Staff Committee Chair Handbook

Staff Committee Chair Handbook

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Table of Contents Page 1. Introduction Purpose of Staff Committee 4 2. Contract Language A25.1 5 A25.2 6 A25.3 7 A25.4 (a) 8 A25.4 (b) 9 A25.4 (c) 10 A25.4 (d) 11 E13.3 12 3. Role of Staff Committee 13 4. Constitution 14 Statement of Objectives Underlying Assumptions Staff Committee Officers Membership Voting 15 Role of Staff Committee Role of Staff Committee Chairs Finances Procedures 16 Amendments Implementation/Process 5. Process for Dealing with an Issue 17 6. Appendix Contents List 18 PROCESS Flow Chart 19 Sample Constitution 20 Sample Letter to Administration #1 25 Sample Letter to Administration #2 26 Order of Precedence of Motions Chart 27 Meeting Agenda and Reminder 28 Preparing a Meeting and Agenda 29 3

Purpose of the Staff Committee Teachers believe that the exercise of collegial decision-making not only contributes to professional growth, but to a more effective learning environment for students. This is the foundation around which our Staff Committee contract language was formed. Teachers, as professionals, have the right to be involved in the decision-making process of the school within the confines of the School Act of British Columbia. The Staff Committee should play an essential role in the operation of the school. Staff Committees can also help to ensure greater commitment to decisions and to legitimize concerns in a safe and non-threatening environment. Staff Committee provides a vehicle for your professional protection. Your Choice: Together or Alone? 4

CONTRACT LANGUAGE From Article A25 School Staff Committees 25.1 If the majority of the teaching staff in the school so decide, there shall be established a recognized staff committee in that school. CLARIFICATION To organize a school Staff Committee: at the STA portion of a staff meeting, the concept, purpose, and benefits of a Staff Committee should be presented to the teaching staff by the Staff Representative. A vote would be held on whether to form a Staff Committee. If more than half of the staff vote in favour, a Staff Committee will be formed. 5

25.2 The size and membership of such a staff committee shall be determined by the teaching staff and may include an Administrative Officer. In smaller schools, the staff may decide to act as a committee of the whole. CLARIFICATION School A A school with 65 teaching staff members this staff may decide to: Elect a single chair or consider co-chairs Include a CUPE representative as a non-voting member School B A school with ten teaching staff members this staff may decide to: Have all members participate together and consider issues as they arise (at what point will you include your Administrators(s)?) It may be easier to invite the Administrator(s) when appropriate, rather than have them in attendance regularly and having to ask them to leave. 6

25.3 Subject to change by a majority vote of the school staff, the staff committee may consider any issue affecting the teaching and learning conditions within the school and make recommendations for improvement in the total teaching and learning situation. For the purposes of the Staff Committee, the terms school staff, teaching staff and/or staff shall be interpreted to be only those Members of the school staff covered under the Sooke Teachers Association Collective Agreement. CLARIFICATION Issues brought to the Staff Committee are discussed and a recommendation is brought to the entire staff for discussion and/or ratification. A majority (51%) decision is needed to ratify any recommendation. If an individual is a member of both the STA and CUPE, he/she is entitled to vote on Staff Committee recommendations only if hired as a teacher at that time. 7

25.4 Implementation: (a) The school administration shall consider written recommendations put forward by the staff committee. CLARIFICATION Any recommendation presented to the Administrator(s) must be in writing with copies for the Staff Committee. You should FYI a copy of the letter to the STA President. 8

25.4 (b) Should the school administration after consideration not act on a recommendation of the staff committee, written reasons shall be provided to the staff committee with a copy to the Superintendent of Schools. CLARIFICATION The Staff Committee is advised to send a copy of the Administrator s written response to the STA President. This guarantees that the Superintendent is aware of the Staff Committee concerns. 9

25.4 (c) Decisions made by a majority vote of the school staff and accepted by the Administrator shall be binding on all members of the staff. CLARIFICATION The binding acceptance of a recommendation by all of the teaching staff is fundamental to respecting the importance and integrity of the Staff Committee. 10

25.4 (d) The functioning of a staff committee shall not contravene the authority and responsibility of the administration pursuant to the School Act. CLARIFICATION Seems pretty clear already! *Recommendations of the Staff Committee must not contravene the Collective Agreement. 11

From Article E13 Assignment - In School 13.3 A teacher who is not satisfied with a proposed assignment in a school may appeal his/her assignment to the staff committee. The committee may, after hearing the principal, teacher and any other teacher directly affected by any proposed alternative assignment, recommend to the principal that the teacher s assignment be changed. CLARIFICATION According to the contract (E13.2), a staff meeting should be held prior to March 30 th to discuss the proposed timetable, staff assignments and teaching requirements for the next school year. Any teacher who is not satisfied with his/her proposed assignment may meet jointly with the Staff Committee, Administrator(s) and other teachers. The Staff Committee may recommend a change in the teacher s assignment. This is an instance where ratification by the whole staff is not necessary. 12

ROLE OF THE STAFF COMMITTEE Staff Committees can impact on all decisions made in a school. The Staff Committee may study and make recommendations on: School regulations, policies and routines Dress code Discipline plan or procedure Assemblies Supervision, time in-lieu Attendance School educational policy Placement of students in behaviour program(s) Promotional policy and application(s) Non-instructional days Working with Pro-D committees and Administrators to plan format and content Parent/teacher conferences School curriculum planning and evaluation exams and exam schedules course offerings fine arts/cultural programs involving members of the community evaluation/reporting formats and dates School timetable and organization class size - contract considerations - lab or workshop restrictions gym schedules altered hours of instruction School Staffing teaching assignments utilization of teaching assistants possible participation or consultation in the filling of teaching vacancies Any issue affecting the teaching and learning conditions within the school internal transfer of students initial student placement policy staff Administration communication and relationship school climate 13

CONSTITUTION When the rubber meets the road, you may need a constitution. Your constitution should meet the needs of your staff. It may be as detailed as the example included in the appendix or simply an outline of procedures followed. Statement of objectives see sample constitution Appendix B Underlying Assumptions see sample constitution Appendix B Staff Committee Officers points to consider whether to elect a single chair of co-chair positions when to elect the chair positions are additional officers such as a secretary needed? Membership points to consider the number of members to represent the school various levels (i.e. primary, intermediate) various departments (i.e. subject areas) the inclusion of non-voting CUPE member when should members be elected? (determining all in June or some in September) should you include your STA Rep? how will you replace members unable to fill their term on the committee? At what point will you include your Administrator(s) it may be easier to invite the Administrator(s) when appropriate than to have them in attendance regularly and have to ask them to leave. 14

CONSTITUTION (con t) Voting points to consider Discussion of an issue should take place at a Staff Committee meeting and follow a format appropriate for the structure of the group simplified Rules of Order are included (see Appendix D) It is important to use what your group is comfortable with. At the conclusion of discussions, a vote should be taken Is a simple majority sufficient to pass a motion? If a motion passes, the issue should be brought to the whole staff for ratification If it is an issue that does not involve the entire staff, it should be presented in written form to the Administrator(s) Role of the Staff Committee study and make recommendations on a variety of topics (see special section on Role of Staff Committee) Role of the Staff Committee Chair(s) Finances the Staff Committee Chair(s) is/are responsible for: preparing and distributing agendas ensuring meeting dates and times are set facilitating meetings in a fair and orderly manner recording all votes for future reference ensuring that Staff Committee minutes are distributed or available acting as a liaison between the Staff Committee, the staff and the Administrator(s) ensuring that any relevant correspondence is presented to the Administrator(s) and/or the STA President when applicable access to and review of all school-level budgets and financial information 15

CONSTITUTION (con t) Procedures points to consider frequency of meetings monthly or as needed establishing quorum for meeting or voting extra-ordinary meetings inclusion of others - Staff members (non-voting) - Administrators - CUPE published agenda yes no where how developed? published minutes yes no how how many copies? when to regularly report to staff; i.e. during the STA portion of a regular staff meeting Amendments point to consider review your constitution, structures, membership, and procedures at the end of the school year. Implementation/Process see section on Contract Language see section on Process 16

PROCESS FOR DEALING WITH AN ISSUE 1. The staff or a teacher identifies an issue. 2. The item is placed on the Staff Committee agenda. 3. Staff Committee addresses the issue and makes written recommendations to: a) Staff votes for ratification if accepted, the recommendation goes to the Administrator(s) with an expected time-line stated for response and action. b) Administrator(s) only if the issue does not affect the entire staff. 4. Administrator(s) will act on the recommendation or Administrator(s) will not act to the satisfaction of the staff. 5. If the issue or non-action is perceived to be in violation of the collective agreement, the Staff Committee should involve the Staff Rep and/or Union President in the grievance procedure as per the Collective Agreement. 6. Should the Administration accept a recommendation from the Staff Committee but not act as per the recommendation, the following steps are options: I. The Administrator(s) may be given the opportunity to explain his or her actions. II. A Step One Grievance may be filed under Article A6 Management Rights, or any relevant article. III. A letter may be written to the Superintendent outlining the Administrator(s) lack of action as per the previously agreed upon recommendations. 17

APPENDIX A. PROCESS Flow Chart B. Sample Constitution C. Sample Correspondence 18

PROCESS A. Identify Concern Affects an Individual Administrative Officer Agrees Inclusion on Agenda Affects whole teaching staff Administrative Officer Disagrees If Administrative Officer does not act on accepted recommendation: Staff Committee convenes and makes recommendation If rejected by staff majority goes back to Staff Committee Recommendation goes to whole Staff for Approval If approved, goes to Administrator(s) Written reasons are given to Staff Committee with copies to Superintende nt and STA President a) give Administrative Officer opportunity to address b) Step 1 Grievance c) Letter to Superintendent and copy to STA President

SAMPLE CONSTITUTION B. FOR STAFF COMMITTEE I Statement of Objectives: The staff of (herein called the school ) believes that the exercise of collegial decision making not only contributes to teacher professional growth, but to a more effective learning environment for students. Teachers, as professionals, have the right to be involved in the decision making process of the school within the confines of the School Act of British Columbia. We believe that the staff should play an essential role in the operation of our school. II Underlying Assumptions: a) That the school staff is a team of professionals working together toward a common goal. b) That the educational relationship between pupil, parent, and teacher is the basis of the school s purpose and that all administration and organization must be supportive of that relationship. c) That teachers have a democratic right to share in the decisions which affect them. d) That the school staff wish to operate as democratically as possible. e) That the school staff shall form a Staff Committee (herein after called The Committee) to further the aims and objectives of the school staff. III Staff Committee Officers: a) The Chair shall be elected at the first meeting of the Committee in September of each year. b) The Secretary shall be elected at the first meeting of the Committee in September of each year.

IV Membership: a) The Committee shall consist of the following: - eight teaching staff representing a variety of subject areas. - One STA representative - One representative of the Special Education Teacher Assistants (to be liaison only, without a vote). b) All members of the Committee shall be elected at the STA portion of the June staff meeting. c) Elections will be by secret ballot and membership will be for a period of one year. d) Elections will be conducted by the current Chair. e) Should a person resign, or otherwise be unable to fulfill his/her teaching assignment, a replacement shall be elected by the school staff, as a whole, at the next regular monthly staff meeting. f) Administrative officers of the school shall attend the Committee meetings by invitation only. V Voting a) Each member of the Committee shall have one vote, except as noted in section IV a). b) All matters brought before the Committee shall be voted on at the appropriate meeting. A Yes vote will mean that the matter will be taken to the whole staff for a vote at the earliest full staff meeting. 21

VI Role of Staff Committee a) Study and make recommendations on: i. School regulations, policies and routines ii. School educational policy iii. Non-instructional days iv. School curriculum planning and evaluation v. School timetable and organization vi. School staffing including utilization of the teaching staff and auxiliary staff. b) Maintain a liaison with other school communities. c) Assess the teaching and learning conditions within the school and make recommendations for improvement in the total teaching situation. d) Ensure that all staff are provided with relevant information to assist the staff in making educationally sound decisions. e) Review and make recommendations on matters of concern raised by member(s) of the staff. f) Have access to and review all school-level budget and financial information. 22

VII Procedures: a) There shall be at least one meeting of the Committee during each month that the school is deemed in session. b) Extraordinary meetings may be called by the Chair at the request of: i. any two committee members, or ii. any three members of the teaching staff, or iii. an Administrative Officer. c) A quorum shall consist of any five committee members. d) Meetings shall be open to all the school s STA members. Attendance by nonmembers shall be at the discretion of the Committee. e) The agenda procedure, for regular monthly meetings, shall be as follows: i. an agenda list will be posted in the staff room 72 hours prior to the Committee meeting for staff to add topics of discussion. ii. A proposed agenda will be posted in the staff room 48 hours prior to the Committee meeting. f) Items not on the agenda may be allowed from the floor by unanimous consent of all Committee members present. g) Matters of a confidential nature may, on request, be dealt with in-camera by the Committee. h) Only members of the Committee may vote at Committee meetings. VIII Amendment of By-Laws: a) At the June STA portion of the staff meeting, these by-laws may be amended with a 75% majority of the school s STA members. b) Notice of Motion to amend the by-laws shall be filled with the Committee not less than 14 days prior to the June meeting. 23

IX Implementation a) All decisions of the Committee will be ratified by the staff as a whole during the STA portion of the following regular monthly staff meting. b) Decisions made by a majority vote of the school staff shall be binding on all members of the staff. c) The school administration shall not unreasonably refuse to implement the recommendations of the Committee. d) Should the school administration fail to implement recommendations made at the school staff meeting, written reasons for failure to implement the recommendations shall be provided to the Committee. The Committee may forward a copy of the recommendation and the reasons for failing to implement the recommendation to the Superintendent of Schools. 24

SAMPLE LETTER TO ADMINISTRATION C. TO: Mr./Mrs. A. Officer FROM: Staff Committee DATE: RE: Identify area of concern CONTRACT LANGUAGE: Quote specific contract areas if applicable. SPECIFIC DETAILS: Give information to fully explain the area of concern. RECOMMENDATION: State the specific action you wish the Administration to take and a suggested time-line in which to receive a response. SIGNATURE: Sign your name on behalf of the School Staff Committee. CC: STA President 25

SAMPLE LETTER #2 MEMO TO: Mr./Mrs. A. Officer FROM: Staff Committee As per Article X.1(a) of the Sooke Teachers Association Collective Agreement, the Staff Committee requests a written response to the following recommendation(s): Dated,, Thank you for your consideration in this matter. Respectfully, for, Staff Committee CC: STA President 26

Subsidiary Motions Privileged Motions Rank Order May interrupt speaker Second required Debatable Non- Debatable Amendable Not amendable May not be reconsidered Majority Vote Required Two-Thirds majority vote required Order of Precedence of Motions The following table summarizes for ready reference, the rules governing the precedence of motions. In order of rank the five privileged motions take precedence over the seven subsidiary motions and over the main motion. Motion 1. Fix time to which to adjourn X X X X 2. Adjourn X X X X X 3. Recess X X X X X 4. Question of Privilege X X 1 X X X 5. Orders of the day X X X X X 2 6. Table X X X X X 7. Previous Question X X X 3 X 8. Limited or extend limits of debate X X X X 9. Postpone to a certain time X X 4 X X 10. Refer X X 5 X 6 X 11. Amend X X X X 7 12. Postpone indefinitely X X X 8 X 13. Main Motion X X X X FOOTNOTES 1. If a formal motion is made. 2. Must be enforced on the demand of any member unless the orders of the day (agenda) are set aside by twothirds vote. It chair s ruling is challenged, majority vote required. 3. Can be reconsidered but only before the previous question has been put. 4. Only as to propriety or advisability of postponing and of postponing to a certain time. 5. Only as to the propriety or advisability of referral. 6. Can be reconsidered if the group to which the matter has been referred has not started work on the matter. 7. A motion to amend the agenda requires a two-thirds majority. 8. Can be reconsidered only if the motion if passed. 27

Staff Committee (SC) Meeting Reminder and Agenda Meeting: Month Day Time Place Members in attendance: Guests: AGENDA Items for Discussion A. Unfinished Business Decision of SC Who is Responsible to carry out When & How Resolved 1. 2. 3. B. New Business 1. 2. 3. 4. 28

a) Preparing a Meeting Although a chairperson will use the various rules of order in conducting a meeting, there are things he/she can do prior to the meeting to help ensure that things will go smoothly. One of the most fundamental ways to ensure a successful meeting is often overlooked because it is so obvious ensuring that the room selected for the meeting is suitable and comfortable. The room should permit a seating arrangement in which no one s view is blocked. Moreover, careful attention should be paid to such matters as lighting, acoustics and ventilation, for such factors can play major roles in the success or failure of a meeting. By far the most important thing a chairperson can do to ensure a successful meeting is to do his/her homework. The person should become thoroughly familiar wit all the business to be dealt with at the meeting, including any reports to be made by committees or task forces, any motions already submitted by members or groups of members, and insofar as is possible, any new business likely to be introduced. Such preparation will enable the person to stay on top of things while chairing the meeting, and to anticipate most of the questions likely to be asked, information needed, etc. The chairperson should also ensure that key people needed by the meeting (for example, the treasurer, committee chairpersons) will attend the meeting. b) Preparing the Agenda Usually the Chairperson is charged with the responsibility for preparing the agenda. However, the task can be assigned to another person or persons. Every meeting must have an agenda to facilitate a successful, well-run meeting. The agenda can be amended either before or after it is adopted. Until the meting adopts the proposed agenda, the latter is merely a proposal. When a motion to adopt the agenda is made, therefore, the meeting can, by motions requiring simple majorities, add items to, delete items from, or re-arrange the order of items on the proposed agenda. Once the agenda has been adopted, the business items on it are the property of the meeting, not of the groups or individuals who submitted the items. Any change to the agenda, once it has been adopted, can be made by motion, but any such motions require two-thirds or larger majorities to pass. In short, once the agenda has been adopted, each item of business on the agenda will come before the meeting unless: (1) no one moves a motion, (2) no one objects to withdrawal suggested by the sponsoring individual or group, (3) a motion to delete an item from the agenda is made and passed with a two-thirds or larger majority, or (4) the meeting runs out of time before the item can be discussed. In summary, the agenda can be changed before or after it has been adopted. Before adoption of the agenda, motions to amend the agenda require simple majority votes. After adoption, motions to amend the agenda require two-thirds or larger majorities to pass. 29