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CEEOA/IVEA Training for Boards of Management

CEEOA/IVEA Training for Boards of Management. Working Group Agreed Template Presentation September 2006. Meeting of the Working Groups for Training of Boards of Management. Working Group Members: Mr Sean O’Longain, CEO, Co Donegal VEC Mr Barra O’Briain, CEO, Co Cork VEC

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CEEOA/IVEA Training for Boards of Management

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  1. CEEOA/IVEA Training for Boards of Management Working Group Agreed Template Presentation September 2006 CEEOA/IVEA Training for Boards of Management

  2. Meeting of the Working Groups for Training of Boards of Management Working Group Members: • Mr Sean O’Longain, CEO, Co Donegal VEC • Mr Barra O’Briain, CEO, Co Cork VEC • Mr Colm McEvoy, CEO, Co Cavan VEC • Mr David Treacy, Education Officer, City of Dublin VEC • Mr Diarmuid O’Neill, CEO, Co Offaly VEC • Mr Eamonn Kinch, Member of Standing Council, IVEA • Mr Martin O’ Brien, CEO, Co Sligo VEC • Mr Noel O’Connor, Member of Standing Council, IVEA • Mr Pat O’Connor, CEO, Co Dublin VEC • Mr Peter Kierans, CEO, Co Meath VEC • Mr Sean Burke, CEO, Co Limerick VEC CEEOA/IVEA Training for Boards of Management

  3. Topics • Topics • Introduction • Legislation Overview • Functions of School • Function of BOM • Composition of BOM • Procedure and Participation • BOM Meetings • School Inspections • School Planning • Finance • Building and Maintenance • Rental & use of Facilities • Issues that may arise for BOM – Section 29 issues etc CEEOA/IVEA Training for Boards of Management

  4. Introduction • This presentation is a template for use for Training Boards of Management of Vocational Education Committees • Use this Template in conjunction with the IVEA “Handbook for Vocational Education Committees and Boards of Management of Schools and Community Colleges” CEEOA/IVEA Training for Boards of Management

  5. Legislation Overview • Legislation The Education Act 1998, the Vocational Education Act 1930, the Vocational Education Amendment Act 2001, Education Welfare Act 2000, Education for Persons with Special Education Needs Act 2004 etc • The Patron Education Act section 8(4) “In the case of a school established or maintained by a Vocational Education Committee that Committee shall be the patron of the school for the purposes of this Act” • Section 8 (6) Education Act 1998 – the patron of the school/college shall carry out the functions and exercise the powers conferred on the patron by the act • The executive functions of the VEC as Patron shall be carried out by the CEO in accordance with sections 12 and 15 Vocational Education Amendment Act 2001 • The VEC is the body corporate for all schools/colleges established under its patronage in accordance with section 7 of the Vocational Education Act 1930 and section 14(2) Education Act 1998 • It is the duty of the VEC as Patron to establish a Board of Management CEEOA/IVEA Training for Boards of Management

  6. Legislation Overview Cont.. Establishment of BOM In accordance with Part IV Education Act 1998 & Section 31 Vocational Education (VE) Amendment Act 2001 Education Act Section 14(1) “It shall be the duty of a patron, for the purposes of ensuring that a recognised school is managed in a spirit of partnership, to appoint where practicable a Board of Management the composition of which is agreed between patrons of schools, national associations of parents, recognised school management organisations, recognised trade unions and staff associations representing teachers and the Minister” Vocational Education Amendment Act 2001, Section 31 • Establishment of Sub-committees CEEOA/IVEA Training for Boards of Management

  7. Legislation Overview Cont.. • Membership of the BOM – VEC Sub-Committee (VE Amendment Act 2001 Section 31) • Not more than 12 members Please Note – Under Section 23(4) Education Act 1998 the Principal is entitled to be a member of any and every Sub-Committee appointed by the BOM CEEOA/IVEA Training for Boards of Management

  8. Boards of Managements – Education Act 1988 • Establishment and Membership of BOM - Section 14 • Functions of a Board - Section 15 • Dissolution by a Patron - Section 16 • Dissolution by a Patron at Request of the Minister - Section 17 • Keeping of Accounts and Records - Section 18 • Report on Operation of the Board - Section 19 • Report and Information - Section 20 • The School Plan – Section 21 CEEOA/IVEA Training for Boards of Management

  9. Functions of a School • Functions of the School – Education Act 1998 Section 9 CEEOA/IVEA Training for Boards of Management

  10. Functions of the Board of Management • Education Act 1998 Section 15 • Section 15(1) “It shall be the duty of a board to manage the school on behalf of the patron and for the benefit of the students and their parents and to provide or cause to be provided an appropriate education for each student at the school for which that board has responsibility” • Uphold and be accountable to the patron for so upholding the characteristic spirit of the school - cultural, educational, moral, social, religious, linguistic and spiritual values • Publish a school policy on: • Admissions • Expulsions and Suspensions • Admissions and Participation for students with disabilities or other special education needs • Have regard to the principle requirements of a democratic society and respect and promote respect for diversity of values, beliefs traditions, languages etc • Have regard to the efficient use of resources • The BOM is conferred with no rights over or interest in the land and buildings of the school CEEOA/IVEA Training for Boards of Management

  11. Composition of the Board of Management • IVEA Handbook Section 4 Page 29 • General Composition • “3/4” members nominated by the VEC – “Committee Members” • “2” Staff – (one female/one male) • “2” Parents - (one female/one male) • “x” to facilitate relevant Partnerships/Community etc CEEOA/IVEA Training for Boards of Management

  12. Procedure and Participation • Role of the Board of Management • Educational • Curricular • Resource • Infrastructural • Financial • Planning • Managerial • Leadership • Vision • Policy CEEOA/IVEA Training for Boards of Management

  13. Board Members Supportive Facilitative Perspective Issues Managers Accountable Contribution Experience Wisdom Expertise Confidentiality- (section 13 Page 18 IVEA Handbook) Vision Procedure and Participation Members Responsibilities CEEOA/IVEA Training for Boards of Management

  14. Procedure and Participation • Secretary to the BOM • The Principal is the permanent Secretary to the BOM • Board established before Principal appointed, CEO or nominee will act as Secretary • Dates for meeting to be agreed between Chairperson and Secretary (Principal) • 7 clear days notice to be given to board members and the CEO. This notice to include a copy of the draft minutes of the previous meeting, Agenda Details and Draft policies for adoptions at the scheduled BOM Meeting. Emergency/Special meetings may be called as required with as much notice as possible CEEOA/IVEA Training for Boards of Management

  15. Procedure and Participation • Quorum • A minimum of 4 voting members required to form a quorum for a meeting of the Board • No quorum after 15 minutes from appointed meeting time, meeting adjourned • Any meeting can be adjourned by resolution • CEO/delegated officer can attend any BOM meeting but has no vote – section 16 VE Amendment Act 2001 • Voting • Decisions determined by a majority • In the case of an equal division of the votes the chairperson will have the second or casting vote (the Principal has no Vote) • Duration of Meetings 1 - 2 hours depending on business (2 hours should be the max) CEEOA/IVEA Training for Boards of Management

  16. Procedure and Participation • Membership • Attendance • Knowledge • Discerning • Good Judgment • Supportive • Discrete • Sensible • Participatory CEEOA/IVEA Training for Boards of Management

  17. Board of Management Meetings • Agenda • Minutes • Frequency • Role of Chairperson • Role of Secretary of BOM • Secretary Reports • School Sub-Committee Report CEEOA/IVEA Training for Boards of Management

  18. Agenda • Sample Agenda • Apologies/Condolances • Minutes of Previous Meeting • Matters Arising • Correspondence • Finance – IVEA Handbook Section (2) Page 38 • Secretary’s Report • Parents Association Report • Subject Inspections • School Sub-Committee Reports • AOB – by permission of the chairman • Date of Next meeting CEEOA/IVEA Training for Boards of Management

  19. Minutes • Kept by the secretary of the Board and open to inspection by the Minister – Education Act Section 19(4) • Names of those present and absent to be recorded in the Minutes of the meeting • Signed copy of the Minutes of the previous meeting to be issued to the CEO within 7 days of the BOM Meeting together with Draft Policies approved by the BOM etc – for approval/adoption at the VEC meeting. • Please Note: Policies Approved by a BOM remain DRAFT until they are approved by the VEC CEEOA/IVEA Training for Boards of Management

  20. Minutes Cont.. Proposed format of Minutes: • Recorded by the Secretary (Principal) • Record decisions taken • Record Attendance/Apologies/Condolences • Be formally adopted • Circulated to various partners • Discretion be observed in recording minutes • Draft until adopted by the Board and should be circulated to all Members of the Board and the CEO well in advance of meetings – 7 clear days CEEOA/IVEA Training for Boards of Management

  21. Meetings Frequency • Schedule of BOM Meetings • at least 5 meetings per year recommended (not including special BOM meetings to deal with Section 29 Appeals etc) • Term 1 – before mid Term • Term 1 – Between Mid Term and Christmas • Term 2 – Between January and Mid Term • Term 2 – Between Mid term and Easter • Term 3 – Before Summer Break CEEOA/IVEA Training for Boards of Management

  22. Role of the Chairperson • Chairperson • Presides at all meetings • Agrees the Agenda with the Secretary • Chairperson has a second or casting vote in the event of an equal division of the votes CEEOA/IVEA Training for Boards of Management

  23. Role of the Secretary • Secretary • Prepares the meeting agenda in consultation with the chairperson • Issues Notice of the Meeting (7 clear days prior to the meeting) to all members of the BOM and the CEO • Records the minutes of the meeting • Briefs the members of the various items under discussion • Prepares documentation for the meeting • Receives and deals with the correspondence of the board • Convenes, in consultation with the Chairperson, emergency meetings e.g. section 29 appeals etc CEEOA/IVEA Training for Boards of Management

  24. Secretary’s Report • Student Matters • Staff Matters – IVEA Handbook Section 8 Page 43 • Newly appointed staff (for information purposes only) • Staff activities/contribution etc • Curriculum Development • Introduction of new courses etc • School Development Planning/Whole School Evaluation • Building/Maintenance • Please note: In relation to Staff Matters, staff appointments is the executive role of the CEO. Staff performance/evaluation not for discussion at BOM meetings. CEEOA/IVEA Training for Boards of Management

  25. Inspections • Inspections may include: • Subject Inspection • Whole School Evaluations CEEOA/IVEA Training for Boards of Management

  26. Subject Inspections Framework • Subject Inspection evaluates: • Subject Provision and Whole School Support • Planning and Preparation • Teaching and Learning • Assessment and Achievement Publication of School Inspection Report CEEOA/IVEA Training for Boards of Management

  27. BOM and Subject Inspection Reports 1 Factual Verification & draft report Chairperson BOM, Principal, CEO Return to Inspection Secretariat within 10 days Respond A, B, C or Null 2 Finalised Report Issued Chairperson BOM, Principal, CEO Please Note: No Response = Null response and Report Published within 10 school days (A) Accept Report without comment (within 20 days of receipt) Response A, B, C (3 Options) 3 (B) Formally respond to the findings of the Report (within 20 days of receipt and no more than 500 words) (C) Request a formal review of the Inspection in accordance with Section 13(9) Education Act 1998 CEEOA/IVEA Training for Boards of Management

  28. Whole School Evaluations • What is Whole School Evaluation • Whole School Evaluation (WSE) was launched as an initiative by the Inspectorate of the Department of Education and Science in March 1996. • Aims of Whole School Evaluation • To facilitate the full participation of the whole school community in the evaluation process • Contribute to school development by affirming good practice in schools and ensure that advice and support are available to schools to help with further development • Ensure school and system accountability by providing objective, dependable, high quality data on the operation of the individual school and the system as a whole • To enable teachers and schools to use the criteria for school self-review and improvement, so as to encourage other quality assurance approaches. • Contribute to system development by providing information which can inform the discussion and modification of education policies. CEEOA/IVEA Training for Boards of Management

  29. Whole School Evaluations Cont.. • WSE looks at: • School Management • Planning • Curriculum • Teaching and Learning • Student Supports CEEOA/IVEA Training for Boards of Management

  30. Whole School Evaluations Cont.. • The Whole School Evaluation process includes: • Pre-evaluation meetings between the inspectors involved in the evaluation and the Principal, teachers and members of the school’s Board of Management • A meeting between inspectors and the officers of the Parents’ Association or Parents’ Council in the school (where such a body has been established in line with the Education Act 1998) • School and classroom visits, during which inspectors visit and observe in classrooms, interact with students, interact with teachers, and examine school planning documentation and teachers’ written preparation. (In the case of second level schools, certain departments within the schools are focused upon by the inspection team) • Preparation of draft report by inspection team • Post-inspection meetings with the Principal, the school staff, and representatives of the Board of Management • Finalisation of WSE pre-publication report on school and issue of report to School, BOM and CEO (option to reply) • Final Report issued to Chairperson of the school BOM, the Principal and the CEO and published on DES Web Site • Board of Management Responsibility • Be aware of the Whole School Evaluation Process and the role of the BOM • Awareness of importance of the School Plan in terms of the WSE • Understanding of the workings/operation of the school is essential • Understand the WSE Reporting Process CEEOA/IVEA Training for Boards of Management

  31. School Planning • Section 21 Education Act 1998 • The BOM will make arrangements for the preparation of the school plan and ensure the plan is regularly reviewed and updated • School plan shall state: • The objectives of the school relating to equality of access to and participation in the school and the measures the school proposes to take to achieve those objectives, including equality of access to and participation in the school by students with disabilities or who have other special education needs • The school plan preparation will involve consultation with parents, the patron (VEC), staff and students and such directions as may be given from time to time by the Minister CEEOA/IVEA Training for Boards of Management

  32. School Planning Cont.. • Board of Management – Education Act 1998 Section 21 • The Board must ensure that the planning is done. Most of the work involved will be delegated to the Principal and teaching staff, who will keep the Board informed on progress • The Principal • The Principal plays a prominent role in the leadership and management of the planning process. Some of the responsibilities are shared with the Board of Management. Some aspects may be delegated to members of the teaching staff through the in-school management structure or through the establishment of planning teams • The Teaching Staff • The whole-hearted participation of the teaching staff is crucial to the success of the planning process • A Steering Group of staff may be established CEEOA/IVEA Training for Boards of Management

  33. School Planning Cont.. • Support Staff • Parents – through BOM and Parents Associations (Education Act Section 26) • Students • Format of School Plan • The school plan can be formulated as: • A single cohesive document, or a series of related documents, or a central comprehensive document and a range of booklets for various constituent groups CEEOA/IVEA Training for Boards of Management

  34. School Planning Cont.. School Plan Contents – SDPI Booklet CEEOA/IVEA Training for Boards of Management

  35. School Planning Cont.. • School Organisation • Education Act Section 25 • The School Year – Standardised Calendar • Number of days in school year etc • Opening Hours • Organisation of the Timetable i.e. class durations etc (BOM no direct role) • Promotion Posts – (CL43/00) • Education programmes in the School • Junior and Leaving Certificate, Transition Year, Leaving Cert Applied, Leaving Cert Vocational Programme, Junior Cert Schools Programme etc • BOM understanding of In-School Management Teams • Communications structures • Departments, Year Heads, Pastoral Care etc CEEOA/IVEA Training for Boards of Management

  36. School Planning Cont.. • Pastoral Care Structure • Principal • Deputy Principal • Year Head • Class Tutor • Class Subject Teacher • Additional Support Staff • Guidance Counsellor • Learning Support • Chaplin • Resource • Home School Liaison • Special Needs Assistants etc CEEOA/IVEA Training for Boards of Management

  37. School Planning Cont.. • Policies • School Plan would typically include the following policies: • Code of Behaviour - Section 23 Education Welfare Act 2000 • Suspension Policy – Education Act 1998 Section 15 • Expulsion Policy - Education Act 1998 Section 15 • Admissions Policy – Section 15 Education Act , Section 19 Education Welfare Act , Equal Status Act, Education for Persons with Special Educational Needs Act 2004 • Attendance Policy – Education Welfare Act Sections 20, 21, 22 • Special Needs Policy - Sections 2, 3, 14, 15 Education for Persons with Special Educational Needs Act 2004 • Health and Safety Statement - Section 20 Health and Safety Act 2005 • Information and Communications Technology Policy • Substance Abuse Policy • Countering Bullying Behaviour Policy • Dealing with Allegations or Suspicions of Child Abuse – Child Protection Guidelines for Post Primary Schools 2004 • Grievance/Complaints Policy – Section 28 Education Act 1998 • The following Policies may also be included: • Pastoral care, Guidance/remedial provision, Homework, Home-School community links, Pupil assessment, Record-keeping, Time-tabling/formation of classes, Subject-choice and examination levels and Textbooks CEEOA/IVEA Training for Boards of Management

  38. Buildings and Maintenance • Section 15 (3) Education Act 1998 • The BOM is conferred with no rights over or interest in the land and buildings of the school for which the Board is responsible CEEOA/IVEA Training for Boards of Management

  39. Rental and Use of Property • VEC Policy/Guidelines should apply relating to Insurance, payment and Rental/use of committee property • Principal to follow the VEC Policy / Guidelines and seek authorisation for use of premises by a third party • Educational or Social Benefit involved CEEOA/IVEA Training for Boards of Management

  40. Issues that may arise for BOM – Section 29 issues etc • Code of Conduct/Behaviour– Section 23 Education Welfare Act 2000 • A code of behaviour typically would specify: • the standards of behaviour that shall be observed by each student attending the school; • the measures that may be taken when a student fails or refuses to observe those standards; • the procedures to be followed before a student may be suspended or expelled from the school concerned; • the procedures to be followed relating to notification of a child’s absence from school CEEOA/IVEA Training for Boards of Management

  41. Issues that may arise for BOM – Section 29 issues etc Cont.. • Rules of Natural Justice • Right to be heard in one’s own defence • Anyone affected by a decision has the right to be told what case is being taken against him/her and allowed an opportunity to respond • The Rule against Bias • The decision-maker must not be biased • A person cannot be a judge in one’s own case • Right of Appeal CEEOA/IVEA Training for Boards of Management

  42. Issues that may arise for BOM – Suspensions • Principal may suspend in accordance with the Code of Behaviour • Appeal against a suspension imposed by the Principal may be made to the BOM • Parent/Student (> 18 years) should be notified of the right of appeal in the letter confirming the suspension • Sampleprocedure for dealing with suspension appeals to the BOM • Supporting Documentation • Meeting Agenda Template • BOM Members Notice/Brief • Meeting Minutes Template • Decision of the BOM can be appealed to the VEC “Appeals Sub-Committee” • Section 29 Appeals Application Form CEEOA/IVEA Training for Boards of Management

  43. Issues that may arise for BOM – Refusal to Enrol, Expulsion Cont.. • Section 19 Education Welfare Act 2000 • Refusal in accordance with enrolment policy of the school published in accordance with Section 15 (2)(d) Education Act 1998 • Decision in respect of the application must be made by the BOM within 21 days of the application concerned (all information provided) and notify the parent in writing of the decision • Sample procedures for BOM Enrolment Decisions • Section 24 Education Welfare Act 2000 • Principal recommends expulsion to the BOM • Parent Informed of Right of Appeal to the BOM - Sampleprocedures for dealing with an expulsion • BOM before expelling the student notify the Welfare Officer in writing of reasons for same • A student shall not be expelled from a school before the passing of 20 days following the receipt of notification by the Education Welfare Officer (sub-section 4) • (sub-section 4) is without prejudice to the right of the BOM to take such other reasonable measures it considers appropriate to ensure good order and discipline are maintained in the school CEEOA/IVEA Training for Boards of Management

  44. Issues that may arise for BOM – Refusal to Enrol, Expulsion Cont.. • Section 29 Appeals - Education Act 1998 & Circular Letter M48/01 • Applies to where a BOM or person acting on behalf of the BOM: • Permanently excludes a student from a school • Suspends a student for a period that will bring the cumulative period to 20 school days in any one year • Refusal to enrol a student (section 19 Education Welfare Act 2000) • Makes a decision of a class which the Minister may from time to time determine may be appealed in accordance with this section • Right of appeal applicable to Parent of Student (<18 years) or student (>18 years) or by the National Education Welfare Board (section 26 Education Welfare Act 2000) within reasonable time (14 days) from date of being informed of the decision in writing by the BOM (CL M48/01) • In the case of a suspension, the appeal is made to the BOM. The parent/student must be notified in writing of the suspension and the right of appeal to the BOM by the Principal • Appeal against the decision of the BOM is made to the VEC - “Appeals Sub Committee” • The Secretary of the BOM and the Chairperson/representative will represent the BOM at the Appeal (s) Hearing (s) CEEOA/IVEA Training for Boards of Management

  45. Section 29 Appeals Process • The Appeals Process • Section 29 Appeals made in writing on the Section 29 Appeal Application Formand submitted by signed letter, fax or email to the CEO. Appeals by fax or email must also be confirmed in writing. • Appeal application form should be completed in full – 30 days to complete the appeal process from date of receipt • Before admitting the Appeal, the CEO can seek clarification regarding local procedures that may have been applied • Prior to processing the Appeal, the parties to the Appeal will be asked by the CEO or Nominee to seek a local solution – 1 week. CEEOA/IVEA Training for Boards of Management

  46. Section 29 Appeals Process Cont.. • Processing the Appeal – (no local resolution) • To process the Appeal it must meet the conditions set out in paragraph 1-5 of CL 48/01 Procedures for Hearing and determining Appeals in respect of VEC Schools • Letter issued to the appellant on receipt of Appeal by the CEO – may submit additional information • A letter will also issue simultaneously to the BOM informing it of the Appeal and request to submit any additional relevant information • All information submitted by the appellant and BOM will be treated in strict confidence by all parties to the Appeal • If CEO deems Appeal inadmissible under these procedures the CEO will issue a letter to that effect to the appellant and the school stating the grounds on which the Appeal is not being admitted • An Appeal may be withdrawn at any time by the appellant by notifying the Committee to that effect CEEOA/IVEA Training for Boards of Management

  47. Confidentiality • All business transacted at the Board of Management meeting must be regarded as confidential by all members of the Board. IVEA Handbook Page 18 Section 13 CEEOA/IVEA Training for Boards of Management

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