note | The “sex” field automatically defaults to male gender.

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Volunteer Not Cleared – “Must Attend” If a volunteer is not cleared by CPS, they will notify the applicant directly. Once the applicant has received their PIC from CPS, the applicant will bring this to the school. If there is no criminal history or indicators of Finger Print Services, the principal can change their status to “cleared.” If the applicant provides a PIC with criminal history, please fax it to Corporate Security at 403-294-8356. It will be reviewed and the status changed.

Contact | Corporate Security coordinator t | 403-817-6198 f | 403-294-8356

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Chapter 9 – Safety Advisory Services

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Duty of Care & Safety ‘Duty of Care’ requires consideration of the consequences of acts and omissions and to ensure that those acts and/or omissions do no create a foreseeable risk of injury to any other person.

‘Standard of Care’ is related to knowledge, training and experience. The expected standard for a novice would be low. An adequately trained and experienced person would be expected to meet a higher standard.

Due diligence refers to ensuring a standard of safety at the highest practicable level for all people at a worksite. Every employer shall ensure, as far as it is reasonably practicable for the employer to do so, that the health and safety of all persons will be protected. Employees have a similar duty both to themselves, to other persons at the worksite and to anyone to which they are directing work toward. Being duly diligent means:

that you know your duties under the law and have taken all reasonable steps to protect everyone in your workplace; that you have identified hazards in the workplace and have taken active steps to reduce the hazard and prevent accidents/injuries arising from those hazards; and that you have communicated the steps to all who may encounter the hazard and have verified the communication was understood. An administrator or supervisor or employee cannot guarantee the safety of others, but they are expected to ensure that they have the required knowledge & ability to act reasonably in instances where their actions or omissions may have an adverse effect on safety.

Reference |

CBE Occupational Health and Safety Manual Due Diligence, Workplace Health and Safety Bulletin, Ll015 – Legislation Leaders Safety Framework Occupational Health and Safety School Kit for Alberta School Authorities K-12 Safe Work Practice (SWP) A-6 – Alberta OHS Enforcement and Ticketing School Based Safety Resource Guide

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CBE Health and Safety Management System A health and safety management system is a process put in place by an employer to minimize the risk of injury and illness.

This is made possible by identifying, assessing and controlling risks to workers in all workplace operations. Successful implementation of this process requires a commitment to the system by all, effective allocation of resources and a high level of employee participation.

The following elements are the eight basic components of CBE Health and Safety Management System and are very much interdependent.

Safety Station Leadership and administration, where a safety commitment to all staff, students, contractors and the general public is outlined and demonstrated Hazard identification and assessment of jobs and at the school Controlling hazards of the job and at the school Inspection of facilities and equipment Staff safety orientation and training; (SWP A-5-2 Health and Safety training) Emergency response preparedness Incident reporting and investigation Safety system administration and communication of the health and safety system

Safety Audits and School Reporting CBE participates in the Alberta Partnerships program and conducts regular evaluations of the health and safety system through an approved auditing tool.

Schools and non-school based work groups are to submit an annual report on the status of the safety programs. This report Occupational Health and Safety Annual Summary Report to Safety Advisory Services and education directors using Occupational Health and Safety Annual Summary Report | School Version ; these reports are due June 30.

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Health & Safety Leadership & Administration There are a number of administrative regulations, safe work practices (SWP) and health and safety guidance documents that support CBE health and safety system and risk management efforts. This summary and the following sections provide background information, reference documents and resource contacts to support the implementation of the system.

Training Opportunities | PublicSchoolWORKS

Module – C 101 Health and Safety for Employees (take once) Module – C 102 Health and Safety for Leaders (take once) Module – C 106 CBE Work-Site Staff OHS Handout (take annually) Module – C 107 Position Hazard Assessment Control Document (take annually) Module – C 116 Bullying Awareness and Prevention (take annually) Module – C 117 CBE COVID-19 – Re-Entry Plan (take annually) Module – M 409 COVID-19 How to Protect Yourself and Others (take annually) Module – C 149 Alberta Occupational Health and safety Legislation Module – M 028 Slips, Trips and Fall Prevention (every two years) Module – M 147 Backs and Bums: Applying Basic Ergonomics (every two years alternates with M147) Module – M 145 Incident Investigation Module – M 151 Recognizing Workplace Hazards Module – M 239 WHMIS 2015 (5 yr cycle) Module – M 272 Getting a Safety Data Sheet ( SDS) (take annually) Module – M 161 Epinephrine Auto-injectors (every two years) Module – M 162 Conducting Workplace Inspections Module – M 171 Health and safety Management Systems

Contact | Safety Advisory Services t | 403-817-6239 e | [email protected] Manager, Safety Advisory Services t | 403-817-6236

Administration of Health & Safety throughout the School Year Principals should bring this School Information Handbook to the attention of other school administrators, learning leaders, teachers, and instructional support staff as appropriate.

System start-up occupational health and safety Safe Work Practices

System Start Up – OH&S Checklist | Safe Work Practice A-1

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Ongoing safety – key messages Safety Station

Occupational Health and Safety Calendar | School Version Occupational Health and Safety School Kit K-12 Authorities (key messages throughout the year)

Contact | Safety Advisory Services t | 403-817-6239 f | 403-294-8603 e | [email protected]

Hazard Identification, Assessment and Control Alberta Occupational Health and Safety Act – Part 2 Hazard Identification, Elimination and Control requires the employer to assess the work and work-site for hazards and take reasonable measures to eliminate, engineer out, utilize administrative control and or personal protective equipment to reduce the risk to employees and others within the school. CBE must engage employees in the hazard identification and control process. The following have been assessed and available to employees or are a tool for ongoing assessment of hazards:

Hazard Assessments and Hazard Control Tools Safety Station

Contact Safety Advisory Services for username and password Hazard / Near Miss Reporting (using PublicSchoolWORKS) Hazard Alerts Hazard Assessment, Elimination and Control – High School Science | Safe Work Practice. Position Hazard Assessment and Control – All Staff Safe Work Practices Science Risk Assess online software

COVID-19 Resources Safety Station

. School Plan . Service Unit Reintegration

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Training opportunities | PublicSchoolWORKS

Module – C 107 Position Hazard Assessment and Control Module – M 151 Recognizing Workplace Hazards – See it Again for the First Time (Work Safe Alberta)

Resources | Other hazard assessment processes and reports

Asbestos Management binder (Facility Operator’s Office) Confined & Restricted Space Assessments (Facility Operator’s Office) Fall Protection Hazard Assessment and Control binder (Facility Operator’s office)

Facility Environmental – top documents

ARCHIBUS CMMS User guide 07 – Pre-Job Hazard Assessment Off-campus registration process Off-Site Activities Procedures Manual and Forms FES docs Pre-Job Work Hazard Assessment Form – Facility Services, Trades and contractors must complete – public safety Safety Station – Document List

Hazard Identification & Control in School Programs Career & Technology Foundation/Studies References |

Alberta Education CTS Safety Resource AR 3052 | Instructional Facilities and Equipment

Resources l Curriculum Safety

CBE Chemical and Hazardous Materials Handbook CT Safety (10-12) Foods l Framework CT Safety Construction l Guide CT Safety Fabrication (Metal and Welding) l Guide

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Resources l Hazard Assessment & Identification

Hazard Alert – Metal Forges – Carbon Monoxide Hazard Hazard Alert – Prohibited to Cut Open (sealed and unsealed) Metal Drums Hazard Alert Natural Draft Boilers – Back Draft of Combustion Gases – CTC Auto body Power Washer Boiler Safeguards equipment and machinery (summary of Alberta legislation)

Resources l Safe Work Practices

Safe Work Practice 10-1 Hot Work Safe Work Practice 10-3 Gas Welding – Fire and Explosion Hazards (Oxygen/Acetylene) Safe Work Practice 15-1 Managing the Control of Hazardous Energy Safe Work Practice 15-2 Safe Operation of Circuit Breakers Safe Work Practice 16-1 Noise Conservation Audiometric Testing (CTS/CTF) Safe Work Practice 18-1 Personal Protective Equipment Safe Work Practice 18-2 Respiratory Protection Safe Work Practice 26-2 Wood Dust Collection Safe Work Practice 4-11 Eyewash Stations Safe Work Practice 5-1 Confined and Restricted Spaces (i.e. dust collectors) Safe Work Practices 9-2 to 9-11 Fall Protection Plan series School Workers Health and Safety Guide (CCOHS) WHMIS brochure

Training opportunities | PublicSchoolWORKS

C 107 Position Hazard Assessment Control Document M 013 Fire safety M 015 Lock-out/Tag-out M 032 Fall Protection M 038 Electrical Safety M 042 Respiratory Protection M 044 Hearing Conservation M 047 Hand and Power Tool Safety

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M 048 Compressed gas safety M 054 Ladder Safety M 116 Machine guarding M 141 or M041 Personal Protective Equipment (PPE) M 151 Recognizing workplace hazards – See it Again for the First Time M 173 Work at Heights M 239 WHMIS 2015 (new – 5yr cycle) M 272 Getting a Safety Data Sheet (SDS)

Contact | Safety Advisory Services t | 403-817-6239 School Improvement (CTS/CTF/K&E/Off-campus) t | 403-817-7516

Exceptional (Complex) Needs The Student Support Plan' (SSP) document supports schools in their work with students who have Exceptional Needs. CBE students do not require a special education coding designation for schools to utilize this resource. The SSP's objective is that all staff working with the student are aware and committed to implementing positive behaviour support strategies to create and maintain a welcoming, caring, respectful, and safe learning environment. The development of the SSP is a collaborative process between the student, parents, and school staff and should be reviewed and adjusted on an ongoing basis.

Resources | Student Support Plan

Contact | School Improvement, Inclusive Education t | 403-817-7607

Fine and Performing Arts AR 3052 | Instructional Facilities and Equipment (have regard for equipment maintenance and fire prevention measures i.e., kiln operation)

Resources | Safe Work Practices

CBE Chemical and Hazardous Materials Handbook Safe Work Practice 4-11 – Eyewash stations

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Safe Work Practice 10-3 – Gas Welding – Fire and Explosion Hazards (Oxygen/Acetylene); i.e. jewelry making Safe Work Practice 10-4 – Kiln Safety Safe Work Practice 14-1 – Lifting and Handling Material Safely Safe Work Practice 16-1 – Noise Conservation Audiometric Testing (Music, CTS/CTF/PE) Safe Work Practice 18-1 – Personal Protective Equipment Safe Work Practice 23-1 – Manually Propelled Elevating Aerial Platforms Safeguards equipment and machinery Safety in Fine and Performing Arts Guide WHMIS Brochure

Training Opportunities | PublicSchoolWORKS

C 107 Position Hazard Assessment/Control M 013 Fire Safety M 038 Electrical Safety M 044 Hearing Conservation M 054 Ladder Safety M 141 Personal Protective Equipment (Alberta) M 173 Working at Heights M 239 WHMIS 2015 (new – 5yr cycle) M 272 Getting a Safety Data Sheet (SDS) M 325 Kiln Safety M 347 Ariel and Scissor Lift Safety Manually Propelled Elevating Aerial Platforms (MEWP or Genie Lift Training) through School Improvement PublicSchoolWORKS – Safe Work Practice A-5-2 – Health and Safety Training Transportation of Dangerous Goods through Safety Advisory Services

Contact | Safety Advisory Services t | 403-817-6239 Education Director, Complementary Curriculum t | 403-777-8750

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Gymnastics Safety / Canadian Climber All physical education teachers must attend a Gymnastics Safety/Canadian Climber In-Service, prior to using the Canadian Climber. Teachers must receive certification if they are using any gymnastics equipment, such as, trestles, beat boards, balance beams, ladders or ramps. The certification is valid for three years from the date of the training session. Canadian Climbers must be inspected annually, prior to use. All teachers who will be teaching gymnastics should be involved in the annual inspection. The inspection will be according to the checklist received at Gymnastics Safety/Canadian Climber In-service. The Climber must be opened and assembled with attachments, ladders, parallel bars and benches to be inspected. The school facility operator must report any deficiencies to Facility Maintenance Services Work Order desk at 403-817-6300 or by S18 faxed to 403-777-6003. Facility Operations – Area Maintenance will deal with emergent situations first.

Climbing Walls/Traverse Walls Teachers wishing to instruct and supervise students using climbing walls must receive Level I certification annually. Climbing Wall Administrator: CBE climbing walls are required to have at least Climbing Wall Administrator certified instructor to supervise Level I instructors and to act as the administrator for their school's climbing wall. This is an annual certification. Teachers wishing to instruct and supervise students using traverse walls must receive Level I certification every two years. Climbing and traverse walls must be inspected annually, prior to use. The school facility operator must report any deficiencies to Facility Maintenance Services Work Order desk at 403-817-6300 or by S18 faxed to 403-777-6003. Facility Operations – Area Maintenance will deal with emergent situations first.

Archery Only archery specified nets must be used. Teachers must have a teaching archery course from approved service provider. The certification is valid for 3 years from the date of the training session. Archery nets, butts and equipment must be inspected annually, prior to use.

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The school facility operator must report any deficiencies to Facility Maintenance Services Work Order desk at 403-817-6300 ext 1 or by S18 faxed to 403-777- 6003. Facility Operations – Area Maintenance will deal with emergent situations first.

Physical Education Equipment Safety Facility Operations - Area Maintenance will inspect physical education equipment and Facilities annually. The inspection will occur automatically. Schools do not need to arrange the inspection.

Alberta Safety Guidelines in Alberta Schools should be used to guide all physical education activities. There are some cases where the CBE has determined a greater safety standard than those listed in the Safety Guidelines for Physical Activity in Alberta Schools document.

Please also refer to the Canadian Climber / Gymnastics Safety Manual, CBE Climbing Wall Operation Guidelines and the Off-Site Activities Procedures Manual when planning Physical Education activities.

Contact | Facility Operations – Area Maintenance Supervisor Facility Maintenance Services t | 403-817-6300 ext. 1 Specialist, Physical Education & Outdoor Education t | 403-817-7642

Knowledge & Employability The Work Safe Alberta Occupational Health and Safety Teacher Resources have been developed to support the Teacher’s delivery of instruction to meet the occupational health and safety outcomes specified in approved programs of study for junior and senior high schools in Alberta. Many of these resources are transferable to any workplace or school setting.

Contact | Education director, Core Curriculum t | 403-777-8750 Education director, Complementary Curriculum t | 403-777-8750

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Lunch Supervision AR 3048 | Noon Services

Training Opportunities | PublicSchoolWORKS

M 408 Anaphylaxis Awareness and Response M 301 Asthma Awareness and Response M 026 Blood Bourne Pathogens for School Employees M 026 Cardiopulmonary Resuscitation (CPR) – Hands Only M 362 Cardiopulmonary Resuscitation (CPR) - training certificate M 004 Communicable Diseases: Prevention and Control M 302 Concussion in Youth Sports - Heads Up M 353 Concussions: Heads Up to Clinicians M 161 Epinephrine Auto-Injector Use: Canada M 123 First Aid - Choking M 377 First Aid - Environmental Emergencies M 378 First Aid - Medical Emergencies M 380 First Aid - Musculoskeletal Injuries M 381 First Aid - Soft Tissue Injuries M 407 Healthy Boundaries: Maintaining Professional Relationships M 398 Human, Animal or Insect Bite (Post-Incident Retraining) M 308 Lifting Objects at Work

Additional related courses: M 379 Conflict Management M 363 Implicit Bias and Cultural Responsiveness M 194 Recognizing Eating Disorders M 324 Seizures M 391 Situational Awareness M 028 Slips Trips and Falls M 343 Social Media: Personal and Professional Use M 374 Winter Safety

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Contact | Lunch Services Facilitator t | 403-817-7985 e | [email protected]

Off-Campus Work Education Alberta Education permits school authorities to develop off-campus education programs and courses in accordance with prescribed guidelines and procedures. Such programs allow junior and senior high school students to investigate a variety of career opportunities. Further information can be found at Off – Campus Education Handbook – Alberta Education.

Physical Education Equipment Safety Facility Operations - Area Maintenance will inspect physical education equipment and facilities annually. The inspection will occur automatically. Schools do not need to arrange the inspection.

Safety Guidelines for Physical Activity in Alberta Schools should be used to guide all physical education activities. There are some cases where CBE has determined a greater safety standard than those listed in the Safety Guidelines for Physical Activity in Alberta Schools document. Please also refer to the Canadian Climber / Gymnastics Safety Manual and the Off-Site Activities Manual when planning physical education activities.

Science Classrooms Health and Safety in the Science Classroom is the primary resource for science teachers, science technologist - ECS to Grade 12. The document contains information and guidance for safe practice for students and staff in the science classroom. All teachers of science should be made aware of this resource.

High School Science Laboratory Spaces

High School Science Laboratory Technologists are responsible for providing technological laboratory expertise for safe, effective and efficient operation of science programs in high schools under the supervision of the principal or designate and in collaboration with teaching staff.

K-9 principals may contact Safety Advisory Services – Industrial Hygiene Technologist 403-817-6237 or their education director(s) if extra science laboratory support is required.

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Resources | Curriculum Safety

Alberta Education – Health and Safety in the Science Classroom (2019) CBE Chemical and Hazardous Materials Handbook Junior Middle School Chemical Inventory/SDS template

Resources l Safe Work Practices Safe Work Practice 18-1 – Personal Protective Equipment Safe Work Practice 18-2 – Respiratory Protection Safe Work Practice 18-3 – Gloves Safe Work Practice 26-1 – Chemical and Biological Fume Hood Inspection Safe Work Practice 4-11 – Emergency Eyewash Stations Safe Work Practice 4-5 – Science Laboratory and Preparation Rooms Cleaning Safe Work Practice 4-5-1 – Science Spill Kits Safe Work Practice A-2-2 – Hazard Assessment and Control – High School Science Science Emergency Response Poster (template) WHMIS brochure

Training Opportunities | PublicSchoolWORKS

M 013 – Fire safety M 040 – Laboratory safety M 041/M141 – Personal Protective Equipment (PPE) (Alberta)or (General) M 048 – Compressed gas safety M 239 – WHMIS 2015 (new – five year cycle) M 272 – Getting a Safety Data Sheet (SDS) Transportation of Dangerous Goods (TDG) through Safety Advisory Services

Contact | Safety Advisory Services t | 403-817-6239 School Improvement, specialist (Science) t | 403-777-8750

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Hazard Identification, Elimination or Control in Facilities & School Grounds

Alterations, Renovations No structural changes shall be made in any school building without prior approval of the Superintendent of Facilities.

Contacts l Facilities and Environmental Services, Area team leaders

Asbestos The majority of The Calgary Board of Education schools and facilities, built prior to and including 1990, have asbestos-containing material in them. The asbestos-containing material found in CBE facilities is managed in place as required under the Alberta Occupational Health and Safety Code. Alberta Occupational Health and Safety Legislation outline specific requirements to be followed when asbestos-containing materials are present in a school. Part of the legislated requirement is that all staff must be made aware of the asbestos-containing material.

Resources | Safe Work Practices

Asbestos “What You Need to Know” brochure Safe Work Practice – 4-3 Asbestos Containing Materials

Training opportunities | PublicSchoolWORKS:

C 100 Asbestos Awareness in Schools

Contact | Safety Advisory Services t | 403-817-6239 Indoor Environmental Quality t | 403-817-6393

Contractor Safety CBE project managers are responsible to ensure that contractors have in place safety procedures and safe work practices to prevent injury and illness to themselves and occupants of the school.

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Contractors, through written assignment, act as the Prime Contractor, and are responsible for safe work within the area under construction or renovation. CBE employees are required to adhere to their precautions, which may include exclusion, from the contractor controlled work area. Renovations and alterations within facilities are only allowed with permission of the Superintendent Facilities & Environmental Services as per AR 1029 | Operation of Schools.

Resources l Safe Work Practices

Alberta Occupational Health and Safety – Prime Contractor Bulletin Safe Work Practice A-3 – Contractor Occupational Health and Safety

Contact | Facilities & Environmental Services, Facility Operations (Area Team Leaders) Facilities & Environmental Services, Architecture and Engineering, Projects Facilities & Environmental Services, Central Facilities Services, Projects Facilities & Environmental Services, Central Facility Services Safety Advisory Services t | 403-817-6239

Carbon Monoxide Carbon monoxide is an odourless toxic gas associated with combustion of fuels such as gasoline, propane, natural gas. Idling cars near air intakes (e.g., parking lots), back drafting boilers and fuel fired appliances such as gas powered power washers are sources of carbon monoxide.

School boiler rooms are provided with carbon monoxide detectors and if the unit alarms there is the potential for high concentrations of carbon monoxide within the boiler room and adjoining areas; the school should immediately evacuate and call 9-1-1. Carbon monoxide alarm information should be included in the school’s emergency preparedness and response plan. The Facility Operator can provide information on the operation of the carbon monoxide alarm.

Resources l Hazard Assessment & Reporting

Carbon monoxide detector program FAQ Hazard Alert – Natural Draft Boilers – Back drafting (CO)

Resources l Safe Work Practices

Safe Work Practice – 4-8-1 Carbon monoxide detectors at Altadore, Elboya, Louise Dean and Bowcroft.

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Safe Work Practice – 4-8-2 Carbon Monoxide Alarm (CO) in boiler rooms Kidde Model Safe Work Practice – 4-8-3 Boiler Start-up Procedures and Safety Precautions Safe Work Practice – 4-8-4 Carbon Monoxide (CO) Alarm – Boiler Rooms Opera 6000 Model Contact | Facilities & Environmental Services, Facility Operations Facilities & Environmental Services, Safety Advisory Services t | 403-817-6239

Cleaning Chemicals Facilities & Environmental Services utilize “green” chemicals which reduce the amount of volatile organic compounds that are emitted during the cleaning process. Using measured/metered amounts of cleaning and disinfecting solutions the program also reduces the amount of chemicals used in the cleaning process.

Contact | Facilities & Environmental Services, Facility Operations t | 403-817-6387

Confined and Restricted Spaces School staff and visitors may be required to perform work in areas designated as confined or restricted spaces for example – dust collectors, pipe chases, tunnels. There are requirements that must be followed as set out in Alberta Occupational Health and Safety legislation. Therefore, CBE has assessed its work sites and created an inventory of confined and restricted spaces that are posted to prevent unauthorized entry by untrained staff. A list of confined and restricted space within a school is found in the Facility Operator’s Safety Station – Confined Space Program binder. The Facility Operator (1IC) or their supervisor should be able to explain the program and the entry requirements.

Confined and restricted spaces are labelled with specific warnings – procedures set out in CBE Confined Space Program binder are to be adhered to by all employees. Permits are required to enter confined spaces.

Resources l Safe Work Practices

Safe Work Practice – 5-1 Confined and Restricted Spaces Training opportunities l PublicSchoolWORKS

C 104 – Confined and Restricted Spaces

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Contact | Facilities & Environmental Services, Facility Operations t | 403-817-6387 Facilities & Environmental Services, Safety Advisory Services t | 403-817-6239

Electrical Safety Electrical plugs (i.e. missing ground prong), extension cords, outlets, switches must be maintained in good condition and free of damage. Homemade electrical equipment that would not meet CSA or ULC standards is not allowed. Exposed, damaged electrical wiring must be reported and where practicable immediately removed from service and or identified as being defective. Contact | Facility Operations t | 403-817-6387

Fire Prevention AR 8003 | Fire Prevention Measures and AR 3052 | Instructional Facilities and Equipment sets out fire prevention measures for school programming. AR 3021 | School Emergency Practices and Procedures sets out responsibility to react to alarms and fire situations.

Key Points Flammable liquids are to be stored in approved flammable storage containers and cabinets unless otherwise directed. Flammable wastes are to be stored in flammable waste containers and disposed of regularly. Quantities are to be kept to a minimum. Gasoline powered equipment must not be stored inside schools. May be stored in sheds or specially designed cabinets or exterior storage rooms with no through wall penetration to the school. Gasoline for lawn mowers or snow blowers must be stored in approved – closed flammable storage containers. Mechanic program may store gasoline in specially designed flammable storage cabinets. Dispensing of gasoline must be done outdoors or where this local exhaust ventilation. There must be 24 inches or 60 centimetres clearance free of combustible materials, on all sides of an operating kiln, self-cleaning oven or a fuel fired heating appliance. Metal Drums are not to be cut open, i.e., no hot work such as grinding, cutting etc. due to the potential for residual flammable or combustible fluids or vapours Propane BBQ tanks are not to be stored within schools; they can only be stored in well ventilated cribs and not in storage sheds.

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All fires are to be reported to the fire department, school’s education director, Risk and Insurance Management and Safety Advisory Services regardless of how small.

Contact | Safety Advisory Services t | 403-817-6239 Corporate Risk Management t | 403-817-7407 t | 403-817-7404

Manually Propelled Elevating Aerial Platforms In accordance with the Alberta Occupational Health and Safety Act, only certified operators are permitted to use this equipment at any time. This means that a recognized trainer must have certified the individual operating the lift.

Students are not allowed to operate Manually Propelled Elevating Aerial Platform for any reason. Platforms must be inspected on an annual basis through Facilities & Environmental Services Platforms must be inspected prior to use by the certified individual operating the lift.

Contact | Facilities and Environmental Services, Facility Operations (Area Team Leaders) Safety Advisory Services t | 403-817-6239

Grounds Inspecting and maintaining playgrounds play fields, parking lots and sidewalks. Facility Operators have a responsibility to review conditions within facilities and grounds.

Contact | Facilities & Environmental Services, Facility Operations t | 403-817-6387 Facilities & Environmental Services, Grounds t | 403-817-6390 f | 403-777-6003

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Hazardous Waste Disposal and Transportation of Dangerous Goods Training The transport and disposal of hazardous waste is governed by Alberta Transportation and Alberta Environmental Protection legislation.

Secondary schools, both junior and senior, require Transportation of Dangerous Goods (TGD) trained personnel where they have a science program, CTS program and programs that generate hazardous waste. Only those people with valid Transportation of Dangerous Goods certificates can send hazardous waste for disposal.

Expectations for principals and supervisors are set out in The Calgary Board of Education document The Management of Chemicals and Their Wastes.

Contact | Industrial Hygiene Technologist t | 403-817-6237 Safety Advisory Services t | 403-817-6239 f | 403-294-8603

note | TDG trained personnel complete the form Hazardous Waste for Disposal and e- mail form [email protected] Form is found in CBE Insite, manuals & forms.

Indoor Air Quality Indoor air quality issues can often be resolved quickly and easily when they are brought forward early enough. It is important that the indoor air quality issue be brought to the attention of the facility operator (FO) and principal first.

If the indoor air quality is impacted due to external sources such as paving, forest or other fire smoke, gas leaks or construction contact the FO to shut down or reduce outside air being brought into the facility and submit and emergency work request for Trade support. If an Air Quality Health Index has been issued as moderate health risk or higher refer to Chapter 7 Air Quality Restrictions for Outdoor Activities for students and staff. Principals should work with Facilities to help make decisions based on local conditions.

If the principal and FO and area trades are unable to resolve the indoor air quality issue, then the principal should contact the Indoor Environmental Quality team using the system-wide protocol that has been established to report and document indoor air quality concerns and may be found on the Indoor Environment page in Insite.

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Resources l PublicSchoolWORKS: - Complete Indoor Environmental Quality Registration | Form Training Opportunity l PublicSchoolWORKS M 115 – Indoor Air Quality

Contact | Indoor Environmental Quality t | 403-817-6393, t | 403-817-6392 Safety Advisory Services t | 403-817-6239

Ladder Safety Working at heights greater than three metres requires a fall protection plan. Ladders can be used at heights greater than three metres for periodic maintenance that takes less than 15 minutes; and three point contacts is maintained; and no use of the top two rungs. Whenever practicable use a Manually Propelled Elevating Aerial Platform when working at heights greater than three metres.

Training Opportunity l PublicSchoolWORKS M 054 – Ladder Safety

Contact | Facility & Environmental Services – Facility Operations

Noise Management Program To ensure compliance with Part 16 of the Alberta Occupational Health & Safety Regulations and Code “Noise Exposure” Safety Advisory Services facilitates periodic audiometric testing for staff in high-risk noisy work environments such as music rooms, wood shops, metal fabrication shops, automotive shops and physical education departments for academic and support staff. Testing is either completed on a one or two year rotating cycle depending on the results of an initial base line test. For further information regarding CBE Noise Management Program, contact Safety Advisory Services.

Resources l Safe Work Practices Noise Management Program Safe Work Practice – Noise Management & Audiometric Testing

Training Opportunity l PublicSchoolWORKS M 044 – Hearing Conservation

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Contact | Safety Advisory Services t | 403-817-6239 Industrial Hygiene Technologist t | 403-817-6237

Polychlorinated Biphenyls (PCB) in fluorescent light ballasts The Calgary Board of Education facilities built before 1980, unless retrofitted with new light fixtures, may have fluorescent light ballasts that may contain PCBs (1 to 1.5 ounces). Ballasts manufactured since 1979 should be labeled “non-PCB.”

In the event of a light ballast failure, tar and potentially a small amount of PCBs may leak from the light fixture and create a potential health hazard for the occupants of the room. Employees observing evidence of a light ballast leak need to report the issue immediately as there also is a potential for a fire as ballast failure can also be a source of ignition.

note | Principals and supervisors must include the following in their crisis plans:

Ensure employees are aware that tar or other material leaking from a light fixture should be considered a health hazard and occupants need to remove themselves from an area where the ballast leaked tar. Do not touch the material. If contact is made, immediately wash the skin thoroughly with soap and water. Close the door or isolate the area. Ventilate the area. Report the concern to Facility Services using the “Emergency Phoned in Work Order” process at 403-817-6300. Contact Safety Advisory Services. CBE Facility Services and Safety Advisory Services will respond to the situation and take appropriate steps to control the hazard.

Contact | Central Maintenance Services (Work Order Desk) t | 403-817-6300 ext. 1 Safety Advisory Services t | 403-817-6239

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Slips, Trips and Falls Prevention Slip, trip and falls incidents generally account for a significant number of work related injuries. Reducing the risk through cleaning and housekeeping practices and personal actions is an important part of an incident prevention program.

Resources l Safety Station Icy and Snow Conditions Hazard Assessment Memorandum Safe Work Practice Slips, Trips and Falls | Safe Work Practice Safe Work Practices - Fall Protection (see SWP Category 10 – Fall Protection) Warning Slips and Falls & Icy Conditions l Sticker

Contact | Safety Advisory Services t | 403-817-6239

Working at Heights Working at heights includes roof access, roof work and scaffolds (see also Manually Propelled Elevating Aerial platforms.

There are very strict regulations affecting all related to work at heights greater than three metres. CBE has fall protection safe work practices for accessing roofs and roof work; scaffolds can only be erected or dismantled by Journeyman Carpenters or by an individual who has taken a scaffolding course approved by Safety Advisory Services. Students are not allowed on scaffolds unless it is part of a CTS curriculum and safety measures required under Alberta OHS is adhered to by the competent person i.e. journeyman carpenter. Students are not allowed on or to operate the platform.

Resources l Safe Work Practices Fall Protection (see SWP Category 10– Fall Protection)

Training Opportunity l PublicSchoolWORKS

M 032 – Fall Protection Canadian Standards Association M 173 – Working at Heights

Contact | Facility Operations t | 403-817-6387 Safety Advisory Services t | 403-817-6239

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Working Alone The Alberta government has legislated that if any staff member will be working alone at any time, a written hazard assessment must be conducted and a written communication plan must be in place.

The legislation affects all staff that may enter a school or other CBE building alone including evenings, weekends, and holidays and throughout the summer. This legislation also has an impact on off-site trips.

Resources l Safe Work Practices Safe Work Practice 28-1 – Working Alone

Contact | CBE Working Alone Phone Contact Centre-Service t | 403-250-0966 Safety Advisory Services t | 403-817-6239

Workplace Hazardous Materials Information System (WHMIS) Workplace employers across Canada are required to communicate hazardous materials information to their employees. Both curricular programs and facilities have hazardous materials that may cause injury or illness to employees through lack of knowledge of safe use, handling or disposal.

A WHMIS product may be contained in a fire extinguisher, a cleaning agent, art supply, science chemical and many other materials used within schools. CBE has a Chemicals and Hazardous Materials Management | WHMIS Handbook and training in Transportation of Dangerous Goods (TDG) and WHMIS.

Training Opportunity l PublicSchoolWORKS M 239 – Workplace Hazardous Materials Information System (WHMIS)

Contact |

Safety Advisory Services t | 403-817-6239 Industrial Hygiene Technologist t | 403-817-6237

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Workplace Violence AR 4080 | Workplace Violence sets out expectations for communication of the hazard, and ways and means of reducing the risk. In case of incidents reports are to be submitted to Corporate Security for investigation.

Harassment, Sexual Harassment and Discrimination AR 4038 | Harassment, Sexual Harassment and Discrimination set out expectations and communication to promote a culture of respect and trust. Incidents are to be reported in PublicSchoolWORKS Misconduct Portal.

Reference | AR 4080 | Workplace Violence AR 4038 | Harassment, Sexual Harassment and Discrimination

Contact | Corporate Security t | 403-817-6198

Hazard reporting Employees are required to report hazards in the workplace as per Alberta Occupational Health and Safety Act, Regulations and Adopted Code. CBE has a formal process that can be used to formally report unsafe conditions – PublicSchoolWORKS Hazard Report. The steps to be followed include informing the employee’s supervisor, who has the obligation to take reasonable steps to ensure the safety of the employee and others.

Resources l PublicSchoolWORKS | Hazard Reporting Module CBE Worker’s Right to Refuse Unsafe Work

Contact | Employee’s supervisor Safety Advisory Services t | 403-817-6239

Ongoing Inspections Risk and Insurance Management or Safety Advisory Services conduct inspections within schools to identify hazards. According to the Occupational Health and Safety Code Part 3, inspections are required of equipment; inspection schedule is found in the

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manufacturer’s equipment manual or at least annually if not specified elsewhere. CBE Safety Inspection Guide helps explain our inspection program.

Automatic Electronic Defibrillator (AED) Visually checked monthly (facility Operator); and an annual inspection by Sprouse

Career and Technology Studies equipment (AR 3052 | Instructional Facilities and Equipment). Auto hoist – CBE internal Central Maintenance Services no longer inspects Auto Hoists. An external party completes the inspection. Dust collector – CBE internal Central Maintenance Services no longer inspects Dust collectors. An external party completes the inspection. Eyewash station should be inspected monthly by the user (internal school) Gas fired commercial kitchen appliances – recommended annual inspection (by an external party) Kilns – recommended semi-annual inspection (by an external party & user) Oxygen – acetylene welding systems – monthly by user; required annual inspection (by an external party and user) Power tools (table saws, band saws, lathes) – recommended annual inspection (by an external party) Spray paint booths – recommended annual inspection (by an external party) Ventilation systems (mechanics areas) – recommended annual inspection (by an external party)

note | External party could be a vendor, or internal CBE resource; but not school based.

Fire extinguishers/suppression systems

Fire extinguishers – visually inspected monthly (Facility Operator); and annual inspection, by Sprouse Fire suppression systems in commercial kitchen (hoods) – semi-annual by Sprouse

Physical education equipment Canadian Climber – annual by trained teacher Physical education equipment – annual inspection by Facility Operations – Area Maintenance Technician

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Playground equipment

Creative playgrounds – annual inspection by Central Maintenance Services- Grounds

Science Science preparation rooms and laboratories – Inspections shall be completed during start-up and shut down in September and again in June by the science technologist or teacher. These inspections shall include but not be limited to ensuring all on-site equipment is functioning correctly such as ventilation for fume hoods, flammables and corrosive cabinets and all other safety equipment. Science fume hoods – annual inspection by Central Maintenance Services

Contact | Facilities & Environmental Services, Preventive Maintenance t | 403-817-6375

General Safety Inspections Safety Advisory Services inspects the school on a periodic basis, according to the following schedule (these inspections are arranged through school administration):

Elementary Schools – periodic inspection; in particular Facility & Environmental Services areas. Middle/Junior Schools – periodic inspection; in particular: CTF/CTS, Arts, Drama, Science and Facility & Environmental Services areas High Schools – annual inspection; in particular: CTF/CTS, FPA, Science and Facility & Environmental Services areas. Corporate Risk Management arranges for periodic loss control inspections as required for insurance purposes.

Contact | Safety Advisory Services t | 403-817-6239 Corporate Risk Management t | 403-817-7425

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Training Health and safety training is offered periodically and jointly by Safety Advisory Services in consultation with curricular – program specialists Health and safety training is offered by Facilities & Environmental Services for facility staff; in consultation with Safety Advisory Services e-Learning is offered through PublicSchoolWORKS and course offerings are listed in Health & Safety Training Opportunities | Safe Work Practice 5-2

Accident Investigation and Reporting

Accidents and Serious Injuries

Accident reporting processes (teaching and non-teaching) Alberta Occupational Health and Safety Act S.18 – Serious injuries and Accidents require a report under the following circumstances: Injury or accident that results in death Injury or accident that results in a worker’s being admitted to a hospital An unplanned or uncontrolled explosion, fire or flood that causes serious injury or that has the potential of causing serious injury The collapse or upset of a crane, derrick or hoist, or The collapse of any component of a building or structure necessary for structural integrity of the building or structure. As soon as practicable refer to CBE Incident Reporting & Investigative Procedures guide Ensure that the scene is secured as per the guide

Contact | Safety Advisory Services t | 403-817-6239 or t | 403-817-6236 Employee Health Resource Centre (EHRC) t | 403-777-7788 for WCB related incidents also utilize the accident reporting process

Corporate Risk Management t | 403-817-7417 for all non-WCB related injuries that are covered through insurance policies

also utilize the employees not covered by WCB accident reporting process

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Fire AR 3021 | School Emergency Practices and Procedures requires that any fire, no matter how small, must be reported to: School’s education director Fire Department (Fire Prevention) t | 3-1-1 Corporate Risk Management t | 403-817-7425 Safety Advisory Services t | 403-817-6239

Vehicle Collisions If they occur while on board business, report as soon as practicable.

Contact | Corporate Risk Management t | 403-817-7425

Emergency Preparedness & Response District Threat Assessment Team (DTAT) In The Calgary Board of Education, learning is our central purpose. Students learn best and thrive in welcoming, caring, safe and respectful environments that empower students to achieve their potential. We want to remain at the forefront of the evidence and research that supports our school communities to know how to respond to situations that compromise safety and learning. Therefore, The Calgary Board of Education has adopted an evidence-based, threat assessment model that supports our school-based leaders to develop the skills to know how to respond to threats.

Purpose . To establish and implement clear and consistent guidelines as to the identification, referral process, evaluation and mitigation of threats. . To ensure alignment of these guidelines with current evidence-based best practises as to risk and threat. . To work collaboratively with schools, Area Learning Teams, Area Mental Health supports and other systems to offer experience and guidance in situations of most significant concern.

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Key Understandings . Threat assessment is one component of a comprehensive approach to maintaining a safe school that balances physical and psychological safety. . DTAT supports the RTI model, recognizes and depends on the experience and expertise of others to complement the work of the team. . Consultation or referral to DTAT will be responded to in a timely manner. . Access or referrals to DTAT may come through a variety of sources (i.e., High School Review Meetings, Corporate Security, Calgary Police Services and the Progressive Student Discipline Team). . Threat Assessment training will be made available throughout the school year for school administration teams, or those individuals schools deem critical. Notification for training opportunities occurs through Insite. . Schools develop a threat assessment team consisting of mental health supports, administrative and a school resource officer.

What is a threat? . An expression of intent to harm someone. This expression may be spoken, written or gestured. Threats may be expressed directly or indirectly to the victim or others. Some threats may be explicit or implicit. . May be transient (i.e., expression of anger or frustration quickly resolved) or substantive (i.e., serious intent to harm others that involved a detailed plan and means.)

A threat assessment . Is one component of a comprehensive approach to maintaining a safe school that balances physical and psychological safety. . Is intended to prevent violence and involves both assessment and intervention. . Requires a comprehension approach as there is no profile of a student who will cause harm nor, is there an set formula or pattern of risk factors that accurately determines whether a student is going to commit an act of violence.

. Involves determining whether a student poses a threat of violence (they have the intent and means to carry out the threat.) Most students who pose a substantive threat indicate their intentions in some way, such as making statements to friends, ideas in written work, drawings, and postings on social media that threaten or harm.

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. Involves evaluation and classification of the threat and appropriate response and intervention, including notification and involvement of parents and the development of a written safety plan.

What should I do if there is a threat? . Evaluate the threat: Obtain a detailed account of the threat, gather as much objective information as you can. Interviewing the person who made the threat, intended victim and other witnesses would be an example of this process. . Attempt to resolve the threat as transient: Attempt to resolve the conflict or threat. Is the threat an expression of humor, rhetoric, anger, or frustration that can be resolved so that there is no intent to harm? . Consider: Has the student who made the threat been referred to the Area Learning Team for support and intervention? Has this been successful? . If the threat appears to be substantive, meaning not quickly resolved, determine immediate actions. Depending on the degree and severity of the threat:

Call 911 if the threat is imminent and deemed to cause serious harm potentially If less imminent, consult with Calgary Police Service School Resource Officer. Request consult with the ALT, Area Mental Health Supports followed by the DTAT (District Threat Assessment Team.)

Critical Incident Response Team (CIRT) The Critical Incident Response Team (CIRT) provides support and intervention to schools and departments following a traumatic event. A Critical Incident is any traumatic event or the threat of such, which does or is likely to cause extreme physical and/or emotional distress to staff and/or students and may be regarded as outside the normal range of experience of the people affected. It has the potential to overwhelm normal coping and cause on-going distress in individuals and the school community, both directly and indirectly. It may take place on or off school property or may be inside or outside of school hours. Typical examples for CIRT involvement include and are not limited to death of a student or staff person, threats, criminal charges against a staff member, etc.

CIRT purposefully and strategically works to triage and re-stabilize the school community as quickly as possible through the process, which allows for the return of focus and re- engagement in teaching and learning. CIRT is comprised of internal CBE employees who

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understand the roles, operations and dynamics of a school and its community, especially during times of stress, challenge and uncertainty.

If a school experiences an unforeseen event they are to follow the Communication of Unforeseen Events – Schools (including Area Offices) and immediately contact their Area Office. If CIRT is needed, the school indicates this to the Area Office whose responsibly is to then communicate this to CIRT as well as the others on the communication list.

Contact | Manager, Critical Incident Response Team t | 403-803-0335

Emergency Plans for School Schools are required to have plans in place to respond to specific emergency situations such as fire drills, lockdowns, off site evacuations and external threats. Additionally, there is a systemic protocol to follow regarding responding to and communication of unforeseen events. Resources to support this work can be found on the Corporate Security website. Corporate Security provides support to school administrators in preparing emergency plans for their schools.

Resources | AR 3021 | School Emergency Practices and Procedures Insite – Emergency documents School Emergency Preparedness & Response Guide Communication Protocol of unforeseen events Major Unforeseen Events

Contact | Corporate Security t | 403-817-6197 or t | 403-817-6198

First Aid Training Safety Advisory Services manages CBE contract with Child Safe Canada that continues until July 2020.

Schools are required to utilize Child Safe Canada for the provision of standard first aid training for their staff (does not apply to student first aid). A schedule is published each August setting out training arrangements with Child Safe Canada. Review the framework particulars – especially those related to first aid for Off-site Activities.

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Resources l First Aid Framework | Guide

Contact | Off-site Activities t | 403-817-7241 Safety Advisory Services t | 403-817-6239

Further information Further information regarding the following topics can be found on the Safety website:

Alterations and renovations Asbestos Contractor safety Carbon monoxide Cleaning chemicals Confined and restricted spaces Electrical safety Fire prevention Hazardous waste disposal and transportation of goods Indoor air quality Inspecting and maintaining playgrounds and playfields Ladder safety Manually Propelled Elevated Aerial Platform Noise management program Personal protective equipment Polychlorinated Biphenyls in fluorescent light ballasts

Training information can be found here.

Program Administration Information about CBE Health and Safety System and its administration can be found at Program Administration.

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Chapter 10 – Finance / Technology Services

Information Technology Client Technology Corporate Finance Service Transformation Services Services . Revenue & Treasury . Application Services . On Site Support . Service Desk . Accounts Receivable . Operations . Grants . Infrastructure . Client Solutions Design . Enablement . Student Fees (Chapter 11) Development Support and Standard

. Procurement Services . Technology Solutions . Technology Evergreening . Purchasing . Contracts Design . Accounts Payable . P-Card Administration . Corporate Records Management . Enterprise Financial Systems . Oracle Support . Internal Audit . General Ledger . Performance Management

. School Financial Management . Finance Specialists . QuickBooks Support . Position Management . Finance Leaves Desk . School Administrative - Secretary Lunch and Learn Network

. Corporate Planning & Reporting . Budget (operating and capital) . RAM . Service unit support

The electronic version of this document is the official version Chapter 10 Updated June 22, 2021 Page 188 Back to TOC Finance / Technology Services School Information Handbook Introduction The principal provides the stewardship to ensure school funds are accounted for and used in compliance with all CBE Administrative Regulations and CBE Operational Expectations. They are also responsible for hiring, ensuring staff training, and managing staff directly responsible for these functions.

Financial Management Encompasses Advance planning to develop school budgets, hiring and expenditure plans to achieve the school’s educational objectives. Ensuring school budget allocations mirror projected revenue (or funding) and spending patterns to enable the school to maintain a balanced budget. Processing transactions through the accounting systems on a timely basis. Setting appropriate monitoring procedures to ensure revenues are properly accounted for, expenditures are properly authorized, and all are processed in a timely fashion. Providing timely and appropriate reports to staff that have fiscal management responsibilities. Ensuring duties related to financial administration are distributed so that at least two people are involved; and that the work of one person is checked by another and all checks are fully documented.

Role of the Principal in School Financial Management Principals are responsible for ensuring their school is complying with CBE Administrative Regulations and are adopting sound financial control practices. This includes:

compliance with AR 7004 | School Generated Funds; ensuring school bank and investment accounts are reconciled with the school’s accounting records each month; ensuring the school’s accounting records are uploaded to the Oracle accounting system each month (QBO files); reviewing the monthly expenditures for anomalies and assess against the school budget; The electronic version of this document is the official version Chapter 10 Updated June 22, 2021 Page 189 Back to TOC Finance / Technology Services School Information Handbook

ensuring receipts are reconciled for completeness and banked on a timely basis; ensuring expenditures are reviewed, approved and processed on a timely basis; and ensuring school assets are properly maintained and safeguarded.

1 | Reporting, Recording and Reviewing: Monthly Financial Checklist Meet with administrative assistant, bookkeeper or business manager monthly to review school bank account activity (QuickBooks) and decentralized budget accounts for the purpose of:

ensuring there are no hidden surprises; ensuring activities are carried in a timely manner; providing planning time for the remainder of the year; and completing the Monthly Financial Checklist and requisite sign-offs.

note | If you have inherited a deficit, work with your finance specialist to review.

All invoices, receipts and cancelled cheques are considered accounting records and need to be retained to support your QuickBooks accounts.

Securing school funds and protecting those staff responsible for handling money – AR 7004 | School Generated Funds 3(2) states: “The principal must ensure that there are adequate controls, financial and otherwise, to safeguard assets and to ensure the accuracy and reliability of the accounting records for school generated funds.”

The goal is to have procedures in place to ensure funds are managed properly ensuring that staff responsible for handling money are protected, and that accountabilities are met. Receipt all incoming funds, especially cash. Cash has no memory – it cannot tell you who it was from, what it is for, whom it belongs to and where it has been. Keep valuables locked in the safe every night. Cash handling requires special considerations. Reconciliation and Review - AR 7004 | School Generated Funds 6(1) states: “The principal must ensure that all school bank accounts and investment accounts are reconciled with the school’s accounting records each month, that a school administrator reviews these reconciliations and that the school’s accounting records are uploaded to the Oracle General Ledger before the end of the following month.”

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note | A school administrator needs to review the monthly bank reconciliations. Once reviewed a (principal’s) signature and date is required on the detailed reconciliation as evidence of review.

2 | Signature Your signature is important. Do not pre-sign cheques or sign a cheque where you are the payee. A signature is a way to show what you have seen and what you agree with. Your signature also means that: you have read and understand a document; you agree with the document; and you have the responsibility and authority to sign or approve a document.

Reference | AR 7004 | School Generated Funds

Principal’s Expenditures Principals report to the school’s education director. As such, all expenditures made by a principal or on behalf of the principal, must be reviewed and approved by the school’s education director. These expenditures include: all transactions on the principal’s Purchasing Card (P-Card); all expenses on other school employees’ P-Cards made at the specific direction of the principal; all cheques for reimbursement written to the principal; and cheques written to other employees where the principal directed the expenditure.

Reference | AR 2060 | Employee Business and Travel Expenses AR 2061 | Employee Gifts and Appreciation Expenditure Authority Matrix P-Card Guidelines

Administrative Regulations Administrative regulations that pertain to school financial management:

AR 2000 | Financial Management and Business Practices states that CBE is accountable to internal and external stakeholders, for providing effective and efficient stewardship of its funds, resources and assets. AR 2060 | Employee Business and Travel Expenses AR 2061 | Employee Gifts and Appreciation

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AR 5001 | School Councils and School/Parent Societies. AR 7000 series - Refers to Equipment, Supplies, and Textbooks

Find your finance specialist: Supports by School

Treasury accountant: e | [email protected] t | 403-817-7449 Link to Staff Directory: Finance/Technology Services Directory

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CBE Quick Start Guide for helpful information about CBE Annual Financial Cycle of Accountabilities schedule for month to month key tasks School Finance Manual for daily, monthly, annual tasks and how to links School Financial Management

Lunch & Learns Lunch & Learns provides administrative “E” secretaries, bookkeepers and business managers with the latest finance updates and training, presentations from other service units and an opportunity to network with colleagues in their Areas. Contact your Area Office for Lunch & Learn dates for your area. Visit the School Financial Management in Insite to access resources to support your work.

Finance Training Sessions Locate finance-training opportunity in the Event Attendee Management System (EAMS) under hosts: Finance and Technology Services or School Financial Management

QuickBooks Year Open QuickBooks training related to School Generated Funds Oracle Decentralized training Oracle Online Requisitions P-Cards Finance sessions will also be offered during the Staff Association Convention in February.

Finance Leaves Desk When the employee Leave of Absence or Acting Assignment affects your school’s RAM, please contact the Finance Leaves Desk to ensure your RAM is updated immediately and accurately.

Contact | Finance Leaves Desk e | [email protected] t | 403-817-7423

The electronic version of this document is the official version Chapter 10 Updated June 22, 2021 Page 193 Back to TOC Finance / Technology Services School Information Handbook Position Management & Position Change Request (PCR) Support Positions reflect the model of the organization, much like an organization chart. People move in and out positions, but positions themselves are relatively static. Positions may change by leader decision. Each position has a unique identification that is referred to as a position number.

The Position Change Request (PCR) tool is a PeopleSoft form used to request new or change existing positions.

Create a new position Inactivate vacant position (e.g., position is no longer needed) Modify a position (e.g., change a FTE) Fill a vacant position

At times, these requests have impacts on your school budget resulting in a need for a RAM Change Request form to be completed. The RAM Change Request form is accessed through the PCR tool, and RAM Change Requests can be linked to PCRs, when necessary. RAM Change Requests may be submitted on their own (e.g., a gapping/refund situation).

High Level PCR Workflow Principal (initiates request)  Finance (reviews and approves)  Position Management (reviews and approves)  HR Services (system data entry)  Talent Management (recruitment).

PCR Navigation Go to PeopleSoft  Main Menu  Manager Self Service  Position Change Requests

PCR Support Tutorials, quick reference and learning guides can be found at: HR Learning Centre

Contact | PCR Help Line t | 403-817-7666 e | [email protected]

The electronic version of this document is the official version Chapter 10 Updated June 22, 2021 Page 194 Back to TOC Finance / Technology Services School Information Handbook Budget Carry-Forward Principals, please review the note in the Year End Memo regarding Decentralized Budget Carry-forward. Information and template are available from your Finance Specialist.

Pre-Paid Accounts Schools may use prepaid accounts to accumulate costs for supplies and materials purchased in the current school year for use in the next school year.

The accounts are available on April 1. By Aug. 31: Discontinue using pre-paid accounts. By Nov. 30: Ensure pre-paid account is cleared.

Resource Allocation Method (RAM) RAM is designed to support the equitable allocation of staffing resources while providing principals with greater choice in the assignment and deployment of those resources to meet the unique needs of students within their schools.

Principals receive a RAM spreadsheet describing the school’s allocation of resources. Principals who require assistance and have questions concerning the RAM spreadsheet should contact their school’s designated Finance Specialist for support.

Principals’ Roadmap site is a comprehensive tool - including dates, forms and resources as well as the RAM book - designed to support principals as they plan programs and staff schools.

School Generated Funds (SGF) Definition “School generated funds are funds raised in the community that come under the control and responsibility of the school principal and are for student activities. These funds are usually collected and retained at the school for expenditures paid at the school level, e.g., yearbook sales, graduation fees, field trip fees, etc.” (Source – Alberta Education) The involvement of a school administrator in an activity, no matter how small the involvement, may be influential enough to include that activity as a SGF activity.

AR 7004 | School Generated Funds 3 (2) states that: The principal must ensure that there are adequate controls, financial and otherwise, to safeguard assets and to ensure the accuracy and reliability of the accounting records for school generated funds.

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Reasons for having SGF in school jurisdiction financial statements Large amounts of monies are received and expended for student activities. In consideration of the interests of school, students and community, there is a need for developed, efficient, thorough and safe management procedures to oversee these funds. School activities are an integral part of a school’s operation. Accordingly, they should be reflected in the financial statements. The costs for school activities are a component of the total student education costs. There are increasing expectations by the public to properly steward and account for school-generated funds.

Procedures for reporting SGF To facilitate the reporting of SGF within The Calgary Board of Education’s Audited Financial Statements: All schools use QuickBooks accounting software to record receipts and disbursements of all School Generated Funds. It is critical that the school’s financial records be kept up-to-date at all times to ensure accurate reporting. A standardized Chart of Accounts is used. It is important that NO changes be made to any of the numbered accounts within QuickBooks. QuickBooks also provides “Classes” that: Can provide additional detailed information without the necessity of adding new accounts. Group revenues and expenses together by activity(ies) i.e. Grade 4 Zoo Trip. note | It is necessary to perform a Year-Open Procedure in QuickBooks to bring forward “class” balances into the new school year. Detailed instructions are sent to your school in September/October of each year. This procedure should be performed in September/October for balances from the previous school year. Year-Open workshops will be held in September/October to assist staff performing this procedure.

Reference | QuickBooks Support Documents Education Act AR 2060 | Employee Business and Travel Expenses AR 7004 | School Generated Funds

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Contact | QuickBooks Support e | [email protected]

Year End External Audit Requirement QuickBooks users: please complete your Bank Reconciliations and QBO uploads for the months up to, and including, Aug. 31 of each year.

Guidelines of what auditors look for and actions principals may take to meet accountabilities are available by contacting the Manager, School Financial Management or your Finance Specialist.

See the Annual Financial Cycle of Accountabilities for other time sensitive tasks related to end of June and Aug. 31 year-end.

Funding Sources

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Funds Cross Overs

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Link to: Accounts Payable Responsibility Matrix

P-Card Program The purpose of The Calgary Board of Education Purchasing Card Program is to establish a more efficient, cost-effective method of purchase and payment for small dollar transactions. The program is designed to replace a variety of processes including petty cash, cheque requisitions etc. The Purchasing Card (P-Card) is designed for low dollar value purchases of goods and services generally under $2,000 (including GST and shipping/handling charges). Please refer to the Purchasing Card User Guide for information relating to the program. System Contract Agreements and Blanket Agreements are available for your convenience, to supply small dollar goods and services. P-Cards are not to be used with these Suppliers.

Reference | P-Card Information AR 2060 | Employee Business and Travel Expenses AR 2061 | Employee Gifts and Appreciation AR 7001 | Purchase of Goods and Services

Contact | P-Card Services e | [email protected]

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Student Fees – see Chapter 11 - Fees

Donations – see Chapter 14 Education Matters

POS Machine (Moneris) Point of Sale (POS) machines is one of the options available to parents for payment of school fees and school activities. If experiencing technical troubles, contact the Service Desk or your school technician. Also, refer to the Moneris POS Usage Procedures.

Prepaid Accounts School may use prepaid accounts to accumulate costs for supplies and materials purchased in the current school year for use in the next school year.

Schools will use the prepaid account to defer the cost of supplies purchased in the current year for use in the following school year. This account is available Apr. 1 to Aug. 31. Once the new school year begins and the supplies and materials are being used, a journal entry to move these expenditures into expenses needs to be completed before Nov. 30.

The electronic version of this document is the official version Chapter 10 Updated June 22, 2021 Page 200 Back to TOC Finance / Technology Services School Information Handbook Disposals All obsolete or unused property (mainly furniture and equipment) in The Calgary Board of Education should be sent to the Highfield Warehouse for disposal, along with an internal services requisition. No CBE owned material or equipment may be directly sold or disposed of by any service unit, department or school, not even directly between schools. Technology device disposals should be managed though the Technology Evergreen Team. More information can be found on the Technology Disposal Insite page.

All revenues generated from sales or disposal of CBE property must be returned to the Capital Reserve as noted in AR 7010.1 | Equipment | Disposal of Obsolete or Unserviceable Equipment, Furniture & Books. Contact | Distribution & Warehouse Services t | 403-817-6285

Financial Records Retention Financial, budget and accounts records such as paid invoices, cancelled cheques, bank statements, receipt books and other supporting documents are considered accounting records and need to be kept to support your Financial and QuickBooks accounts. Records are stored onsite for the current year plus one, and send to the Records Centre at Highfield after this period.

Corporate Records Management provides boxes free of charge. Follow the instructions found in Insite under Transferring & Transporting using a Transmittal Form. Email your requests for boxes to Records.

Financial Records seven years and older can be destroyed. Contact Records Management for destruction. Contact | Records Management t | 403-817-6177

School Bank Accounts Banking Resolution The Board-approved banking resolution and AR 2044 | Banking, allows access to all CBE bank accounts, including individual school bank accounts.

These provisions were put into place to assist the Board’s external auditors to establish satisfactory internal controls over school-generated funds, and to assure continuity when school administrators change. They are intended to provide contingent access to these accounts when school-based administrators are not available for an extended period of

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time, and must not be incorporated into a school’s regular financial procedures or processes.

Terms of the Banking Resolution The Board authorizes any cheque of any CBE school’s bank account to be signed by any two centrally based senior-administrative officers including the chief superintendent; chief financial officer and corporate treasurer; general counsel or director, Corporate Finance, in addition to the identified school-based staff.

The positions indicated above are authorized to: negotiate with, deposit with, or transfer to the school’s bank any cheques or other payment orders; receive a statement of the account and related vouchers from the school’s bank; obtain delivery of any documents held in safekeeping; and sign any agreements or other documents or instruments with, or in favour of, the financial institution.

This banking resolution is to be communicated to each financial institution that schools bank with.

In the case of a dispute, this resolution supersedes any other existing resolution.

The specific terms of this resolution will be applied only in exceptional circumstances unless a general request is received from the Board’s external auditors for information which can most effectively be dealt with through this resolution.

If your banker would like to receive a signed copy of the resolution, it can be obtained from the Corporate Finance, treasury accountant.

Contact | Treasury Accountant t | 403-817-7449 e | [email protected]

Opening a New Account, Changing or Adding Bank Signing Authorities Before approaching the bank, please contact the treasury accountant to request a letter of authorization from The Calgary Board of Education and a signed copy of CBE Banking Resolution related to school-generated funds.

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note | If banking with Royal Bank of Canada (RBC), refer to RBC | CBE School Information Memo

The following information is required for the letter of authorization:

School name Bank name and address Signing authorities and position titles

At this point, you can contact the bank to obtain the necessary paperwork and to be aware of the bank’s policies and procedures for changing signing officers on business accounts. These procedures may differ slightly depending on which bank the school is using.

Set up a time before the end of August (preferably May or June) to meet with the parties involved, as well as with the school’s bank representatives, to complete all the necessary changes. (If banking with RBC, refer to RBC |CBE School Information Memo) Ensure that two signatures are required on school cheques. Report new bank accounts to the appropriated Finance Specialist to ensure the accurate completion of the school funds statement.

RBC School Bank Account

As part of the agreement with RBC for those schools banking with RBC, there are no service charges for standard services including monthly paper statements and stop payments.

CBE Schools with an RBC account will also benefit from support from RBC Assistant Manager Customer Service (AMCS) Team, to do many day-to-day transactions by email or phone rather than having to visit RBC Branch including stop payments, account inquiries or other issues. This team is available Monday to Friday from 7:30 a.m. to 4 p.m. Contact | t | 403-299-8444 e | [email protected]

Changing or Adding Bank Signing Authorities at RBC If you require a change to an existing RBC bank account, please contact Susan Tam, RBC Documentation Specialist for assistance. You are not required to go to an RBC branch in person.

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. Schools are asked to send a letter on school letterhead signed by the principal and assistant principal indicating the names and positions of the new signing authorities as a PDF attachment to an email to: [email protected] and copy [email protected] and [email protected] Indicated that this signing authority list supersedes any pervious ones.

Stop payment requests:

Fill out the “Request for Stop Payment” form, which needs to be signed by authorized signers. Email completed form to [email protected] If you have any additional questions about school bank accounts

Contact | Treasury Accountant t | 403-817-7449

Reference | AR 2044 | Banking

Ordering Cheques Contact Data Communications Management Corp. Contact | Bryn Tkachuk t | 403-234-1270 e | [email protected]

Due from School Transactions Schools shall remit their “due from school” balance to Corporate Finance/ within 30 days of the transactions appearing on their Oracle reports.

Remittance cheques are made payable to The Calgary Board of Education and are to be accompanied by the Transfer of Funds form.

Please do not send any cash through CBE mail.

If you have any question, please contact your finance specialist.

The electronic version of this document is the official version Chapter 10 Updated June 22, 2021 Page 204 Back to TOC Finance / Technology Services School Information Handbook Oracle Please note that if you have changed positions or schools, OR your principal has retired/left CBE, you will not have access to the correct information in Oracle. You will need to have your Oracle access and hierarchy updated or requisitions will go to the wrong person for approval.

Please email [email protected] stating your new location and principal cc’ing your new principal for authorization.

If you no longer require Oracle access due to a job change, please email [email protected] and request that your access be disabled.

If you are an approver for requisitions, your Oracle account has to remain “active”, even if you never sign into Oracle.

Reference | Expenditure Authority Matrix Requisition Quick Guide Oracle | access & user management Oracle | purchasing | requisitioners

Contact | Procurement General Support t | 403-817-7288 Oracle Support e | [email protected]

Oracle Training and Support In-depth Oracle user and support information is available in the Oracle module.

Standard Requisition: Use a standard requisition to request items that exceed $10,000 from non-contract suppliers. Also use a standard requisition to request items in which P- Card or School Generated Funds (QuickBooks) could not be used (like software purchases).

Blanket (BPA) Requisition: BPA requisitions are used to purchase goods from a supplier with a Blanket Purchase Agreement (BPA). Items that belong to BPA Suppliers are loaded into the Oracle Catalog and, regardless of cost, must be requested using a BPA requisition.

Reference | Creating Standard Requisitions Creating Blanket (BPA) Requisitions

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Receiving in Oracle In order to maintain good relationships with your suppliers it is important that they be paid on time for the goods and services they provide you. Recording goods and services as being received in Oracle is the only way you can inform the system that the invoice for the goods or services your requisitioned may be paid. Payment of invoices where the goods or service has not been recorded as being received is prohibited.

Failure to record items as being received in Oracle delays payment to your vendor; May lead to your school being charged interest and force a report of non- compliance to the Board of Trustees (Operational Expectation 5); Have a negative effect on relationships with your vendors; and Negatively affects your schools’ future years’ budget when expenses are recorded in the wrong school year. Prior to leaving for summer break, please ensure that all goods and services purchased via an Oracle Requisition and delivered prior to the summer break have been recorded as being received in Oracle.

Reference | Requisitions Quick Guide Receiving POs

Procurement Services Procurement Services provides the purchase of goods and services and support to schools and service units. Refer to the Types of Purchases for an overview of purchasing options.

Purchase of goods and services Supplier performance, quality, service and support Project tendering and contracts – Requests for Proposals, Requests for Bids Providing purchasing guidance on school needs Issue and manage Contracts Cooperative purchase initiatives and group consortiums Facilitation of purchasing and procurement processes Promotion of ethical business practices Promotion of product standardization Tracing/expediting purchase orders General Inquiries

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Definitions An Invitation to Tender, (IT) is a submission in writing on a prescribed form by a vendor indicating price and terms for provision of goods and/or services. Bid awards have contracts established detailing the agreement.

A Quotation is a statement of price, terms of sale and description of goods and services offered by a supplier in response to an inquiry.

A Sole Source denotes only one source of supply as verified by the buyer.

A Request for Proposal, (RFP), is a submission in writing which outlines a solution, including a proposed method and means to achieve a desired goal or to best meet the needs of the end user.

A Request for Quote, (RFQ), is a submission of quoted pricing to a formal bid document.

A Contract is a binding agreement between two or more parties.

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Blanket Purchase Agreements | BPA Purpose: To allow the purchase of goods direct from suppliers, using online catalogues in Oracle.

Reference | Requisitions Quick Guide Creating Blanket (BPA) Requisitions Blanket Contract Purchase Agreements Types of Purchases

System Contract Purchase Agreements | CPA Purpose: To allow direct ordering from suppliers, for small dollar goods and services using the System Contract Purchase Agreement number.

Reference | System Contract Purchase Agreements Types of Purchases AR 7001 | Purchase of Goods and Services

Ordering Supplies & Equipment Instructions

Purchases are made in accordance with AR 7001 | Purchase of Goods and Services, the Agreement on Internal Trade (AIT) and New West Partnership Trade Agreement (NWPTA).

Schools and Service Units can contact the appropriate buyer for clarification and information.

Purchasing Practices Schools and Service Units may use System Contract Agreements (CPA), Blanket Purchase Agreements (BPA) or submit an online purchase/service requisition to Purchasing for requests over $10,000 if agreements are not in place. It is at the discretion of the buyer to select the supplier based on knowledge of supply, price and follow-up. For items that are not covered under BPA or CPA, please refer to the table:

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Goods/Services Required How to Order?

Purchase of second-hand or refurbished machine or equipment is Second-hand or refurbished prohibited at CBE. Contact Procurement for additional information equipment if required.

Order online through Grand and Toy, the vendor for stationary supplies. Stationary/Office Supplies . To set up an online account with Grand and Toy, please contact: [email protected] . Link to Grand & Toy to purchase office supplies

Order online through Supreme Basics, the vendor for learning Learning Materials & Art materials Supplies . To set up an online account with Supreme Basics please (i.e., craft supplies, early learning contact: Anna Shafley at Supreme Basics at 403-204-6007. materials, etc.) . Link to Supreme Basics to purchase learning materials

Order online through GoSpicers.ca, the vendor for paper supplies. . To set up an online account with Spicers please go to Office Paper www.spicers.ca and click on GoSpicer at the top of the page. To register, click on Request Login and enter your information or contact Shannon Bell at Spicers at 403-351-5440. . Link to GoSpicer to purchase paper These items must be ordered through a Purchase Order and cannot be purchased on PCard.

Furniture, Appliances, . If item is available on BPA, create a Blanket Requisition in Textbooks and Musical Oracle. Instruments . If item is not available on BPA, enter a requisition in Oracle. Procurement will place the order. These items must be ordered through a Purchase Order and cannot be purchased on PCard.

. Check if hardware is Approved for Purchase, if approved work IT Hardware with your CTS On-Site Supervisor for spending approval prior

to submitting a requisition.

. If not on the Approved for Purchase list, follow the Exception Process prior to purchasing the hardware. If the request is approved, enter a Standard requisition in Oracle. . Procurement will place the order.

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Goods/Services Required How to Order? . More details on purchasing Client Technology Device for staff or students can be found in the Client Technology Support section.

These items must be ordered through a Purchase Order and cannot be purchased on PCard.

. Check for software in approved on Software Asset IT Software Management (SAM), if approved follow instructions to order. If not approved, submit a request for new software in SAM. Enter a requisition in Oracle if request is approved. Procurement will place the order.

Any procurement that requires installation of any kind, a change to the building or grounds must be coordinated with Area Facilities Items that requires installation Team Leaders.

If item is not available in CPA, BPA or online ordering system, School and Service Units can submit a standard requisition Other items where value is less without quotes It is at the discretion of the Buyer to select the than $10,000 supplier, based on knowledge of supply, price and follow-up.

. A minimum of 3 written quotes are required. . School and Service Units must enter Standard purchase requisition in Oracle to purchase these goods/services. Purchases where value is Procurement will request quotes from suppliers. If requester between $10,000 and less than chooses to gather quotes, quotes have to be sent to $75,000 Procurement with the requisition. . The supplier will be selected in consultation with the requester and the Buyer. . Contact Procurement for these purchases. Purchases from $75,000 and . Require formal process issued by Procurement such as over Request for Quotation (RFQ), Request for Proposal (RFP) or Bid.

In situations where a school or service unit may require an item that is different from the established purchasing standards, they must obtain prior approval from the director, Corporate Finance.

Contact | Procurement General Support t | 403-817-7288 e | [email protected]

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Sole Sourcing: Due diligence has been done to determine there is only one qualified company to provide this product or service.

Examples: work of art; supply of goods or services is controlled by a supplier that is a statutory monopoly; copyright or exclusive rights; subscriptions to magazines or newspaper.

Emergency Request: Means a condition in which, in the opinion of an expenditure authority, loss of life or property may occur if immediate action is not taken, and the safety of students and or staff is in jeopardy and the acquisition cannot be delayed by the competitive bidding process.

Sole and Emergency Sourcing form is required for Sole Source and emergency requests.

Reference | AR 7001 | Purchase of Goods and Services OE-1 Global Operational Expectations OE-6 Asset Protection OE-7 Communication With and Support for the Board

Resources to Aid Schools in Purchasing Types of Purchases diagram helps illustrate types of purchases through Oracle Requisitions Quick Guide – Procurements’ step by step instructions to: Enter Requisitions Finding PO# Receiving Orders Cancelling Orders Link to Purchasing Requisitioners to aid in the creation of a requisition Link to Supreme Basics to purchase learning materials The electronic version of this document is the official version Chapter 10 Updated June 22, 2021 Page 211 Back to TOC Finance / Technology Services School Information Handbook

Link to Grand & Toy to purchase office supplies Link to GoSpicers to purchase paper Link to Technology Approved for Purchase to purchase hardware. If hardware is not approved, Hardware Exception Process has to be followed Link to Software Asset Management to purchase software Link to Short Form Services Agreement to assistant schools in contracting with service providers for On-Site activities as per guidelines defined in the document Reference | AIT Agreement on International Trade AR 7001 | Purchase of Goods and Services CFTA Canada Free Trade Agreement NWPTA New West Trade Partnership Agreement

Smart Phone Devices Guidelines The purpose of the guidelines are to ensure The Calgary Board of Education acquires the appropriate smartphones, which will meet the business needs of the employee and compliance with established contracts. The Calgary Board of Education has established contracts with Rogers Communications Canada.

Check the Mobile Phones Insite page regarding the models, features and accessories offered and how to acquire a device.

Please note we cannot authorize the following:

Smartphone devices different from the standard. Any device preference will be declined on CBE Corporate Lines unless related to health reasons the choice will be to apply for Personal Reimbursement For health-related options, please contact the Employee Contact Centre CBE will change a personal cell line to a CBE corporate line and a CBE corporate line to personal line (porting numbers in and out of contract) as long as it has prior approval by the supervisor and there is no cost or effort impact on CBE.

note | CBE may retain the phone number as CBE property at its discretion.

Personal Reimbursement The Calgary Board of Education also offers a personal reimbursement option of $25 a month (taxable benefit) for the use of your personal device. Such reimbursement cannot be using P-Card or Petty Cash.

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Please note that you may not carry a CBE Corporate Device and apply for a personal reimbursement during the same period.

If you would like to enroll in this program please contact your direct report for instructions.

Courier Service The current contract for courier services is with West Direct Express. When courier service is required, telephone 264-6666 and have the following information on hand:

Account code and/or alias (necessary for pick-up) The item(s) requiring delivery Delivered to destination Your address and location The following services are offered:

Regular Service (within four hours) Direct Service (within one and one half hours) Direct Service (within one hour) Rush Service (within forty-five minutes) For out of town service, please call your local distributor for delivery and quote your budget account code Prices will vary for each type of service. Confirm the price being charged when the service is booked.

Customs Broker UPS Canada, currently has a contract with The Calgary Board of Education through Purchasing to act as Customs Broker. This contract is to cover the customs brokerage services required for items ordered outside of Canada and requiring customs clearance. It is important to note that a transaction conducted for international orders will result in a number of extra charges being applied to your account.

Contact | UPS carried t |1-800-742-5877, ext. 3 Non-UPS carried t | 1-800-203-8132

The electronic version of this document is the official version Chapter 10 Updated June 22, 2021 Page 213 Back to TOC Finance / Technology Services School Information Handbook Procurement Commodity Index Construction & Projects Contact | Rene Puhlmann e | mailto:[email protected] t | 403-817-7491 Architecture Projects Lighting Projects Bleacher Projects Major Renovations Dust Collection and Installation Painting Projects Electrical Projects Paving Projects Energy Performance Contracts Roofing Projects Fire Alarm and Fire Protection Security Systems Systems Structural Projects Flooring Projects Window and Door Projects Furnaces and Air Ventilators

EHS, Maintenance & Operations Contact | Angie Bennett e | mailto:[email protected] t | 403-817-7496 Asbestos removal contracts Moving Services Custodial equipment Playgrounds and Landscaping Custodial Supplies Projects Environmental Projects Security Guard Services Facilities Maintenance & Operations Waste Recycling & Lockers and locker installation projects Management Minor renovations and repairs Water Systems / Water Fountains Whiteboard

Software, Communications Contact | Matthew MacDonald e | [email protected] t | 403-817-7494 Cell Phones and Service Servers Contracts Shredding Communications/Advertising Off the Shelf Software Data and Equipment Services System Software Enterprise Software Telecom Services

Hardware & Technology Contact | Sarah Grant Dixon e | [email protected] t | 403-817-7466 3D printers LCD projectors Computers, Desktop, laptop, Chrome Multi-functional printers Books, iPads PA Systems Computer peripherals Scanners Digital clocks Storage carts (AV, Laptop, Display Boards/Screens Chromebook, and MacBook) Digital Signage Video conferencing equipment Gym sound systems

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School Furniture, Special Needs & Musical Instruments Contact | Susan McPherson e | [email protected] t | 403-817-7498 Early Childhood Services Music Equipment and Supplies Filing Cabinets Special Needs and Supplies Furniture (school and office) Phys. Ed. Equipment and Laminators and Maintenance Uniforms Services Reprographics Library Equipment and Supplies Uniforms for TLC Schools

Periodicals, Learning Resources & Office Supplies Contact | Cheryl Rehlau e | [email protected] t | 403-817-7455 Agendas Paper Audit Services Periodicals and Journals Banking Services Reprographics Brokerage Services Stationery Courier services Test Scanners Financial Services Text Resources Library books Training & Event facilities

CTS Programs, Food & Beverages Contact | Tim Haverlock e | [email protected] t | 403-817-7495 Art Supplies Lighting and Supplies Automotive Supplies Lumber Beauty Supplies Science Supplies CTS Equipment and Supplies Sheds Culinary Arts Sheet Metal Custodial Supplies Storage Services Drama Supplies Vending Machines Electrical Supplies Welding Supplies/ Metal Food Services Fabrication Glass Woodworking/ Construction supplies

Transportation, Global Learning & Consulting Services Contact | Rene Puhlmann e | [email protected] t | 403-817-7491 Bus Ground equipment Consulting Services Independent Contractors Fleet Maintenance Planning Gas Card Transportation Services (Students) Global Learning Services Vehicles and ground vehicles

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School Opening Activities for Financials Ensure new bank signing authorities as necessary. Oracle access updated. Year-end procedures for QuickBooks have been followed. Prepare Annual Fees Report to parents. Confirm P-card information changes. Update Delegation of accounts – ITS.

School Year End Activities for Financials Make appropriate P-card information changes. Ensure all goods and services purchased on a PO, which have been delivered, are received in Oracle. Attend to changes in signing authority, as necessary. Ensure all laptop computers/technology equipment is secured. Complete all outstanding RAM Change Request Forms to begin the process to transfer funds back into your decentralized funds for positions purchased through the RAM but not filled. Performing this task will assist you in understanding your school’s decentralized funds position for year end. Ensure all “due from school accounts” are paid up to June 30. Deposit all petty cash and cash floats into the school’s bank account. Refer to Year End Memo for more detailed information

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Client Technology Services Client Technology Services provides schools with in-person technical support on all types of technology. We also set standards for school technology that are both “fit for purpose” and “fit for use,” while ensuring that sensible technology lifecycle governance is adhered to. Details on requesting technical support and services can be found on the Service Desk & Support Insite page.

Services Client Technology Services offers many services including the following: On-Site Support Consultations Technology Evergreening Programs Technology Purchases Software Evaluation and Deployment Setting Hardware Standards Technology Lifecycle Management Analog Phone Support More information can be found on our InSite page

Technology Support Requests All technology requests start by contacting the Service Desk. CBE employees are encouraged to contact the Service Desk by phoning (403) 817-7777 (Option 1) or visiting the CBE Service Desk Portal. Requests are prioritized based on urgency and impact. Refer to the Service Desk page for more details

Technology Purchases All Client Technology purchases must be reviewed with your schools CTS On-Site Supervisor (assigned by Area) and then approved by a Client Technology Services Manager prior to entry in Oracle. When end-of-life student workstations exist in the school's inventory, CTS will require decommissioning of an equivalent amount of this equipment in order to approve the purchase. Staff 1:1 workstations are provided under the Technology Evergreen Program. There is no need for schools to purchase devices for staff use. For more information, please reach out to your respective area supervisor.

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Lifecycle Management To ensure the integrity and security of CBE data and infrastructure, Client Technology Services reserves the right to disable end-of-life computers as they become unsupportable. The area supervisor team will work with their respective schools to ensure that proper lifecycle management practices are in place. This work will include consultation to ensure that succession plans are in place for end-of-life technology and that the available technology aligns with current trends and student needs.

Service Transformation Service Transformation supports the improvement of system service delivery to schools through support for improvement initiatives, creating opportunities for collaborative work through committees and task forces as well as the development of the CBE Service Desk. Currently, the CBE Service Desk provides services on behalf of the CBE IT Departments, CTS & ITS. The Service Desk can be reached by calling (403)817-7777 (Option 1) or by visiting the CBE Service Desk Portal.

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Chapter 11 – Fees

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Fees

NEW | for 2021-22 school year

Central Fee Waiver Application (Low Income Waiver and Extraordinary Circumstances Waiver combined) In September 2020, the Principal Recommended Waiver was replaced by the Extraordinary Circumstances Waiver. Starting September 2021, there will be one central fee waiver application which encompasses the previous Low Income Waiver and Extraordinary Circumstances Waiver. The waiver application consists of six categories: Low-income – Fair Entry, Alberta Child Health Benefit, Provincial Social Services Low-income – Other, sudden loss of income Government Sponsored Refugee Death of parent/legal guardian or student Family emergency Shelter/Social Services protection Principals are no longer required to recommend the waiving of central fees for families.

Introduced in 2020-21

Fee Committee As of September 2019, the CBE is guided by the Education Act and its regulations. This act has changed the way CBE must administer fees. Historically, fees have been varied between schools and applied, as necessary. CBE would like to achieve greater consistency among fees to support learning while also ensuring focus on the fee burden imparted on students and families. To accomplish this work, a standing Fee Committee has been established. The Fee Committee is tasked with developing recommendations to create clear guidelines for fees that address the framework for fees and waivers in CBE.

Student Supplies Fee CBE introduced the Student Supplies Fee in 2020-21. As part of adjusting its processes to align with the Province’s Funding Framework, the RAM allocations related to supplies were reduced to reflect the removal of the Fee Replacement Grants. This fee will apply to all students in ECS through Grade 6 to minimize the effort for parents to arrange the purchase of supplies on their behalf and support schools in offsetting the cost to purchase supplies in support of student learning. The fee is $20 for ECS students and $40 for Grades 1-6 students.

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Fee Highlights Important fee processes that must be adhered to are:

Schools must consult with parents prior to the setting of a fee: Incorporated into the budget engagement process, schools were required to engage with parents on fees using Civil Space. There are no in-year additions to approved fees: Schools may not add any new fees post the commencement of the school year. Fee names have been standardized to 3 levels of description, depending on the type of fee or charge. No fees can be charged for textbooks, workbooks or photocopying, printing, or paper supplies (commonly known as Instructional Supplies and Materials fee). A fee schedule will be published prior to the start of the school year: Each school’s approved fees and the Common fee list will be posted for schools on the main website. Fees can be charged at an amount equal to or below the amount set out in the Common fee list. Fees charged cannot exceed the cost of providing the related good/service.

If schools need clarification around the approval of fees, please contact your Education Director for guidance.

note | Fees are an adult to adult conversation.

Reporting Requirements Schools are required to report to parents on fees collected and the related expenses, as at August 31 of each year. To facilitate this, schools will continue to capture revenue for fieldtrips, extracurricular, optional courses, alternative programs and other related expenses in QuickBooks accounts. CBE QuickBooks Account Cheat Sheet.

The report to parents on fees must be submitted to the education director with a copy to the school’s finance specialist not later than November 30.

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Alberta Education Guidelines Alberta Education has issued the following guidelines with respect to fee categorization: 1 | Instructional Supplies & Materials (not permitted to charge) Fees for the provision of textbooks, workbooks, photocopying, printing or paper supplies.

2 | Alternative program fees

Amounts charged for a program (not an individual course) that emphasizes a specific culture, religion or subject matter or uses a particular teaching philosophy including sports-related academies. Reference | AR 3044 | Alternative Program Processes

3 | Fees for optional courses Additional amounts for enrolment in non-core course options. Examples include band, fine arts, second languages, advanced placement, Knowledge & Employability or Career & Technology studies. No fee may be charged for a required course, i.e. Phys. Ed 10.

4 | Lunchroom supervision & (related) activity fees Fees charged to students for use of supervised lunchroom facilities as well as the cost of any corresponding activities occurring during the lunch period.

5 | Non-curricular goods and services (school store sales) Fees charged for goods and services common to most students or a population cohort. MUST be optional. Examples include recorders, school “swag”, study guides, student parking, locker rental, locks, student ID, agendas, graduation fees, fitness, and other fees not associated with curriculum.

6 | Other fees to enhance education Fees related to provide additional support toward educational programs not described or covered in other fee categories. Examples may include additional exam preparation fees.

7 | Other fees Use of this category should be rare as most fees should be categorized as above. Additional details should be disclosed in the “explanation” section, if required. Please ensure that fees in this category are not defined in other categories.

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8 | Extracurricular fees Fees for clubs, sports teams, intramurals, or other programs designed to broaden the scholastic experience. Includes charges for materials, activities, competition fees and local travel associated with the club or team. Reference | AR 3033 | Extra-Curricular and Co-Curricular Activities

Athletic Fees are broken down into separate fees according to the following:

Tournament fees: incl. transportation, accommodation, registration, and food cost Tournament fees – Provincial: To identify the provincial costs that are usually higher than regular tournaments Celebration: year-end celebration / appreciation for the members of the team Team fees: charges to general supplies, sports medicine, and other admin cost of the team. i.e. materials, consumables, team photos Equipment / Apparel / Jersey: purchase/right to use jersey, equipment, apparel Academy / Clinic / Training / Workshops: team sport related additional cost for supplementary enhancements

9 | Activity fees Includes fieldtrips and in-school activities (i.e. clay lady, teacher’s pet, museum kits, open minds, artist in residence, etc.). The fee amount should include transportation, admission, lunch (if applicable), accommodation and any other applicable charges.

Central Fees NEW | Student Supplies Fee – ECS, Grades 1-6 This fee will apply to all students in ECS through Grade 6 to minimize the effort for parents to arrange the purchase of supplies on their behalf and support schools in offsetting the cost to purchase supplies in support of student learning. The fee is $20 for ECS students and $40 for Full-day Kindergarten and Grades 1-6 students.

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For the 2021-22 school year all elementary and middle schools will receive a per student amount towards offsetting the costs of related supplies purchases in their decentralized account. Please note this amount may not cover all costs related to the purchase of supplies. Schools may need to cover additional spending for school supplies within their decentralized budgets. Schools may also require parents to purchase materials for students so long as they are not the supplies covered by the student supplies fee.

Supplies included in the fee Student Supplies Fee Memo and Supplies List

Administration of the fee The Student Fees group in Finance will enter the fee into Rycor, globally assign the fee to K - 6 students and manage the day-to-day collection, including sending notices to parents. Schools will not be required to report on this fee in their Annual Report to Parents. The Student Supplies fee will be waived in accordance with the central fee waiver processes.

Staged ordering Schools will order supplies associated with the fee based on the approved supplies (indicated above), grade levels, and student enrolment in their school. Schools’ initial order should only cover the supplies required for students for the period September to the Winter Break. Prior to the Winter Break, school staff will review the supplies on hand and determine what the requirement for additional supplies will be for the period January 2021 to June 2021.

Please note, these instructions are in relation to only those supplies related to the fee. Regular ordering should occur for all other supplies required for the school year.

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Transportation Fees Student Transportation information can be found in Insite. Detailed information on transportation service levels and fees for 2021-2022 can be found on the corporate website.

2021-22 Transportation Fees

Yellow Bus Transportation Mandated Program $280 Non-Mandated Program $465 Kindergarten (one-way transportation) $232.50 Conditional Riders $465

Calgary Transit (public transportation)

Grades 6-9 as designated and all Grades 10-12 Fares & Passes

2021-22 Lunch Supervision

Kindergarten (alternating days) $152.50

Kindergarten (full-day) and Grades 1-6 4-day program $285 4/5-day program $305 5-day program $315

Other Fees Lunch Activity Fee for Grade 7-9 students (formerly named Noon Hour Activity Fee) The Lunch Activity Fee provides enhancements to Grade 7-9 students over lunch. Schools may choose the fee within the range of $10-30. The fee must be used to benefit students specifically and exclusively at lunch. Examples include the purchase of games, gym equipment specific to lunch, and other activities particularly during inclement weather. The fee may not be used for purchasing staff or non-related goods.

Lunch Activity Fee 2021-22 2020-21 Grades 7-9 $ 10-30 range $ 30

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Reference | Ram Book 2021-22, page 33

Music Instrument Rental Fee Instrument Assignment Starting 2020-21, MIR will be centrally administered and will require the assignment of an instrument to students in Archibus by the teacher in charge. For more details, please visit the Fine Arts page.

Fee A $100 flat fee will be charged to all students renting an instrument, regardless of the length of use by a student. The MIR Fee will be centrally administered by Student Fees Team starting in the 2020-21 school year. The fee assignment by Student Fees (CBE Finance) will be based on instrument rental data from Archibus retrieved on a monthly basis for all schools. All fee payments are accepted online through the independent student or legal guardian MyCBE / PowerSchool account. MIR fees collected will continue to be transferred to individual school decentralized music loan pool accounts on a monthly basis. Music Instrument Rental Fees 2021-22 2020-21 Flat $100 Rental Fee $100 $100 Summer Rental Fee $30 $30

Contacts For music loan pool balance inquiries, please contact your Finance Specialists. For MIR Fee assignment and collection inquiries, please contact your Student Fees Clerk. For music programing inquiries, please contact the Fine and Performing Arts Learning Leader and/or Specialist.

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Transfer/Refund of School Based Fees (Grades 10-12)

• School A assigns course in SIS. In Rycor, school adds student to Student pays fees at appropriate fee groups and fees are automatically assigned. School A • School A applies payment in Rycor.

• School A adjusts fee based on timing/supplies used. • Ensure student withdrawn student from SIS. • School A writes cheque to School B to transfer fees (less amounts "used up" from course e.g., woodworking). Student transfers to • If student transfers to special settings e.g., Jack James, Discovering Choices, Hull or leaves CBE, then school would issue refund School B adjusted accordingly. • School completes a Transfer Form for both parent and incoming school to inform how fees have been adjusted and transferred.

• School B assigns courses in SIS. In Rycor, school adds student to appropriate fee groups and fees are automatically assigned. Also, in Rycor, school makes all required fee edits, i.e. total fee amount may School B require adjustments to accommodate for a late start in course • School B enters into Rycor any cheque received from School A for assigns/applies fees the transferred student.

Contact | Finance and Business Services Specialists

Reference | AR 7004 | School Generated Funds AR 7005 | School Fees Education Act

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Fee Payments Notices If fees are allocated to students and due from parents in between the notice dates, schools can communicate these fees to parent will be able to send parent outstanding accounts to every parent. This includes all central fees, school based fees and sales. Performing this function centrally will reduce paper costs at the school level. Prior to the notice dates, please ensure: All fees are appropriately allocated to students. All payments received at school are sent via electronic means. note | Please contact Student Fees if you have questions regarding these deadlines

Receiving Payments All parents are encouraged to pay fees online using their computer or mobile device. Schools should encourage parents to set up a MyCBE / PowerSchool account. Refer to PowerSchool | Public Portal Settings and Access. Parents and guardians with children at more than one school are encouraged to allocate partial payments so that each school receives some payment towards fees. If each school receives payment, they will know that the parent is making progress on fee payments. Parents will not be able to pay for Transportation and Lunch Supervision Fees until they have registered for the services and their registration has been activated.

Waivers

NEW | Central Fee Waiver Application

note | The new waiver combines the Low Income Central Fee Waiver and Extraordinary Circumstances Waiver. Principal Recommended Waivers are no longer in use as of September 2020. Principals are no longer required to recommend the waiving of central fees for families. note | Parents are encouraged to apply for City of Calgary Fair Entry Program prior to submitting their CBE waiver application.

note | Treaty Status and Independent Student category will now be considered under the Low Income – other category

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CBE will no long offer a waiver of Calgary Transit passes. Instead, families are encouraged to apply for the City of Calgary Fair Entry Program to access multiple programs and services, including the ability to receive their passes at a reduced rate. Approval for the City of Calgary’s Fair Entry Program will be accepted as proof of income for the CBE Waivers program, along with other approved documents. Passes will be provided to students who indicate need but have not had the opportunity to apply for Fair Entry for the months of September and October. The waiver will be approved when the parent(s)/guardian(s) meets eligibility requirements under one of the following categories: Low-income – Fair Entry, Alberta Child Health Benefit, Provincial Social Services Low-income – Other, sudden loss of income Government Sponsored Refugee Death of parent/legal guardian or student Family emergency Shelter/Social Services protection Parents/Guardians who qualify will receive a waiver of all central fees.

Background The Extraordinary Circumstances Waiver (ECW) was implemented in September 2020 to standardize the application process for central fees previously waived through the Principal Recommended Waiver. This was to ensure that families have equitable access to waivers and supports CBE’s accountability for effective stewardship of resources in supporting student outcomes and the organization.

As of September 2021, CBE has consolidated the two central fee waiver processes into one waiver. The documentation required and assessment process to qualify for a waiver remains the same.

Central Fee Waiver Structure The waiver recognizes six main categories where approvals are granted: Low-income – Fair Entry, Alberta Child Health Benefit, Provincial Social Services Low-income – Other, sudden loss of income Government Sponsored Refugee Death of parent/legal guardian or student Family emergency Shelter/Social Services protection

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The parent/legal guardian will need to supply supporting documentation to substantiate their application.

Application Process The parent/legal guardian can apply for the central fee waiver by accessing the form through Rycor by logging into their MyCBE / PowerSchool account.

They will need to provide a brief explanation of why they are applying for the waiver and submit supporting documents. After their application is assessed they will be notified of a decision by e-mail. They will also have access to the decision through their MyCBE / PowerSchool account.

Communication with Schools The Student Fees team will send a list every week to schools of students who have been approved for the central fee waiver. This list will not contain details regarding why they were approved. Principals are encouraged to follow up with families regarding additional supports available.

Documents Required

Waiver Category Information Required

1. Low-income – Fair One of the following documents: Entry, Alberta Child Current year City of Calgary Fair Entry letter Health Benefit, Current year Alberta Child Health Benefit Provincial Social confirmation letter AND card Services Current month Alberta Works Income Support document

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Waiver Category Information Required

2. Low-income – Number of adults and children in household Other Proof of current household income, suggested documents: Record of Employment/termination letter/contract Government benefit statement (e.g., Employment Insurance benefits, social services benefits, etc.) Pay stubs or proof of self-employment income if currently employed Any other documents to support their application 3. Government “Confirmation of Residency” papers indicating Sponsored Convention Refugee and current Citizenship Refugee and Immigration cheque stub, or Copy of current dated Interim Federal Health Certificate of Eligibility for applicant and child 4. Death of a Any of the following suggested documents: Parent/Legal Obituary Guardian or Funeral program Student Death certificate 5. Family Emergency Household income information (see 2) Low Income – Other category for suggested documents) Suggested supporting documentation (dated within 12 months of the school year): Police report Letter from employer, lawyer, or social worker Evidence of family emergency (e.g., eviction notice, insurance claim, court order, doctor’s note) 6. Shelter/Social Letter from recognized social services or Services Protection shelter organization.

For applications where household income is considered, approvals are based upon their current household income and are granted to those whose income falls below the low- income threshold according to the Alberta Child Health Benefit income guidelines.

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Household income is defined as the sum of income of all adults in the household of the family applying for the waiver. Incomes could include wages and salaries, benefits from Employment Insurance, other income from government sources or support programs, income from businesses, and retirement pensions. Figure 2: Alberta Child Health Benefit income guidelines

Maximum Qualifying Income Family Type (effective July 1, 2015) Single parent with 1 child $26,023 Single parent with 2 children $31,010 Single parent with 3 children $36,325 Single parent with 4 children $41,957 Couple with 1 child $31,237 Couple with 2 children $36,634 Couple with 3 children $41,594 Couple with 4 children* $46,932 *For each additional child, add

$4,973

Waiver Support for ELL Families Free translating services are available for schools through Interpretation & Translation Services. Linguistic support is available to parents online from the “Welcome” page of the main website Welcome - New to Canada - CBE

Principal Approved Fee Waivers reminder | In accordance with AR 7005 | School Fees, principals may waive school fees for enhanced educational goods and services (e.g., optional course fees, field trips etc.) or non-curricular goods and services (e.g., sports teams, clubs, locks etc.), for independent students or families.

Families who cannot afford to pay school fees should discuss their situation with the school principal. Principals are able to waive fees in accordance with AR 7005 | School Fees for independent students and families. Principals may waive fees if: parents qualify for a central waiver, parents qualify for Fair Entry, arrangements can be made for alternative payment plan, or arrangements can be made for partial payment plans.

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The principal must document their approval of waived fees using the Principal Approved School-based Fee Waiver form. The forms must be kept at school as records for the accounting for school-based fees and the waivers should be recorded within the Rycor system to support accurate parent accounts.

Contact | Student Fees - School Help Line t | 403-817-7443

Reference | Waiver forms are available in Insite, Forms & Documents On the CBE website under Registration, Forms You Need City of Calgary Fair Entry Program, Fair Entry - City of Calgary AR 3048 | Lunch Services AR 6095 | Student Transportation AR 7005 | School Fees

Chinook Learning Fees For information on fees associated with Chinook Learning please see their website: Chinook Learning.

CBe-learn- Student Fees For information on fees associated with CBe-learn, please see their website page: CBe-learn.

Non-Resident Alberta Student Fees note | Pending review of the Education Act non-resident Alberta student fees are:

2021-22 ECS $4,620 Elementary $9,235 Junior High $7,800 Senior High School – other programs $8,135 Student with exceptional needs add: Mild or Moderate disabilities $4,275 Severe disabilities $15,360 English Language Learner basic support $1,160 Specialized individual student costs (if provided) add: Education Assistant (1.0 FTE – 10 month) $60,436 Transportation Actual Cost Institutions Actual Cost

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Non-Resident Canada Student Fees For information on fees associated with non-resident Canada students, please see International Students - Fees

Car Parking and Heater Plug-in Fees Staff Car Heater Plug-in Fees A limited number of car heater plug-ins is available for use by school staff. A fee of $40 is collected from each full-time staff member who will use a car heater plug during the period November 1 to March 31 of the current school year. The fee will be collected through a one-time payroll deduction in November each year. In October a report from payroll will be sent to each school listing all employees located in your school. Each employee must sign the report indicating their agreement to both receiving access to a car heater plug-in and to the payroll deduction which will be calculated by payroll based on the employee’s FTE factor. New employees can be added to the bottom of the form by the school prior to returning the form to payroll. Staff leaving a school during the year will not receive a refund. Because the cost of this service exceeds the fee that is being levied, car heater plug-in fees are GST exempt. Schools are not required to supply central office with a detailed list of allocated parking spaces and car heater plugs. Schools must maintain a record of employees who have paid and are eligible to use car heater plugs at the school. It is expected that only staff members who have paid the fees will use car heater plugs. If the number of employees wishing to use plug-ins at a school exceeds the number of plug-in outlets available, they should be allocated according to priority guidelines in AR 8001 | Off-Street Parking Facilities. Reference | AR 8001 | Off-Street Parking Facilities Contact | Contact Centre | 403-817-7333 e | [email protected]

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School Fees and Terms and Conditions (formerly Fee Agreements) All approved school-based fee schedules will be uploaded to the Fees & Waivers section. The Find My School Fees link will be added to the Fees page of all school websites prior to the start of school.

Terms and conditions will be noted on both the posted fee schedules and in Rycor and can be found on Fees, Sales and Services Terms and Condition

Consultation and Accountability to Parents Parents and staff, and when appropriate, students, are to be involved in decision making regarding school fees and fund-raising.

Consultation on school fees with parents is a requirement legislated in the Alberta Education Act (Section 4 of the School Fees Regulation). The school fees engagement plan and toolkit is designed to help you share information about the CBE and school fees, and gather feedback from parents that may help inform decisions you make in the future. In addition to facilitating compliance with legislative and operational expectations, the toolkit also builds on current practice and enhances consistency across the system. See: School Fees Engagement Plan and Toolkit

Schools are accountable to parents for fees collected and spent. Additional accounts have been created in QuickBooks to support accountability to parents. Use of these accounts, combined with appropriate (school-determined) QuickBooks “Classes”, enable schools to fulfill this accountability.

Fee Report to Parent guidelines and Fee Report to Parent Elementary and Fee Report to Parents Junior & Senior High templates are offered for your assistance. Such a report would be included as part of a school’s annual report to parents.

Reference | AR 7005 | School Fees

Contact | Finance and Business Services Specialist QuickBooks Support

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Chapter 12 – Human Resources

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Employee Health Resource Centre The EHRC provides advanced occupational health services and programs to ensure early intervention and recovery for all CBE employees. These services include:

Occupational related injury or illness case management Non-occupational related illness or injury case management Employee & Family Assistance Program promotion Others services including advice and support on health related issues, ergonomic assessments Assisting with an employee’s return to work due to medical issues

The goal of the EHRC is to partner with the employee and, when applicable, the leader/principal, HR Advisor and healthcare provider(s) to ensure that the employee’s recovery and return to work are well coordinated, safe and successful.

Occupational Related Illness or Injury It is very important that the EHRC is notified as soon as possible of a workplace injury. Staff and volunteers should report all injuries through PublicSchoolWORKS on Insite. A Health Advisor will be in contact with the employee. CBE is dedicated to providing modified work opportunities for all employees injured at work and who are now fit to perform gradual/modified work. For Workers’ Compensation Board (WCB) eligible employees, Occupational Injury Service clinics are available to assist with determining employee capabilities, testing and treatment in a very timely, caring and efficient manner.

Non-occupational Related Illness or Injury For non-occupational cases of greater than 5 days, a Certificate of Illness or medical note (dependant on union) is required to be submitted to the EHRC. By the 10th day of absence a Health Advisor from the EHRC will be in contact with the employee. As the employee is able to progress, the Health Advisor will assist with a return to work plan based on the healthcare provider’s recommendations.

Reference | Employee Health Resource Centre on Insite

Contact | Employee Health Resource Centre t | 403-777-7788

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Employee & Family Assistance Program (EFAP) EFAP Services

There is help available for employees to manage work and personal life anytime at no cost – 24/7. The Homewood Health Employee and Family Assistance Plan (EFAP) is a confidential service available at no cost for employees and their dependents at no cost, to help manage work and personal life. Homewood Health offers counselling, coaching, resources, information, and support for all types of issues relating to mental health, health management, and achieving greater personal and workplace wellbeing.

All of the services offered by Homewood Health are strictly confidential. Homewood Health goes to extraordinary lengths to protect all personal information and to ensure privacy.

Counselling Services: Face-to-Face Counselling, Telephonic Support, Video Counselling, Online e-Counselling Online Resources: e-Learning Courses, Health Risk Assessment, Interactive Tools, Library of medical information and Health and Workplace Articles Life Smart – Lifestyle & Speciality Counselling and Coaching: Life Balance Solutions: Childcare and Parenting/New Parent Support, Elder and Family Care, Financial Consultation, Legal Advisory, Relationship Solutions Health Smart Coaching: Smoking Cessation, Weight Loss and Weight Management, Nutritional Counselling Career Smart Counselling: Career Planning/Workplace Issue Counselling, Pre- Retirement Planning, Shift Worker Support

The EFAP contact centre is available toll-free 24 hours a day, 7 days a week, to book appointments or to access help right away. Immediate crisis support is available.

Contact | English t | 1-800-663-1142 French t | 1-866-398-9505

Reporting Staff Illness/Absences Teachers – are to report all absences to the SmartFind Express line (whether or not a replacement is required) until such time as the teacher returns to work or is notified that they have been placed on sick leave.

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Support Staff – are to report all absences of less than 10 days to their leader/principal. The employee will then log into PeopleSoft self-service and record their days missed upon returning to work. If a replacement is required, the employee will need to connect with their SFE administrator at the school during school hours or with the Casual Desk at 403-817-7883 outside of school hours.

Facility Operators and Cleaners – are to report all absences and leaves to the Absence Relief Desk.

Trades – are to notify the Department Supervisor and Trades Services Assistant and are required to submit leave information via the eHR Timesheet process.

Certificate of Illness All employees are responsible for providing medical documentation as per their collective agreement to substantiate absences greater than five (5) days - 6 days or more due to illness, injury or as an extension to sick leave.

The Calgary Board of Education’s Certificate of Illness (HR-B025-01) is recommended for all employees’ use and is required for all Exempt, ATA, CUPE and Trades’ member absences of greater than five (5) days. Please ensure that the start date of the leave, the anticipated return to work date, employee number and Area are included on the certificate. Employees must have their doctor complete the physician's portion. This certificate must be sent to the EHRC to ensure timely processing of sick leave. Medical Information is kept confidential.

Reference | Certificate of Illness

Contact | Employee Health Resource Centre t | 403-777-7788 e | [email protected] f | 403-777-6065

Returning from Sick Leave CUPE and ATA members returning from a sick leave of thirty (30) or more calendar days must provide a Return to Work Certificate (HR-B038-01) verifying that the employee is fit to return to regular duties on a continuous basis in order to have the ninety (90) calendar days of sick leave reinstated.

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Any modifications to duties or hours of work must be approved in advance through the EHRC to ensure benefit entitlements are not affected.

Reference | Return to Work Certificate

SmartFind Express SmartFind Express is a web-based and telephone system that manages employee absences and substitute job assignments. When an absence is created, the automated system searches and assigns the most appropriate and available replacement for the job. Substitutes can use it to view information, search jobs and accept or decline job assignments.

SFE absences can be reported 60 days in advance. During callout times, pertinent job information is relayed to eligible substitute. This information includes the absent teacher's name, school location, date(s), start and end times of the job assignment, subject and recorded special instructions. Jobs are also available on the web, and can be browsed by substitutes.

The substitute may accept or decline the job assignment offered. Once the substitute accepts the job assignment a job number is given. The job number is very important. Substitutes are required to review their job number prior to leaving for each assignment. SFE is designed to interact with most cellular telephones, however not with pagers and does not call long distance.

The process to use SmartFind Express to fill positions varies between teachers and support staff employees.

SFE for Teacher Absences/Vacancies All teachers have access to SFE and are expected to create their own absences in SFE when they are not available to work in the school with the correct reason code for their absence. When a teacher is unable to enter their absence, the absences must be entered by the school SFE administrator.

SFE for Support Staff Absences/Vacancies Support staff employees do not have access to SFE to enter their absences, so they must be entered by the school SFE administrator. When school administrators are creating a vacancy in SFE to secure a casual support staff substitute, it is important to select the correct reason code for the vacancy to ensure the proper management of the schools budget:

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A list of the most common SFE classifications for casuals is available for reference in Insite. Principals are encouraged to share the Staff Association Employee Absence Process information guide available in Insite with their school support staff.

SFE help is available in Insite.

Priority Lists The Priority List is a useful and important tool to assist principals in ensuring that their school receives substitutes. Priority Lists give administrators the ability to identify which preferred substitutes (substitute teachers/casual employees) they would like contacted first to fill an absence or vacancy. Principals have the option to create, add or modify priority lists for their school location. The priority lists are created by the recommendation from teachers or administrative staff. A quick reference guide on creating and managing priority lists is available in Insite.

Additional Information School administrators and teachers are required to enter their absences in SFE whether or not a substitute teacher is required.

Staff Association employees report their absence through PeopleSoft and if a replacement is required the SFE Administrator of the school will enter the vacancy.

If a teacher is unable to enter their absence, it is the responsibility of the school’s SFE Administrator.

Administrators and teachers may review jobs to verify whether or not a substitute has been assigned and may also find out the assigned substitute’s telephone number.

Administrators may listen to job information on any given day and verify that the job information is correct.

Substitute Teacher Orientation Handbook The SFE Substitute Teacher Information Guide is available in Insite, SmartFind Express (SFE).

Substitute placement and management SmartFind Express line (available 24 hours) t | 1-855-207-6130 Sub Placement Help Desk

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Sub Placement t | 403-817-7881 e | [email protected] f | 403-294-8785

Casual Desk t | 403-817-7883 e | [email protected] f | 403-294-8785

Addressing Incidents Involving Employees When an incident involving an employee takes place it is important to address the situation in a timely and effective manner. Management has the right to discipline, suspend or discharge employees for proper and sufficient cause. Although this is the case, it is critical to follow an appropriate process when dealing with issues for the following reasons:

Provide consistency across the system and minimize subjectivity regarding how employees are treated. Provide staff with the awareness and ability to change undesirable behaviour. Ensure substandard performance and/or inappropriate conduct is identified and addressed in a timely and appropriate manner.

Ensures appropriate documentation of the facts are available if and when decisions regarding discipline are questioned (i.e. human rights complaints, grievances).

Culpable/Non-culpable Behaviour There are two major categories of employee behaviour:

Culpable behaviour is a behaviour that is within the employee’s control.

Culpable behaviour is where the employee knows, or ought to know what is required, is capable of doing what is required but chooses to act in a way contrary to requirements. Culpable behaviour typically warrants a disciplinary response and the employee is responsible for correcting the behaviour.

Non-culpable behaviour is behaviour for which the employee is not fully responsible or deserving of blame.

Non-culpable behaviour is where the employee may not know and/or may not be capable of behaving as required. Non-culpable behaviour warrants a non-

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disciplinary response. Typically, non-culpable behaviour may present as lack of skills/ability (competence) or be medical in nature (i.e. innocent absenteeism).

While culpable behaviour can be a cause for discipline, a supervisor cannot discipline for non-culpable behaviour. When the behaviour is non-culpable, a supervisor must first discuss the situation with the employee and address the concern. There may be a duty to accommodate when the behaviour is non-culpable (i.e. medical accommodation). Where the behaviour is non-culpable, non-disciplinary responses, up-to and including non- disciplinary termination may be implemented. Culpable behaviour requires a disciplinary response and the progressive discipline process should be followed.

Steps of Progressive Discipline Typically, there are five steps to progressive discipline. Depending on the severity of the incident, these steps may be repeated, or may be accelerated, during this process.

Initial conversation / Verbal warning * Letter of expectation * Letter of reprimand Suspension Termination (i.e. removed from the roster permanently) *non disciplinary

Actions that may require a Progressive Discipline approach There are many different situations that will necessitate progressive discipline. The list below describes some examples of what could occur that would require a form of progressive discipline. Each of the issues listed below could start at the beginning of the progressive discipline process or may require the steps to be accelerated:

Harassment (physical, sexual, verbal) Safety violation Fighting/Threats Poor performance Excessive absence Tardiness Absent without permission Theft Behaviour outside of the workplace

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Gross misconduct Insubordination Falsification of Record Computer/Internet/Phone Misuse Conflict in the work place Breach of Administrative Regulation and/or CBE policies

How to Address Incidents When an incident occurs with an employee, the principal is advised to contact their HR Advisor as soon as possible.

Fact Finding When an incident occurs the principal needs to first establish the facts promptly, and where appropriate, obtain information from available witnesses. The principal should seek the support of their HR Advisor during this process. The HR Advisor will inform the principal if and when union representation is required during the fact finding process.

Recommendation Once the fact finding process is completed at the school, the principal and HR Advisor will document their findings and recommend what actions (see steps of progressive discipline above) they believe are appropriate.

In the case of substitute and temporary staff, the principal and/or HR Advisor are required to forward the documentation to the appropriate supervisor. Substitute teachers and SA casual staff formally report to the Coordinator, Staffing.

Decision to Discipline The principal, in consultation with the HR Advisor and the school’s education director, will determine if discipline is required and what level of discipline is appropriate. With the support and advice of the HR Advisor, the principal will draft the required letter and coordinate and conduct the disciplinary meeting. The HR Advisor supports the process by providing advice on fact finding; union representation; formal documentation; coaching the leader on how to conduct a disciplinary meeting and attending any disciplinary meetings with the principal.

For substitute and temporary staff, the Coordinator, Staffing will review the information with the HR Advisor (Human Resources) to determine if additional fact finding is required and/or when to meet with the employee and union representative to provide the outcome of the fact finding. The HR Advisor (Human Resources) will support the leader to draft the required letter and advise on required documentation. The coordinator, Staffing will

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deliver the final letter to the employee and copy the employee’s file, principal and HR Advisor (Area Office).

Contact | HR Advisory Services

Support Staff in Before Students Start Ten-month, school-based, support personnel (other than custodial staff) normally report back to work on the first day that students return to school.

School Administrative Secretaries 10-Month Centralized funds will be available to enable schools one 10-month school administrative secretary, if required, to work three days (one position per school and 7 hours per day) prior to school opening for students.

To facilitate payment of these three days, please complete the timesheet within PeopleSoft. Schools will bill their own UTSGEN account; finance will provide a credit to offset the cost by journal entry in September.

Other 10-Month School-Based Employees If schools require other 10-month support staff to work prior to students being in schools, please complete the timesheet within PeopleSoft. Schools will bill their own UTSGEN account and approve for processing as usual.

Filling Vacant Positions When a Principal would like to fill a vacant continuous or contract position, they are encouraged to contact their teacher or support staffing recruitment consultant prior to initiating the process.

To initiate the recruitment process, principals must submit a position change request (PCR) in PeopleSoft to fill vacant positions in their school. Any PCR to create a new position or change a positions attributes will require approval by Finance & Position Management prior to being available for recruitment with Talent Management. The PCR approval process timeline varies depending on the volume of requests. The status of the PCR is available on the PCR launch pad for leaders. Position Change Requests (PCRs)

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for Leaders page in Insite contains learning materials to assist you with position management and spring staffing adjustments.

Teacher Positions During the school year, Talent Management will provide eligible candidate lists to principals to fill temporary positions. Leadership positions are posted during the year when available for three business days.

ATA Non-Regular Payment Guidelines On occasion and in alignment with the ATA Collective Agreement, a Non-Regular Payment may be issued to an ATA employee outside of their regular salary. Prior approval must be granted in advance of a teacher working outside of their regular salary and Talent Management can provide guidance on when this process should be used.

Additional information on when it is appropriate to utilize this payment process can also be accessed in the ATA Non-Regular Payment Guidelines.

Support Staff Positions All continuous support staff positions must be posted for five business days and candidates are shortlisted by Talent Management. Qualified internal candidates are given first consideration. Employees hired for a temporary support staff position of four months or greater must be offered a term-specific contract.

Principals’ Roadmap The Principals’ Roadmap is a comprehensive tool, including dates, forms and resources, designed to support principals as they plan programs and staff schools. A shortcut to the Principals’ Roadmap is available on the home page of Insite.

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Workers’ Compensation Board Coverage Who Is Insured With The Workers’ Compensation Board? Teachers are insured with WCB when teaching Career & Technology Studies (CTS) courses or performing duties related to CTS courses. Teachers who teach academic courses are NOT insured under WCB. Principals, assistant principals and vice principals are insured with WCB only when teaching Career & Technology Studies courses or performing any administrative duties required in their positions. Administrative staff and support staff are insured with WCB while performing their regular job duties. This includes caretakers/cleaners, tradespersons, educational assistants, office staff and other non-teaching staff. Substitute teachers are not insured with WCB, except when teaching Career & Technology Studies courses or performing duties related to CTS courses. Registered volunteers working in a school are also insured under WCB if they are hurt while performing administrative, traditional classroom or field trip related activities. All non-teaching staff are covered under Alberta WCB legislation. This includes educational assistants, caretakers/cleaners, tradepersons, office/clerical staff and various other support staff.

What to do if an employee is injured at work Please remember that if you are hurt while on duty, the employee must: Notify your supervisor immediately. Complete the CBE Employee Accident Report in PublicSchoolWORKS within the same work shift.

The CBE Employee Accident Report form needs to be completed at the time of the injury. The form is located under Staff Accident Management icon, “Submit Accident Report”. Please refer to the Safety Station, Accident & Injury reporting and investigations page in Insite for further information.

It is the sole responsibility of the employer to provide transportation (ambulance if needed) for the employee, injured at work, from the workplace to the first place of medical treatment. Ambulance bills can be submitted to EHRC for payment.

What is the Leader/Principal’s responsibility? If the injured worker cannot complete the Employee Accident Report because he/she is incapacitated or has to be transported from the premises immediately for emergency medical treatment, then the responsibility falls to the leader/principal to get this form completed online. If the employee is able and medical documentation is provided, modified work will be offered and will require Leader/Principal support.

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When is A WCB Worker’s Report of Injury Required? If the employee’s injury is more serious, then he/she will also have to complete a WCB Worker’s Report of Injury.

A WCB Worker’s Report of Injury is required in the following situations:

When outside medical treatment is needed beyond in-house first aid (i.e.: seeing the doctor for an x-ray, physiotherapy, chiropractic treatment, etc.) When medical expenses are incurred for such things as eyeglass repair, dental treatment, or prescription medication. Missing time from work, or you cannot perform regular job duties and are only able to do modified work When an employee has suffered a potentially disabling condition caused by occupational exposure such as chemical/poisoning, infection, respiratory disease, etc. When an employee has suffered a permanent disability such as hearing loss or an amputation. What happens after you complete the Employee Accident Report? The employee will be contacted as soon as possible by a health advisor to discuss the work injury and obtain information. The health advisor will let you know if you also need to complete a WCB Worker’s Report of Injury.

If the injury meets the criteria outlined in the bullets in the above section, then it will be reported to the Workers’ Compensation Board. Failure to do this can result in a significant penalty to CBE.

Should the employee require medical care, they must see a medical practitioner and forward the medical documentation to EHRC. This assessment could be through a family doctor, Occupational Injury Service, walk-in clinic, etc.

A health advisor will then be in contact with the employee to coordinate medical case management and to assist in return to work planning. The CBE is committed to providing modified work opportunities to all employees requiring any type of accommodation.

For any questions regarding your initial accident or report submission: Contact | Safety Advisory Services t | 403-817-6239

If you have any questions regarding your claim, lost time, modified work or the medical aspect of your case: Contact | Employee Health Resource Centre t | 403-777-7788

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Working Relationship Commitment As proud employees of The Calgary Board of Education we commit to a culture of respect, trust and participation in support of student learning.

Our employees are our most valuable resource, and we are committed to ensuring that we operate in an environment of mutual respect. The Calgary Board of Education and all its employee associations and unions are very proud to endorse the Working Relationship Commitment which guides the way we work together every day. The Working Relationship Commitment represents our commitment to a mutually beneficial, cooperative working environment.

Linked to this webpage you will find the Working Relationship Commitment and resources to support employees and leaders.

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Chapter 13 – Educational Technology

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Educational Technology School Information Handbook

Introduction The CBE’s Education Plan includes advancing equity by personalizing learning for each student. More specifically, leveraging the use of technology in learning environments to meet the needs of diverse learners is a key descriptor in how we support our students’ achievement and well-being. As schools consider how the integration of technology enables the personalization of learning, questions arise about current practices and directions for the future. There are implications for instructional practices, approaches to professional learning, collaborative practices, documentation and communication, and the evolving roles of teacher and student in teaching and learning. This work is part of the mandate of the Teaching and Learning with Technology team.

For more information and key contacts see Digital Citizenship and Technology.

Technology Integration Planning The Teaching and Learning with Technology team can support your school around planning for the integration and use of learning technologies. For contact information, visit Digital Citizenship and Technology.

System Supported Learning Technologies System supported learning technologies are accessible and equitable for students and educators across the CBE. These technologies include system provided professional learning opportunities, resources, and technical support. Visit Software for Learning for a list of system supported tools.

Online Presence All teachers are required to create and maintain an online presence using a system- supported tool. Visit Online Presence for resources and guidelines.

Learning Continuity During the COVID-19 pandemic, we remain committed to keeping you as up to date as possible with any changes that may impact your students, your school, and the CBE as a whole. Learning Continuity will continue to offer teachers multi-layered technology and curriculum supports during the pandemic.

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Content Filtering Content filtering is software designed to restrict or control the content that a user is authorised to access on the internet. It compliments Digital Citizenship by protecting students from accessing inappropriate content. CBE’s content filtering system also helps protect your computer and your data from computer viruses, malware, adware and other risks.

AR 1062 | Responsible Use of Electronic Information Resources defines the responsible use of electronic resources in a manner consistent with the mission and the mandate of CBE.

CBE's Content Filtering application, Fortinet, allows any staff user to look up the current classification of a URL or request a URL reclassification. To request a school filtering level change or for further support, contact the School Internet Filtering Advisory Committee (SIFAC).

References | AR 1062 | Responsible Use of Electronic Information Resources Content Filtering Digital Citizenship

Contact | School Internet Filtering Advisory Committee e | [email protected]

CBE Wireless The CBE Wireless allows four different types of access: guest, sponsored guest, students and staff. Two personal devices can be connected at once. There is no need to re-authenticate daily and login does not expire until June 30 each year. The CBE Owned network allows The Calgary Board of Education owned devices including iPads, Chromebooks, Windows and Mac devices to be connected to the network enabling continuous logins. Sites that were blocked on The Calgary Board of Education owned computers remain blocked on students’ personal devices on the guest network. Principals and teachers retain absolute discretion over when the students can use this network in class. For more information on this network, please visit CBE Wireless & CBE Connect.

If you are unsure of your school's filter level please refer to the list of filter levels of CBE Schools in Web Filter Levels.

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References | CBE Wireless Web Filter Levels

Contact | Service Desk t | 403-817-7777 Option 1 CBE Service Desk Portal

Digital Citizenship Plan Digital Citizenship is having the knowledge, skills and attitudes needed to demonstrate responsible and respectful behaviour when using technology or participating in digital environments, including while commuting using CBE School Buses. Digital Citizenship encompasses: digital self, digital interactions, digital learning, digital rights & responsibilities, digital safety & security and digital commerce.

To support you in the process of creating your school's Digital Citizenship plan, we have developed supporting resources on Digital Citizenship. School digital citizenship plans are to be revised annually, posted on their school websites, and reviewed throughout the year.

note | Schools will complete a Digital Citizenship plan by Oct. 31 of each school year.

References | Digital Citizenship

Contact | Teaching and Learning with Technology e | [email protected]

Copyright We encourage schools to be aware of and show respect for copyright in our educational system as we educate the copyright owners and users of tomorrow.

For guidance on educational use, copyright, public performance rights and showing videos in schools and school libraries, we encourage schools to consult to refer to:

AR 1043 | Intellectual Property including Copyright Copyright Awareness

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Contact | Technology & Learning Resources e | [email protected] Manager, Educational Resources and Learning Systems t | 403-817-7534

Software Asset Management (SAM)

The Software Asset Management (SAM) system provides CBE with an intuitive, self- serve, catalogue to quickly and easily find approved software titles as well as an avenue to submit new software requests. The process for approvals will be transparent and users will see why software is approved or declined based on decisions made by the Software Vetting Committee. It also replaces the former Web 2.0 process. Installed software, Web 2.0 (interactive website) tools and Google Workspace for Education and Chrome apps/extensions/add-ons are included in the Scope of Software Asset Management. Android and iOS apps are not included in SAM at this time

SAM will enable CBE to realize significant cost savings by:

consolidating all the information about software assets onto one consistent platform; identifying opportunities to consolidate to fewer software titles, allowing for the optimizing of licenses; and maintaining accurate information to support Procurement with contract negotiations.

SAM also aligns with The Calgary Board of Education's Education Plan by highlighting software resources that allow teachers to leverage the use of technology in learning environments to meet the needs of diverse learners.

Details on other software available as well as installation / usage guidance can be found on the Software page in Insite.

Privacy Guidelines (as part of SAM) CBE's privacy guidelines have been established to ensure the safety and privacy of students using tools for learning purposes. The Privacy Impact Assessment (PIA) evaluate specific tools for their compliance and readiness to be used in a classroom environment.

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The teacher(s), learning team, and administration all play a part in the PIA process. PIAs will be evaluated by the FOIP office as part of the SAM process and you will be able to see the status of your request in the SAM platform. You will need to complete and submit the privacy section of the SAM form if any of the following applies:

student data is required to set up and use the tool; first and/or last names; email address; gender, birthday, age and any other personal information in combination with any of the above; and/or student work is being shared online through the use of a tool. note | Read carefully whether a PIA has been completed and approved or not for software in SAM. If one has not been completed and approved, you will have to do so before purchasing/using the software.

References | Digital Citizenship & Technology Digital Citizenship, Student Privacy & FOIP Legal Services – Privacy Impact Assessment Template Software Asset Management Software Asset Management Home Technology Software Insite Page

Contact | FOIP Coordinator t | 403-817-7989 Service Desk t | 403-817-7777 Option 1 CBE Service Desk Portal Teaching and Learning with Technology e | [email protected]

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Network Accounts and Network Security Responsibility Network Accounts All employees of The Calgary Board of Education receive CBEORG (Network) Accounts when they begin work.

CBEORG account passwords must reflect certain complexity requirements and must be changed at least once every 90 days.

Use three of the following to meet the complexity rules:

Include a capital letter like A, B, C Include a lowercase letter like a, b, c Include a numbers like 0, 1, 2, 3 Include a special character like $, #, % Staff passwords must be at least 8 characters.

Password Tools Employee Password Tool

The Employee Password Tool is designed to allow staff the ability to reset THEIR OWN password anytime, anywhere. Staff can set up their security information to ensure they are able to access their learning resources and systems – even if they have forgotten their password. No more waiting for the Service Desk to respond to regain access!

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Student Password Hub The student-friendly Student Password Hub is optimized for mobile devices which allows students to easily change their own CBE network account password anytime, anywhere. Students use their network account to log into school computers, Brightspace, Google Workspace for Education, and more.

Students have three options in the Student Password Hub: Set Up My Security Info - Help your students with this step early in the school year so they will later be able to change their own CBE password in case they ever forget it or it stops working. Change My Password – for security concerns; after a temporary password is given to them; to troubleshoot a login issue. Forgot My Password - Students can get a new password anytime, anywhere without help from the school if they can’t remember it or it isn’t working. Requires prior setup in option 1.

Student Account Tool The Student Account Tool is an online tool used by school staff to assist students with username and password issues. It also provides the ability to enable/disable student network accounts such as Brightspace by D2L and Google Workspace for Education services.

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Principals contact the CBE Service Desk to add/remove staff access to this tool.

References | Employee Password Tool Student Account Tool & Password Hub

Contact | Service Desk t | 403-817-7777 Option 1 CBE Service Desk Portal

Staff Member Leaving Network accounts are disabled automatically based upon information from the Human Resources database, but this process may be one or more days behind the actual termination date.

If there are security related concerns related to a staff member’s departure, the Principal can request the account be disabled immediately by contacting the Service Desk.

note | Any requirement for immediate disabling of an account should be communicated by email. Contact | Service Desk t | 403-817-7777 Option 1 CBE Service Desk Portal

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Data Retention It is important to consider the data that we have in various places in CBE and what will happen to that data that each person has collected over the years when they leave. CBE has an obligation to purge and clean up data from users that have left the organization. Students need to be made aware of how to take their data with them.

Brightspace by D2L There are few different scenarios when leaving a school, or CBE, when it comes to the data including grades in Brightspace. The Leaving the CBE, changing schools & adding a substitute teacher page in Insite explains those scenarios and how to deal with your data in the various circumstances.

Brightspace courses are automatically deactivated every year. Teachers should deactivate completed courses so students and their parents / legal guardians no longer see them and refer to Preparing for Brightspace Course Cleanup.

Students need to ensure that they download any content they might have in their Locker or ePortfolio that they wish to keep. Both of these tools are accessible from the Student Tools tab on the main navigation tool bar on the Brightspace user home page. Public facing information (that students and parents / legal guardians can access) on these processes can be accessed at Support for Brightspace.

G Suite for Education (Google) For staff, Do I lose access to my email and files when I leave the CBE? explains what happens with user data once someone leaves CBE, and how both staff and students can download and export their data. Public facing information (that students and parents / legal guardians can access) on this process can be accessed at G Suite for Education & Gmail Support.

Iris – Student Learning Plan Iris has a simple export button on the top right corner of the Student Learning Plan. Students can choose to export all their uploaded data, with or without the comments that have been posted on their artifacts of learning. Please note that this export only exports the student uploaded artifacts of learning. Further information on Exporting Student learning Plans (as well as many other supporting documents) can be found at Iris | Student Learning Plans.

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References | Do I lose access to my email and files when I leave the CBE? Google Workspace for Education & Gmail Support Iris | Student Learning Plans. Leaving the CBE, changing schools & adding a substitute teacher Preparing for Brightspace Course Cleanup Support for Brightspace

Group Security School staff network accounts are automatically placed into security group(s) based on Human Resources position information. As soon as a school staff member is designated to your school in the Human Resources PeopleSoft system - permissions and privileges are assigned which allow access to services like your school server and membership in your schools’ email distribution list.

Should a staff member move to a new work location within The Calgary Board of Education, their CBEORG account access and security groups will be automatically changed based on their location in the Human Resources PeopleSoft system.

Contact | Service Desk t | 403-817-7777 Option1 CBE Service Desk Portal

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School Folders Each school has the following six Outlook School folders. By default the positions listed below are given full access to these folders. The titles are as per HR Position information:

Principal Folder Principal

Main Office Folder Principal Assistant Principal Admin Secretary Office Assistant Secretary (etc.)

External Folder Principal Assistant Principal Admin Secretary

Library Folder Principal Library Assistant Library Technician

General Folder Principal

Anyone not in the positions listed above will require authorization by the principal if they are required to manage these folders.

Reference | AR 1061 | Security of Information Resources AR 1062 | Acceptable Use of Electronic Information Resources

Contact | Service Desk t | 403-817-7777 Option 1 CBE Service Desk Portal

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RSS Feed Staff and parents can sign up to receive CBE System messages automatically. Visit our RSS page to subscribe.

Iris Iris was designed by CBE teachers to support the personalization of learning. Iris provides a space for: students to reflect upon and share who they are as learners; teachers to gather, document and act upon insights into each learner; and professional collaboration.

Iris is a web-based tool used system-wide to support learners within and between learning communities.

Iris was designed to support teachers and students in making day-to-day decisions about teaching and learning. The reports section of Iris was designed so that information about student learning could be shared as part of a school’s communication with students and families including the development and on-going work on Individualized Program Plans (IPPs).

Learn more about how to get started using Iris in your school.

Reference | Iris

Contact | School Improvement (teaching & learning) e | [email protected] Iris (technical support) e | [email protected]

Brightspace by D2L Brightspace is a powerful and secure personalized learning platform used extensively at CBE since 2005 to engage students in authentic, student-directed, connected learning. Brightspace is an excellent choice for both blended learning opportunities and fully online courses such as are offered to all students in CBE through CBe-learn. It is also a great platform to provide professional development, communities of practice or Brightspace sharing sites for staff.

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Brightspace is accessible from school or home, and used by:

. staff and students - log into Brightspace using their CBE username and network password; . community partners - principals can request special access into Brightspace for community partners in order to enhance the learning experience for students, or to collaborate with teachers; and . parents / legal guardians - log in to Brightspace via MyCBE / PowerSchool to view their child’s Brightspace course information.

Within courses, teachers and students have access to a variety of learning tools to communicate, collaborate, organize and assess. Learn more about these tools on the Brightspace by D2L Insite page.

We are continually enhancing the look and feel, functionality, accessibility, and integrations with other tools. We currently have integrations / interconnections with Virtual Classroom by Bongo, Turnitin, Google Workspace for Education, and our CBE Student Information System (SIS), PowerSchool. Teachers can connect their Brightspace courses to their SIS class lists and have their class lists updated automatically using the Brightspace Course Manager.

Learning Object Repository (LOR) within Brightspace Brightspace by D2L has a Learning Object Repository that is a digital space to store, curate and access digital learning resources for use in a blended classroom. It is capable of storing learning objects from any number of sources: teacher-created, content publishers, other repositories, open educational resources and libraries.

The LOR is currently be used to share CBe-learn created Brightspace course content with CBE teachers to support Ongoing Learning during the COVID-19 pandemic.

ePortfolio within Brightspace ePortfolio is one of the tools in Brightspace by D2L. ePortfolio is a personal portfolio tool for storing, organizing, reflecting on and sharing items that represent student learning similar to Iris. It supports teachers in understanding what might be the next best learning step for individual students. Additionally, students can receive feedback on their work through sharing assignments and self-reflection on their learning with peers, mentors, teachers, parents, or anyone else in their learning community. ePortfolio enables a circle of learning where students offer and receive feedback, comments, or assessments with peers, teachers, parents, grandparents and other mentors. Items stored in the ePortfolio can also be (exported/copied) into Iris if students choose.

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Virtual Classroom within Brightspace Virtual Classroom by Bongo is a synchronous video conferencing tool in Brightspace that allows classes or groups of students to interact with their teacher from multiple locations in one virtual space. This allows users to be connected via the internet for a common purpose. With voice, video and shared computer screen, participants are able to collaborate and interact in this virtual working space from any location. It can be used to host online classes, webinars and video conferences.

References | Brightspace by D2L Sign In Brightspace by D2L Brightspace Course Manager MyCBE / PowerSchool Student & Parent Support for Brightspace Virtual Classroom

Contact | Brightspace & Virtual Classroom (teaching and learning) e | [email protected] Service Desk (technical support) t | 403-817-7777 Option 1 CBE Service Desk Portal

Google Workspace for Education (Formerly known as G Suite for Education). All students, teachers, principals and other select staff positions working directly with students in teaching and learning scenarios (aligned with CBE's Google Workspace for Education Approved Use and Guidelines) will have access to CBE’s Google Workspace for Education. Other support staff such as facility operators, lunchroom and school office staff will not have access to CBE's Google Workspace for Education.

CBE's Google Workspace for Education includes student and teacher access to the following Google tools from your @educbe.ca account: Gmail, Google Calendar, Google Classroom, Google Drive (Docs, Sheets, Slides, Forms), Google Groups, Google Keep, Google Meet, Google Sites, and Jamboard.

Staff accounts also get access to Google+, Blogger, Photos and YouTube accounts.

CBE's Google Workspace for Education is integrated with:

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SMART Learning Suite. This allows teachers to create interactive lessons for students. CS First. This allows students to access science / coding lessons from Google Classroom. SketchUp for Schools. This 3D modelling tool is now accessible online through Google Drive.

New Google Drive storage limits will come into effect July 2022. Staff and students should review and clean their data to ensuring alignment with the acceptable use policy of Google Workspace for Education.

Access Is Not Forever Remind students and staff leaving CBE that they will lose access to their files and email so be sure to export anything they need to take with them before they leave. More information can be found on Do I lose access to my email and files when I leave the CBE?

Be sure to check our online help for common FAQ’s and login questions. References | CBE’s Google Workspace for Education Approved Use & Guidelines Do I lose access to my email and files when I leave the CBE? Google Workspace for Education SMART Learning Suite Student and Parent Google Workspace for Education & Gmail Support

Contact | Google Workspace for Education (teaching and learning) e | [email protected] Service Desk (technical support) t | 403-817-7777 Option 1 CBE Service Desk Portal

OneDrive CBE OneDrive is a place for your working documents, research and media files. It is intended to be an administrative digital space where you can work with data that requires a secure platform.

As a response to a growing need for more storage and a safe, online, real-time, collaborative environment for staff to work in, CBE OneDrive for Business is now available.

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Traditionally accessing your files has been inconvenient and accessing them outside of CBE has required the storage on easily lost memory sticks or through the use of a laptop computer.

CBE OneDrive for Business provides up to 1 TB storage space that is as much as a thousand times larger than a typical memory stick. Your data can be accessed anywhere yet it helps ensures that our information is kept secure and private.

Use of this service must also be in accordance with AR 1062 | Responsible Use of Electronic Information Resources and AR 1061 | Responsible Care and Security of Information.

Inclusive Learning Technologies The Calgary Board of Education provides all students with the most appropriate learning environments and opportunities for them to best achieve their potential. Inclusive learning technologies are one area in which the CBE addresses the unique learning needs of each student. The CBE strives to personalize learning and make technology accessible to all, by providing a variety of applications and purchasing system software.

Read&Write for Google Chrome CBE has a district license for Read&Write for Google Chrome which is available for all CBE staff and students at school and at home. To access, you must be logged into the Chrome Browser and staff/students need to log-in with their EDUCBE account username/studentID#@educbe.ca.

After logging into the Chrome Browser, a purple puzzle piece should be evident in the upper right hand corner along with 2 other extensions – the screenshot reader and the PDF Reader. To activate the toolbar, click on the purple puzzle piece to access an array of literacy support tools (20+), including speech-to-text, text-to-speech, talking & picture dictionaries, word prediction, translator, check-it tool, highlighters and many more.

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R&W for Google Chrome will follow the student through their CBE email account providing them with tools that can assist with reading, writing, research and study skills.

References | Inclusive Technologies Read&Write for Google Chrome Feature Walk-Through Videos - YouTube Playlist Read&Write for Google Chrome Quick Reference Guide

Contact | Sonya Gillis e | [email protected]

myBlueprint myBlueprint is an online education, career, and life planner that supports student exploration, planning and decision making with a one-stop individual pathways planner. This application is integrated with PowerSchool and is accessible to all CBE high school students and educators. Students can use myBlueprint to build their high school course plan and inform their course choices for their next school year and beyond.

All CBE High School students and teachers use myBlueprint Student Login to access the planner. Resources | myBlueprint myBlueprint Student Login myBlueprint Support and Resources

Contact | Sonya Gillis e | [email protected]

Learning Commons & Learning Resources Libraries across CBE are completing the shift to learning commons. A learning commons supports innovative task design, the active co-construction of knowledge by learners and is deeply rooted in the development of disciplinary literacy and numeracy. A learning commons should have a cohort, or team, consisting of an administrator(s), teacher(s), library assistant and ideally, students. The learning commons is a rich learning environment offering flexible spaces that adapt to the needs of the learner(s); an inviting collection of books/texts and educational technologies. A learning commons can also be a makerspace that provides students with opportunities to apply and extend their learning by using their hands to think. More information about can be found at Learning Commons and Alberta Education’s Learning Commons.

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Learning Resource Framework CBE continues to evolve a Learning Resource Framework that helps build capacity in our staff and students to appropriately select, use and manage learning resources in all formats to design instruction, and meet the personalized learning needs of their students and context. The underpinning of this strategy assumes:

a learning resource is considered anything that supports learning, such as: print, digital, audio, video, multimedia, people, places, tools, natural artefacts, experiences, etc.; resources contribute to the intellectual, physical, social, emotional and spiritual learning and well-being of students; school communities create resource collections to support their particular learners; learning is holistic and occurs both within and beyond school; and

recommended resource lists are no longer possible in an age where a plethora of resources are available to meet learning needs and contexts.

A collection of learning resources has been curated in Insite and can be found on the Learning Library. All teaching and learning software resources can be found in the Software Asset Management (SAM) tool.

Calgary Public Library Access The CBE has a long-standing relationship with the Calgary Public Library (CPL). All CPL resources can be accessed by using your free CPL card. Cards may be obtained by visiting a library in person or signing up online. Staff and students can borrow books, digital resources, audiobooks, news publications, journals, magazines and more. The CPL’s robust collection of resources is a great addition to the learning resources already at your school.

Calgary Public Library Digital Resources Access Through our partnership with the CPL, all students in CBE have access to a paid subscription of 1100 TumbleBookLibrary (K-6) resources and over 1000 TeenBookCloud curated e-books and digital content suitable for Middle/Junior high school students. Users can access these resources from school, home, library and on mobile devices.

Access | TumbleBookLibrary http://www.tumblebooklibrary.com/auto_login.aspx?u=calgarypl&p=sd19 username: calgarypl password: sd19

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Access | TeenBookCloud https://www.teenbookcloud.com/auto_login.aspx?u=calgarycbe&p=sd19 username: calgarycbe password: sd19

Find out more about the Calgary Public Library Partnership.

Learning Commons Staff

CBE supports ongoing communication around learning commons and resources to school staff through a variety of ways including The Week Ahead emails to principals, learning commons and learning resources, and related professional development sessions and cohorts.

Library Assistants and Learning Commons teachers have the following additional supports: School Library inbox; Learning Commons Community in Brightspace (self enrollment is available); Symphony training for Library Assistants; and Symphony support by emailing [email protected].

Future of Learning Lab - Dr. Carl Safran Centre The Future of Learning Lab (FLL) is a dynamic and responsive physical space focused on promoting and supporting innovation and best practices in Maker Education that enhances the personalization of learning. It is an expression of the physical and experimental spaces of the Learning Commons.

The Teacher Studio provides: support for personal and professional learning by connecting teachers across the system with similar interests and learning goals in professional learning cohorts and collaboration teams to leverage shared learning; exploration of new and emerging technologies through hands on discovery with resources and learning technologies for staff and students; support for schools in making the move to Learning Commons with support from the Curriculum & Pathways team; and a source of information on what is new and innovative in teaching and learning both within The Calgary Board of Education and in the literature. Support | Sonya Gillis e | [email protected] w | Future Learning Lab

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Symphony Library System CBE’s supported library management system is Symphony, made up of two parts: eLibrary and Workflows. Symphony is used to inventory and circulate over 3,500,000 books, magazines, kits, equipment, technology devices, and more throughout CBE. Symphony supports CBE’s Learning Resources Strategy and the pedagogical shift to a learning commons environment in our schools by providing online access to a wide variety of learning resources in multiple formats.

Symphony eLibrary eLibrary is our publicly accessible online catalogue with detailed information about learning resources that are available for staff and students to search and borrow. It is available from school or from home to help support the personalized needs of staff and students.

eLibrary provides access to:

school learning commons collections (books, magazines, AV, digital content, kits); learning commons book requests; school equipment inventories (technology or physical devices); links to other learning resources and sites including, and Calgary Public Library; and account information including borrowed or overdue items (login required).

Symphony Workflows Symphony Workflows is used by learning commons staff to manage school resources, including:

search for resources; circulate resources; add new resources to the online catalogue (eLibrary); check on an item's status (such as location, availability); check a user's status (such as late/overdue);over-dues) maintain a current inventory of resources; and provide self-check in/ check out of resources (Kidpower). Library Assistants require training to use Symphony Workflows.

note | Other CBE staff and volunteers are not provided access to Symphony Workflows.

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Symphony Support The Educational Resources & Learning Systems (ERLS) team provides the following centralized services to school learning commons staff: Free Symphony training sessions and manuals for Library Assistants already hired into the Library Assistant job description (casual or permanent) Bibliographic cataloguing of new resources (searchable record in Symphony) Support around operational learning commons and learning resource processes Learning Commons learning and networking sessions Contact | ERLS Team Learning Commons support e | [email protected] w | Symphony - Workflows & eLibrary

School Inventory Systems Currently at CBE there are three systems that can provide capabilities around inventories: Archibus, Rycor, and Workflows. To find out more about each system, and to see a comparison chart of the systems, please visit School Equipment Inventory.

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Chapter 14 – General Information

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Accreditation and NCAA Letters When one of our students moves to another location in Canada or the world, the receiving school system may ask for an Accreditation Letter. If the receiving jurisdiction is asking for:

the report card to be certified, i.e., stamped with the board seal and signed by an official, contact the supervisor of Records Management; details of the Programs of Study so they can assess which areas the student has or has not covered, contact the education directors of Core and Complementary Curriculum; per cent conversion for the indicators on a K-9 report card; we do not do per cent conversions. However, the school’s education director can write a Conversion Scale Letter which can then be attached to a copy of the K-9 report card; or delivery method of instruction, contact the education directors of Core and Complementary Curriculum. Students who have been given an athletic scholarship to the United States, are required to have their high school (which includes Grade 9) marks assessed by the National Collegiate Athletic Association (NCAA). Students need 16 core courses (as defined by the NCAA). Know that at present, the NCAA counts Alberta Grade 9 Mathematics, Science and Social Studies as 0.75 of a course. Students provide their Alberta High School Transcript (via myPass). For our Grade 9 courses, the process is as follows:

The student’s school emails the school’s education director the legal name of the student and requests a Conversion Scale Letter. The school’s education director writes the Conversion Scale Letter and provides the letter to the student’s current school. The current school scans the letter and the Grade 9 report card then attaches it to an email that includes the student’s name, their email address and their NCAA ID number. This email is sent to [email protected]. note | If an independent student wants their parent / legal guardian included on this email, they must sign a release of information form indicating this and it must be sent as an attachment to the email.

The current school attaches a copy of the Grade 9 report card to the original letter and provides it to the student. School Improvement Data sends the letter and report card to our contact in Alberta Ed who certifies it then emails it to the NCAA Eligibility Centre copying the student and the education director, Research & Strategy.

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Administrative filing systems Assistance in developing a file scheme/system for your Administrative Records is available from Records Management.

Contact | Supervisor, Records Management t | 403-817-6177

Alberta Education Extranet Applications Extranet is a secure application used by Alberta Education to manage/share everything from student information to provincial testing to Alberta Education school & district reports (e.g., Assurance Survey, Exam Reports). Only certain people in our organization need access to Extranet and then only to certain applications. School Principals and Assistant Principals are primary users of the Extranet application.

Information on who may have access can be found in Alberta Education Extranet Applications Access Protocol and Alberta Education Extranet at a Glance, which can be found on the Alberta Education Extranet Applications Insite page.

In order to gain access to the Extranet, an Approval Officer protocol is used. The table below details who in CBE is defined as an Approval Officer for the purpose of this application.

Your Role Your Approval Officer School-based staff (not including the principal) School’s principal School-based principal School’s education director Area staff Education director Service unit staff Service unit director Education director / Director Superintendent Superintendent Chief superintendent

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Approval officers are responsible for ensuring that only those staff who should have access, have access and then only to the applications related to their work. When someone goes on leave, transfers to a new school/service unit, retires or leaves the board, their access must be removed from the school/service unit.

Principals are asked to review staff access before leaving for the summer break. The PowerSchool | School Authority Information in Education Guide provides information to edit staff access.

References | Alberta Education Extranet Applications Access Protocol Alberta Education Extranet at a Glance School Authority Information in Education Guide

Contact | System Assistant Principal, Research & Strategy t | 403-817-7514

Charter Schools The Alberta Education website states:

Charter schools are autonomous non-profit public schools that:

. provide basic education in a different or enhanced way . follow Alberta's programs of study (curriculum) . have a focus not already offered by the board of the school authority in which the charter schools are located. This could include unique: learning styles teaching styles approaches philosophies pedagogies . demonstrate collaboration or engagement with a post-secondary institution or a school authority . have the potential to improve the education system as a whole and enhance education research and innovation

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At the direction of Alberta Infrastructure, some charter schools are located in former schools in CBE. Each charter school reports directly to Alberta Education. There are no charter schools operated by The Calgary Board of Education.

For more information on charter schools, please visit Alberta Education – Charter Schools

Class Size Survey The Alberta Government has discontinued the collection of information on class size; therefore, the Class Size Survey will no longer occur.

While no longer required by Alberta Education, class size information survey data may be used by schools to identify their courses on offer, and where their enrollment is excessively large or small. This information can be obtained through the CSIS Verification report in PowerSchool (Reports > CBE Reports > CSIS Verification). This report is optional and is used for school-based analysis.

For more information, refer to the Class Size Survey Insite page.

Contact | System Principal, Research & Strategy t | 403-817-7533 System Assistant Principal, Research & Strategy t | 403-817-7514 SIS Support e | [email protected]

Comprehensive School Health Health and wellness is important to everyone in the community, and The Calgary Board of Education is no exception. We know that students who are healthy and feel safe learn better, which is why we are committed to doing everything we can to promote student health in our schools. Our schools have a key role to play in working with students, families and communities to create welcoming, vibrant, physically and mentally healthy schools.

We do this in a variety of ways, including creating strategies to foster safe and caring school communities, taking a whole school approach to health, following the Alberta curriculum, and by working together with community partners to support students’ health and wellness needs.

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At CBE, we believe in a whole school approach to health and wellness. We call this our Comprehensive School Health (CSH) approach. As a system we focus on the following four areas:

healthy eating; healthy relationships; physical activity; and positive mental health.

Each school’s approach to CSH can look different. Every school is asked to create its own goals related to these four areas of focus. To support schools in reaching their goals, CBE has many different programs, partnerships and strategies to support our schools in creating healthy communities. These include:

implementing healthy school policies; developing strong partnerships and services with in communities; creating supportive social and physical environments; and teaching students about health and wellness.

Schools with concerns about students with mental health and wellness, who are not responding to universal or targeted in school supports, may require additional supports through referral to their Area Learning Team. To access these supports, please submit an Area Request for referral. For further information please contact your Area Office.

Schools can learn more about Comprehensive School Health by visiting Comprehensive School Health (CSH). (This link to Insite is currently broken and will addressed as soon as possible. In the meantime please contact CSH at the number below.)

Contact | Comprehensive School Health t | 403-817-7623

Contact | Area offices

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Concerns and Complaints Guiding principles regarding concerns and complaints: Concerns and complaints are best resolved as close to the source of the concern or complaint as possible. The best solutions come from parents, community members, CBE staff and administration working together. Concerns and complaints are investigated and resolved expeditiously. Concerns and complaints are dealt with in a courteous and constructive manner.

Reference | AR 5007 | Concerns and Complaints Concerns and Complaints Concerns and Complaints form

Contact | Area offices

Course Challenge The course challenge provision is available within CBE for high school students registered in our board. The Guide to Education and AR 6021 | Course Challenge provide detailed direction on the expectations and process.

Should a member from another school authority approach a school principal (or one of their staff) to accommodate a request to challenge a course not offered by their school authority, the principal is to direct them to the school’s education director. Contact | Area offices

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EducationMatters Donations All monetary donations, fitting within the categories below, benefitting CBE students, schools or service units will be processed by EducationMatters, except nutrition donations. The Calgary Board of Education’s charitable trust, EducationMatters, focusses on fundraising for CBE students and schools.

Accountability CBE and its foundation, EducationMatters, must properly account for donation receipts. Only EducationMatters and Corporate Finance, Treasury Accountant may issue official tax receipts on behalf of The Calgary Board of Education students, schools, and programs.

Donation types: Sponsorships Donations from an individual or group of individuals Donations from a business or organization Donations from a not-for-profit or charity Fundraising campaigns including school-based campaigns requiring tax receipts Schools, parent societies, school councils, Area offices and service units will send any monetary donations or sponsorship funds that support CBE schools, students or programs through EducationMatters.

All monetary donations made by cash or cheque must be forwarded to EducationMatters - CBE Education Centre, 1221 - 8 St S.W., Calgary, AB T2R 0L4.

Cheques must be made payable to EducationMatters. Donations of $20 or more will be eligible for a tax receipt. Please see section Tax Receipts below.

Please note:

Fundraising done by parent societies or school councils that does not require a tax receipt will be processed by CBE. For example, bake sales or raffles. If for some reason the donation cannot be used for its originally designated program, then CBE will apply the donation to be used for another program which coincides with the spirit of the Donor’s request as closely as possible.

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Tax Receipts CBE and its charitable trust, EducationMatters, must properly account for donation receipts.

Only EducationMatters and Corporate Finance, Treasury Accountant may issue official tax receipts for donations that benefit Calgary Board of Education students, schools, and programs.

An official donation receipt for tax purposes may be issued: For items in compliance with CRA guidelines and AR 7009 | Donations from the Community/Fund Development. For donations which can be identified as having been made by a particular donor. For an item or payment for which privilege, benefit or advantage does not accrue to the donor or a specific student. For any single donation of $20 or more.

Schools should send all donor funds and donor information to EducationMatters within one month of the donation. If the donation is received in December, the submission must be completed by Dec. 31 in order to obtain a tax receipt for the same calendar year.

An official donation receipt for tax purposes cannot be issued: for an item that is not property (e.g., donations of services, including volunteer help); for an item not donated voluntarily; for an item of no appreciable value to The Calgary Board of Education; when the donor expects something in return (e.g., use of school space or advertising); for an item or payment which cannot be identified as having been made by a particular donor; or for an item or payment for which privilege, benefit or advantage accrues to the donor or a specific student.

Processes for Donations Online Donations – Preferred Method Online donations can be made via EducationMatters at www.educationmatters.ca. Donors can direct their gift to a specific school or program and tax receipts will be issued immediately via email. Donors can provide a one-time gift to their area of choice or set up a monthly donation to provide ongoing support to their chosen school(s)/program(s).

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Tax receipts will automatically be sent to donors for donations of $20 or more.

Parent societies can contact EducationMatters to set-up an online fundraising campaign.

Cheque Donations Made at School – Contact EducationMatters Cheques should be made payable to EducationMatters and include the area of investment in the notes area of the cheque itself. After School collects the cheques, the information needs to be recorded and sent to EducationMatters along with the donation.

Full names: first and last names, not initials Full address with postal code, contact telephone number and/or email Make sure school donation alias where funds are to be transferred is filled in (XXX1-DONATION) The cheque donation information are to be sent to: EducationMatters, CBE Education Centre, 1221 - 8 St S.W., Calgary, AB T2R 0L4. Cash Donations Made at School – Contact EducationMatters If you have any parents who donate cash, the cash needs to be deposited in the school bank account and a school cheque for the total amount of the cash donations needs to be made out to EducationMatters.

The listing of the donators of cash should include the following information:

Silent Auctions and Special Events Contact your Finance Specialist for information and current Canada Revenue Agency (CRA) guidelines on issuing tax receipts prior to the planning of a silent auction or event.

Tax receipts will only be issued for items in compliance with CRA guidelines and AR 7009 | Donations from the Community/Fund Development

Submit all information and funds to Corporate Finance, Treasury Accountant within two months after the event/auction. If the event/auction is held in November or December, the submission must be completed no later than Dec. 31 of the same year.

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Special Events over $10,000 (e.g., Golf Tournaments/Galas/etc.) Contact EducationMatters prior to planning the event for current CRA guidelines on issuing tax receipts.

Contact | EducationMatters, CBE Education Centre, 1221 - 8 St S.W., Calgary, AB T2R 0L4 t | 403-817-7468

Accountability Monetary Donations for Nutrition Programs The CBE will continue to process monetary donations for nutrition programs.

Schools and donors interested in making a monetary donation for nutrition purposes are to contact [email protected].

Donations In-Kind (Non-Monetary Donations) The Calgary Board of Education is a registered charity under the Income Tax Act of Canada.

A tax receipt can only be issued for in-kind items if they are in accordance with AR 7009 | Donations from the Community/Fund Development and Canada Revenue Agency guidelines.

Individual schools are required to maintain a list of all items donated to them. This document must be sent to Treasury Accountant with a copy retained at the school for audit purposes.

A donation may be refused if, in the opinion of the chief superintendent or designate, it is unsafe, hazardous, unrelated to the advancement of education or would not be in the best interest of CBE to accept the donation.

In-kind Donations Made Directly to Schools Principal reviews the in-kind donation offer for safety, suitability and need Principal conditionally accepts OR declines the donation If a tax receipt is being requested, the donor provides the school with value support documentation, see below. The value of the donated item is its value to the CBE and not necessarily aligned with its market value.

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Submit the in-kind donation form along with the value support to Corporate Finance, Treasury Accountant within one month of the donation. If the donation is in December, the submission must be completed by Dec. 31 in order to obtain a tax receipt for the same calendar year. The organization making the donation is responsible for the delivery of the item.

Tax Receipts for In-Kind Donations The school principal or designate will complete the in-kind donation form along with the value support (e.g., original itemized sales receipt, official invoice, etc.) send to Corporate Finance. CBE Finance will review and approve the documentation directly. The school principal or designate will inform the donor if the donation meets the criteria for a tax receipt. The school principal or designate will only accept the item if the tax receipt documentation is approved, or written indication that a tax receipt is no longer required is received. The school principal or Education Director/Superintendent will keep a list of all items donated where a tax receipt was issued.

note | Items requiring a tax receipt should NOT be accepted by the school or service unit until the tax receipt request has been approved by Corporate Finance.

note | Donors need to provide an original itemized sales receipt or an official invoice to support the value of the item.

Donations Gift Card

Contact EducationMatters prior to receiving gift card donation

Reference | AR 7009 | Donations from the Community/Fund Development

Contact | Treasury Accountant for the electronic in-kind donation form e | [email protected]

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note | Payment of fees such as those for participation (e.g., band, athletic fees), rentals (e.g., musical instrument), clothing (e.g., uniform, gym strip) or trips (e.g., field trips) are not eligible for tax receipts. note | For a tax receipt to be valid for the current tax year donations must be received by EducationMatters by Dec. 31 of the same calendar year. Donations received after this date will have tax receipts issued for the following tax year.

note | An electronic copy of the donor’s list is preferred and may be emailed to [email protected]

EducationMatters, CBE Education Centre, 1221 - 8 St S.W., Calgary, AB T2R 0L4 t | 403-817-7468

Elections - Use of Schools as Polling Stations The polling stations are set up as a rental arrangement.

The Alberta Election Act and the Canada Elections Act make provision for schools to be used as polling stations during elections. The Chief Elector Officer can legislate the use of a school.

The only substantive reason why a specific school would not be considered for an election is if it is under repair or is deemed unsuitable for the event by the Returning Officer. An alternate location in CBE will be sought in this instance. CBE works with the Federal, Provincial and Municipal Chief Electoral Officers to minimize the use of schools for advance polls, where possible.

CBE has security measures and protocols regarding the use of schools as polling stations, as agreed upon by CBE Corporate Security, Facility Operations and Senior Electoral Officers. The security requirements of CBE are reviewed and implemented at each polling site/school. The Returning Officer at each site must appoint a Security Monitor, must review and adhere to the school emergency response plan and must not allow voters into areas not stated on the permit. Facility operators are required to assist with cordoning off areas, extra monitoring of hallways, etc.

Members of the news media may come to the schools as part of their election coverage. They are allowed to do so and generally will only take photos of voters as they enter and exit the polling stations. The Elections Security Monitor at each site oversees news media conduct and along with the Returning Officer deals with any issues.

Reference | Protocol for School & Staff involvement in Election Campaigns

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Contact | Facility Rentals t | 403-817-6300 Option 4 e l [email protected]

Facility Related Project Requests for Your School School administrators are required to consult with their Area Facility Team Leader (FTL) when considering any renovations or changes to the school facility and/or grounds. This requirement is to ensure that all renovations or changes comply with CBE regulations and standards as well as legislated building codes and by-laws.

Process School administration identifies a facility related need, i.e. a renovation project or initiative that would result in a change to the school facility or grounds. School administrator contacts their Area FTL for assistance and to initiate the project request. FTL enters the project request into Archibus. Please note that paper submissions will not be accepted. Administrator will have access to view project progress in Archibus. The project request is reviewed and where necessary submitted for system approval. The project request approval process consists of concept approval, scope approval and funding approval. School administrator will be contacted throughout the process. Contact | Facility Team Leaders

Flying Flags at School Information and guidelines about flying the national and provincial flags, and the singing of O Canada and God Save the Queen, are contained in AR 3074 | Flag and Anthem.

A flag must be flown at half-mast at all CBE locations when directed by the chief superintendent or delegate. The Prime Minister’s Office through Canadian Heritage, the Premier’s Office through the Alberta Protocol Office or Alberta Education notify the chief superintendent’s office. Schools and other sites are asked to watch for direction from the Office of the Chief Superintendent before lowering the flag. When flying flags at half-mast is in effect, schools are requested to have the flags flying at half-mast during the day, but lowered at the end of the school day.

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Instruction on when flags are to be flown at half-mast is sent by Facility Operations directly to the school facility operator

A flag may be flown at half-mast at a single school on the death of a student or staff member of the school. The principal of the school makes this decision. Flags are normally flown at half-mast from the time of notification of death up to and including the day of the funeral. Reference | AR 3074 | Flag and Anthem

Contact | Office of Chief Superintendent t | 403-817-7900

Foodservice Programs The Calgary Board of Education supports student access to healthy food choices and nutrition programs supports which are essential in providing student nourishment, supporting a learning environment that is safe, caring and conducive to effective learning. AR 3047 | Nutrition and Alberta Health Services Environmental Public Health govern all reoccurring foodservices operations such as culinary arts programs, school cafeterias and serveries, lunchrooms providing reoccurring foodservice, breakfast programs, tuck shops and kiosks, and vending machines. (This also includes agency supported programs, and any other school programs that provide regular foodservice).

Nutrition Prioritizing health and wellness of our students over potential profitability of food and beverages is the primary consideration in choices made by the principal. Decisions made regarding food and beverages sold or served by CBE staff in the school or at school events must follow the Alberta Nutrition Guidelines for Children and Youth (ANGCY), and AR 3047 | Nutrition, and model and reinforce the messages delivered to students (through Alberta Education’s Health and Career and Life Management Programs of Study) about the importance of making healthy lifestyle choices.

Resources | Alberta Nutrition Guidelines for Children and Youth AR 3047 | Nutrition CBE Food & Nutrition Supports in Insite; Food & Nutrition

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Safe Food Handling Food Safety and Safe Food Handling is a priority for all CBE food programs and supports. In keeping with the requirements of Alberta Health Services Environmental Health and general best practices, principals are asked to ensure ALL staff and volunteers who handle food for students (i.e. emergency pantries, breakfast programs, lunch supervision, foodservice lunch programs, agency provided supports, and monthly fun lunches) have the appropriate knowledge and/or training (certifications) pertaining to provincial food safety standards.

Food Safety Courses It is strongly recommended that all staff (and volunteers) providing any type of student nourishment/foodservice supports within CBE take Alberta Health Services Food Safety Basics Training as a minimum requirement. This course is a free two hour on-line program.

For all food programs that are dealing with more complex, high risk foods and food preparation Food Safety Certification training is required.

Food Safety Training Programs with Provincial Certification are available through Alberta Health Services, Environmental Health at 403-943-8030. Other provincially recognized courses can be referenced on the Food Safety page in Insite.

Food Handling Permit Regulations For schools that offer reoccurring foodservice supports (either through in-house breakfast or lunch programs, or through agency supports where food is cold stored and/or prepared and distributed by the school), a valid AHS Food Handling Permit is required in order to be in compliance with provincial regulations (Public Health Act – Food Regulation, and Food Retail and Foodservices Code). There is no cost for an AHS Food Handling Permit, and CBE’s Food and Nutrition Specialist is available to provide support through this process. For further information reference the Food Safety page in Insite, or AHS’s School Food Activities resource.

An AHS Food Handling Permit is required when Meal/Snack Programs are provided by the school, this includes:

Breakfast programs/supports that prepare foods on site, or serve pre-prepared food products Cafeterias/serveries prepare complex foods Lunchrooms programs prepare, sell or offer food onsite Kiosks, serveries and/or tuck shops sell food

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Schools receive agency supports and cold hold food items, or prep food items

An AHS Food Handling Permit is not required for: Lunch Supervision Emergency Pantry Supports (providing manufacturer individually prepackaged, shelf stable goods, once to twice a week in total); Independent School Milk Programs; or Monthly Fun Lunches / Fundraisers. For further information regarding nutrition, permit requirements, or food safety and sanitation requirements please contact the Food and Nutrition Specialist.

Resources | CBE Food Safety Supports in Insite; Food Safety CBE Food Safety Management System for foodservice locations that require a food handling permit; CBE Food Safety Management System – Permit Required CBE Food Safety Management System for school activities that do not require a food handling permit; CBE Food Safety Management System – No Permit Required Alberta Health Services School Food Activities

Contact | The Food & Nutrition Specialist is available to provide advice for administrators, support staff, or teachers involved with foodservice programs, or non-permitted supports and events.

External Foodservice Providers All foodservices/food products provided in schools must come from a permitted source.

All external foodservice operators providing services to CBE schools must seek approval from Procurement to ensure that all requirements, such as insurance, food permits, sanitation training and security clearances for staff are in order. If you are unsure if a foodservice provider meets the requirements, inquire with the Food & Nutrition Specialist.

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Vending Machines External Operators Only vending companies that hold a current contract with The Calgary Board of Education Procurement may provide vending to schools. Vending products offered for sale must meet The Calgary Board of Education AR 3047 | Nutrition and AR 7012 | Vending Machines in Schools.

School Owned Vending Machines All non-perishable food products, and beverages purchased for sale in school operated vending machines must be purchased from a reputable company (permitted source). Vending products offered for sale must be manufacturer individually prepackaged, and meet The Alberta Nutrition Guidelines for Children & Youth, AR 3047 | Nutrition and AR 7012 | Vending Machines in Schools.

Reference | AR 3047 | Nutrition AR 7012 | Vending Machines in Schools AR 3048 | Lunch Services

Program Information and support The Food & Nutrition Specialist in an advisory capacity, assists in:

Interpreting AR 3047 | Nutrition, and Nutrition Criteria and support; Environmental Health Compliance and Permitting support; Safe Food Handling, Food Safety and Sanitation support; and Providing resources and training supports for Foodservice staff.

Contact | Food & Nutrition Specialist t | 403-817-7554 AHS - Alberta Health Services, Environmental Health t | 403-943-2295

Friday Prayers in Schools What is the process for handling a request for accommodation for Friday prayer?

A request for accommodation for Friday prayer must be student initiated and student led. CBE recommended processes (see links below) adhere to the Mission, Vision and Values of CBE and follow the basic guidelines as set out in the Alberta Human Rights Act

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and AR 3067 | Religion in Education. Student initiated requests must include a student- centred accommodation.

A dedicated prayer space is not required to meet accommodation requests; an appropriate space that will allow students to perform prayers and provides a degree of privacy can be considered. Accommodations will vary from school to school and are tailored to address the specific request of the student(s) within the context of the school. Once a student-initiated request is made, the first responsibility of the school principal is to provide accommodation following the guidelines as outlined in the following documents and in consultation (where necessary) with the following CBE contact(s).

Reference | AR 3067 | Religion in Education Muslim Prayer Calendar 2021 Muslim Prayer Calendar 2022

Contact | Supervisor, Diversity Services t | 403-817-7789

Grants If you are applying for a grant that will require you at some point to provide data to the grant provider, please contact Research & Strategy before completing the grant.

Contact | Research & Strategy t | 403- 817-7514

Interfaith Calendar An interfaith calendar website lists significant calendar dates and definitions for more than 30 religions. This calendar can be used as a one more resource for school and department planning.

Leasing and Rentals Leasing pertains to the use of school space by third parties during school hours and on school days, Rentals pertains to use of school space on evenings or weekends.

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Lease of CBE School Space CBE supports lease of surplus classrooms and facilities to external organizations whose activities and objectives are compatible with the goals and vision of CBE. Lease of school space by external organizations is subject to confirmation of compliance with current land use zoning, as well as execution of a License of Occupation Agreement, which is issued by CBE Real Estate and Leasing office.

Examples of lease arrangements include before and after school care, preschool, and charter schools.

Requests to lease school space should be directed to the Real Estate and Leasing office for review and approval. Contact | Sherri Lambourne, Manager t | 403-817-6344 Maj Osman, Leasing/Property Specialist t | 403-817-6296 e | [email protected] Reference | AR 8007 | Surplus Classrooms, Schools and Buildings

Rentals - After Hours Use & Public Use CBE supports the use of schools by the community, public and non-profit organizations, when there is no conflict with the school program. AR 8004 | Use of Schools Outside of Instructional Hours and the Joint Use Agreement between Calgary Recreation, CBE, the Calgary Catholic Board and the Francosud School Board govern the public’s use of schools and other CBE facilities.

Public Use Groups Non-profit groups/organizations renting public use areas of schools must book through Calgary Recreation.

Public use area includes gymnasiums, auxiliary gymnasiums, cafeteria eating areas, gathering spaces and washrooms. These spaces do not require formal authorization for public use.

Instructional areas include all other school spaces and require the principals’ authorization.

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Public use booking times are: Elementary schools: 6:15 to 10:30 p.m., Monday - Friday Middle schools: 6:30 to 11 p.m., Monday - Friday Senior Highs: 7 to11 p.m., Monday - Friday All schools: 8 a.m. to 12 a.m., Saturday and Sunday Holiday bookings & Non Instructional days: not bookable by public use groups without written approval.

Contact | City of Calgary Bookings t | 403-268-3800, opt. 2 e | [email protected] w | Calgary Recreation website

Annual School Blocking Bookings By May 1 each year, school principals are required to block book times and dates necessary for school events that fall within the below hours for the upcoming school year in eBASE.

6:15 to 10:30 p.m. Elementary Schools one week night per week 6:30 to 11 p.m. Middle & Junior High Schools two week nights per week 7 to 11 p.m. Senior High Schools three week nights per week It is expected that as much as possible these days of the week are used for the majority of non instructional school events. Such as parent teacher interviews, sporting events, performances, etc.

Elementary and Middle Schools may block gymnasiums for a maximum of three consecutive weeks for school use. These school activities and equipment setup can remain in place without having to be disassembled for other rental groups. Activities such as wrestling, gymnastics, concerts, performances, science fairs, etc.

Senior Highs can block gymnasiums for a period of up to six consecutive Friday and Saturdays for Sporting games and tournaments.

All permit requests will be reviewed and approved by Facility Rentals assuring there is no significant impacts to regular renewal groups that would typically book at the school.

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Modifying and Adding School Use Permits. Schools can adjust their bookings in eBASE after May 1 by the following deadlines to avoid negotiations with other rental groups.

Changes for the fall season (Sept-Dec) are due by June 30. Changes for the winter/spring season (Jan-June) are due by Oct 1. Changes that are required by schools after the above noted deadlines are subject to negotiation between the school and rental groups. Changes are not usually permitted within 14 days of the public use booking.

Facility Operations Coverage Facility operators provide coverage for after-hours usage, public use rentals and when members of the public are part of the event. School use and school sponsored after hour hours use is to be coordinated at the school level and is at the discretion of the principal or teacher certificated designate. Overtime costs for Facility Operations staff to cover a school event will be charged to a school account.

It is recommended there be facility operations coverage if the activity requires the following: snow removal, special setup and takedown, cleaning of spaces during and after the event concludes, opening school procedures, preparing facility for the activity and opening doors 15 minutes prior to the event start time for participants, locking doors 15 minutes after the event starts, boiler checks are required and securing the school after the booking ends.

If the school opts not to have caretaking coverage the Principal or teacher certificated designate will be responsible for those actions listed above.

School Sponsored Activities “School-sponsored activity” is an activity that the school principal or their teacher- certificated designate sanctions by planning, organizing and actively supervising for the benefit of the school and its students while abiding by the existing laws and regulations that guide The Calgary Board of Education. These activities are covered by CBE Insurance.

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Parent/School Council Activities Parent/School Council activities not sponsored by the school are required to be booked through Calgary Recreation.

Boiler check permits

Schools with a heating plant (Boiler) over 750 kW will require boiler checks on unoccupied days such as weekends, holidays and breaks, when there is no regularly scheduled custodial coverage. Confirm with the school facility operator if your school meets this criteria.

If the building is occupied from 1-7 hrs, one boiler check is required at the beginning of the rental. If the building is occupied for more than 7 hours, 2 boiler checks are required, at the beginning and the 8th hour of the event. If the building is occupied for less then 1 hour no boiler check is required.

Schools receive the first 10 boiler checks free per school year and must pay for any additional boiler checks. Boiler checks are not free for any other system use activities. Reference | AR 8004 | Use of Schools Outside of Instructional Hours eBASE software – Booking software: create, edit, review and print permits, review calendar of bookings at schools.

Contact | Facility Rentals t | 403-817-6300 Option 4 e| [email protected] w| Facility Rentals website

School/Playfields after hours and public use

Schools have full access to their school fields until 6 p.m. Monday – Friday. After this time Calgary Recreation books playfields across Calgary including our school fields from:

6 to 9 p.m. Monday – Friday and 9 a.m. to 9 p.m. Saturday and Sunday for public use. This is permitted as part of the Joint Use Agreement between the City, CBE and CCSD schools. These playfields are unstaffed fields with no amenities that are located in a community. D-Class fields/diamonds are maintained by the City of Calgary Parks. They

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are normally located near Community Associations or open spaces that are not on school property. E-Class Fields/diamonds are maintained by the school boards and located on school property.

Schools must conclude their activities and are off the field by 6 p.m. Monday - Friday to accommodate any public rental groups. If you wish to expand the duration of your activities beyond 6 p.m., you must book the fields with the Calgary Recreation Customer Service Centre. Please review the information on the website for further information about these types of rentals, processes and procedures. These types of bookings are not processed through the Facility Rentals office or through the grounds department.

Reference l Calgary Recreation Book a Playfield

Contact l Calgary Recreation Customer Service Centre t l 403-268-3800 Option 2 e | [email protected]

Locally Developed Courses A school may have a need to support student learning outside of existing Alberta Education curriculum. This is done through Locally Developed Courses (LDC). School authorities have the flexibility to develop or acquire locally developed courses (LDCs) to address particular student needs. These learning opportunities complement, extend, and/or expand upon provincial programs of study.

LDCs authorization is typically a four-year period. Only Board of Trustees approved LDCs can be offered in The Calgary Board of Education schools. Approved LDCs can be accessed through Locally Developed Courses (LDC):

Contact | Education director, Core Curriculum t | 403-777-8750 Education director, Complementary Curriculum t | 403-777-8750

Lunch Supervision Information Lunch Supervision is offered to students in Grades 1-6 and full-day kindergarten as governed by AR 3048 | Lunch Services to ensure that safe, high-quality Lunch Supervision services are available to students across the system. Lunch supervision is built with key principles in mind:

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A safe and secure place for student to have lunch A caring environment that fosters and maintains respectful, responsible behaviour Fee for service available to eligible students Emergency drop-in provisions

Support for:

Centralized Lunch Supervision Registration and Fee Collection On-line fee payment Income Tax receipts

Fee Information Contact | Lunch Supervision Fee Line t | 403-817-7888 e | [email protected]

Lunch Services Facilitator provides: Staff training Lunch program support and resources Professional development Site visits Site-based in-services

Lunch Supervision Resources | Lunch Services Insite Manuals – for administration and for supervisors Administration Top 5 Need-to-Know Cleaning procedures at lunch Information Resources Best Practices Indoor Recess Resources Posters

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Lunch Services Corporate Website Manual - families Forms Information Resources AR 3048 | Lunch Services 2020-21 School Plan and Resources (Covid-19 Information)

Contact | Lunch Services Facilitator t | 403-817-7985 e | [email protected]

Mathematics Hours

To support the key outcome of achieving excellence in mathematics, the CBE’s requirement for instructional time in mathematics represents an increase of 25% to Alberta Education’s recommended time allotment for mathematics.

This table shows Alberta Education’s recommended yearly hours, and CBE’s required times per day as averaged over the year:

Alberta Education CBE

*15 per cent of 950 hours. This results in 142.5 Grades 1 to 6 hours. Based on 180 days of instruction, this 1 hour equates to 47.5 minutes. *100 hours out of 950 hours. Based on 180 days of Grades 7 to 9 instruction, this equates to 33.3 minutes. 42 minutes

*as stated in the Guide to Education

Contact | Education director, Core Curriculum t| 403-777-8750

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Practicum Placements in CBE This document will be of interest to individuals in schools and other CBE worksites who want to consider having a practicum student in their facility.

What is a Practicum? A supervised, unpaid learning opportunity at CBE to enable the practicum student to develop knowledge, competencies, judgment, attitudes and practical experience related to their studies (i) for the opportunity to gain related occupational practice; or (ii) for the conduct of research by practicum students related to their program of studies, in accordance with the Agreement between CBE and the organization. Research must be submitted for a formal ethics review and be approved by CBE.

What is a Practicum Student? A student enrolled in studies in a certificate, diploma, undergraduate or graduate program in a Post-Secondary Institution. Practicum students are governed by all CBE policies and regulations. They are not part of the volunteer process.

Practicum Student who is a CBE employee A full-time employee requiring a practicum placement within CBE will be required to take a leave of absence from their current position. A part-time employee requiring a practicum placement within CBE may be permitted to complete a practicum provided there is no conflict with their hours of work. The placement should be at a different location than their place of employment. Only in special circumstances, will the employee be able to do a practicum in the same location.

Practicums must be registered with [email protected]

Types of Practicums CBE can be involved in any practicum opportunity that reflects the positions and occupations held by CBE staff. Some examples are: teaching, counselling, education assistant, administrative assistant, deaf and hard of hearing interpreter and non-school based practicums such as civil engineering, IT, human resources and supply chain.

Organizations that Request Practicum Placements Any post-secondary organization that has programs requiring an unpaid practicum experience that relates to CBE positions and occupations can apply to create a practicum agreement between their organization and CBE for this purpose.

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To see if an institution has a practicum agreement with CBE, please direct inquiries to the contact below.

System Agreements A practicum agreement sets out the terms by which the practicum is governed for both the post-secondary organization and CBE. A copy of the template for the agreement can be found on the Practicum Students page in Insite. Legal Services and Recruitment Staff and Support maintain copies of signed agreements and monitor the expiry and renewal dates. Corporate Risk Management maintains Certificates of Insurance and monitors expiry and renewal dates.

Practicum placements will be facilitated only for those organizations that have a practicum agreement in place. CBE generally does not sign other organizations’ agreement forms. Principals and managers are asked to direct inquiries from organizations without a practicum agreement to the contact listed below if approached by a student or an organization for a practicum placement. It is recommended that individuals at a school or work site not sign agreements to place practicum students.

Agreement Process An agreement will be created for recognized post-secondary institutions for which CBE can provide an appropriate placement within our policies and regulations. Recruitment Staff and Support and Legal Services prepare the document and manage any requested changes. Once the agreement is complete it is signed by an official of the post- secondary and an official from CBE. Each organization maintains electronic and paper copies of the signed document. Agreements are entered into when there will be requests over time for practicum placements.

Included in the practicum agreement are:

Schedule A – Faculty Registration Schedule B – Confidentiality Agreement Schedule C (Part 1 and 2) – Practicum Placement Information: Information regarding specifics of the practicum and individual placements are recorded on a separate spreadsheet for organizations that have a large number of placements per term. Schedule D – CBE Employee and Contractor Acknowledgement form Extension Agreements will be created for organizations as appropriate.

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Placement Process The placement process may differ slightly from organization to organization. The constants are as follows:

Practicum Coordinator from the Post-Secondary Contacts the principal/manager to request placement of practicum students. Records the placements and sites in a spreadsheet or in Schedule C and sends this information electronically to [email protected]. Is the ongoing contact person for the practicums unless there are issues related to the agreement?

Role of the Principal/Manager Accept practicum students from organizations with a CBE Practicum Agreement and facilitate the placement with an appropriate supervisor. Become familiar with the requirements of the practicum. Collects Schedule B Confidentiality Agreement from the student and keeps the original on file. Review and keep a note on file record that each practicum student’s police information check and vulnerable sector check are clear and valid within five years prior to practicum start. Practicum students cannot start their practicum until these requirements are met. No copies are to be taken. The original is the property of the student. Ensure the police information check is current as of the start of the student’s program requiring a practicum and indicates that the student has successfully passed a vulnerable sector search. Orient practicum students to CBE and school policies and regulations. Assist the practicum student in understanding CBE as an employer. Assist with any issues that arise. If you have any questions regarding the documents, contact the post-secondary coordinator and [email protected]. Determine the need for practicum students in your school to access PowerSchool. If you would like to provide access, please ensure that they have an active network (CBE network account) first. Then follow the steps outlined in PowerSchool | Staff Setup and Security. It is the responsibility of the Principal to remove access to PowerSchool no later than the end of the last day of the practicum.

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Role of the Teacher/Supervisor

Accept practicum students from organizations with a CBE Practicum Agreement as agreed on with the principal/manager. Become familiar with the requirements of the practicum. Orient practicum students to CBE and school policies and regulations. Assist the practicum student in understanding CBE as an employer Follow terms of relevant collective agreement Provide evaluations as required by the practicum

Role of the Post-Secondary Organization

Be aware of all requirements within the practicum agreement related to students and the terms of their practicum; ensure students are aware of the terms and conditions in the agreement. Sign the Practicum (Preceptor) Agreement and fulfill all terms. Provide an Instructor to supervise the practicum student. Contact Recruitment Staff and Support to initiate and follow placement process. Work with the principal/manager, teacher, supervisor throughout the practicum. Provide support/instruction as required by the post-secondary organization. Provide list of practicum students and their placements to Recruitment Staff and Support within one week of start of term, unless other arrangements have been made.

Student

Be aware of all requirements and terms within the practicum agreement; be familiar with all relevant CBE policies and regulations. Provide a current police information check and vulnerable sector check that is clear and valid within five years of the start of the practicum. A new clearance must be obtained if there are changes to the status of the student. On the first day of placement, sign Schedule B (Confidentiality Agreement) and give to principal/manager for his/her signature and filing of original copy. Practicum cannot begin without these documents in place. Inform supervisor if there is a need to be absent. Contact | Recruitment Staff and Support t | 403-817-7884 e | [email protected]

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Remembrance Day Ceremonies Purpose To recognize the significance of Remembrance Day as required by the Alberta Remembrance Day Act.

Application Schools will arrange for a remembrance ceremony that will encompass at least the time period from 11 to 11:05 a.m. or ensure the observance of two minutes of silence from 11 to 11:02 a.m.

If the remembrance ceremony is held at a school, all pupils shall either attend the ceremony or remain in the school, silent, during the ceremony. The ceremony (or two minutes of silence) must be held on the school day immediately preceding Remembrance Day. Reference | AR3075 Remembrance Day Alberta Remembrance Day Act

Contact | Area offices

Research with CBE Staff, Students or Parents/ Guardians Educational research in CBE is governed by AR 3032 | Educational Research. Acceptable Educational Research (section 13) states:

Educational Research Studies conducted by external agencies, faculty members or graduate students of Post-Secondary Institutions that are for the purpose of partial completion of a graduate degree, have the possibility of publication or

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public presentation, and involve data gathering directly from students, parents or Staff must be approved by the Superintendent, School Improvement, CBE.

Details of the process, together with the necessary forms, can be found at Research in CBE. Once a study has been approved, Research & Strategy issues a letter of approval.

Researchers are instructed to present this letter of approval when requesting access to staff, students or parents/guardians. If a researcher does not present the letter of approval, they should be directed to email [email protected]. The letter of approval includes the following important details:

name(s) of the researcher(s)/principal investigator(s): approvals are valid only for the person(s) named in the letter; title of the study: approvals are valid only for the specific study named; any subsequent studies require a new, separate application; details of how data will be gathered and who the participants will be (researchers may not change these without submitting a request for amendment and having it approved); any activities requiring informed consent from participants; and the anticipated date for completion of data collection: the approval expires one month after this date.

note | Research & Strategy issues approval in principle; approval by CBE does not obligate a principal to give permission for the research to take place in their school, nor does it obligate any individual student, parent/guardian or staff member to participate.

Once the research has been approved in principle by Research & Strategy, the researcher must first approach the principal, providing details of the study and contact information. If the principal approves the study, the principal can then make the details and contact information available to their staff. Interested staff then contact the researcher, who provides full details and a request for informed consent, which the potential participant must sign and return. Within CBE, participants cannot give informed consent simply by choosing “Yes” in response to the statement, “I agree to participate in this survey.”

Only once the participant has provided active signed informed consent can involvement in any research, including surveys, begin.

note | Principals should not make survey links directly available to staff. Researchers must provide the appropriate consent forms directly to staff and gain consent before providing links to surveys.

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References | AR 3032 | Educational Research Research in CBE

Contact | System Assistant Principal, Research & Strategy t | 403- 817-7514

School Calendars The Calgary Board of Education schools operate on either a traditional calendar or modified calendar approved by the Superintendents’ Team on an annual basis. Calendars are approved in December for the following school year. Tentative calendars are available for three further school years; however, these calendars remain tentative until approved and are subject to change.

Public Access to Calendars Members of the public will find four years of school calendars in PDF format on CBE website. Modified calendars are available there as well.

School Access to Calendars School Instructional Calendars in Insite contains the following information for school use: Guidelines used in setting school calendars Copy of each approved calendar in Word format for schools to include dates specific to their school Guidelines for changing from a Traditional Calendar to a Modified Calendar or from a Modified Calendar to a Traditional Calendar

Reference | School Instructional Calendars

Severe Weather Procedures AR 1029.2 | Operation of Schools - Crises states that in severe, stormy, or rainy weather, pupils shall not be required to wait outside.

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It is expected that schools will make special arrangements to accommodate students over the lunch hour during very severe weather.

Schools should establish their own procedures for accommodating students during severe weather, and communicate the procedures to the parents.

Reference | AR 1029.2 | Operation of Schools – Crises

Sexual Orientation and Gender Identity (SOGI) Team The safety, well-being, and experiences of gender and sexual minority student and employees is important. As a system we are committed to providing employees with the information, resources, learning opportunities and supports needed to help gender and sexual minority students thrive. Creating safe and inclusive spaces for gender and sexual minority staff and families is also critical.

How a student identifies (gender, name, and pronouns) and how they would like to be supported is unique to each student. Accommodations based on gender identity, include name and pronoun usage, gender identification, access to washrooms and change rooms, participation on sports teams, and overnight trips. Each student’s needs and concerns are considered individually and, therefore, each request is treated on a case- by-case basis. Not all requests are accommodated in the same way. There are many factors that contribute to making the best decisions and accommodations for a student. This process includes conversations between the principal, student, and parent/guardian, unless the student is designated as an independent student. If there is disagreement between the wishes of a student and their parent/guardians, please contact the system SOGI team for consultation.

Reference | Creating the Conditions to Thrive: Guidelines for Attending to Gender Identity, Gender Expression and Sexual Orientation in our Schools Sexual Orientation and Gender Identity (SOGI)

Contact | SOGI Team e | [email protected]

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Student Absenteeism Management The Attendance Team is a system service for all schools in CBE comprised of two Attendance Counsellors. This team supports schools by consulting on attendance related matters and provides direction in managing attendance concerns according to the Alberta Education Act and CBE regulations. If attendance concerns persist, the Attendance Counsellor can support schools with initiating the Attendance Board process. In addition, the Attendance Counsellors can support CBE staff with the following:

facilitation of Community Conferences within CBE schools; reviewing and consulting on Attendance Improvement Plans (AIPs); consulting with schools on internal and external resources for families; and providing in-service to schools, areas and system staff.

Reference | AR 6020 | Attendance of Students Education Act School Attendance

Contact | Attendance Counsellors t | 403-817-7659 or t | 403-817-7640

Student Absenteeism Rate Reporting As per Alberta Health and Wellness guidelines, if a school experiences a greater than 10 per cent student absence due to illness, school personnel are asked to contact the school’s Public Health Nurse. Calgary Public Health will in turn report to the Communicable Disease Service of the Alberta Health Services.

Schools are also asked to advise their Area Office, which will advise the Office of the Superintendent and Communications Services. This reporting assists with monitoring health trends and the planning, implementing and evaluating of health strategies.

note | For Grades K-6, this information is submitted to AHS nightly through a data transfer. Schools with Grades 7-12 will need to report this according to guidelines above. Contact | Area offices

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Student Health Matters In all matters related to student health, CBE follows the guidance and direction provided by Alberta Health Services (AHS). If you have a health matter requiring action at your school, your first point of contact should be your public health nurse.

Reference | AR 6002 | Student Health Services

Supporting Student Clubs Section 35.1 of the Education Act requires schools to support student initiated organizations or activities that “promote a welcoming, caring, respectful and safe learning environment that respects diversity and fosters a sense of belonging”. CBE employees are responsible for creating such learning environments within school communities.

School clubs are one of the many ways CBE creates these opportunities. Student initiated requests for activities and/or clubs that foster a sense of belonging and respect for diversity must be supported.

Consistent and fair processes should be in place in each school. Considerations when reviewing student initiated requests would include but are not limited to:

a way for students to present their requests; alignment with CBE values; a filtering process to ensure that the club supports welcoming, caring, respectful and safe learning environments for all students; teacher supervisor availability; space availability; duplication of purpose with other clubs; frequency, time and location; promotion of and openness to diverse perspectives; and an open invitation to all students interested in participating and promotion of diversity in membership.

The Education Act requires school administration to support student initiated GSAs. If schools cannot accommodate requests for GSAs, the school’s education director must

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be contacted. Supporting information about GSAs can be found on Sexual Orientation and Gender Identity (SOGI).

Students may select a respectful and inclusive name for the club after consulting with the principal. Such club names may include, but are not limited to, Gay Straight Alliances (GSA), Queer Straight Alliance (QSA).

Staff may also initiate clubs, including GSAs, and the same considerations apply.

Student Transportation Services Transportation is a shared responsibility and requires collaboration between many stakeholders. CBE Transportation supports student learning by ensuring students arrive safely, on time, and ready to learn by providing safe, reliable, efficient, and sustainable transportation services.

Resources: Student Transportation Insite Guiding Principles Updates Key Dates General Information . Bus Routes and Updates . ZPass . Delay Information . Loading and Unloading . Student Safety and Behaviour . Bus Incidents and Emergencies . Evacuation Drills . Traffic Safety . Bell Times . Parking School Buses on CBE School Sites . Feedback Bus Planner Web Rycor Online Contact information

Specialized Transportation Insite Eligibility

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Service Levels Payment in Lieu Registration Bus Routes and Stops Safety and Behaviour Supports Transportation Exceptions Calgary Transit Transition Support Documents Transportation Working Committee

Student Transportation Corporate Site Guiding Principles Updates General Transportation Specialized Transportation Calgary Transit School Walk Zones Safety and Conduct

A/R 6095 Student Transportation

Contact | e | [email protected]

Summer School Summer school programming is often an essential component of successful high school completion. CBE offers summer school programming for students in Grades 10-12 in both online and in-person learning environments. Summer school offerings in CBE are centrally organized and run through CBe-learn / Chinook Learning Services. No other CBE school offers courses through their own summer school. Chinook Learning Services provides all in-person learning opportunities for students pursuing summer school programming. CBe-learn provides all online summer school programming for CBE.

The only course offered to currently enrolled students outside of Grades 10-12 is Competencies in Math 15. Competencies in Math 15 is a mathematics course designed to prepare and support grade 9 students transitioning into senior high school. As a result,

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both CBe-learn and Chinook Learning services provide this opportunity for students in Grade 9, entering Grade 10 to enroll in math 15 programming during summer school.

Registration for both online and in-person summer school learning inside CBE typically begins in May and extends into June.

Online courses generally begin in late June with in-person learning opportunities starting shortly after that on July 2 (or the Monday following if the date falls on a weekend). All summer classes are complete before the end of July.

Contact | Principal, Cbe-learn and Chinook Learning Services e | [email protected] Assistant Principal or e | [email protected]

Travel Authorization for CBE Employees CBE employees must be formally authorized by their supervisor(s) to travel outside of the city. Travel Authorization; for example, conferences and workshops.

Authorization for Travel Inside Alberta Purpose To authorize employee travel on CBE business outside of Calgary and inside Alberta

Application Must be completed before travelling and before travel arrangements are made For the internal information and use of departments, schools, and service units Completing this form and receiving authorization will verify the process has been completed A copy of this form is kept by the person requesting permission to travel and by the person who has authorized the travel It is not necessary to submit the completed authorization form to Accounts Payable in order to receive reimbursement for travel within Alberta Authorization for Travel Within Alberta

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Authorization to Travel Outside Alberta Purpose To authorize employee travel on CBE business outside of Alberta.

note | The approval process for this type of travel may take several weeks. This form is to be completed well in advance of the anticipated departure.

Application The application must be completed before travelling and before travel arrangements are made.

Three months prior to the registration deadline and prior to any financial commitment, staff interested in attending a conference outside of Canada must consult with their principal to receive preliminary approval and determine connections of the conferences to CBE Mission Statement, RESULTS Statements and their school development lans.

Principals planning to travel must seek approval from the school’s education director and must also have their applications for travel authorization to a conference outside of Canada submitted at least three months prior to the conference.

If more than two employees from one work site are requesting authorization to attend a particular conference, a letter of rationale from the principal/supervisor must accompany the application package. All information must be filled in on the form and supporting documentation is to be included with the package submitted for approval signatures. Travel outside of Alberta, within Canada, requires two signatures: the employee’s immediate supervisor and the appropriate director or superintendent Travel outside of Canada requires four signatures: the employee’s immediate supervisor, director or superintendent, Corporate Risk Management and chief superintendent or designate. It is necessary to submit the completed authorization with all necessary signatures in order to be reimbursed for travel expenses. The employee is responsible for submitting a copy of the completed Authorization for Travel Outside of Alberta form to Accounts Payable within 3 weeks of completion of travel. Authorization for Travel Outside Alberta

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Follow-Up to Travel Outside of Alberta Questions on the present form ask how you and others will benefit from your learning at the specific event. It will gather information from employees about how the travel has benefited your work and helped to promote CBE mission, goals, and vision, and how you will share their knowledge with others.

Reference | AR 2060 | Employee Business and Travel Expenses AR 3027 | Off-Site Activities OE 1 Global Operational Expectation Authorization for Travel OUTSIDE of Alberta Authorization for Travel WITHIN Alberta Travel and Subsistence Expense Report

Contact | Chief Superintendent’s Office t | 403-817-7900 Accounts Payable t | 403-817-7457

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