BOARD POLICY MANUAL BOARD POLICY MANUAL
Revised July 2021
Table of Contents Section 1: The School Policy School Legal Status School Mission/Philosophy Instructional Guidelines and Objectives Discrimination and Harassment Community Involvement in Decision Making Staff Involvement in Decision Making Student Involvement in Decision Making School Year and School Calendar School Day Emergency Closing Emergency Procedure Handbook Section 2: The Board Policy Legal Status of the Board Board Responsibilities Board Membership Board Member Code of Conduct and Ethics Board Member Conflict of Interest Qualification of Board Members Board Member Orientation and Development Board Member Compensation and Expenses Board Committees Board-Director Relationship Board-Director-Administrator Relationship Regular Board Meetings School Community Attendance at Board Meetings Special Board Meetings Executive Sessions Board and Committee Action Plans Agenda Preparation, Format and Dissemination Minutes Board Policy Development Policy Codification System Board Review of Administrative Regulations Policy Review and Evaluation/Manual Accuracy Check Administration in Absence of Policy Suspension of Policies
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(1.000) Policy Number 1.010 1.020 1.030 1.040 1.050 1.060 1.070 1.080 1.090 1.100 1.110 (2.000) Policy Number 2.010 2.020 2.030 2.040 2.050 2.060 2.070 2.080 2.090 2.100 2.110 2.120 2.130 2.140 2.150 2.160 2.170 2.180 2.190 2.200 2.210 2.220 2.230 2.240
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Section 3: Fiscal Policy CNG–Fiscal Policy General Fiscal Year Reporting of Income and Expenditures Budget Structure Budget Process Foreign Currency Transactions Depository of Funds Authorized Signatures Signatory Powers Income from Tuition and Fees Tuition Payment and Schedules Non-payment of Tuition and Fees Tuition Assistance Transcripts Aid and Grants to the School Fund Raising Payroll Advances in Salary Money in School Buildings Petty Cash Inventories Audits Purchasing Authority Paying for Goods and Services Expense Reimbursements Section 4: Building and Services Policy School Buildings and Grounds Security of the Building Smoking on School Premises Alcohol on School Premises Building Use Emergency Plans Emergency Closing Student Transportation Student Transportation Safety Maintenance of School Buses Food Service in the School Insurance Management
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(3.000) Policy Number 3.010 3.020 3.030 3.040 3.050 3.060 3.070 3.080 3.090 3.100 3.110 3.120 3.130 3.140 3.150 3.160 3.170 3.180 3.190 3.200 3.210 3.220 3.230 3.240 3.250 (4.000) Policy Number 4.010 4.020 4.030 4.040 4.050 4.060 4.070 4.080 4.090 4.100 4.110 4.120
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Section 5: Personnel Policy Staffing Philosophy and Goals Equal Opportunity Employment Staff Rights and Responsibilities Staff with Infectious Diseases Staff Involvement in Decision Making Staff Complaints and Grievances Professional Staff Recruitment and Selection Professional Staff Evaluations Professional Staff Arrangements for Substitutes Classification of Professional Staff Teacher Assignments and Transfers Professional Staff Termination and Employment School Day Tutoring Compensation and Benefits of Professional Staff Salary Schedule Entry Level Review of Salary Schedule (Professional Staff) Staff Development Continuing Education for Staff Sick Leave Maternity Leave Bereavement Leave Personal Leave Re-Employment Leave Professional Leave Long Term Leaves Staff Development Absence Emergency Leave Notice of Intent to Terminate Support Staff Positions and Qualifications Support Staff Evaluation School Director Section 6: Negotiations Policy Negotiations Legal Status (And "Meet-and-Confer" with Staff) Recognized Employee Units Board's Negotiating Rights and Responsibilities Board's Negotiating Team School Head’s Role in Negotiations Board Ratification of Negotiated Agreement Negotiations Meeting Procedures Impasse Procedures Staff Job Actions
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(5.000) Policy Number 5.010 5.020 5.030 5.040 5.050 5.060 5.070 5.080 5.090 5.100 5.110 5.120 5.130 5.140 5.150 5.160 5.170 5.180 5.190 5.200 5.210 5.220 5.230 5.240 5.250 5.260 5.270 5.280 5.290 5.300 5.310 5.320 (6.000) Policy Number 6.010 6.020 6.030 6.031 6.032 6.033 6.040 6.050 6.060
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Section 7: Instruction Policy Recognition of Religious Beliefs and Customs Guidance Program and Testing Curriculum Development Instructional Guidelines and Objectives Levels of Instruction Controversial Issues Review of Instructional Programs Individual Instructional Services Language Programs Adult Education Class Size Co-curricular and Athletic Programs Textbook, Library Resource, Software, & Other Instructional Material Selection Field Trips and Excursions Grading Systems Homework Promotion and Retention of Students Graduation Requirements Section 8: Students Policy Student Involvement in Decision Making Admission and Placement/Admission Requirements Student Attendance Credit and Attendance Student Eligibility for Interscholastic Activities Student Conduct Student Dress Code Suspension and Expulsion Termination of Enrollment Student Welfare and Safety Communicable Diseases Vaccinations and Immunizations Student Physical Examinations Reporting Student Records Complaints Concerning Staff or Material Section 9: Community Policy Community Involvement in Decision Making Parent Teacher Association
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(7.000) Policy Number 7.010 7.020 7.030 7.040 7.050 7.060 7.070 7.080 7.090 7.100 7.110 7.120 7.130 7.140 7.150 7.160 7.170 7.180 (8.000) Policy Number 8.010 8.020 8.030 8.040 8.050 8.060 8.070 8.080 8.090 8.100 8.110 8.120 8.130 8.140 8.150 8.160 (9.000) Policy Number 9.010 9.020
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Section 10: Inter-Organizations Policy Relations with Other Schools Regional and International Associations Accrediting Agencies
(10.000) Policy Number 10.010 10.020 10.030
Index Appendices (1-28) Appendix 1 Appendix 2 Appendix 2A Appendix 3 Appendix 4 Appendix 5 Appendix 6 Appendix 7 Appendix 8 Appendix 9 Appendix 10 Appendix 11 Appendix 12 Appendix 13 Appendix 14 Appendix 15 Appendix 16 Appendix 17 Appendix 18 Appendix 19 Appendix 20 Appendix 21 Appendix 22 Appendix 23 Appendix 24 Appendix 24A Appendix 25 Appendix 26 Appendix 27 Appendix 28
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Calendar Board Code of Conduct Trustee Ethics Annual Action Plan Agenda Format Current Year’s Budget School Fees Tuition Payment Schedule Current Audit Maintenance Plan Building Use Plan Emergency Procedures Student Transport Safety Teacher Code of Ethics Teacher Profile Teacher Contract Current Salary Schedule Support Staff Contract Director Job Description Co-Curricular/Athletic Eligibility Text and Media Selection Grading System Homework Guidelines Graduation Requirements Student Conduct Student Code of Conduct Uniform Requirements Recommended Immunizations PTA Bylaws Job Descriptions (A-I)
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Section 1
The School
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Policy
Policy Number
School Legal Status School Mission/Philosophy Instructional Guidelines and Objectives Discrimination and Harassment Community Involvement in Decision Making Staff Involvement in Decision Making Student Involvement in Decision Making School Year and School Calendar School Day Emergency Closing Emergency Procedure Handbook
1.010 1.020 1.030 1.040 1.050 1.060 1.070 1.080 1.090 1.100 1.110
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Policy: 1.010
SCHOOL LEGAL STATUS
The name of the school is Colegio Nueva Granada (CNG). The school is a private, non-profit, tuition-based, Pre-Kindergarten through Twelfth Grade School. Accordingly, the school is based upon international pedagogical educational standards and is organized in a manner consistent with comparable schools, and the basic school program is taught in English. However, it is the belief that the school has inherent national and international qualities due to its setting in Colombia and due to the diverse international backgrounds of the school population. It is believed that modifications to the traditional Colombian program to complement the school's international setting and population are necessary. Other modifications may include but are not limited to, English as a Second Language instruction and the inclusion of Colombia culture, history, and geography as well as individualized educational offerings for special needs students for reasons including learning disabilities and/or gifted-and-talented abilities.
Legal Status of the School in Colombia Colegio Nueva Granada (CNG) is a private school for the benefit of the local and foreign community to be governed and directed as set forth in the bylaws and policies. The institution falls under the legal jurisdiction of the laws, rules and regulations of Colombia. Governance of the School is exercised by the parent-elected Board of Directors.
ADOPTED: 2011 Revised: 06/2018 Updated: 08/2021
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Policy: 1.020
SCHOOL MISSION AND PHILOSOPHY
Vision and Purpose
Educating the mind, strengthening the body, and developing character for leadership and service in the world of today for a better tomorrow.
Philosophy Colegio Nueva Granada is committed to providing a high-quality English language education, rooted in an international oriented curriculum for students from a wide range of nationalities and cultural backgrounds in Bogota, Colombia. The School pledges to maintain educational excellence and, in order to reach this goal, will:
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•
provide a safe, nurturing and friendly environment for all students.
•
recognize the uniqueness and worth of each child.
•
teach the information, skills and processes that prepare students to function effectively in a rapidly changing world.
•
cultivate and encourage in its students an inquisitive nature as well as the love of learning so that both will be life–long endeavors.
•
teach students the methods and disciplines necessary to be able to utilize effective study habits for the rest of their lives.
•
provide instructional programs that stimulate and challenge students, providing for their present and future needs while consistently stretching the limits of their abilities.
•
help and encourage students to develop personal values, which enable them to be responsible members of society and as such to make their own decisions as informed individuals.
•
impart an understanding of the complexity and interdependence of people, cultures and the environment.
•
take advantage of the cultural diversity within the School and the community.
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participate in service-learning opportunities in the community and region, including interactions with the Fundación Colegio Nueva Granada sister school.
•
provide for students departing CNG to transfer successfully to any other educational institution of similar level and quality.
•
recognize the importance of and encourage cooperation and communication between home and school.
•
prepare students for university studies and/or entrance into the world labor force.
ADOPTED: 2011 Revised: 06/2018 Updated: 08/2021
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Policy: 1.030 (also 7.040)
INSTRUCTIONAL GUIDELINES AND OBJECTIVES
Colegio Nueva Granada will strive to provide quality education that will permit and assist every student: 1. 2.
To acquire a mastery of the academic skills required to achieve success in a college-preparatory program. To master verbal and mathematical communication skills.
3.
To acquire a positive attitude toward learning.
4.
To acquire the greatest possible understanding and appreciation of oneself and the world around us.
5.
To acquire an understanding and appreciation of persons belonging to the many social, cultural, and national groups different from his/her own.
6.
To learn to be a responsible citizen, aware and responsive to the needs of others.
7.
To understand how to keep healthy-both emotionally and physically.
8.
To receive the opportunity and the encouragement to be successful and creative in one or more areas.
9.
To understand and appreciate human achievements in the natural sciences, the social sciences, the humanities, and the arts.
10.
To prepare for and live in a world of rapid change.
11.
To acquire knowledge and skills that will help all students compete in a global economy and allow them to lead lives with integrity and satisfaction both as global citizens but also as individuals, including hands-on service-learning experiences.
To achieve these goals, the curriculum of Colegio Nueva Granada will reflect the following guidelines: 1.
The curriculum will be Colombian/U.S. based and modified where possible to provide an international perspective.
2.
The curriculum will provide a rigorous, challenging and consistent program that will capture students’ interests but will also prepare them for lifelong learning.
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3.
The curriculum should be complete and balanced within the limitations of resources and facilities.
4.
The curriculum in each subject should reflect a coherent, orderly progression through the grades.
5.
Because many international students attend the School only a few years, the curriculum should be designed to permit students to enter this School and other schools with minimum academic dislocation.
6.
Within the limits of our resources, the curriculum should offer special opportunities for students of all needs.
7.
The curriculum should be enriched by taking full advantage of our situation in an international setting.
8.
The curriculum should be continuously reviewed by the professional staff and periodically evaluated by the Board to ensure that it meets the needs of students to ensure continuous improvement.
ADOPTED: 2011 Revised: 06/2018 Updated: 08/2021
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Policy: 1.040
DISCRIMINATION AND HARASSMENT
CNG is committed to maintaining a school that is free from discrimination and harassment of any student or employee for any reason. Students and employees of CNG enjoy the right to study and work in an environment free from harassment. Any kind of discrimination or harassment is not tolerated because it jeopardizes the harmonious relationships necessary for the effective operation of the school. Discrimination includes any action based on gender, race, religion, or sexual orientation that deprives an individual of their full rights as a member of the school community. Harassment includes hostile, intimidating, or offensive actions and verbal and non-verbal expressions related to an individual’s gender, race, religion, national origin or sexual orientation.
ADOPTED: 2011 Revised: 06/2018 See Appendix 1: Child Protection See Appendix 2: Rights of Transgender Students
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Policy: 1.050 (see also 9.010)
COMMUNITY INVOLVEMENT IN DECISION MAKING Residents of the community who are especially qualified because of training, experience, or personal characteristics shall be encouraged to take an active part in school affairs. Such persons, when not connected to the School as Directors or employees, may be invited to advise and assist, individually or in groups. The Board of Directors invites such assistance in specific areas after consultation with the Director. The Board of Directors and staff shall give substantial weight to the advice which they receive from individuals and community groups interested in the School, especially those individuals and groups which they have invited or created to advise them regarding specific problems, such as the Parent Council or other officially required groups. However, the Board of Directors and staff shall use their own best judgment in arriving at decisions. ADOPTED: 2011 Revised: 06/2018 See Appendix 3: Essential Communication Chart
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Policy: 1.060 (also 5.050)
STAFF INVOLVEMENT IN DECISION MAKING The Board of Directors encourages employee participation in operational decision making for the School. Such participation may include, as appropriate, involvement in: 1. policy development, 2. administrative rules development, 3. budget planning, 4. facilities planning and 5. curriculum development In the development of regulations and arrangements for the operation of the School, the Director shall include at the planning stage, whenever feasible, those employees who will be affected by such provisions. The professional staff shall be given full opportunity and encouragement to contribute to curriculum development and to the development of policies and regulations pertaining to the instructional program. The Director shall develop with employees, channels for the ready communication of ideas regarding the operation of the School. He/She shall weigh with care the counsel given and shall inform the Board of such counsel in presenting recommendations for Board action.
ADOPTED: 2011 Revised: 06/2018
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Policy: 1.070 (also 8.010)
STUDENT INVOLVEMENT IN DECISION MAKING The Board of Directors may consider student opinions in establishing policies, particularly those in the area of student privileges and other areas of special relevance to students. Students shall be encouraged to establish a Student Council. This council will work closely with the administration. Suggestions, ideas and concerns from the Student Council shall be given administrative consideration for adoption and/or implementation. The Administration will be the conduit for the students to the Board of Directors, including feedback and input from the student-elected Personero and Cabildante.
ADOPTED: 2011 Revised: 06/2018 Updated: 08/2021
Based on CIS Model
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Policy: 1.080
SCHOOL YEAR/SCHOOL CALENDAR
The school year shall consist of no fewer than 180 instructional days based on accreditation requirements for minimum instructional days. Teachers will be subject to a maximum of 190 contract days. On or before its regular November meeting, the Board shall adopt the school calendar for the ensuing school year. The Director shall submit a recommended calendar to the Board of Directors in advance of the meeting. The Director’s Council must also approve the calendar. The school year will normally begin in early August and continue to June. Provision shall be made for holiday periods according to Colombian law and shall also include other appropriate national and religious holidays. The major school holiday will be during the summer months of late June and July. (See Appendix 1)
ADOPTED: 2011 Revised: 06/2018 Update: 08/2021
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File 1.090 (see also 5.130)
SCHOOL DAY
The normal instructional school day for Grades 1-12 will consist of seven and one half (7 1/2) hours per day and Pre-kindergarten and Kindergarten classes will be 7 hours per day inclusive of lunch and any break time. However, under special conditions, a day with a minimum of three and one half (3 1/2) contact hours for Grades 1-12 and three (3) hours for Pre-kindergarten and Kindergarten will be considered an instructional day. These conditions will be determined by the Director and may include, but are not limited to professional development, accreditation, school breaks, severe inclement weather, Dia E, and for other educational or security reasons.
ADOPTED: 2011 Revised: 06/2018
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Policy: 1.100 (also 4.070)
EMERGENCY CLOSING
The Director is authorized to announce the closing of school if actual or potential hazards threaten the safety and well-being of students or employees. The decision to close the school shall be made by the Director or Acting Director. The Director will use his/her best judgment to also consult professional staff and/or other community agencies responsible for the safety and well-being of the community. The Director will, in addition, either inform and/or consult with the President of the Board of Directors. Instructional days lost which might cause the number of offered days to fall below the policy minimum shall be rescheduled. The Board of Directors will, with the recommendation of the Director, make such decisions for rescheduling. ADOPTED: 2011 Revised: 06/2018
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Policy: 1.110
EMERGENCY PROCEDURE HANDBOOK
Proper operation of CNG requires up-to-date contingency plans to handle emergency situations such as natural disasters, civil unrest, military mutiny or potential terrorist attacks that threaten the school directly or the safe transportation of children to and from school. The Director of CNG will develop/revise/review, by the end of September of each academic year, an Emergency Action Plan that details the steps to be taken under a range of emergency contingencies. This Emergency Action Plan will be made available to board members, faculty, staff and parents, as well as all embassies and organizations that have children attending CNG. The Plan shall be reviewed annually and updated as required. At minimum the Emergency Action Plan should include the following: 1. An up-to-date warden system (telephone tree) that provides a mechanism for contacting staff and parents in an emergency. 2. A set of contingency plans that provides guidelines for action under various security situations. 3. A force majeure plan and disaster management and recovery plan.
4. A home-school plan for teaching students in the case of a protracted security situation.
ADOPTED: 2011 Revised: 06/2018
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Section 2
The Board
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Policy
Policy Number
Legal Status of the Board
2.010
Board Responsibilities
2.020
Board Membership
2.030
Board Member Ethics
2.040
Board Member Conflict of Interest
2.050
Qualification of Board Members
2.060
Board Member Orientation and Development
2.070
Board Member Compensation and Expenses
2.080
Board Committees
2.090
Board-Director Relationship
2.100
Board-Director-School Head Relationship
2.110
Regular Board Meetings
2.120
School Community Attendance at Board Meetings
2.130
Special Board Meetings
2.140
Executive Sessions
2.150
Board and Committee Action Plans
2.160
Agenda Preparation, Format and Dissemination
2.170
Minutes
2.180
Board Policy Development
2.190
Policy Codification System
2.200
Board Review of Administrative Regulations
2.210
Policy Review and Evaluation/Manual Accuracy Check
2.220
Administration in Absence of Policy
2.230
Suspension of Policies
2.240
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Policy: 2.010
LEGAL STATUS OF THE BOARD OF DIRECTORS
The Board of Directors has responsibility for all matters related to the governance of Colegio Nueva Granada. In implementing its primary legislative function the Board shall establish such policies and bylaws as may be required for the proper and efficient operation of the School.
ADOPTED: 2011
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Policy: 2.020
BOARD OF DIRECTORS RESPONSIBILITIES
The Board of Directors considers policy development, strategic planning, and fiduciary responsibilities to be its primary functions. Policies are those outcomes of planning and evaluation, which guide the Board of Directors in its operation and are guides for action by the Director. Policies also act as a means of communication with the community, staff, and students relative to the School’s philosophy and objectives and Board decisions. Policies should be broad enough to allow for discretionary action by the Director yet narrow enough to give clear guidance. The Board of Directors shall concern itself primarily with Board questions of policy and with the appraisal of results, rather than with administrative day-to-day details. The application of policies is an administrative task to be performed by the Director and his/her staff, who are held responsible for the effective administration and supervision of the School. The Board of Directors will ensure the financial stability of CNG through sound financial planning and the monitoring of the annual budgets. Other responsibilities will include:
1. To establish the mission and philosophy of the School; 2. Plan strategically to ensure the viability of the School; 3. To employ, evaluate and support the Director of the School; 4. To monitor the work and effectiveness of the educational program through the Director; 5. Approve the annual operating budget; 6. Approve the annual calendar; 7. Evaluate itself on an annual basis; However, in carrying out its governance, the Board does retain the power to intervene only when extraordinary circumstances require it to do so. ADOPTED: 2011 Revised: 06/2018 See Appendix 4: Protocols During Director’s Absence See Appendix 5: Role and Function of CFNG Board Based on CIS Model
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Policy: 2.030
BOARD OF DIRECTORS MEMBERSHIP
Board of Directors membership will be in accordance with the School Bylaws.
ADOPTED: 2011
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Policy: 2.040
BOARD OF DIRECTORS CODE CONDUCT/ETHICS: RESIGNATION OR REMOVAL The Board of Directors endorses its own Code of Conduct and the Code of Ethics of the National School Board Association (U.S.) and adopts them for Colegio Nueva Granada. The place of any member of the Board who resigns or dies or gets removed shall be taken by a person designated by a majority of the remaining members of the Board. A member of the Board may be removed or asked to resign from the Board for only the following reasons: Failure to attend the designated number of regular monthly meetings of the Board. Conduct that is considered detrimental to the reputation of the School or integrity of the Board. Attendance at a Board meeting under the influence of drugs or alcohol. Repeated actions that are detrimental to the functioning of the Board or operation of the School. A vote of at least four members of the Board favoring removal must precede the removal of a Board member. ADOPTED: 2011 Revised: 06/2018 Updated: 08/2021
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Policy: 2.050
TRUSTEE CONFLICT OF INTEREST
An employee of the School and/or the relative of such an employee shall not be eligible to become a member of the Board of Directors. Whenever a contract for purchases of supplies, equipment or services shall be made from companies (represented) or individuals on the Board of Directors, proper notice must be given to the Directors prior to any decisions of the Board of Directors. If a board member has a conflict of interest in a matter to be reviewed by the Board, he/she shall abstain for cause by announcing such to the President or Vice President. This policy shall not prohibit any board member from discussion of the school budget or any budget amendments, unless the discussion is on a specific budget amendment in which such a board member is directly interested.
ADOPTED: 2011 Revised: 06/2018
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Policy: 2.060
QUALIFICATION OF DIRECTORS If required to appoint a new Director, the Board of Directors will select a person within the community and according to the Bylaws. The following should also be considered: 1. The proposed member possesses special talent or expertise needed by the Board for a particular committee. 2. The proposed member has demonstrated an interest in the school.
3. The proposed member can and will give the necessary time and effort to attend all regular and executive meetings as well as committee meetings. 4. The proposed member is representative of the School community.
ADOPTED: 2011 Revised: 06/2018
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Policy: 2.070
BOARD OF DIRECTORS ORIENTATION AND DEVELOPMENT
Each new Member shall be afforded every opportunity to become oriented to the functions and responsibilities entailed by appointment to the Board of Directors. It shall be the duty of the Director and the Board President or his/her designee to assist each new member in understanding the Board of Director’s function, policies, procedures, and operation of the School. The following procedures shall be employed as a minimum orientation standard: 1. The new Member shall be given selected materials: policy manual, bylaws, strategic plan, past minutes, current budgets and others that are appropriate to give the new Member a good summary of recent actions. 2. The new Member shall meet with the Director and, if needed, the President, to discuss the services the Board of Director provides for the School. 3. The new Member will undergo an orientation session to be administered by the Director and may include the Board of Director’s designated committee or individual(s). 4. In cases where several new members are taking office at once an outside consultant may be employed to orient new members on good board practices, either in connection with a full board workshop, or separately.
ADOPTED: 2011 Revised: 06/2018
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Policy: 2.080 (See 3.070)
BOARD OF DIRECTORS COMPENSATION AND EXPENSES
Members of the Board shall receive no remuneration and shall not be liable for any action lawfully taken by them in that capacity. Members of the Board shall be reimbursed for all necessary and legal expenses incurred While undertaking official business for the School when approved by the Board of Directors.
ADOPTED: 2011 Updated: 08/2021
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Policy: 2.090
BOARD OF DIRECTORS COMMITTEES AND TASK FORCES
The Board of Directors may create a Committees or Task Forces it deems necessary. As the need arises, the President appoints members and Chairpersons, unless otherwise directed by the Board of Directors. The School Director serves on all committees. Within their assigned areas, Committees and Task Forces will consider issues, prepare Reports, and make recommendations for the decision of the Board of Directors. Committees and Task Forces have no authority unless specifically delegated to them by the full board.
ADOPTED: 2011 Revised: 06/2018
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Policy: 2.100
BOARD OF DIRECTORS-DIRECTOR RELATIONSHIP
The Board of Directors shall delegate the day-to-day management of the financial, physical, and personnel resources to the Director according to policy. The Board of Directors holds the Director responsible for the administration of its policies, the execution of Board of Director decisions, the operation of the internal machinery designed to serve the School program and for keeping the Board of Directors informed about School operations and problems. The Board of Directors shall strive to procure, when a vacancy exists, the best professional leader available for the position of Director. After which, the Board of Directors as a whole, and individual members, shall: •
Give the Director full administrative authority for properly discharging his/her professional duties, holding him/her responsible for acceptable results:
•
Hold all meetings of the Board of Directors in the presence of the Director, except those pertaining to the Director's performance and contract:
•
Refer all complaints, criticisms, and requests to the Director, and discuss them only at a regular meeting after failure of administrative resolution; and
•
Present criticisms of any employee initially to the Director.
The Board of Directors shall devote part or all of one meeting, at least annually and at least one year prior to the expiration of the Director's contract, to a discussion of the working relationship between the Director and the Board of Directors.
ADOPTED: 2011 Revised: 06/2018
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Policy: 2.110
BOARD OF DIRECTORS/DIRECTOR-ADMINISTRATOR RELATIONSHIP
The Director may delegate the day-to-day management of physical and personnel resources of educational units to building administrators.
ADOPTED: 2011
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Policy: 2.120
REGULAR BOARD OF DIRECTORS MEETINGS
The President shall ensure that the Board of Directors will meet at least nine (9) times during the academic year. (see Bylaws Section IX page 51)
ADOPTED: 2011 (Section IX page 51)
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Policy: 2.130
SCHOOL COMMUNITY ATTENDANCE AT THE BOARD OF DIRECTORS MEETINGS
Meetings of the Board of Directors are conducted to carry on the business of the School, and therefore, are not public meetings. However, there may be occasions when the Board of Directors may invite members of the community to attend. Accordingly, parents/guardians of CNG students, students, faculty and others may be invited by the Board to attend Board meetings. These invited guests will not be allowed to partake in any discussions or debates by the Directors unless specifically asked to respond. Meetings where there are invited guests can go into closed or executive session at any time. During these times, the invited guests will be asked to leave. Only Directors and those persons directly invited by the Board of Directors to attend will be allowed. These executive sessions are times when discussions are not appropriate for public announcement until fully considered. In order that the Board of Directors may fairly and adequately discharge its overall responsibility, members of the School community who wish to make requests, representations or proposals to the Board of Directors are requested to direct these to the Director at least one week prior to the scheduled regular board meeting. The Director will then share such items with the President of the Board of Directors, and they will deal with them according to rules adopted by the Board. The intent of the rules is as follows: •
to allow a fair and adequate hearing to interested parties;
•
to allow the Director to take direct action, or to recommend action to the Board;
•
to minimize the possibility of the Board of Directors 's making ill advised, illegal, or improper rulings due to hasty action in the absence of adequate information and study; especially when a policy does not exist, a change in policy is proposed, or an exception to policy is specifically requested; and
•
to assure that time devoted to a non-board person's participation does not interfere with the scheduled business of the Board of Directors.
ADOPTED: 2011 Revised: 06/2018
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Policy: 2.140
SPECIAL BOARD OF DIRECTORS MEETINGS The President may convene special meetings of the Board of Directors when intensive consideration of a timely subject is desirable or to allow time for special study. Special meetings, except for periods during which the Board of Directors is in Executive Session, may be open to parents/guardians of CNG students, students, faculty and others invited by the Board. Apart from meetings convened by the President, the Board of Directors may meet in special meetings if in accordance with the bylaws. The request shall indicate the subject proposed for discussion and the date proposed for such meetings Notice of special meetings called by the President may be given orally at a regular meeting (in which case the Secretary shall ensure that absent members are notified), or in writing to all Directors. Special meetings called at the request of members shall be announced in writing to all Directors. No business other than that stated in the call for the special meeting shall be considered.
ADOPTED: 2011
Based on CIS Model
36
CNG BOARD POLICY MANUAL
Policy: 2.150
EXECUTIVE SESSIONS OF THE BOARD OF DIRECTORS
The Board of Directors, at the discretion of the President or upon request of four or more voting board members, may hold an Executive Session to discuss matters considered by the Board to be sensitive. Only voting Directors, the Director and those specifically invited by the Board to attend shall be present at the Executive Sessions. Where possible, any action taken by the Board of Directors in Executive Session shall be ratified in a regular session. Any minutes taken during an Executive Session shall be held as confidential in accordance with the Board of Directors 's policy on minutes (Policy: 2.200, MINUTES). Members of the Board of Directors shall be duty bound to keep all matters discussed in Executive Session in strictest confidence. Any such breaches will be subject to censure by the Board of Directors or further action if appropriate.
ADOPTED: 2011 Revised: 06/2018
37
Based on CIS Model
CNG BOARD POLICY MANUAL
Policy: 2.160
BOARD OF TRUSTEE AND COMMITTEE ACTION PLANS
By the last Board meeting of each academic year, the Director shall present to the Board of Directors the school improvement plan for review, revision, and endorsement by the Board of Directors. This Action Plan shall be prepared in collaboration with the Administration and include the goals and objectives of the current CNG Action Plan for School Improvement if pending completion.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
38
CNG BOARD POLICY MANUAL
Policy: 2.170
AGENDA PREPARATION, FORMAT AND DISSEMINATION
The Director shall prepare an agenda, in consultation with the President, for each regular meeting. Matters may be proposed for consideration by the Board of Directors, by the Director, Administrators, teachers, students and parents/guardians of students enrolled in the School. Proposed agenda items should be submitted to the Director, with appropriate documentation, at least seven days prior to the meeting at which the item is to be discussed. A packet of meeting materials shall be distributed, by the Director to the Directors at least four days before regular meetings. This packet shall contain the agenda, minutes of the previous meeting, and any reports or documentation available as background information for agenda items. The Board recognizes that subjects appropriate for the agenda will sometimes develop before the meeting but after the delivery of the meeting materials. The agenda will permit introduction of such subjects, but in the absence of necessary background material, or for lack of time to study material introduced at the meeting, subjects so introduced will normally be referred to an appropriate committee or held over for consideration at the next meeting. The President can use his/her discretion to make determinations in such matters.
ADOPTED: 2011 Revised: 06/2018
39
Based on CIS Model
CNG BOARD POLICY MANUAL
Policy: 2.180
MINUTES
Minutes shall be kept for all meetings, whether they are Regular or Executive Sessions, and shall include not less than: 1. A statement of the time, date and place of the meeting; 2. Directors present and Directors absent; 3. Any decisions made at the meeting, and record of all roll call votes; and 4. For Executive Sessions, the purpose or purposes for which the Executive Session was held. Minutes shall be approved by the Board of Directors and signed by the Secretary at the subsequent regular meeting. The Director will generally appoint a member of the school support staff or another qualified person to take minutes at regular meetings. Except for minutes taken during Executive Session, minutes are be available for review at the School's office during regular business hours by Board members.
Minutes taken during an Executive Session shall not be considered open records. The Secretary of the Board shall be the primary repository of Executive Session minutes. The Director will normally retain a second set. The Secretary will maintain an archived set of minutes of Regular and Executive Sessions along with all documentation involved with these meetings.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
40
CNG BOARD POLICY MANUAL
Policy: 2.190
BOARD OF TRUSTEE POLICY DEVELOPMENT
The Board of Directors shall develop and adopt a set of operational policies to be maintained in a manual entitled "Policy Manual - Colegio Nueva Granada.” The Board shall adopt additional policies as needed and revise existing policies as provided therein; and make them available to sponsoring agencies, parents/ guardians, staff and interested members of the School community. Adoption of new policies or changing existing policies is solely the responsibility of the Board of Directors. Adoption, deletion, or amendment of the policies shall require a quorum of the Board of Directors and a majority vote. The Director or Policy Committee shall provide the initial draft of new policies or revisions of current policies that may be under consideration. Other proposals for new policies or revisions of current policies may be made in writing by anyone connected with or interested in the School, and may be presented to the Director and then communicated to the Policy Committee. The Board of Directors will review the proposal and either approve it for drafting or reject it and inform the person(s) submitting the proposal of the reason for rejection. Except in cases of emergency, the adoption of Board of Directors policies will follow the sequence below. The sequence may not be concluded in less than two open meetings of the Board. 1.
Reading of the proposed or revised policy as an item of information, after a copy of the draft has been distributed by the School Director.
2.
Receipt of concerned individual or group responses (by the Director) for presentation to the Board of Directors at the next regular meeting.
3.
Discussion and final action by the Board of Directors, after receipt of the final draft.
The formal adoption of policies will be recorded in the minutes of the Board of Directors meeting. Only those written statements so adopted and so recorded will be regarded as formal policy of the Board. Policies will normally be effective at the start of the next academic year unless immediately adoption is necessary. Each policy should have a specific effective date to provide guidance for the Board of Directors.
41
Based on CIS Model
CNG BOARD POLICY MANUAL
If a situation arises in which the Board of Directors must act quickly, the Board of Directors may, by a two-thirds vote of voting Directors, waive the requirements of the adoption sequence described above and may propose, discuss and adopt a policy or a policy change at a single meeting. However, it is the practice of the Board of Directors to reconsider such "emergency" policies after they have been in force for several months, to ensure that the policy is well considered and still appropriate for continued use.
ADOPTED: 2011 Revised: 06/2018 See Appendix 6: New or Revised Board Policy
Based on CIS Model
42
CNG BOARD POLICY MANUAL
Policy: 2.200
POLICY CODIFICATION SYSTEM
The Board of Directors adopts the policy codification system exemplified in its official policy and regulations manual, which has been approved for use in Colegio Nueva Granada. The system is based on a numerical codification system developed for systematic use in the CNG BOARD POLICY MANUAL and adapted for use by the School as necessary.
As new policies and procedures are developed and approved, they will be coded in accordance with the codification system and will be inserted in the Board's official manual for historical preservation and future reference.
ADOPTED: 2011 Revised: 06/2018
43
Based on CIS Model
CNG BOARD POLICY MANUAL
Policy: 2.210
BOARD OF DIRECTORS REVIEW OF ADMINISTRATIVE REGULATIONS
The Board of Directors reserves the right to review administrative regulations at its discretion. The Board of Directors will be provided with copies of all major school-wide regulations issued by the Director. The Board of Directors shall review regulations in advance of issuance by the Director. This review, however, is not necessary except as required by law, or when strong community, student or staff reaction, make it strongly advisable for the regulation to have advance approval by the Board of Directors. Before issuance, regulations will be: properly titled and coded as appropriate to subject and in conformity with the codification system selected by the Board; approved by the Board when possible; and retained by the Director in a book open to the School community, or the issuance of these school regulations will be in a more common format: Parent, Student, Community, and Staff Handbooks. ADOPTED: 2011 Revised: 06/2018 See Appendix 7: Board Annual Planning Calendar
Based on CIS Model
44
CNG BOARD POLICY MANUAL
Policy: 2.220
POLICY REVIEW AND EVALUATION/MANUAL ACCURACY CHECK
In an effort to keep its written policies up-to-date so that they may be used consistently as a basis for Board of Directors action and administrative decisions, the Board of Directors shall review its policies regularly. The Board shall evaluate how policies have been executed by the school staff and shall weigh the results The Director is granted the continuing commission of calling to the Board of Directors' attention all policies that are out of date or for any other reason appear to need revision.
ADOPTED: 2011 Revised: 06/2018
45
Based on CIS Model
CNG BOARD POLICY MANUAL
Policy: 2.230
ADMINISTRATION IN ABSENCE OF POLICY
In cases when action must be taken on what might normally be considered a policy matter and the Board of Directors has provided no policy guidelines for such action, the Director shall have the power to act in alignment with legal requirements. The Director’s decisions, however, shall be subject to review by the Board of Directors at its next regular meeting or special meeting if necessary. It shall be the duty of the Director to inform the Board of Directors promptly of such action and the need for policy. The Director should make every reasonable attempt to discuss possible such actions in advance with the Board President. ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
46
CNG BOARD POLICY MANUAL
Policy: 2.240
SUSPENSION OF POLICIES
The operation of any section or sections of the Board of Directors’ policies not established in the Bylaws may be temporarily suspended by a two-thirds vote of Board members at any regular or special meeting.
ADOPTED: 2011
47
Based on CIS Model
CNG BOARD POLICY MANUAL
Section 3
Fiscal
Based on CIS Model
48
CNG BOARD POLICY MANUAL
Policy
Policy Number
CNG–Fiscal Policy General
3.010
Fiscal Year
3.020
Reporting of Income and Expenditures
3.030
Budget Structure
3.040
Budget Process
3.050
Foreign Currency Transactions
3.060
Depository of Funds
3.070
Authorized Signatures
3.080
Signatory Powers
3.090
Income From Tuition and Fees
3.100
Tuition Payment and Schedules
3.110
Non-payment of Tuition and Fees
3.120
Tuition Assistance
3.130
Transcripts
3.140
Aid and Grants to the School
3.150
Fund Raising
3.160
Payroll
3.170
Advances in Salary
3.180
Money in School Buildings
3.190
Petty Cash
3.200
Inventories
3.210
Audits
3.220
Purchasing Authority
3.230
Paying for Goods and Services
3.240
Expense Reimbursements
3.250
49
Based on CIS Model
CNG BOARD POLICY MANUAL
Policy: 3.010
CNG – FISCAL POLICY GENERAL Colegio Nueva Granada is a non-profit organization that has the sole purpose of providing a quality education program for the enrolled students. The School’s income is derived mainly from tuition fees and on occasion supplemented by various fundraising activities. Income is principally in Colombia currency, while expenditures occur in more than one currency based on policy or contracts. The Board of Directors recognizes that money and fiscal management comprise the foundational support of the entire School program. To make that support as effective as possible the Board intends to: •
Encourage advance planning through the best possible budget procedures.
•
Explore all practical sources of income.
•
Guide the expenditure of funds so as to generate the greatest educational returns.
•
Expect top-quality accounting and reporting procedures.
•
Maintain the level of unit expenditure to provide high quality education within the ability of the community to pay.
As a non-profit organization, the School must strive to operate on a balanced budget taking into account financial obligations in both short-term and long-range. Recognizing this imperative, the Board of Directors strives to meet three main principles: •
To balance income and expenditure (including depreciation),
•
To avoid financing negative operating balances from debt.
•
To maintain such solvency that is required for the ongoing operation of the School.
The School bookkeeping will be organized so as to give clear indication of all separate areas of costs and income, as advised by the Board Finance Committee, and by the School accountants and external auditors. The School budget and bookkeeping systems must be maintained in accordance with accepted practices according applicable Colombian and International laws.
Based on CIS Model
50
CNG BOARD POLICY MANUAL
The school’s accounting systems are required by the Board of Directors for use as a valuable tool in guiding the sound financial management toward accomplishing the goals of the School. The Director is responsible for developing systems that meet this objective and which conform to best business practices. Toward this end, the School Director and Finance Director shall be expected to confer with the Board Treasurer, Finance Committee as well as other appropriate financial specialists to ensure use of the highest level of fiscal management systems.
ADOPTED: 2011 Revised: 06/2018
51
Based on CIS Model
CNG BOARD POLICY MANUAL
Policy: 3.020
FISCAL YEAR AND BUDGET YEAR
The fiscal year of Colegio Nueva Granada is January 1st to December 31st as per Colombian law. The School’s budget year begins August 1st and ends July 31st.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
52
CNG BOARD POLICY MANUAL
Policy: 3.030
REPORTING OF INCOME AND EXPENDITURES
The Director of Colegio Nueva Granada and the Finance Director will provide regular information to the Board of Directors on the current situation regarding income and expenditures: •
Comparing budgeted versus occurred expenditures in all cost categories and for each cost center/line item.
•
Identifying and explaining all significant deviations.
•
Showing the financial position of the School as of the last day of each month.
•
Highlighting any category where costs are expected to exceed budget during the school year.
Furthermore, the Board Treasurer may also elect to report to the Board of Directors on the financial position of the School.
ADOPTED: 2011 Revised: 06/2018
53
Based on CIS Model
CNG BOARD POLICY MANUAL
Policy: 3.040
THE BUDGET STRUCTURE
The School budget and bookkeeping should be maintained in accordance with accepted practices according to the pertinent requirements of Colombian and International law.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
54
CNG BOARD POLICY MANUAL
Policy: 3.050
THE BUDGET PROCESS
Responsibility The overall responsibility for the preparation of the annual budget shall remain with the Director along with close involvement of the Board of Directors Finance Committees as described below. The Finance Committee is responsible for examination of the Budget and its subsequent presentation to the Board of Directors. The Board of Directors is the final approving authority for the annual School Budget. Budget Preparation Flow and Timetable In order to ensure that there is adequate discussion and examination of the Budget or any of its schedules by the various Committees involved and ultimately by the Board of Directors itself, it is imperative that the timetable be adhered to with respect to the various stages of the preparation of the Budget. The following timetable should be maintained: •
October/November
•
December/January
•
January/February
•
February/March
•
April/May
Preliminary schedules, to include all salary negotiations, to have been prepared by the Director with appropriate staff input in collaboration with the Board Treasurer. Finance Committee to have discussed the proposed School Budget with the Director. Proposed School Budget to be prepared and ready for distribution with the agenda for the February Board meeting. Presentation of the tentative School Budget to the Board for outline approval. Final approval of the School Budget.
ADOPTED: 2011 Revised: 06/2018
55
Based on CIS Model
CNG BOARD POLICY MANUAL
Policy: 3.060
FOREIGN CURRENCY TRANSACTIONS
The School may have receipts and invoices in currencies other than LOCAL CURRENCY.
The policy towards such items is driven by two principles: •
Minimizing the costs of converting between currencies, recognizing that these can become significant whenever small amounts are concerned.
•
Avoiding risk. The School does not speculate on currency and should act with prudence.
Taking these principles into consideration: •
Where small sums are involved and risk is low, income and expenditures in the same currency should be offset to avoid double conversion. Normally this should not involve sums of greater than LOCAL CURRENCY (appropriate amount).
•
For larger sums not in "LOCAL CURRENCY", the foreign currency receipt or liability shall be covered at the point at which the sum becomes committed.
In practice this means: •
For local orders the foreign currency should generally be purchased at the time of the order, and not waiting until invoice.
In order to meet contractual agreements such as international-hire payments in foreign currencies, the Board Finance Committee may decide to purchase foreign currencies in advance to lessen currency fluctuation risks. ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
56
CNG BOARD POLICY MANUAL
Policy: 3.070
DEPOSITORY OF FUNDS
The Finance Committee will recommend to the Board of Directors banking facilities suitable to the needs of the School. Upon Board of Directors approval, School funds will be deposited in those banks. The Director is delegated for the day-to-day management of the School funds. The Director should ensure sufficient ready access to funds to enable the School to operate efficiently, yet should also provide for the prudent investment of funds. These should provide a maximum rate of interest on money not needed for the immediate future while exposing the School to the least risk possible. The depositories shall be made known to the Finance Committee and reviewed by the Board of Directors as necessary. The Board maintains ultimate decision-making authority for the investment of school funds.
ADOPTED: 2011 Revised: 06/2018
57
Based on CIS Model
CNG BOARD POLICY MANUAL
Policy: 3.080
AUTHORIZED SIGNATURES Signing authority on the School’s bank account (checks, bank transfers and tele-banking) rests with the following:
• • •
President of the Board Treasurer of the Board The School Director
•
The Finance Director
(based on Finance Committee policies established annually)
Above these limits two signatures will be required.
•
The Board of Directors delegates to the School Director for the execution of payments required under established agreements and contracts (e.g. payment of salaries).
•
Agreements and contracts that are legally binding upon the CNG will require the signature of the Head of School (or legally responsible person) and witnessed by the President.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
58
CNG BOARD POLICY MANUAL
Policy: 3.090
SIGNATORY POWERS The Board of Directors will, with a two-thirds majority, delegate signatory powers to the Director. This can be on a year-to-year basis or by length of the Director’s contract. The Board of Directors also has the power, by simple majority, to revoke this delegated power. With this authorized power, the Director shall, on behalf of the Board of Directors, be responsible for employment contracts and spending within the approved operating budget.
ADOPTED: 2011 Revised: 06/2018
59
Based on CIS Model
Policy: 3.100
INCOME FROM TUITION AND FEES Annually, in conjunction with the adoption of the School Budget, the Board of Directors will set a schedule of tuition and other fees for that year. The tuition and fee schedule will be established according to estimated student enrollment, available financial resources, and budget requirements. As per Colombian law, the Director’s Council must also approve all fees. School fees include tuition fees, matriculation fee, capital fee, transportation, cafeteria and any other fees that the Board of Directors shall authorize. The Director will develop for Board approval the procedures and rules regarding the payment of tuition and miscellaneous fees set by the Board. Before students are admitted, the parents/guardians will be advised of the current fees and the procedure for payment: •
Fees will be invoiced at the start of the School year or by the established date.
•
The application fee is paid once, at the time a student applies for enrollment at CNG.
•
The registration fee will be a one-time fee for each international student at CNG based on admissions policies.
•
All students will be assessed the established tuition and fees regardless of the time they enroll in the school during the academic year.
•
Tuition fees will be assessed on the time basis established by the Board.
•
The Board of Directors will set policy on tuition refunds, if any. However, it is understood that the Administration may make special arrangements in instances where in their judgment this policy causes undue hardship. Under such situations, the Board President or Finance Committee shall be informed.
ADOPTED: 2011 Revised: 06/2018 Updated: 08/2021
Based on CIS Model
60
Policy: 3.110
TUITION PAYMENT AND SCHEDULES
In consideration of the School's acceptance of a student, parents/guardians shall agree to the tuition and fee requirements set by the School and will be responsible for all charges due. The enrollment of a student is an individual contract between the parent/guardian and the School, regardless of any arrangement a parent may have with his/her employer concerning payment of the fees. The parent/guardian remains responsible for payment of all School fees for his/her child. The fees for application, registration, tuition and all others are payable in accepted currencies (determined by CNG) at equivalent rates as set forth by the CNG business office. For returning students and pre-registered students, school fees are due before the first day of school. Only families in good standing with no accounts receivable are allowed to matriculate, unless special financial payment arrangements have been established in writing and approved by the School.
ADOPTED: 2011 Revised: 06/2018
61
Based on CIS Model
Policy: 3.120
NONPAYMENT OF TUITION AND FEES
No student will be permitted to start attending Colegio Nueva Granada until application fees and applicable fees have been paid and tuition payments have been committed. If any tuition payment is past due as per established Board policy, the student will not be allowed to attend classes until monetary commitments have been tendered. Notice of pending action will always be communicated to responsible parties prior to any action taken by the School. The School will, in good faith, try to circumvent any action to prevent the disruption of a student’s educational course of study with provisions made to meet applicable Colombian laws. The parents or guardians are ultimately responsible for any action which the School must undertake to ensure tuition payments. Any pending action by the School for non-payment will be reported to the Board of Directors for their review and final determination.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
62
Policy: 3.130 (where no assistance is given)
TUITION ASSISTANCE
Colegio Nueva Granada has no provision or policy for tuition assistance to any students other than the established Financial Assistance Fund for families under economic hardship. The Finance Committee allots funds each year to this fund, and the School Director and Finance Director manage the fund as per written Board policy.
ADOPTED: 2011 Revised: 06/2018
63
Based on CIS Model
Policy: 3.130 (where assistance is given)
TUITION ASSISTANCE In an effort to handle requests for financial assistance in an impartial manner, the Board has delegated to the School Director the task of making recommendations regarding the disposition of financial assistance. : •
The Finance Committee shall charge the School Director to process each request for financial aid as thoroughly as possible.
•
In each case, decisions to grant financial aid in whole or in part shall be at the discretion of the Director’s Committee. However, the aggregate level of tuition assistance for the School year needs to be approved by the Finance Committee, either as part of the budget or separately.
•
The Director shall serve as a liaison representative between the parent/guardian and the Director’s Committee. All interchange between the Committee and the parent/guardian will normally be channeled through him/her. In the absence of the Director, assistance may be sought from the Board Finance Committee.
•
The Board requires that confidentiality is maintained at all times during the above process. Private financial information must be handled with the utmost sensitivity by all parties.
ADOPTED: 2011 Revised: 06/2018 Updated: 08/2021 See Appendix 8: Non-Matriculation of Students with Tuition Debt
Based on CIS Model
64
Policy: 3.140
TRANSCRIPTS
All high school students/families requesting transcripts for college entry will not be normally charged a fee. Additionally, transcripts requested by students from K4-11 for school transfer will usually not incur a fee. However, in the event that the School must use a courier service to meet an external deadline or family request, the School will charge this service to the family for full payment of that service. ADOPTED: 2011 Revised: 06/2018
65
Based on CIS Model
Policy: 3.150
AID, GRANTS, AND DONATIONS TO THE SCHOOL
The Board of Directors may accept funds from governments, foundations, or private sources, and comply with the conditions and requirements connected with the acceptance and use of grant funds and/or donations. To be acceptable, a gift must satisfy the criteria of: •
Having a purpose consistent with CNG philosophy.
•
Not bringing unacceptable costs to CNG.
•
Placing no restrictions on the School program.
•
Not being inappropriate or harmful to the best education of students.
•
Not being in conflict with any provision of CNG policy or public law, including the expectation of student admission based on the gift rather than on established school admission policies.
ADOPTED: 2011 Revised: 06/2018 Updated: 08/2021
Based on CIS Model
66
Policy: 3.160
FUNDRAISING
Solicitations for major fund raising made in the name of the School must have the Board of Directors' approval or the School Director’s approval based on alignment with Board policy.
At its discretion, the Board may form a special Fundraising Committee at any time. Other minor fund-raising projects or drives, which could potentially divert time, energy, and attention of the staff from their educational tasks may receive approval at the discretion of the Director or his/her designee based on established school criteria. Tickets to affairs sponsored by or for community related agencies may be sold on school premises at the discretion of the Director; however, no fundraising activity will take place in classrooms during scheduled lessons unless approved in advance by the Director or his/her designee.
ADOPTED: 2011 Revised: 06/2018 See Appendix 9: Policy on Gift Acceptance See Appendix 10: Gift Agreement
67
Based on CIS Model
Policy: 3.170
PAYROLL
The Director is responsible for ensuring the establishment and maintenance of proper payroll systems that meet the needs of the School and that comply with Colombia law.
ADOPTED: 2011
Based on CIS Model
68
Policy: 3.180
ADVANCES OF SALARY
Any employee of CNG who is beyond his/her three-month probationary period is eligible to apply for an advance. The request for advance must be submitted to the designated entity in writing. All advances granted must be approved in writing and receipted by the receiving employee. An emergency or hardship salary advance of up to one month's salary may be paid at the discretion of the Director to cover expenses due to the sickness, hospitalization, or death of an immediate family member. The advance shall be repaid by three equal salary deductions on the three (3) monthly paydays following thirty (30) calendar days after the date of the advance, or at the discretion of the School Director and Finance Director. The Director can bring amounts in excess of one month's salary to the Board of Directors for consideration and decision.
ADOPTED: 2011 Revised: 06/2018
69
Based on CIS Model
Policy: 3.190
MONEY IN SCHOOL BUILDINGS
Money collected by School employees shall be handled with good and prudent business procedures. This requires: •
The proper recording of cash flows.
•
The separation of responsibility for the collection and expenditure of money.
All money collected shall be receipted and accounted for and directed without delay to the proper location of deposit, generally the Cashier’s Office. In no case shall money be left overnight in School buildings except in safes provided for the safekeeping of valuables. In the event of the loss or theft of any monies, the failure to follow the above requirements will result in the School employee being responsible to replace the funds.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
70
Policy 3.200
PETTY CASH
The Board authorizes a petty cash account in LOCAL CURRENCY for the use of the School. The Finance Director will administer this account. Petty cash shall be used to purchase any item or pay for any service not exceeding a value determined by the Board of Directors. Cash advances for authorized purchases can be issued. No purchase shall be reimbursed through petty cash without a receipt. Purchases not authorized in advance are reimbursable at the discretion of the Finance Director or the Director. The petty cash account will be reconciled at the close of each month for inclusion in the monthly financial report. Periodically the Director or Finance Director may conduct unannounced reconciliations to ensure protocols are followed and funds are used appropriately.
ADOPTED: 2011 Revised: 06/2018
71
Based on CIS Model
Policy: 3.210
INVENTORIES
The School will have a centralized system that will assure the proper storage and accounting of all supplies, materials, equipment, and real property. This will include all School-related assets. The Director shall be authorized to dispose of obsolete equipment, preferably by selling it to the highest bidder or donating it to a local school (Estrato 1-2) and shall ensure that a written record exists of such transactions in the event of Board review. Any item in excess of LOCAL CURRENCY shall be considered a capital asset and must be capitalized based on established policy.
ADOPTED: 2011 Revised: 06/2018 Updated: 08/2021
Based on CIS Model
72
Policy: 3.220
AUDITS
The Board shall, on a yearly basis, select an authorized public accountant or firm of authorized public accountants to make an examination of all financial books and documents of the School, and to render its report to the Finance Committee within a reasonable period of time. The Finance Committee will then report to the Board of Directors concerning the findings of the audit for final approval. This firm shall be expected to provide counsel to the Director and/or the Finance Director when needed. The Board of Directors will also ensure that the findings of the audit are reported to the Annual General Assembly.
ADOPTED: 2011 Revised: 06/2018
73
Based on CIS Model
Policy: 3.230
PURCHASING AUTHORITY
Purchasing authority is set by the Board of Directors: The Board of Directors will delegate authority for the purchase of materials, equipment, supplies, and services to the Director as long as it remains within the limits of the annual operating budget. The Director shall direct the purchase of school books, supplies, equipment, services and other items as are required and permitted within the limits of the budget. The purchase of such items shall require no further Board approval except when it relates to single items of expenditure exceeding LOCAL CURRENCY (as per policy). However, in the case of any unusual expenditure, the Board of Directors should always be informed. The Director may delegate purchasing authority to other members of staff up to a limit of LOCAL CURRENCY (as per policy). Except as stated above, no employee of the School may obligate the administration for a purchase without receiving prior approval. Purchase of equipment, supplies, and services shall be carried out in a manner that assures competitive price, no conflicts of interests, and the necessary quality of item/service for the School.
ADOPTED: 2011 Revised: 06/2018 Updated: 08/2021
Based on CIS Model
74
Policy: 3.240
PAYING FOR GOODS AND SERVICES
Payment of bills will be withheld pending receipt of a proper invoice. Payment will be made according to the terms of the invoice submitted.
ADOPTED: 2011
75
Based on CIS Model
Policy: 3.250
EXPENSE REIMBURSEMENTS
The members of the Board of Directors shall be reimbursed for expenses incurred in performance of Board of Directors functions, when approved by the Board of Directors. The Director shall establish policies for the reimbursement of reasonable expenses of school employees incurred in performance of their official duties.
ADOPTED: 2011
Based on CIS Model
76
Section 4
School Buildings/Premises
77
Based on CIS Model
Policy
Policy Number
School Buildings and Grounds
4.010
Security of the Building
4.020
Smoking on School Premises
4.030
Alcohol on School Premises
4.040
Building Use
4.050
Emergency Plans
4.060
Emergency Closing
4.070
Student Transportation
4.080
Student Transportation Safety
4.090
Maintenance of School Buses
4.100
Food Service in the School
4.110
Insurance Management
4.120
Based on CIS Model
78
Policy: 4.010
SCHOOL BUILDINGS AND GROUNDS
The Board of Directors shall require that school properties be maintained in good physical condition: in as safe, clean, sanitary, comfortable and convenient conditions as the facilities will permit or their use requires. The Director shall have the general responsibility for the care, custody, and safekeeping of all school property. He/she shall establish such procedures and employ such means as may be necessary to discharge this responsibility with the School budget. The Director will maintain rules and regulations for the safe use of the facilities, furniture, playground or other equipment for School personnel.
ADOPTED: 2011 Revised: 06/2018
79
Based on CIS Model
Policy: 4.020
SECURITY OF THE BUILDING
The Director in accordance with civil authorities and insurance authorities will maintain a program of security for the building and grounds at all times. The Director may work with outside entities to conduct audits and make improvements accordingly within budget.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
80
Policy: 4.030
TOBACCO, ALCOHOL, AND ILLEGAL DRUGS ON SCHOOL PREMISES OR AT SCHOOL EVENTS
CNG is a Tobacco-Free, Alcohol-Free, and Drug-Free Campus, and hence: •
Smoking, vapping, drinking and drug use by staff, students, or visitors on school premises is not permitted. • Staff and other adults supervising student activities and school trips outside of School are required not to use tobacco products (including e-cigarettes, drink alcohol, or use illegal drugs in situations where they are working with students or supervising throughout the event. The school may make an exception to the above rule only for special events, including off-campus events. This will be made at the discretion of the Director as long as no students are present and the School follows applicable Colombian law.
ADOPTED: 2011 Revised: 06/2018 Updated: 08/2021
Based on CIS Model
82
Policy: 4.040
ALCOHOL ON SCHOOL PREMISES: CONSEQUENCES FOR VIOLATIONS
CNG is an Alcohol-Free Campus, and hence, •
Alcoholic drinks are not permitted on School premises.
•
Staff, students and other adults supervising student activities and trips outside School are not permitted to consume alcoholic drinks.
•
The consumption of alcoholic drinks either in School or on School-sponsored trips may result in termination of employment for staff and expulsion for students. (Please see Policy 4.030 for exceptions by School Director’s discretion.)
ADOPTED: 2011 Revised: 06/2018 See Appendix 11: Policy of No Alcohol on School-Sponsored Events
83
Based on CIS Model
Policy: 4.050
BUILDING USE General Principles Building use seeks primarily to provide a safe, secure, and quality learning environment to the School students. All other activities taking place in the building must not interfere with this primary use. The secondary use of buildings is to provide a facility that fosters a sense of community among the students, parents, teachers and friends of the School. Therefore, the School facilities shall be made available for appropriate activities to support this sense of community. Lastly, the School facilities may be made available on occasion for community activities that will enhance the school’s relationship with the local community. In order to preserve the image of the School as a learning institution and protect our non-profit status, no activities will be allowed which give the appearance of a commercial operation. Responsibilities Groups or individuals desiring to use the School facilities shall contact the School Director or his/her designated “facilities use coordinator” to discuss the desired space and time. It is the responsibility of those requesting the building use to properly fill out the required forms, agree to the guidelines, and the appropriate fees involved, if any. The School will then route the application form through the proper channels for approval. If approved, the group using the facilities shall be fully responsible for the activities conducted in the building under the conditions of the agreement. The organizers are responsible for any and all damage and liability for their participants. Guidelines (Regulations) for Use The School Director shall develop and ensure compliance with the guidelines for the actual use of the facilities. These guidelines shall be published in written format, which will be provided to each group requesting use. The person requesting use shall sign a copy of the guidelines form provided, thus acknowledging the contents thereof and accepting full responsibility for compliance therewith on behalf of the using group. This must be completed prior to use. The School will retain the signed copy along with the required deposit until the use has ended. Inspection of the building will be required following use to determine any damage and the amount of refund. This requirement will apply to all groups or individuals including employees or other representatives of the School.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
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Policy: 4.060
EMERGENCY PLANS
The Director shall adopt proper procedures to provide for the safety of the students and personnel of the School in the event of emergencies or other contingencies. These procedures may be reviewed with the Board of Directors at the first meeting of each academic year. At that time, the Director shall also report to the Board on the status of ongoing emergency planning and possible ways to improve emergency preparedness in the School.
ADOPTED: 2011 Revised: 06/2018
85
Based on CIS Model
Policy:
4.070 (also 1.100)
EMERGENCY CLOSING
The Director is authorized to announce the closing of school if actual or potential hazards threaten the safety and well-being of students or employees. The decision to close the school shall be made by the Director or Acting Director. The Director will use his/her best judgment to also consult professional staff and/or other community agencies responsible for the safety and well-being of the community. The Director will also either inform or consult with the President of the Board if possible under the circumstances. Instructional days lost due to emergency closing will be rescheduled through extended days wherever possible, through Saturday classes, or an extended school year by order of the Board, if the instructional days lost fall below the minimum teaching days for the year and/or accreditation standards.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
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Policy: 4.080
STUDENT TRANSPORTATION
Student transportation to and from school will be the responsibility of the parents or guardians. The Board of Directors will establish an outsourced company to provide bus transportation for those who desire this type of service. This service will be monitored by the School Director and Finance Director on an annual basis. All costs of this service will be the burden of those parents wishing to contract the School-established service.
ADOPTED: 2011 Revised: 06/2018
87
Based on CIS Model
Policy: 4.090
STUDENT TRANSPORTATION SAFETY
The Director will maintain rules and regulations for the safe operation of the buses outsourced for the CNG students. These regulations will be part of Parent/Student Handbooks and will be reviewed on an annual basis by designated School personnel. All buses will be driven by legally licensed drivers and will be appropriately insured in accordance with School policy and the appropriate local laws.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
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Policy: 4.100
MAINTENANCE OF SCHOOL BUSES
The Director will be responsible for the monitoring of maintenance for all outsourced and School vehicles. All vehicles must meet the established local requirements for safety.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
Policy: 4.110
FOOD SERVICE IN THE SCHOOL The Director will establish a system for monitoring the lunch program for the School to ensure high quality and robust sanitary standards. The program will not be subsidized by the operational budget. The Board may elect to review the program on an annual basis to determine if it continues to be a feasible and cost-effective service provision for the School.
ADOPTED: 2011 Revised: 06/2018
90
Policy: 4.120
INSURANCE MANAGEMENT
The following types of insurance shall be carried, in amounts approved by the Board of Directors, and it shall be the responsibility of the Director to see that all necessary policies are in order at all times: •
Fire and Water
contents of School buildings
•
Theft/Vandalism
money and office equipment
•
Fidelity
all employees and Board members
•
Public Liability
premises and operations
•
Statutory Liability
automobile (bodily injury; property damage and physical damage to the automobile for replacement value). Personal injury: each person.
The Director along with the Finance Committee shall annually review and/or revise these insurance provisions to meet the needs of the School. Any revisions to insurance management must be approved by the Board of Directors if budgetary amounts are exceeded or if the specific insurance provisions are decreased.
ADOPTED: 2011 Revised: 06/2018
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Based on CIS Model
Section 5
Personnel
Based on CIS Model
92
Policy
Policy Number
Staffing Philosophy and Goals
5.010
Equal Opportunity Employment
5.020
Staff Rights and Responsibilities
5.030
Staff with Infectious Diseases
5.040
Staff Involvement in Decision Making
5.050
Staff Complaints and Grievances
5.060
Professional Staff Recruitment and Selection
5.070
Professional Staff Evaluations
5.080
Professional Staff Arrangements for Substitutes
5.090
Classification of Professional Staff
5.100
Teacher Assignments and Transfers
5.110
Professional Staff Termination and Employment
5.120
School Day
5.130
Tutoring
5.140
Compensation and Benefits of Professional Staff
5.150
Salary Schedule Entry Level
5.160
Review of Salary Schedule (Professional Staff)
5.170
Staff Development
5.180
Continuing Education for Staff
5.190
Sick Leave
5.200
Maternity Leave
5.210
Bereavement Leave
5.220
Personal Leave
5.230
Re-Employment Leave
5.240
Professional Leave
5.250
Long Term Leaves
5.260
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Staff Development Absence
5.270
Emergency Leave
5.280
Notice of Intent to Terminate
5.290
Support Staff Positions and Qualifications
5.300
Support Staff Evaluation
5.310
School Director
5.320
Based on CIS Model
94
Policy: 5.010
STAFFING PHILOSOPHY AND GOALS The Board of Directors recognizes that a dynamic and efficient staff dedicated to education will be necessary for the continuous improvement of all educational program. The Board of Directors values the staff as individuals and recognizes its responsibility for supporting their work and promoting their general welfare. The Board of Directors is committed to providing a highly competent, well-trained staff, capable of operating each discipline and area of responsibility to ensure a balanced, well-run School program. Duties of School employees shall be outlined by the Director and approved by the Board, and arrangements shall be made for the regular evaluation of all staff. The Board of Directors’ specific personnel goals for the Director are: 1. To recruit, select and hire the best-qualified people to staff the School and promote the core value of high-quality teaching and learning; 2. To develop and manage a staff compensation program that will attract and retain the best and brightest employees in Colombia and internationally; 3. To provide the needed funding (within budgetary limits and priorities) and the opportunity of staff development training programs for all employees, in order to improve performance and enhance retention and promotion; 4. To conduct evaluation of programs that will contribute to the improvement of staff performance; 5. To develop the quality of human relationships necessary to obtain maximum staff performance and satisfaction; and 6. To use staff talent as effectively and efficiently as possible, for the benefit of the total School program and student learning.
ADOPTED: 2011 Revised: 06/2018
95
Based on CIS Model
Policy: 5.020
EQUAL OPPORTUNITY EMPLOYMENT
Board of Directors explicitly requires that no person regardless of race, color, creed, religion, sex, national origin, or gender expression be denied the benefits of, or be subjected to, any form of discrimination in hiring practices at CNG. Opportunities for employment, as well as continuation and advancement in employment, shall be afforded equally and fairly under the directives and policies of the Board of Directors.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
96
Policy: 5.020 (or when Ministries of Education or Labor of a country have the final say)
EQUAL OPPORTUNITY EMPLOYMENT
Opportunity for employment, as well as continuation and advancement in employment, shall be afforded equally under the directives and policies of the Ministry of Education and/or Ministry of Labor of country in which the school is located.
ADOPTED: 2011 Revised: 06/2018
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Based on CIS Model
Policy: 5.030
STAFF RIGHTS AND RESPONSIBILITIES
The effectiveness of the educational program will be determined by the degree to which the teacher discerns and ministers to the needs, interests, and abilities of the students. The Board of Directors considers each teacher as the key personality contributing to the success of the students in the School. Only mentally, physically, socially, and emotionally healthy and mature individuals can function with maximum effectiveness. Teachers must consider educating students their primary job, to which, their allegiance and energy are due. The continued growth and progress of the school depend on the wholehearted zeal of the staff, both teaching and non-teaching members, in working together. Teachers are encouraged to participate in community activities as long as they do not accept community responsibilities that interfere with their regular schoolwork. As members of a profession, teachers should realize there might be occasions, beyond the normal school day, when their services will be needed for various educational activities. They will be expected, therefore, to participate when called upon in such meetings and staff development activities such as curriculum improvement, study programs, school community projects, and extracurricular activities. In addition, the administration and each individual teacher will ensure that students are supervised at all times. Teachers are also expected to fulfil their obligations according to the policies issued by the School Director. Since the Director is the recognized professional leader of the School, all employees are expected to discuss their organizational, administrative, and instructional concerns with him/her before presenting them to the Board of Directors. All employees should likewise guide parents/guardians to follow the School’s established lines of communication in order to discuss their concerns prior to conferring with the Director. The Board of Directors believe that all matters should be discussed and problems solved by those immediately concerned and are taken to higher authority only when adequate resolution cannot be obtained otherwise. Related to the above responsibilities, all personnel also have a legal obligation to keep complete and accurate records along with reports and to submit them promptly when due or required. (See Policy 5.030 continued on next page)
Based on CIS Model
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Subject to the policies set forth in this manual, other rights and responsibilities include: 1. 2. 3. 4.
rights to redress of grievances; academic freedom; personal freedom; adherence to the profession's code of ethics
ADOPTED: 2011 Revised: 06/2018 See Appendix 12: Retirement Policy See Appendix 13: Random Drug-testing Policy and Procedures
99
Based on CIS Model
Policy: 5.040
STAFF WITH INFECTIOUS DISEASES
The School’s policy toward any employee with an infectious disease shall be handled on a case-by-case basis and in accordance with local law.
ADOPTED: 2011
Based on CIS Model
100
Policy: 5.050 (also 1.060)
STAFF INVOLVEMENT IN DECISION MAKING The Board of Directors encourages employee participation in decision operational making for the School. Such participation shall include, as appropriate, involvement in: 1. policy development, 2. administrative rules development, 3. budget planning, and 4. facilities planning. In the development of regulations and arrangements for the operation of the School, the Director shall include at the planning stage, whenever feasible, those employees who will be Directly affected by such provisions. The professional staff shall be given the opportunity and encouragement to contribute to curriculum development and to the development of policies and regulations pertaining to the instructional program and School operations. The Director and employees shall develop channels for the communication of ideas regarding the operation of the School. He/she shall weigh with care the counsel given and shall inform the Board of Directors of pertinent employee feedback when presenting recommendations for action by the Board of Directors. ADOPTED: 2011 Revised: 06/2018
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Based on CIS Model
Policy: 5.060
STAFF COMPLAINTS AND GRIEVANCES Appeals of administrative decisions other than Dismissal for Cause shall be conducted according to the following: 1. In the event of a complaint or grievance, the employee will, in writing, describe said complaint or grievance and submit this to his/her immediate supervisor and/or to the appropriate organizational body as per Colombian law. 2. The written document will be reviewed by the supervisor and a conference will be held to discuss the complaint or grievance as established by the respective timeline of the entity involved. 3. If the employee is not satisfied with the attempted resolution from the meeting, he/she may request a meeting at the next level in the written Lines of Communication or at the next level of the responsible entity for the complaint (e.g., Comite de Convivencia).
4. If feasible, the Director may elect to meet with the employee and the supervisor to ascertain the charges and reach a mutual resolution to the specific situation.
5. If the employee is still not satisfied with the solution, he/she may request a hearing with the Director’s Council in Executive Session at their next regularly scheduled Board of Directors meeting. 6. The ruling by the Director’s Council on the matter will be final and cannot be appealed. The ruling will take place no later than one regularly scheduled Council meeting after the hearing, unless otherwise stipulated by provisions under Colombian law.
ADOPTED: 2011 Revised: 06/2018 Updated: 08/2021
Based on CIS Model
102
Policy: 5.070
PROFESSIONAL STAFF RECRUITMENT AND SELECTION
The Board of Directors shall adopt annually, upon the recommendation from the Director, a staffing plan for the high-quality program of instruction offered by the School. The Director is responsible for selecting appropriately qualified individuals to fill the professional staff positions as established. The Director shall establish recruitment and selection procedures to maintain an exemplary professional staff to carry out the program of instruction and operational support of the School. The Director is authorized to recruit qualified staff in the manner that he/she deems most effective in recruiting high-quality professionals. This may include recruiting trips to the United States or any other countries as long as expenditures remain within budget. The normal qualifications for professional staff are as follows: A.
Minimum educational qualification for employment as a teacher at CNG shall be a Bachelor’s degree from an accredited university; however, preference will normally be given to those holding a Master’s degree.
B.
All those employed on the CNG teaching staff shall hold an official, valid, and regular teaching certificate issued by the official education accrediting authority of a State or Country for the subject and/or grade, which that employee will be teaching at CNG. The teaching certificate will be periodically renewed as required by the issuing authority educator certification program.
C.
All staff employed as a teacher should have a minimum of two full years of teaching experience, not including student teaching, prior to commencement of employment by CNG.
D.
All staff employed by CNG as teachers are required to have completed six (6) semester hours (adjudged by Colombian/U.S. university criteria) of at least undergraduate but preferably graduate-level (or its approved equivalent) course work at an accredited educational institution during any consecutive five (5) year period. These courses can also be taken on-line from accredited universities. Courses are to be taken in areas directly related to the current teaching assignment or in a specific educational area. Approval in advance is a prerequisite for any course work intended to be used to fulfil the requirements of this section of School policy while in the employment of the CNG. This approval must be obtained from the School Director after submitting a full description of the intended course work.
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Based on CIS Model
CNG reserves the right to approve or reject courses taken within the five-year period prior to initial employment by CNG, which are submitted to the Administration in order to fulfil this requirement. Notice of such approval or CNG approval will be given prior to commencement of employment. It is always the responsibility of the teacher concerned to submit evidence of successfully completed coursework to the School Director and HR Director in order to be entered into the School records and to ensure that the records contain the correct and latest information. E.
The School Director shall be permitted to make exceptions to the foregoing (A through D) when it is deemed to be in the best interest of the School; however, the Board will be informed prior to any decision of this type.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
104
Policy: 5.080
EVALUATIONS OF PROFESSIONAL STAFF The Board of Directors recognizes that the teaching process and the administration thereof is an extremely complex and sophisticated one, and that the appraisal of this process reflects a difficult technical function. Since the Board of Directors believes that good teaching is the most important element in an outstanding educational program, teacher evaluation must be conducted as one of several means to ensure robust quality control of instruction. The Board of Directors delegates to the Director full responsibility for developing and implementing a formalized and transparent system for evaluating the instructional process, which shall take into account the following guidelines: 1.
Evaluation should be based on the total performance and effectiveness of the teacher. It must include, but should not be limited only to, classroom observation, student feedback, and reciprocal dialogues.
2.
All those being evaluated should be fully aware of the instrument being used. There should be no changes to the instrument once the academic year has begun.
3.
At least one written evaluation will be made each year for new teachers employed at Colegio Nueva Granada. Each completed evaluation should be reviewed by the teacher and the evaluator, and each written evaluation should become a part of the teacher's personnel file. This evaluation will be completed no later than early June of the academic year.
4.
The evaluation should be a formative process, which enables the teacher to become more aware of his/her strengths and weaknesses. He/She should be assisted in leveraging on his/her strengths and eliminating or overcoming his/her weaknesses.
5.
Findings of the evaluations should be taken into account in the assignment of teaching duties for the following year.
Specific procedures will be contained in the Teacher’s Handbook as set by the School administration.
ADOPTED: 2011 Revised: 06/2018
105
Based on CIS Model
Policy: 5.090
PROFESSIONAL STAFF ARRANGEMENTS FOR SUBSTITUTES
Substitute teachers are appointed by the School Director or his designee. No private arrangements can be made between a teacher and a substitute, and all payments shall be made through the regular channels of the accounting department. In filling these vacancies, every effort shall be made to secure substitutes who have similar credentials as the full time professional staff, or who have training or past experience at the teaching level or in the subject specialization of the teacher who is absent. Fully qualified substitutes, to the extent possible, shall be assigned to classes whose regular teachers are on long-term leaves of absence. A substitute teacher who replaces the same regular teacher for more than twenty (20) consecutive school days may, after this time, be paid at a per diem rate of the appropriate step of the teacher's salary guide, subject to the normal taxes. A substitute whose term of substitution in one assignment extends for longer than one full semester is subject to all the policies and privileges regarding regular professional personnel. Teachers on short-term absences will be required to leave lesson plans, attendance books, and seating charts in their desks for the substitute. If they have not left lesson plans on their desks the day before, in an emergency, teachers may dictate an outline of the day's work by telephone to the Director's office, or they may send it in by hand or email before School opens on the day they must be absent. Rates of compensation for substitute teachers will be set by the Director and will be reviewed annually by the Board of Directors if needed.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
106
Policy: 5.100
CLASSIFICATION OF PROFESSIONAL STAFF
The instructional staff of Colegio Nueva Granada shall be classified in the following three categories:
1. Locally Hired Professional Staff - teachers who reside and/or are citizens of Colombia and who have the training and/or experience appropriate to teach at CNG. 2. Locally Hired Expatriate Professional Staff (Category 2) - teachers whose citizenship is not Colombia but who reside in Colombia and whose training and/or experience is appropriate to teach at CNG. These teachers might also be dependent spouses of employees in embassies or multinational companies. 3. Foreign-Hired Professional Staff (Category 1) - teachers whose skills, training and experience are generally not available on a locally-hired basis, whose skills are required to implement the curriculum and programs of CNG, and who are brought to reside in Colombia for the sole purpose of teaching at CNG.
ADOPTED: 2011 Revised: 06/2018
107
Based on CIS Model
POLICY: 5.110
TEACHER ASSIGNMENTS AND TRANSFERS
The Director shall make all assignments and transfers of personnel in the best interests of the school. The staff is required to be flexible in performing their teaching duties. They are, therefore, expected to fulfill all reasonable requests to perform professional school-related activities. When possible, teachers should be informed of the general nature of their anticipated teaching assignment and extracurricular activities at the time of the offering of a contract of employment. All assignments should take into account, as much as possible, the major and minor areas of competence and training the teacher has previously experienced. Changes in assignment may occur from time-to-time because of shifting enrollment or revisions in the master schedule due to lack of sufficient student signups in scheduled classes.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
108
POLICY: 5.120
PROFESSIONAL STAFF TERMINATION OF EMPLOYMENT Separation and Reduction in Number of Employees and Disciplinary Measures 1. Introduction The Director is authorized to take all necessary actions in regards to contracting or terminating School’s employees, which is not the prerogative of the Board of Directors nor overridden by law or School policy. This power includes, but is not limited to, the following action: -
to request the resignation of an employee; to act upon the resignation of an employee; to discipline an employee; to suspend an employee prior to taking final action; to reduce the number of employees; to terminate the contract of an employee; or to decide not to renew the contract of an employee.
2. Resignation a. The Director may accept and request resignations and shall inform the Board of Directors unless these employees have ended their regular contract terms. b. In a case of emergency (e.g. health, economics, personal, or family problems), an employee may request that his/her contract be terminated, subject to the approval of the Director, and in compliance with the termination clause(s) in the contract. 3. Reduction in Number of Employees a.
Basis
If it should become necessary to reduce the number of employees (e.g., teachers in a given subject area, grade or program, or to eliminate or consolidate positions or programs, or by Force Majeure), the decision for retention or dismissal shall be made on an individual basis, depending primarily upon the overall effectiveness of the employee as well as in conjunction with the needs of the School under the specific circumstances at hand. b.
Needs of the School
The following factors shall be considered when assessing the needs of the School; curricular needs, projected student enrollment, 109
Based on CIS Model
positions of extra duty to be filled, extra-curricular activities to be supervised, financial considerations, and safety of students, employees, and facilities. c.
Overall Effectiveness
Overall effectiveness means demonstrated ability and willingness to fill the needs of the School both current and future. d.
Equal Qualifications
When determining which employees of equal overall effectiveness shall be retained, the employee with the longest service at the School will be given preference, if deemed best for the institution. 4. Termination for Cause Notwithstanding any other provision in this policy or contract to the contrary, the contract may be terminated by either party for a “compelling reason.” Compelling reasons for immediate dismissals shall include, without limitation, a. Gross misconduct and/or willful violation of any school policy; b. Negligence or any careless action that endangers the life or safety of another person including staff and/or students; c. Being intoxicated or under the influence of any controlled substance (drugs) while at work or while charged with the supervision of students; d. Engaging in criminal conduct, or acts of violence, or making threats of violence toward anyone at school; e. Insubordination or refusal to follow reasonable instructions issued by the Director or an employee’s direct supervisor pertaining to work; f. Theft of school property or the property of fellow teachers, school employees or students; g. Dishonesty, willful falsification or misrepresentation pertaining to work on applications for employment or other work records; h. Immoral and/or illegal conduct or indecency vis-à-vis fellow teachers, students, and/or School. 5. Disciplinary Measures The Director may exercise disciplinary measures in addition to termination and suspension, such as (but not limited to) verbal or written reprimands or temporary pay deductions for unauthorized absences. Based on CIS Model
110
Normally, an employee would be informed in advance of any impending disciplinary measures. 6. Suspension The Director may suspend an employee from active duty for health reasons or for other specified written reasons if he/she deems this to be in the best interest of the School. He/She may use discretion to inform the Board of Directors President as soon as possible. Any suspension shall be with pay until determined otherwise. 6. Procedure for Dismissal for Cause Before exercising his/her authority to terminate the contract of an employee “for cause”, the Director shall inform the Board of Directors of these intentions. 7. Appeal of Administrative Decisions Appeals of administrative decisions shall be conducted according to the procedures set out in the Board of Directors’ Policy on staff complaints and grievances (5.060). However, if the Director takes actions as described in this policy against an employee during the processing of a grievance, he/she shall notify the Board of Directors forthwith.
ADOPTED: 2011 Revised: 06/2018
111
Based on CIS Model
Policy: 5.130 (see also 1.090)
SCHOOL DAY The normal instructional school day for grades K5-12 will consist of a minimum of 7 hours per day and Pre-kindergarten and Kindergarten classes will be a minimum of 6 hours per day, inclusive of lunch and any break time. However, under special conditions, a day with a minimum of three and one half (3 1/2) contact hours for grades K5-12 and three (3) hours for Pre-kindergarten will be considered an instructional day. These conditions will be determined by the Director and may include, but are not limited to professional development, accreditation, school breaks, Dia E, and for other appropriate educational, health and safety, and/or security reasons.
ADOPTED: 2011 Revised: 06/2018 Updated: 08/2021
Based on CIS Model
112
Policy: 5.140
TUTORING
Professional responsibility requires that instructors make themselves available during the normal school day for student conferences and extra help outside of the regular class periods for the subjects taught. No reimbursement may be accepted for such extra help during the regular school day for a teacher’s own classroom students or any other students. Teachers or counselors may recommend to parents, through their direct supervisor, that a student receive tutorial assistance outside of school hours. Payment of this type of tutorial assistance is the full responsibility of the parents. CNG teachers may not receive any compensation for tutoring a CNG student who would normally receive services from them as part of their assigned role and function.
ADOPTED: 2011 Revised: 06/2018 Updated: 08/2021
113
Based on CIS Model
Policy: 5.150
COMPENSATION AND BENEFITS OF THE PROFESSIONAL STAFF
Professional staff members of CNG are sole contract employees of CNG. Teachers shall be compensated for their services as follows: 1. Local-Hired Professional Staff Locally hired Colombia or expatriate teachers not considered as Category 1 shall be placed on the appropriate CNG salary schedule according to their professional training and years of experience as a full-time contract teacher. Provided that the spouse of a teacher is not eligible to receive any tuition benefit from his/her non-CNG employer, the Board grants qualified employees with reduced tuition for approved dependent children who attend CNG. Locally hired Colombia or Category 2 teachers shall be afforded certain benefits as per contract. The specific details of these benefits will be contained in his/her respective contract.
2. Other Locally Hired Professional Staff If a teacher does not fall into Category 1 status, then the teacher shall be placed on the appropriate CNG salary schedule according to their professional training and years of experience as a full-time contract teacher or staff member. Locally hired Professional Staff will have similar benefits as Foreign-Hired Professional Staff with some adjustments if they fulfill those qualifications and hold external citizenship. Benefits, afforded to locally hire professional staff employees, will be contained in their respective contracts. All benefits granted to other locally hired teachers shall be governed by local laws.
3. Foreign-Hire Professional Staff Teachers shall be placed on the CNG salary schedule according to their professional training and years of experience as a full-time contract teacher or administrator.
Based on CIS Model
114
Provided that the spouse of a teacher is not eligible to receive any tuition benefit from his/her non-CNG employer, the Board grants professional employee reduced tuition.
CNG will provide Foreign Recruited Professional Staff with benefits in the following areas: (specific details will be contained in each employee contract). • • • • • • • • • • •
Airfare and shipment of personal items Housing Transport to and from school Reemployment Leave Medical Insurance Sick Leave Bereavement Leave New Parent/Adoption Leave Emergency Closure/Force Majeure Staff Development Annual home leave
ADOPTED: 2011 Revised: 06/2018
115
Based on CIS Model
Policy: 5.160
SALARY SCHEDULE ENTRY LEVEL
Each new professional staff member will be placed on the appropriate salary schedule according to his/her education, experience, and status based on Board policy. The highest entry level on the salary schedule will be set by the Board. (see appendix 16) The Director has final authority in placing teachers on the salary schedule.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
116
Policy: 5.170
REVIEW OF SALARY SCHEDULE
The Board of Directors will review the professional staff salary schedules annually and make any adjustments to said schedules to accommodate for inflation and/or cost of living fluctuations as is consistent with the financial condition of the School.
ADOPTED: 2011 Revised: 06/2018
117
Based on CIS Model
Policy: 5.180
STAFF DEVELOPMENT
High-quality schools ensure that all instructional and operational personnel continue with their professional learning to advance best practices in their areas. CNG will support higher levels of academic achievement for its teaching staff. In addition to the methods and requirements mandated by CNG Policy, professional learning days serve to support development of the latest educational methods for all staff. The Board of Directors, recognizing the value of participation in such experiences, encourages staff to pursue these activities. The School Director has the responsibility and authority to organize local and international staff development courses, and the School Director may make attendance mandatory. The Director will offer ongoing professional development as he/she deems appropriate depending on funding, program requirements, and overall school needs aligned to annual and long-term Board and Administration initiatives.
ADOPTED: 2011 Revised: 06/2018 See Appendix 14: Professional Development See Appendix 15: Professional Boundaries
Based on CIS Model
118
Policy: 5.190
CONTINUING EDUCATION AND PROFESSIONAL LEARNING FOR STAFF
Teachers are both expected and required to retain and increase their professional skills during employment at CNG. The Director may make available a partial or full reimbursement for professional learning costs. The Director will make this allocation based upon School budget, program priorities, other professional development, and overall program initiatives. If awarded, the amount will be available upon proof of satisfactory completion of said course(s), provided that: 1.
This course work has been approved in advance by the Director.
2.
Total tuition reimbursement costs will not exceed the total budgeted amount for this item in the annual operating budget.
Any equivalent of the above must be discussed with and approved by the Director prior to course work being done at an institution not using the usual United States semester hour system. Use of credits earned toward an advanced academic degree is at the teacher’s own option and is not a prerequisite for approval.
ADOPTED: 2011 Revised: 06/2018
119
Based on CIS Model
Policy: 5.200
SICK LEAVE
The sick leave policy for all professional staff at CNG will be in accordance to Colombia law. The Director will develop procedures for absent professional staff and their coverage of classes and responsibilities during any approved absence.
(See Teacher Handbook)
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
120
Policy: 5.210
MATERNITY LEAVE All staff members at CNG are eligible for maternity leave as prescribed by Colombian law.
ADOPTED: 2011 Revised: 06/2018
121
Based on CIS Model
Policy: 5.220
BEREAVEMENT LEAVE
Bereavement leave in the amount of five (5) working days with pay shall be allowed for death in one’s immediate family. The immediate family is defined as mother, father, spouse, daughter, son, sister, or brother. Other close members of the family may be included in their category at the sole discretion of the Director. The employee will pay for transportation and all other associated costs related to this leave, whether to employee’s home of record (overseas hire only) or any other location in case the employee is required to leave Colombia for bereavement purposes. The School will not pay for the above or other costs if the employee is on home leave or already home or in transit to home for other reasons. Any potential hardship caused by the application of this policy or any case of hardship will be considered on its merits for potential review by the Director and Board of Directors.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
122
Policy: 5.230
PERSONAL LEAVE
With the approval of the Director, absences due to circumstances beyond the control of a professional staff member and outside of the individual employment contract, shall be considered as personal leave. Requests for personal leave shall be submitted to the Director prior to the date of absence as per policy. In the case of hardship, special consideration may be given for leave purposes. Personal Leave may not be taken at the beginning or end of scheduled vacation periods or on dates established in the Staff Handbook. Three (3) non-accrued days of personal leave are allowed each year to be used at the discretion of the employee.
ADOPTED: 2011 Revised: 06/2018 Revised: 08/2021
123
Based on CIS Model
Policy: 5.240
RE-EMPLOYMENT LEAVE
Since the majority of international teachers are hired from abroad on short-term employment contracts, CNG accepts some limited responsibility for their welfare. Therefore, during the last year of his/her contract, a teacher is allowed a one-time paid leave of five (5) total days for the purpose of a re-employment search and moving. No personal day may be added to this allotment. Further leave may be granted without pay upon approval by the Director’s Committee.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
124
Policy: 5.250 (See Policy 5.260)
LONG-TERM PROFESSIONAL LEAVE
A professional staff member requesting long-term leave (three weeks or more), for any reason, must submit this request in writing to the School Director and Board of Directors. The Director will act on such matters and inform the staff member as to the School’s decision. The Board of Directors serves as the final authority in all cases of this type of significant request.
The time spent on unpaid professional leave will count as a deduction on years of service at CNG and be reflected on the salary schedule placement as well as all benefits as per Colombian law.
ADOPTED: 2011 Revised: 06/2018
125
Based on CIS Model
Policy: 5.260 (See Policy 5.250)
LONG-TERM PERSONAL LEAVE
Leaves of absence for any reason can be applied for by submitting a written request to the Director and Board of Directors. This request must detail the reason for the need and how it will be of benefit to CNG. During any long-term leave, the time spent will not count as years in service and be reflected on the salary schedule.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
126
Policy: 5.270
STAFF DEVELOPMENT ABSENCE
The Board of Directors delegates to the Director the authority to grant permission for instructional employees to be temporarily absent from their regular duties and place of employment for the purpose of performing other educational services; for example, participation in school surveys, professional meetings, teaching in-service courses, instructional visitations, conducting workshops, working on an accreditation teams, and curriculum development. Services performed during such absences will be considered equal to the assigned duties of the individuals concerned and shall not be counted as leave. This type of professional leave may not exceed five (5) business days.
ADOPTED: 2011 Revised: 06/2018
127
Based on CIS Model
Policy: 5.280
EMERGENCY LEAVE
Emergency leaves are infrequent but do occur over time. Employees may be allowed emergency leave according to the following criteria:
1.
Absence for personal, emergency, or other reasons may be requested of the Director in writing when appropriate. The Director will review the request for final determination as aligned to Board policy.
2.
The determinations may include, but not necessarily be limited to, the following criteria:
a. b. c. d.
Approval with no deduction of pay; Approval with deduction for the substitute's pay; Approval with loss of unpaid leave for each work day of absence; and/or Denial of request with associated penalties as per CNG policies.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
128
Policy: 5.290
NOTICE OF INTENT TO RETURN OR TERMINATE CONTRACT
All overseas recruited professional staff are required to advise the Director about their respective intentions to return or not, in writing, by the date established in writing on his/her contract date. It will be assumed that no notice is confirmation of his/her intent not to return. Any professional employee who has indicated he/she will be returning and later decides to leave will be subject to the loss of half of his/her contract fulfilment benefits.
ADOPTED: 2011 Revised: 06/2018
129
Based on CIS Model
Policy: 5.300
SUPPORT STAFF POSITIONS AND QUALIFICATIONS
The Board of Directors has the responsibility to staff the School with highly-qualified, non-instructional personnel (certificated staff). The term “support staff” in this manual signifies those employees who serve the School in a support, rather than an administrative, teaching, or academic professional function. The recruitment and selection of support personnel is the full responsibility of the Director. Insofar as possible, it is a policy of the Board to employ support personnel from within the local community, if possible. The establishment of wages, salaries, terms and conditions of employment for support personnel shall be the responsibility of the Director, subject to the approval by the Board of Directors through budgetary decisions on appropriate salary schedules and the annual budget. Al these terms must be in accordance with Colombia labor and Ministry of Education law.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
130
Policy: 5.310
SUPPORT-STAFF EVALUATION
The supervisor for whom the support staff employee works will evaluate his or her performance annually. The Director may elect to review the evaluations with a view to ensure that procedures and safeguards have been correctly followed. This evaluation will be completed no later than early June of each academic year.
ADOPTED: 2011 Revised: 06/2018
131
Based on CIS Model
Policy: 5.320
SCHOOL DIRECTOR
The Board of Directors will be responsible for the issuance, extension, or termination of contract for the School Director. As the Chief Executive Officer, the Director is responsible for administering the CNG Mission, Vision and Philosophy within the limits imposed by the Board of Directors’ policies and established procedures. The Director is responsible for the selection, assignment, evaluation, and termination when necessary of all school employees, the management of plant and equipment, the administration and supervision of the education program, and the maintenance of school-community relations. The Director is ultimately responsible for his/her actions to the Board of Directors. He/she may delegate to members of the staff portions of these responsibilities (with appropriate authority), but cannot relinquish his/her overall final accountability for all student and school performance results. The Director is given the authority by the Board of Directors to supervise all activities under the control of the Board of Directors as defined by school policies. The Director is directed to establish and maintain an orderly plan for preserving and updating all of the policies adopted by the Board of Directors and the administrative rules and regulations needed to put them into effect. All such documents shall be accessible to all members of the school community. The Board of Directors will set its qualification criteria when a vacancy occurs. The criteria may vary from one hiring to another. The qualifications will be published prior to the advertisement of the position of Director of Colegio Nueva Granada. (See Appendix 18 Approved Director Job Description)
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
132
Section 6
Negotiations
133
Based on CIS Model
Policy
Policy Number
Negotiations Legal Status (And "Meet-and-Confer" with Staff) Recognized Employee Units Board's Negotiating Rights and Responsibilities Board's Negotiating Team Administrator's Role in Negotiations Board Ratification of Negotiated Agreement Negotiations Meeting Procedures Impasse Procedures Staff Job Actions
6.010 6.020 6.030 6.031 6.032 6.033 6.040 6.050 6.060
Based on CIS Model
134
6.000
NEGOTIATIONS Note 1: Board policy should include provisions for collective bargaining by professional personnel. Policies should contemplate the possibility of groups of teachers organized under national labor laws. In such cases, the established Board policy provides guidance for the processes needed to manage and place potential contract negotiations in the hands of a labor lawyer, unless the School Head and/or the Board have the knowledge, experience, and time to devote to the process. More common in overseas schools than a formally organized group under the labor code is an informal group without legal force but nevertheless with perceived power to negotiate. The major consideration is for a Board to ensure that policies are fair and that the welfare of employees are treated seriously and promptly. Probably the best strategy for bargaining is to provide everyone with factual information related to school finance and budget limitations. Note 2: This section is for filing policies relating to the process of negotiations, not for filing personnel policies that have been negotiated. (Most of the latter would go in the Personnel Section.) However, various policies and procedures relating to the process of negotiations may have been negotiated. The following section provides recommendations to make decisions at the start of the process to handle the various statements in agreements with staff units that relate to the bargaining process and to employee compensation and working conditions. Board and Director decisions should consider the following: 1. You do not use agreement excerpts (verbatim), but add references to pertinent portions of agreements as appropriate to the various categories, showing articles and section numbers if you wish. 2. You seek to be consistent in the treatment of negotiated policies throughout your manual and give the same treatment to agreements with all staff units with which you negotiate. 3. Especially if you negotiate with more than one staff unit, it is best to use contract references only - this will save time and avoid errors in keeping your manual up to date. (You can insert entire agreements at the back of the manual for reference, if needed.)
ADOPTED: 2011 Revised: 06/2018
135
Based on CIS Model
NEGOTIATIONS ("Meet and Confer" Related to Staff Salaries and Benefits)
Legal Status There is no legal obligation for the Board of Directors to carry out any formal negotiations with staff members or representatives of staff organizations. However, the Board may elect to work with the Director and meet with teacher representatives within the framework of the Finance Committee's work on the School's long-range planning and budget preparation, and to confer with these staff representatives regarding salaries and benefits for School staff. All such discussions are conducted in good faith, in accordance with applicable Board goals and policies, and in recognition of the Board's primary duty to protect the interests of the School and its community as a whole, which includes students and parents as well as members of the staff. Employee Representatives The Teacher Representatives, since they represent the majority of the instructional staff and have a valid and continuing interest in staff salaries and benefits, may be invited by the Board's Finance Committee to participate in discussions pertaining to instructional staff salaries, benefits, and conditions of employment. In discussions pertaining to the salaries and benefits to support staff members, the Finance Committee shall seek to involve through the Director members of the support staff. Finance Committee The Finance Committee consists of Board members and the Director, and is chaired by the Treasurer of the Board of Directors. Other persons co-opted to serve on the Committee will usually include the Finance Director and at least one other Board member, and such other members as is deemed suitable by the Board President.
It is the practice of the Finance Committee to set (1) objectives for the year; (2) specific topics of discussion; and (3) timetables for recommendations to be brought to the Board of Directors. Such timetables will take into account the Board's budget preparation calendar, times of contract renewals for professional staff, and similar timetabling considerations. ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
136
Meetings Procedures The Finance Committee and Director may also consider meeting with elected Teacher Representatives early in each school year to discuss items (1), (2), and (3) above, and to agree on meeting times and procedures. Recommendations The Finance Committee is a standing committee of the Board of Directors, and as such functions under the general guidelines for standing committees set forth in policy 2.302. Recommendations prepared by the Finance Committee shall be submitted for Board discussion and vote. Only the Board of Directors has the authority to accept or reject such recommendations, taking into account the overall interests of the School. However, in no case shall the Board of Directors make final decisions about salaries and benefits without requesting a prior recommendation from the Finance Committee.
Once decisions about salaries and benefits have been made by the Board of Directors, they will be incorporated as appropriate in staff contracts and/or in the policies and regulations of the Board.
ADOPTED: 2011 Revised: 06/2018 CROSS REFS:
137
1.060 3.000 5.000
Staff Involvement in Decision-making All sub-policies (all pertain to budgets) Professional Staff Organizations (if school has one)
Based on CIS Model
6.010
NEGOTIATIONS LEGAL STATUS The Board is not required by law to bargain collectively with professional personnel, and should not recognize any group or individual as fully representative of all School employees. The Board does, however, recognize and support the principle of fairness in all matters of employment, and strives to provide the best possible working conditions and salary schedules for its employees. Compensation shall be based on education, experience, and merit.
ADOPTED: 2011 Revised: 06/2018 If the Board is required by law to bargain collectively with any employee groups - professional or support staff - these requirements should be cited here or referred to in LEGAL REFS. Recognized units (6.11), the Board's negotiating rights and responsibilities, (6.12 and sub codes), and negotiations meetings procedures (6.13) should then be filed in this section of the manual.
Based on CIS Model
138
Section 7
Instruction
139
Based on CIS Model
Policy
Policy Number
Recognition of Religious Beliefs and Customs
7.010
Guidance Program and Testing
7.020
Curriculum Development
7.030
Instructional Guidelines and Objectives
7.040
Levels of Instruction
7.050
Controversial Issues
7.060
Review of Instructional Programs
7.070
Individual Instructional Services
7.080
Language Programs
7.090
Adult Education
7.100
Class Size
7.110
Co-curricular and Athletic Programs
7.120
Textbook, Library Resource, Software, & Other Instructional Material Selection
7.130
Field Trips and Excursions
7.140
Grading Systems
7.150
Homework
7.160
Promotion and Retention of Students
7.170
Graduation Requirements
7.180
Based on CIS Model
140
Policy: 7.010
RECOGNITION OF RELIGIOUS BELIEFS AND CUSTOMS
A sound curriculum shall include consideration of religious subjects, (works of literature, art, and music, the lives of religious personages, the history of religious groups, the study of various religious beliefs and customs, the study of the influence of religion in history and civilization, etc.), as they relate to human culture and development. The right of each individual freely to hold his/her chosen religious beliefs and to practice his/her religious customs shall be respected.
ADOPTED: 2011 Revised: 06/2018 See Appendix 16: Policy for the Teaching of Religion at CNG
141
Based on CIS Model
Policy: 7.020
GUIDANCE PROGRAM AND TESTING
The Director, Principals, School Counselors and individual teachers are responsible for the guidance of students. If outside expertise is needed, qualified professionals within the Colombian or international community will be called in to assist. The results will be used by School personnel to develop an individual program for said student. Any cost for outside Testing will be the responsibility of the parents of the student. The School will establish and maintain standardized testing at specific grade levels on an annual basis along with other external instruments when necessary. Results are generally sent home with an explanation to parents. Scores are placed in the student's cumulative record. These external tests will be used to: assess the educational program of the School for purposes of reporting the overall status of the School and charting the growth of the students, grades, School, and areas from year-to-year, with appropriate reports presented to the Board. High school students will be given the opportunity to sit for the PSAT (Preliminary Scholastic Aptitude Test) at school expense. Students will then be ready to take the SAT (Scholastic Aptitude Test), TOEFL, SABER 11, and Advanced Placement when applicable.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
142
Policy: 7.030
CURRICULUM DEVELOPMENT
The curriculum of Colegio Nueva Granada, in accordance with the School's dual-program philosophy and its instructional goals, is closely parallel to the curriculum of schools in the United States and Colombia serving the same grade levels, and is designed to prepare students for further study in higher education in Colombia, the U.S. as well as in other countries. In addition, the school will augment this focus with host country studies as well as the study of host-country language for all enrolled students. The Director, working with the professional staff, shall be responsible for designing a curriculum for the School within the guidelines established by the Board of Directors. The proposed curriculum design must have Board of Directors’ approval and, once approved, may be modified by the administration with major changes to be approved by the Board of Directors. In keeping with the educational philosophy (see Policy: 1.030) and the instructional objectives (see Policy: 7.040) that have been established by the Board of Directors, instruction is to be centered on the learning process of the individual child, with the learning of 21st-century skills as one of the School‘s most important goals. In developing the School's curriculum, professional staff members are expected to individualize programs and to integrate the teaching and reinforcing of 21st-century skills in the various subject areas, and to make recommendations for curriculum content and textbook choices consistent with this goal. In light of the changing needs of students and the ongoing process of educational research, curriculum development at Colegio Nueva Granada shall be a continuing process.
ADOPTED: 2011 Revised: 06/2018
143
Based on CIS Model
Policy: 7.040 (also 1.030)
INSTRUCTIONAL GUIDELINES AND OBJECTIVES
Colegio Nueva Granada will strive to provide quality education that will permit and assist every student: 1. To acquire a mastery of the academic knowledge and skills. 2. To master verbal and mathematical communication skills. 3. To acquire a positive attitude toward learning. 4. To acquire the greatest possible understanding and appreciation of oneself and the world around us. 5. To acquire an understanding and appreciation of persons belonging to the many social, cultural, and national groups different from his/her own. 6. To learn to be a responsible citizen, aware and responsive to the needs of others. 7. To understand how to keep healthy-both emotionally and physically. 8. To receive the opportunity and the encouragement to be successful and creative in one or more areas. 9. To understand and appreciate human achievements in the natural sciences, the social sciences, the humanities, and the arts. 10. To prepare for and live in a world of rapid change. To achieve these goals, the curriculum of Colegio Nueva Granada will reflect the following guidelines: 1. The curriculum will be international, modified where possible to provide a local perspective whenever possible as well as to meet Colombian Ministry requirements. 2. The curriculum should be complete and balanced within the limitations of resources and Facilities, reflecting the School pillars of Mind, Body, and Character. 3. The curriculum in each subject should reflect a coherent, orderly progression through the grades. Based on CIS Model
144
4. Because international students attend the School only for a few years, the curriculum should be designed to permit students to enter the School and transfer to other schools with minimum academic dislocation. 5. Within the limits of our resources, the curriculum should offer special opportunities for students of all needs. 6. The curriculum should be enriched by taking full advantage of our situation in an international setting. 7. The curriculum should be continuously reviewed by the professional staff and periodically evaluated for the Board to ensure that it meets the needs of students and in order that it can be improved to reflect changing university and global contexts.
ADOPTED: 2011 Revised: 06/2018
145
Based on CIS Model
Policy: 7.050
LEVELS OF INSTRUCTION
Colegio Nueva Granada offers a dual, Colombian/U.S. educational program to students in the local and international communities of Colombia who desire such an education. The grade structure is: l. 2. 3. 4.
Early Childhood Elementary School: Middle School High School
K-4, K-5, Grades 1-2 Grades 3 through 5 Grades 6 through 8 Grades 9 through 12
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
146
File 7.060
CONTROVERSIAL ISSUES
The Board of Directors supports developmentally appropriate consideration, within the program, of controversial issues. These may arise in the normal pursuit of the School curriculum or particularly as they occur in contemporary affairs, which have political, economic, religious, or social significance and thus which students may need to develop an opinion. The teacher should deal with any controversial topic as impartially and objectively as possible. In addition, the teacher should: Not intrude personal biases or prejudices. Handle all such topics in a manner suited to the range of knowledge, maturity, and competence of the students. Include teaching materials dealing with all possible aspects of the topics. Not expect or require that the class reach an agreement. In the process of considering whether or not to address a controversial issue, teachers should consult with the building Principal in advance. The above policy has been designed with the expressed purpose of protecting teachers as well as students from inappropriate criticism whenever students are studying a controversial subject within the learning program.
ADOPTED: 2011 Revised: 06/2018
147
Based on CIS Model
Policy: 7.070
REVIEW OF INSTRUCTIONAL PROGRAMS
It is the policy of the Board of Directors to review the effectiveness of the instructional program and the progress of students. This review will be done by the Director and he/she will make periodic reports to the Board of Directors concerning instruction. The Board of Directors requires that instructional improvement efforts include adequate evaluation of multiple data as the basis for recommending program changes and that a regular schedule of student assessment be established and maintained for the purpose of program planning and academic advancement. A comprehensive curriculum guide shall be developed and presented to the Board of Directors. The Director will monitor progress and a report will be made to the Board at established times during the School year.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
148
Policy: 7.080
INDIVIDUAL INSTRUCTIONAL SERVICES
The administration shall assist, when requested by a family, in suggesting supplementary individual instruction for any student enrolled at Colegio Nueva Granada. Costs beyond the normal tuition fees for any such programs will be invoiced to the family.
ADOPTED: 2011 Revised: 06/2018
149
Based on CIS Model
Policy: 7.090
LANGUAGE PROGRAMS
The languages of instruction at Colegio Nueva Granada are English and Spanish. In order to help students who do not have an adequate academic level of English, the School will provide an English as a Second Language Program at specified grade levels. In order to accommodate the students from the international community who wish to learn other foreign languages, the School will attempt to provide appropriate instruction in these languages at both the beginner, intermediate, advanced, and AP level. Curricular offerings in foreign languages will depend upon the economic feasibility of such offerings. Generally, more emphasis will be placed on languages in grades 6-12, while Grades 1-5 will focus more on host culture and other language experiences.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
150
Policy: 7.100
ADULT EDUCATION
The administration may arrange and offer courses of adult education. Each course should be financially self-supporting or provide a needed service to improve School operations. An staff member may administer and instruct adult courses when such auxiliary service does not prejudice satisfactory performance of the individual's primary responsibilities. Adult education shall be conducted outside of school hours and without undue strain on the facilities or other employee work duties.
ADOPTED: 2011 Revised: 06/2018
151
Based on CIS Model
Policy: 7.110
CLASS SIZE Total enrollment in all classes should generally be limited to 1,800 students or less.
When the size of a class (grades K4-5th) exceeds 23 students, the Director must seek Board of Directors approval to add another section at the specified grade level and hire an additional teacher for the time span required.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
152
Policy: 7.120
CO-CURRICULAR AND ATHLETIC PROGRAMS
Properly planned co-curricular sports and activities add educational value in broadening outlook, deepening social relationships, providing practical experience in various fields, offering opportunity to pursue more intensively areas of particular talent and interest, providing a means outside the curriculum for students to gain the satisfaction of superior performance, fostering school spirit, and adding to the joy of educational learning. Therefore, the School shall offer co-curricular activities for students. The scope and variety of extracurricular activities may vary from year to year. Continuity shall be encouraged in the major areas of extra class activity, e.g., student publications, drama, athletics, and the arts. A portion of the School day may be scheduled by the Director for student participation in these activities. Co-curricular sports and activities may also be scheduled outside of regular school hours.
ADOPTED: 2011 Revised: 06/2018
153
Based on CIS Model
Policy: 7. 130
TEXTBOOK, LIBRARY RESOURCE, SOFTWARE, AND OTHER INSTRUCTIONAL MATERIAL SELECTION The Board of Directors delegates to the Director and his professional staff the selection of all printed and published materials used in the school. The Board of Directors also delegates authority to the professional staff to evaluate textbooks, library resources, and other instructional materials with the expectation that the Director will recommend to the Board of Directors the texts and other materials, which the staff believes are necessary to meet the goals and objectives of the curriculum. Objectives of Selection The selection of textbooks, library resources, software, and other print and non-print instructional materials shall support and be consistent with the general educational goals of Colegio Nueva Granada and according to Colombian laws. This outlined selection policy reflects and supports principles of intellectual freedom described in the "Library Bill of Rights" (ALA), "Freedom to Read" (ALA and AAP), "Access to Resources and Services in the School Library Media Program: An Interpretation of the Library Bill of Rights" (AASL), and the "Statement on Intellectual Freedom" (AECT). The materials selected shall: 1. Provide teachers and pupils with reference and supplementary materials that will support and enrich the curriculum. 2. Enable and encourage pupils to develop further their full potential as creative and responsible individuals by meeting and stimulating the greatest possible diversity of interest and abilities, whether or not these materials are directly related to the curriculum In order to fulfil these two basic functions, efforts shall be made to provide easy access to a centrally catalogued and comprehensive collection of a variety of materials at appropriate levels of difficulty to meet the goals and objectives of the School and: 1.
Evoke a love of reading and learning that will assure a source of continuing selfeducation and personal enjoyment.
2.
Develop reading skills and literary and aesthetic tastes.
Based on CIS Model
154
3.
Encourage pupils to locate, use, and evaluate as much material as possible on opposing sides of controversial issues so that they may develop, under guidance, the practice of critical examination and thinking.
4.
Fairly represent the many religious, ethnic, and cultural groups of the school community and their contributions to their various heritages.
ADOPTED: 2011 Revised: 06/2018 See Appendix 17: Challenged Materials Policy and Procedures
155
Based on CIS Model
Policy: 7.140
FIELD TRIPS AND EXCURSIONS
A field trip is defined as an educational activity that meets the following criteria: a. b. c. d. e.
it involves a specific class or classes; it is intended for all students in the class(es); it takes the class away from the classroom; it has an identifiable educational objective; it includes preparation of students for the activity and evaluation of outcome.
Such trips are encouraged as long as they do not seriously interfere with the educational routine of students who must remain in school. Parental permission is required for participation in field trips. Field-trip arrangements and schedule must be approved by the Director in advance. School transportation vehicles, if available, will be furnished for all trips sponsored within the spirit of the above statement. On all School-sponsored trips involving students, provision will be made for proper supervision by School personnel. Parents are permitted to assist in such supervision if approved by sponsoring teachers and the Principal. The adult in charge of a trip has sole authority regarding the enforcement of all rules. Dress will be appropriate to the occasion and in good taste. The adult may make the judgment that an infraction calls for the immediate return of a student to his/her home. Because of the nature of budgetary matters, no fees will be returned unless outlined by policy; if allowable, then the adult in charge may, together with the Director, decide on what proportion will be returned. Furthermore, the immediate expense of the return to the student’s home will be paid for by the student and his/her parents, unless otherwise determined.
ADOPTED: 2011 Revised: 06/2018
Based on CIS Model
156
Policy: 7.150
GRADING SYSTEMS
It is the philosophy of this Board of Directors that students will respond more positively to the opportunity for success than the threat of failure. The School shall seek, therefore, to make achievement both recognizable and possible for the student. The administration and teaching staff shall devise, and the Board of Directors shall approve, an assessment system for use throughout the School as established policy for all teachers K4-12. The Board of Directors recognizes that any grading system, however carefully devised and applied, contains elements of subjectivity. Teachers should take this fact into account in conducting student assessments as objectively as possible. Teachers will further ensure that the assessment system is fully explained to students and parents in a timely fashion.
ADOPTED: 2011 Revised: 06/2018 Updated: 08/2021
157
Based on CIS Model
Policy: 7.160
HOMEWORK
Meaningful, regularly assigned homework may serve to help students reinforce what they learn in class, master their skills, and develop individual interests. Homework should not be busywork but rather should be a learning activity that increases in complexity as the student progresses from grade to grade. The purposes of homework are outlined in the Handbook for Teaching and Learning.
The classroom teachers, together with the Principals, will be responsible for deciding the amount and type of homework given. The Director will set overall guidelines for homework and will discuss these guidelines with the teaching and administrative staff. There are many other learning activities in the life of a student besides homework. School activities, cultural interests, family obligations, and personal interests can be equally educational, and teachers should take care not to overload the students. Homework is not to be used as a form of punishment.
ADOPTED: 2011 Revised 06/2018
Based on CIS Model
158
Policy: 7.170
PROMOTION AND RETENTION OF STUDENTS
Students will normally progress annually from grade to grade. Exceptions may be made when, in the judgment of the professional staff, such exceptions are in the best educational interests of the pupils involved. Exceptions will always be made after prior notification and explanation to each pupil's parents, but the final decision will rest with the School Director. In grades 9-12, courses will be looked at separately. If a required course has not been completed satisfactorily, then the course will have to be taken again and passed in order for a student to receive a credit that meets the requirements of the Colombian or U.S. programs.
ADOPTED: 2011 Revised 06/2018
159
Based on CIS Model
Policy: 7.180
GRADUATION REQUIREMENTS
Graduation from the CNG means that the student has satisfactorily completed the prescribed course of study that meets Colombian Ministry and/or U.S. accreditation requirements. Requirements for graduation are established by the Board upon the recommendation of the Director. They shall be consistent with the stated goals of the School and the requirements for admission to institutions of higher education. The School shall grant its diploma only to students who have satisfactorily completed the prescribed course of study.
ADOPTED: 2011 Revised: 06/2018 See Appendix 18: Standard Diploma for Students with Severe Learning Needs
Based on CIS Model
160
Section 8
Students
161
Based on CIS Model
Policy
Policy Number
Student Involvement in Decision Making
8.010
Admission and Placement/Admission Requirements
8.020
Student Attendance
8.030
Credit and Attendance
8.040
Student Eligibility for Interscholastic Activities
8.050
Student Conduct
8.060
Student Dress Code
8.070
Suspension and Expulsion
8.080
Termination of Enrollment
8.090
Student Welfare and Safety
8.100
Communicable Diseases
8.110
Vaccinations and Immunizations
8.120
Student Physical Examinations
8.130
Reporting
8.140
Student Records
8.150
Complaints Concerning Staff or Material
8.160
Based on CIS Model
162
Policy: 8.010 (see also 1.070)
STUDENT INVOLVEMENT IN DECISION MAKING The Board of Directors and Director shall consider student opinions in establishing policies, particularly those in the area of student privileges and other areas of special importance to students. Students shall be encouraged to establish a Student Council. This council will work closely with the administration. Suggestions, ideas and concerns from the Student Council shall be given administrative consideration for adoption and/or implementation. The administration will be the official conduit for the students to the Board of Directors.
ADOPTED: 2011 Revised 06/2018
163
Based on CIS Model
Policy: 8.020
ADMISSION AND PLACEMENT/ADMISSION REQUIREMENTS
The school does not discriminate on the basis of race, creed, color, gender, or national origin and seeks to accept all qualified students who apply. Applications for admission are accepted throughout the year. All applications to the school must be accompanied by previous educational records, any appropriate medical records, and proof of age. All students are eligible for admission if it is believed that the school can meet their particular needs. The school may not be equipped or staffed to educate all students with severe to moderate learning disabilities, physical or mental challenges, or emotional problems. These identified students will not be admitted to the school. Students with mild physical, mental, emotional, or learning disabilities may be admitted if in the Director's judgment adequate provision and/or special programs can be made. Fees for any special materials, supplies, and/or additional instruction may be required and will be the responsibility of the parent to pay. These fees are in addition to the regular tuition fees. All children whose native language is not English and who are applying for K5-12th grades may be required to take oral and written English examinations to determine whether they can be admitted. Admission may, in any case, be conditional and may be dependent on the child receiving extra assistance in an English as a Second Language program. Fees for materials, supplies, and additional English Language instruction are as recommended by the Director and as determined annually by the Board of Directors. These fees are in addition to the regular tuition fees. Placement Placement in all classes will be made by the Director on the basis of the child's previous educational record, the assessment of the School, and by age. The initial placement is tentative, and the school may reassess the child's placement after the child's abilities have been thoroughly observed in class or through additional testing. Children entering CNG will generally be placed according to their age and developmental level. Process for Admission When a student formerly enrolled at an International School applies for admission to CNG, the following procedure will be followed: 1.
The School from which the student is transferring will be called to see if the School can give clearance for a transfer (e.g., bills are paid).
2.
If the response is affirmative, the student will be admitted if he/she meets all other admission criteria at CNG.
Based on CIS Model
164
3.
If the response is negative, the student will be denied admission until such time as clearance can be given by the former school (e.g. bill is paid and/or other related problems have been resolved to the satisfaction of CNG).
The procedure for admission shall be as follows: 1.
Application and admission test will take place at the school. The tests will include English vocabulary, reading comprehension, spelling and writing, along with mathematics.
2.
The Director of the School shall be designated the admissions officer for the School for CNG.
3.
The Director may involve other professional staff in reviewing admission data.
4.
When there is any concern about the qualification of the applicant, the potential of the applicant shall be judged in terms of the following kinds of data: a. b. c. d. e. f. g.
Grade point average and specific course grades Continuity of previous education Kind of educational experience Evidence of emotional stability or maturity along with appropriate behavior Test scores from previous tests or CNG placement tests Former teacher and/or administrator comments Confidential references
5.
Applicants who do not meet the admission requirements in terms of English language ability could be provisionally admitted provided they enroll in approved remedial English programs at the school or those approved by the school.
6.
The capacity of CNG to meet the needs of the applicant shall be judged in relation to: a. b. c. d.
7.
breadth of curriculum depth of curriculum extent of student services available limitation of School facilities
Students who do not speak English shall be evaluated in the following ways: a. All elementary and middle school students who do not speak English will be admitted once they have been evaluated as prescribed in previous sections of this policy. b. All high school students will be evaluated by the Director and/or Counselor as well as the ESL department if appropriate to determine whether CNG is the proper placement. Students will be enrolled who have reached a level of English proficiency which enables them to work in an academic setting.
165
Based on CIS Model
8.
Students with special needs may apply for enrollment but parents of these students should be aware that the School may not have the needed programs to serve all needs. a. Admission for special needs students will be limited to available services and staffing. b. All special needs students will be required to furnish previous a recent IEP (individual educational plan), formal medical evaluations, and all previous records to be reviewed by the admissions committee. c. All special needs students will be placed on a conditional enrollment for one trimester (elementary school) or semester (for secondary school). At the end of the first trimester or semester, the Program Director will reassess the enrollment for the grading period.
Ages of Attendance A.
Ages may be subject to change without notice as per decision of the Board of Directors.
B.
Kindergarten 4 is available for students who are four (4) years old on or before September 30 of the year of entry.
C.
Kindergarten 5 is available for students who are five (5) years old on or before September 30 of the year of entry.
D.
First Grade is available for students who are six (6) years old on or before September 30 of the year of entry.
E.
This progression will continue through grade 5.
F.
Students being accepted on the basis of a trial period, not to exceed one month.
ADOPTED: 2011 Revised 06/2018 Updated: 08/2021 See Appendix 19: Admissions Policy
Based on CIS Model
166
Policy: 8.030
STUDENT ATTENDANCE
Regular School attendance is essential to the progress and achievement of the student and shall be strongly encouraged by the Director and staff. The School is authorized to require a satisfactory explanation from the parents or guardians, either in person or by written note, of any student absence. U.S. accreditation requirements must be met by all students in order to validate sufficient seat time/hours to receive course credits for transcripts.
ADOPTED: 2011 Revised 06/2018
167
Based on CIS Model
Policy: 8.040
CREDIT AND ATTENDANCE
Absences may be excused or unexcused. If an absence is excused, the student has the right to make up the work and tests that were missed. If an absence is unexcused, the student may not be allowed credit for any make-up work. Parents of students who plan to miss several days are required to notify the teachers and the office at least ten (10) days before the anticipated absence. This will allow teachers time to prepare the list of assignments that will be missed during the absence. The student is responsible for contacting the teachers for all assignments. These assignments must be turned in to the respective teachers either before leaving or shortly after returning from the absence. The School is not responsible for preparing advance work without adequate notice. Students absent more than 10% of the class time during a semester or trimester shall be given credit only under extenuating circumstances if approved by the Director. These circumstances must include review by either the Ministry or U.S. accreditation agencies.
ADOPTED: 2011 Revised 06/2018 See Appendix 20: HS Failed Courses, Repeated Year, Missing Credits, Attendance Problems
Based on CIS Model
168
Policy: 8.050
STUDENT ELIGIBILITY FOR INTERSCHOLASTIC ACTIVITIES
Interscholastic activities are considered important by Colegio Nueva Granada. These interscholastic activities include sports, academic contests and games, festivals, activities, music, speech/debate, drama and others that require preparation beyond the normal school day. Participation in these activities may also involve missed class time. These activities help to provide an extension of class work in areas of interest and ability to the student. They promote excellence in the development of self-discipline, sportsmanship, teamwork, and they stimulate both mental and physical fitness. Students must, however, maintain an adequate academic standard to be eligible to participate in interscholastic activities. The Director along with the staff will maintain rules and regulations governing eligibility. Ineligibility may result from violations of academic, behavioral, or other standards deemed by the Administration to cause loss of eligibility.
ADOPTED: 2011 Revised 06/2018
169
Based on CIS Model
Policy: 8.060
STUDENT CONDUCT
The Board of Directors believes that development of individual personality and love of learning flourishes best in a pleasant, supportive, and secure environment. The administration is charged with the responsibility within this guideline to provide clear rules and regulations set forth in the student handbooks. The Board of Directors will review these rules and regulations as necessary with revisions recommended by the Director.
ADOPTED: 2011 Revised 06/2018 See Appendix 21: Safety and Behavior Expectations on School-Sponsored Trips See Appendix 22: CNG Honor Code and Disciplinary Policy
Based on CIS Model
170
Policy: 8.070 (uniform)
STUDENT DRESS CODE Students should dress in the appropriate School Uniform at all times while at school. Major changes to the School uniform shall be approved by the Board of Directors. Dress should never distract from school activities or prove a hazard to the student's safety or the safety of others. If in the judgment of the school administration, a student is not appropriately attired or exhibits grooming which constitutes a distraction or disturbance to the school environment, the student may be sent home and not be readmitted until he/she is properly attired or groomed. The enforcement of this dress code is the responsibility of the Principals of the Schools.
ADOPTED: 2011 Updated 06/2018
171
Based on CIS Model
Policy: 8.070 (non-uniform days and school-sponsored trips)
STUDENT DRESS CODE Students are expected to wear clothing on school trips or events that is appropriate for a learning institution, the student’s age and the culture of the community in which we live. The key to proper appearance is modesty and neatness. The school administration reserves the right to make final judgment on acceptable attire for students.
ADOPTED: 2011 Updated 06/2018
Based on CIS Model
172
Policy: 8.080
SUSPENSION AND EXPULSION
A.
Suspension:
The Director may suspend a student for a maximum of five (5) days. In certain cases, a student's suspension may be extended by the Director to the time that a mutually convenient appointment can be arranged between School personnel and the parent(s) of the student involved. In all cases, the student will not be readmitted until the parents/guardian have conferred with the Director or the Principal of the student’s division if delegated by the Director. The Administration must provide ongoing learning during suspension. B.
Expulsion:
Expulsion from the School shall be recommended by the School Director. The Director shall immediately advise the Board of Directors of required due-process proceedings for expulsion. The Director shall inform the parents of their right of appeal to the Board of Directors. The decision of the Director may be appealed to the Board of Directors in the established timeline after the day on which such decision is communicated to the pupil's parents or guardian; such an appeal does not suspend the execution of the Director's recommendation. The Board of Directors has final decision-making authority on all expulsion cases.
ADOPTED: 2011 Updated 06/2018
173
Based on CIS Model
Policy: 8.090
TERMINATION OF ENROLLMENT
Termination of Enrollment: Student acceptance is based on the assumption that programs being offered are the best available to meet the needs of the students. When, in the judgment of the professional staff, programs and personnel resources do not adequately meet the needs of the student, a final recommendation for non-matriculation will be made by the Director. Non-matriculation may then be determined by the Director. This decision may be appealed to the Board of Directors within the established timeline the day on which such decision is communicated to the student's parents or guardian along with information on their due-process provisions. Reinstatement Non-Matriculation of Enrollment: After a full review of the pertinent facts, the Director may reinstate a student whose enrollment has previously been denied. However, in any appeal that was made to the Board of Directors, reinstatement shall only be made by the Board of Directors, acting upon the recommendation of the Director.
ADOPTED: 2011 Updated 06/2018
Based on CIS Model
174
Policy: 8.100
STUDENT WELFARE AND SAFETY
All employees of the School shall use their best effort to develop sensitivity among students and employees to the importance of safety, knowledge of emergency procedures, and the importance of responsible individual action for these procedures to work smoothly. Student safety is the prime consideration in any emergency. The Director is authorized to initiate the emergency action most appropriate in his/her judgment. Among these actions authorized are the following: cancellation of school, early dismissal, retention of pupils and staff at school beyond the normal close of the school day, evacuation of the school population from the School to another place, or campus lockdown. The Director, guided by the overriding consideration for student safety, shall maintain appropriate regulations and procedures in so far as the nature of these types of disturbances can be anticipated. In preparing emergency action, the Director shall take into account the advice of civil authorities. Final responsibility rests with the Director for determining when the School shall take emergency action and what action the School shall take. The Director shall inform the Board of such actions at his/her earliest convenience, but should not delay taking action if determined necessary for the protections or students and School personnel.
ADOPTED: 2011 Revised 06/2018 See Appendix 23: Wheelchair Use Policy
175
Based on CIS Model
Policy: 8.110
COMMUNICABLE DISEASES
A student having a communicable disease and/or a parasitic infestation may be excluded from School attendance. If the student has been excluded from School he/she will not be allowed back until a medical practitioner has approved re-entry to the School.
ADOPTED: 2011 Revised 06/2018
Based on CIS Model
176
Policy: 8.120
VACCINATIONS AND IMMUNIZATIONS
The Board of Directors requires all students to provide a copy of health immunization records prior to the entry to the School. The documentation of these health records will be photocopied and the copies will become part of the student's permanent record file maintained at the School. Electronic copies can also replace the hard copies. Immunizations should be kept current (i.e., WHO, U.S., and Colombia specifications) for the health and welfare of all students. School recommendations for immunizations and vaccinations are published in the Student Handbooks and may be updated as needed given changing health needs.
ADOPTED: 2011 Revised 06/2018
177
Based on CIS Model
Policy: 8.130
STUDENT PHYSICAL EXAMINATIONS
The Director may order a physical examination of any child applying for admission or attending the School. Failure of a parent/guardian to conform to the request will result in the child being denied or the admission being delayed until the examination is satisfactorily completed. All students participating in interscholastic athletics will be required to have a physical examination at the beginning of the year or, if not completed then, before any participation begins to determine if participation is approved by a physician.
ADOPTED: 2011
Based on CIS Model
178
Policy: 8.140
REPORTING
The school will report student progress to parents and guardians on a timely basis after each marking period of the school year. A comprehensive plan for school/home communications is essential if clear understandings are to take place. Therefore, a plan with combinations of written and oral communications has been devised in order to insure that clear and concise information is transferred. Teachers will also use a variety of methods to be sure parents know the progress of each student. • Parent/Teacher Conferences: At least two will be held each academic year. • Report Cards: They will be issued at the end of each reporting period.
ADOPTED: 2011 Revised 06/2018 Updated: 08/2021
179
Based on CIS Model
Policy: 8.150
STUDENT RECORDS
A.
The following information will be collected in a student’s cumulative record: 1. Administrative Information -- Which includes official administrative records that constitute the minimum personal data necessary for operating the educational system. It includes identifying information, academic work completed, grades, standardized test results, attendance records, behavior, etc. 2. Supplementary Information -- Which includes verified information of clear importance in operating the educational system, but not absolutely necessary. It includes health data, family background information, systematically gathered School official ratings and observations, verified reports of serious or recurrent behavior patterns, etc.
B.
The following procedures will be used in maintaining the cumulative record: 1.
It is the Director's or his/her designated official's responsibility to be sure that all administrative and supplementary data is recorded in the cumulative record. It is also his/her responsibility to take appropriate steps to assure that only School personnel with a direct interest in the child be permitted access to the cumulative record.
2.
Parental inspection, when requested, will take place in the presence of a School official qualified to explain the meaning and implications of the information provided therein.
3.
Student inspection will be subject to the professional judgment of a qualified School official when requested by the parent.
4.
Any objection to the contents of the supplementary record must be made in writing and signed by the student or parent; it shall then become part of that record.
5.
The Director, or his/her designated official, will be responsible for reviewing the contents of the supplementary record to determine information no longer necessary for the operation of the educational system. This review will take place at the following intervals:
Based on CIS Model
A.
At the time the student transfers to a new school,
B.
At the end of each: primary, elementary, middle and high school period. 180
C.
The following procedures will be used when disseminating student records: IMPORTANT NOTE: No records may be released if the student has pending unpaid debts to CNG. 1.
Administrative information will be released when the student transfers to another school; when he/she has applied for admission to another school; when he/she has applied for admission to an institution of higher learning; or in such other cases when the welfare of the student would be promoted.
2.
Supplementary information will be released when the welfare of the student would be promoted or when the School feels it is necessary to discharge its professional responsibility to the receiving institution.
3.
When students transfer to another school, the record will be sent as indicated in Points A and B above; student records will be kept based on established school policy and/or Colombian requirements.
4.
A complete set of records (photo copied) will be maintained by the School for a period of no more than twenty (20) years.
ADOPTED: 2011 Revised 06/2018 Updated: 08/2021
181
Based on CIS Model
Policy: 8.160
COMPLAINTS CONCERNING STAFF OR MATERIAL
Any complaint about School staff members should follow the criteria below: • The individual staff members should be approached by the accusing party to see if resolution can be found. • If no satisfaction is gained or the complaint is not resolved, step two, contacting the staff member’s immediate supervisor should ensue. At this level a written form of the compliant should be submitted for step three. • If step two does not lead to resolution, then step three, contacting the Director should be taken. • If resolution to the complaint cannot be accomplished at this level, then the complaint will go to the Board for satisfaction. Any parent, guardian, or other person who upbraids, insults, or abuses any employee on School property or in the presence of students may be prosecuted by the school under the provisions of Colombia law. CNG reserves the right to restrict or deny anyone access to its campus that it deems disruptive or to have behaved inappropriately towards School staff. School employees who are sued as a consequence of performing their assigned duties appropriately shall be provided protection of their legal rights. Any complaint dealing with instructional materials shall be handled in the following manner. • All complaints must be presented in writing to the Director and will include the name of the author, title, the publisher, and the objections by pages and items; or in case of materials other than printed material, written information specifying the precise nature of the objection shall be given. The statement must be signed and identified in such a way that a proper reply will be possible. (See Appendix 17: Challenged Materials Policy) • The Director will acknowledge the receipt of the complaint and answer any questions regarding procedure. The Director will then notify any staff involved. The Director will determine whether the complaint should be considered an individual request or if a review committee should be activated to re-evaluate the material.
Based on CIS Model
182
• The review committee shall be under the direction of the Director and composed of members selected by him/her from the administrative and instructional areas directly concerned. The review committee shall consider the educational philosophy of the school, the professional opinions of other teachers of the same subject and of other competent authorities, reviews of the materials by reputable bodies, the teacher's own stated objectives in using the materials, and the objections of the complainant. • The findings of the review committee shall be a matter of written record and discussed by the Director with the complainant. • If the complainant not be satisfied with the record, the Committee’s findings and the discussion with the Director shall be forwarded to the Board of Directors for final resolution.
ADOPTED: 2011 Revised 06/2018
183
Based on CIS Model
Section 9
Community Involvement
Based on CIS Model
184
Policy
Policy Number
Community Involvement in Decision Making
9.010
Parent Teacher Association
9.020
185
Based on CIS Model
Policy: 9.010
COMMUNITY INVOLVEMENT Residents of the community who are especially qualified because of training, experience, or personal characteristics can be encouraged to take an active part in school affairs. Such persons, when not connected to the School as Directors or employees, may be invited to advise and assist, individually or in groups. The Board of Directors may invite such assistance in specific areas after consultation with the Director. The Board of Directors and staff may give substantial weight to the advice which they receive from individuals and community groups interested in the School, especially those individuals and groups which they have invited or created to advise them regarding specific problems. However, the Board of Directors and Director shall use their own best judgment in arriving at decisions in the best interests of the institution.
ADOPTED: 2011 Revised 06/2018 See Appendix 24: Communication for Notifying of a Death in the Community See Appendix 25: Memorial Announcement in the Newspaper
Based on CIS Model
186
Policy: 9.020
PARENT TEACHER ASSOCIATION (PTA)
The Board of Directors encourages members of the community to be involved with School activities and to assist in ways deemed appropriate. Therefore, the Board of Directors grants permission for the parent community to establish and maintain a Parent Teachers Association (PTA) according to the bylaws of said organization. Just as the PTA supports the school, the school should support the PTA with meeting space, time for teacher representations at meetings, use of school publications for PTA announcements, etc., all within reason and ensuring that such support does not negatively impact teaching and learning. The PTA serves primarily to build community and help advance the mission and vision of the School.
ADOPTED: 2011 Revised 06/2018
187
Based on CIS Model
Section 10
Inter-Organizations
Based on CIS Model
188
Policy
Policy Number
Relations with Other Schools
10.010
Regional and International Associations
10.020
Accrediting Agencies
10.030
189
Based on CIS Model
Policy: 10.010
RELATIONS WITH OTHER SCHOOLS
The Director shall supervise School participation and shall foster activities with other schools in Colombia, which will improve the education program of the School. Any financial commitments of this type of program, if not provided for in the budget, shall require prior approval of the Board of Directors.
ADOPTED: 2011 Revised 06/2018
Based on CIS Model
190
Policy: 10.020
REGIONAL AND INTERNATIONAL ASSOCIATIONS
The Director shall, if changes are anticipated during each academic year, inform the Board of all regional and international associations with which the School currently maintains membership or official relationship.
ADOPTED: 2011 Revised 06/2018
191
Based on CIS Model
Policy: 10.030
ACCREDITING AGENCIES
CNG shall maintain accreditation with Cognia/AdvancED), with Character.org, and with the Colombian Ministry of Education. Any potential change in accrediting agency must be approved by the Board of Directors and Director’s Council. The Board of Directors shall consider all accreditation recommendations as required actions. CNG shall periodically make staff members available for service on Visiting Teams to other schools, both for their professional development and as a part of its obligation for continued accreditation.
ADOPTED: 2011 Revised 06/2018 Updated: 08/2021
All revisions completed in May 2018 by Dr. Eric H. Habegger
Based on CIS Model
192
vision statement:
mind
body
Educating the mind, strengthening the body, and developing character for
leadership and service
character
in the world of today for a better tomorrow.
Cra 2ª Este No. 70-20 Bogotá, Colombia
PBX 2123511
B Fax 2113720
www.cng.edu