International Preparatory School Policy Manual 1617 · Aid and Grants to the School 3.150 77 Fund...

International Preparatory School

(IPS)

Mauritius

Policy Manual

'Inspiring our learners to thrive in a world of change’.

Mission Inspire, Empower, Lead

We will inspire our learning community through an inquiry curriculum and commitment to on-going improvement. We will empower our learning community to find solutions to real life challenges through creative and critical thinking. We will lead our learning community to promote a spirit of internationalism by thinking globally and acting locally.

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TABLE OF CONTENTS

Item Policy # Page #

Table of Contents 1-5

The IPS Bylaws 6-14

SECTION 1: The School (1.000) 15

School Legal Status 1.010 16 School Mission and Philosophy 1.020 18 Instructional Guidelines & Objectives 1.030 23 Discrimination and Harassment 1.040 25 Community Involvement in Decision Making 1.050 26 Staff Involvement in Decision Making 1.060 27 Student Involvement in Decision Making 1.070 28 School Year and School Calendar 1.080 29 School Day 1.090 30 Emergency Closing 1.100 31 Emergency Procedure Handbook 1.110 32

SECTION 2: The Board of Governors (2.000) 33

Legal Status of the Board 2.010 34 Board Responsibilities 2.020 35 Board Membership 2.030 37 Board: Code of Ethics 2.040 38 Board Member Conflict of Interest 2.050 39 Authority of the Board 2.060 40 Qualification of Board Members 2.070 41 Board Member Orientation and Development 2.080 42 Board: Compensation and Expenses 2.090 43 Board Officers 2.100 44 Board Committees 2.110 45 Board- Director/Head of School Relationship 2.120 46 Board – Director/Head of School – Administrator Relationship

2.130 47

Regular Board Meetings 2.140 48 School Community Attendance at Board Meetings

2.150 49

Special Board Meetings 2.160 50 Executive Sessions 2.170 51 Board and Committee Action Plans 2.180 52 Agenda Preparation, Format and Dissemination 2.190 53 Minutes 2.200 54

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Board Policy Development 2.210 55 Policy Codification System 2.220 57 Board Review of Administrative Regulations 2.230 58 Policy Review and Evaluation: Manual Accuracy Check

2.240 59

Administration in Absence of Policy 2.250 60 Suspension of Policies 2.260 61

SECTION 3: Fiscal (3.000) 62

IPS: General Fiscal Policy 3.010 63 Fiscal Year 3.020 64 Reporting of Income and Expenditure 3.030 65 Budget Structure 3.040 66 Budget Process 3.050 67 Budgets 3.060 68 Depository of Funds 3.070 69 Authorized Signatures 3.080 70 Signatory Powers 3.090 71 Income from Tuition and Fees 3.100 72 Tuition Payment and Schedules 3.110 73 Non-payment of Tuition and Fees 3.120 74 Tuition Assistance 3.130 75 School Transfer Documents 3.140 76 Aid and Grants to the School 3.150 77 Fund Raising 3.160 78 Accounting Systems 3.170 79 Payroll 3.180 80 Advances in Salary 3.190 81 Money in School Buildings 3.200 90 Petty Cash 3.210 82 Inventories & the Disposal of Equipment 3.220 83 Audits 3.230 84 Purchasing Authority 3.240 85 Paying for Goods and Services 3.250 86 Expense Reimbursements 3.260 87

SECTION 4: Building and Services (4.000) 89

School Buildings and Grounds 4.010 90 Security of the Building 4.020 91 Building Maintenance 4.030 92 Smoking on School Premises 4.040 93 Alcohol on School Premises 4.050 94 Building Use 4.060 95 Emergency Plans 4.070 97 Emergency Closing 4.080 98 Student Transportation 4.090 99

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Student Transportation Safety 4.100 100 Food Service in the School 4.110 101 Insurance Management 4.120 102

SECTION 5: Personnel (5.000) 103

Staffing : Philosophy and Goals 5.010 104 Equal Opportunity Employment 5.020 106 Staff Rights and Responsibilities 5.030 107 Staff with Infectious Diseases 5.040 109 Staff Involvement in Decision Making 5.050 110 Staff Complaints and Grievances 5.060 111 Professional Staff Recruitment and Selection 5.070 112 Professional Staff Evaluations/Appraisals 5.080 114 Professional Staff Arrangements for Substitutes 5.090 115 Classification of Professional Staff 5.100 116 Teacher Assignments and Transfers 5.110 117 Professional Staff Termination and Employment 5.120 118 Teacher Day 5.130 122 Tutoring 5.140 124 Compensation and Benefits: Professional Staff 5.150 125 Salary Schedule Entry Level 5.160 127 Review of Salary Schedule (Professional Staff) 5.170 128 Staff Development 5.180 129 Continuing Education for Staff 5.190 130 Sick Leave 5.200 131 Maternity & Paternity Leave 5.210 132 Compassionate or Bereavement Leave 5.220 133 Personal or Special Leave 5.230 134 Study Leave 5.240 135 Staff Development Absence 5.250 136 Emergency Leave 5.260 137 Employee Tuition Benefit 5.270 138 Notice of Intent to Terminate 5.280 139 Support Staff Positions and Qualifications 5.290 140 Support Staff Evaluations/Appraisals 5.300 141 School Director/Head of School 5.310 142

SECTION 6: Negotiations (6.000)

SECTION 7: Teaching and Learning (7.000) 144

Recognition of Religious Beliefs & Customs 7.010 145 Guidance Programme and Assessment 7.020 146 Curriculum Development 7.030 147 Instructional Guidelines and Objectives 7.040 149 Controversial Issues 7.050 151 Review of Instructional Programmes 7.060 153

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Individual Instructional Services 7.070 154 Language Programmes 7.080 155 Adult Education 7.090 156 Class Size 7.100 157 Extra-curricular and Athletic Programmes 7.110 158 Textbook, Library Resources, Software and other Instructional Materials

7.120 159

Field Trips and Excursions 7.130 161 Assessment Systems 7.140 163 Homework 7.150 164 Promotion and retention of Students 7.160 165 Graduation Requirements 7.170 166

SECTION 8: Students (8.000) 167

Student Involvement in Decision Making 8.010 168 Admission and Placement/Admissions Requirements

8.020 169

Student Attendance 8.030 174 Credit and Attendance 8.040 175 Student Eligibility for Interscholastic Activities 8.050 176 Student Conduct 8.060 177 Student Dress Code 8.070 178 Suspension and Expulsion 8.080 179 Termination and Enrollment 8.090 180 Student Welfare and Safety 8.100 181 Communicable Diseases 8.110 182 Vaccinations and Immunizations 8.120 183 Student Physical Examinations 8.130 184 Reporting 8.140 185 Student Records 8.150 186 Complaints Concerning Staff or Materials 8.160 188

SECTION 9: Community (9.000) 190

Community Involvement in Decision Making 9.010 191 The Parent Association (PA) 9.020 192

SECTION 10: Inter-Organizations (10.000) 193

Relations with Other Schools 10.010 194 Regional and International Associations 10.020 195 Accrediting Agencies 10.030 196

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APPENDICES: Index 197

Appendix # Subject/Area Page 1 School Calendar 198 2 Board: Code of Ethics 200 3 Board Agenda Format 4 Current Year’s Budget 5 Table of Current School Fees 6 Payment of Tuition: Schedule 7 Current Audit 8 Maintenance Plan 9 Emergency Procedures 10 Teachers: Code of Ethics 11 Teacher Job Description 12 Professional /Teaching Staff : Contract 13 Current Salary Schedule 14 Support Staff Contract 15 Director/Head of School Job Description 16 Student Code of Conduct 17 Parent/Guardian: Code of Conduct 18 Dress Code and Uniform 19 IPS Parent Association Bylaws 20 IPS Employee Handbook

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BYLAWS

THE INTERNATIONAL PREPARATORY SCHOOL (IPS) MAURITIUS

Rule 1 - NAME

1.1 The Association shall be known as “International Preparatory School Association” Ordinary Member shall have the right to vote.

1.2 The registered office of the Association shall be at Labourdonnais, Mapou. 1.3 This registered office may be transferred to such address as may be subsequently

decided by the Board of Governors. Rule 2 - DURATION AND SEAL

2.1 The Association shall exist for an indefinite period. 2.2 It shall have a seal bearing its name. Rule 3 - OBJECTS

The objects of the Association shall be as follows: 3.1 to promote, develop and manage primary education using English as the medium of

instruction, in Mauritius, in general, and, especially, at the Preparatory School in Labourdonnais, by taking into account all local conditions with the main objective of acting as a feeder school for English Medium High Schools.

3.2 to provide students with suitable premises and with all the necessary amenities for their education.

3.3 to promote good relations with members of the student community at large. 3.4 to encourage cultural, social and sports activities so as to promote the balanced

development of students. Rule 4 - MEMBERSHIP - FEES 4.1 The association shall be open to corporate bodies, as defined in Rule 4.3(c) below and

persons who are interested in the promotion of English medium in primary education. 4.2 Member shall be of the age of 18 and over. 4.3 There shall be three categories of members as follows:

(a) Ordinary Member shall pay an entrance fee of Rs. 500 and an annual subscription of Rs. 500 payable by the end of September of the year for which it is due.

Ordinary member shall have the right to vote.

(b) Corporate Members shall consist of firms, companies or any corporate body

with expatriates needing international education for their children during their stay in Mauritius.

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There shall be two categories of Corporate Membership, that is

(i) Full Corporate Membership; and (ii) Limited Corporate Membership.

The Full Corporate Member may, after an initial completed period of three consecutive years of membership, relinquish its Full Corporate membership provided that the subscription for Corporate Membership for the current year is fully subscribed. Should the Full Corporate Member relinquish its membership during the aforesaid initial period, it shall pay the annual fees for Corporate Membership for the remaining years of the initial period of three years. The Member may, after relinquishing its Full Corporate Membership, apply to become an ordinary member of the Association. The Limited Corporate Membership entitles the Member to become Limited Corporate Member for a limited period of two consecutive years as from the date of acceptance by the school, after which period the Corporate Membership shall automatically lapse. After the two year period, the Limited Corporate Member may apply to become an ordinary member of the Association. The Fees for Corporate Memberships are as follows: ● Non-Refundable Admission:

Rs 200,000. ● Annual fee:

Rs 25,000.

Corporate Members (both Full and Limited) shall have the right to vote. (c) Honorary Members shall be persons who have contributed largely

for the promotions of the Association and shall not be entitled to pay any entrance fee or subscription.

Honorary member shall have no voting rights. 4.4 The membership of any member from the Association shall automatically lapse for non

payment of fees (including subscription). 4.5 The Board of Governors may expel the membership of any member from the

Association for breach of rules of the Association. Rule 5 - MODE OF ADMISSION AND RESIGNATION 5.1 Application for membership as Ordinary and Corporate Member shall be made on the

application form provided by the Association to that effect and submitted to the Secretary.

5.2 Admission for membership shall be by way of a majority vote of the Board of Governors.

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5.3 The decision to accept or to reject any application for membership rests with the Board of Governors which shall assign no reason for such decision.

5.4 The Register of Members provided for under Rule 13.2 shall be conclusive evidence of membership of the Association.

5.5 Resignations from membership of the Association shall be made in writing and resigning members shall be liable for all moneys owing to the Association for the whole year.

Rule 6 - COMPOSITION OF THE BOARD OF GOVERNORS 6.1 The Association shall be administered by a Board of Governors which shall have not

less than 6 and not more than 10 members who shall be elected at the Annual General Meeting of the Association held before 30 November of each year. Eligibility for election to membership of the Board of Governors shall be restricted to members of the Association.

6.2 The elected members shall choose among themselves a President, a Vice-President, a Secretary, a Treasurer and not less than 2 other members to constitute the Board of Governors.

6.3 The term of office of the Board of Governors shall be for a period of 24 months, starting from the date of election of the term of office.

6.4 Members of the Board of Governors shall be re-eligible at the expiration of their term of office. Exceptionally, the outgoing President shall de facto be a member of the next Board of Governors. Board members shall receive no remuneration.

6.5 The President of the International Preparatory School Parents Association, commonly known as the PA, shall be invited to attend meetings of the Board of Governors of the International Preparatory School Association with no rights to vote. The President of the PA shall have no right to simultaneously hold the post of President of the PA and President of the Board of Governors if elected at the Annual General Meeting of the International Preparatory School Association.

Rule 7 - VACANCIES 7.1 In case of vacancy due to the expulsion, resignation or death of one or more Board

members, the Board of Governors may appoint from the Association, one or more Board members in replacement.

7.2 In case of simultaneous vacancies reducing the total Board membership to 3 members and less or in case of collective resignation of the Board of Governors, a specifically convened General Meeting of the Association shall elect the appropriate number of Board members in replacement.

7.3 In case of collective resignation of the Board of Governors the Secretary of the Association shall, within 14 days of the resignation, convene a General Meeting and the Secretary’s resignation, itself, shall only take effect at the General Meeting. If the Secretary fails to convene a General Meeting within the 14-day time limit, a General Meeting may be convened by the Members of the Association, provided they are not less than 6 in number.

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7.4 The term of office of the Board of Governors members appointed or elected in replacement under this rule shall expire on the normal expiry date of the Board of Governors term of office.

Rule 8: MEETINGS 8.1 The Board of Governors shall meet at least once every 3 months and more often if the

President so decides. 8.2 The Board of Governors shall also meet within 15 days of the receipt of a written

request of at least 4 of its members to that effect. 8.3 The convocations for Board meetings shall be signed by the Secretary and forwarded

to Board members so as to reach them at least 8 days before the meeting. At its meetings the Board of Governors shall not discuss any matter which is not listed on the Agenda, unless a majority of the Board members agree to do so.

8.4 The quorum for Board of Governors meetings shall be at least 4 members. Each Board member shall have one vote and the Board shall take its decisions at a simple majority of its members’ votes. The President of the Board shall have a casting vote if the votes are equally split on any issue.

8.5 The decision of the President as to whether a Board resolution has been passed or rejected shall be final. The decisions of the Board of Governors shall be minuted by the Secretary in a Minutes of Proceedings Book and signed by the President and Secretary. The minutes of every Board meeting shall be read and approved at the subsequent Board meeting.

Rule 9 - REMOVAL 9.1 The Board of Governors may remove any Board member who without a valid reason

has absented himself from 3 or more consecutive Board meetings.

Rule 10 - REVOCATION 10.1 The Board of Governors or any individual member of the Board may be revoked and

replaced by a majority of all the members of the Association at a General Meeting specifically convened to that effect.

10.2 The Board of Governors may terminate the membership of any member in case of misconduct.

10.3 In every case the defaulting member shall be convened before the Board of Governors where he shall –

(a) have the right to be heard and to lay his defense; (b) be entitled to call witnesses to depone in his favour (c) send his defense in writing if he so wishes;

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● provided that if a member is summoned to appear before the Board of Governors and fails to do so, the Board of Governors may take a decision in the matter.

10.4 Any decision taken by the Board of Governors shall be notified to the defaulting

member by registered mail. 10.5 The defaulting member shall have the right to an appeal against any decision taken by

the Board of Governors by sending his appeal to the Secretary by registered mail. 10.6 Any appeal under Rule 10.5 above shall be sent to the Secretary not later than 15

days after the receipt of the notification of the decision of the Board of governors by the member concerned, provided that no appeal shall be considered after the time limit has expired.

10.7 On receiving an appeal under Rule 10.6 above, the Board of Governors shall cause a special general meeting of the members of the Association to be convened and held within one month of receipt of the notice of appeal failing which the charges leveled against the defaulting member shall automatically lapse.

10.8 The decision of the special general meeting concerning the appeal shall be final. Rule 11 - POWERS AND DUTIES OF THE BOARD OF GOVERNORS 11.1 The Board of Governors shall transact the business and administer the assets of the

Association. The Board shall, be responsible for recruiting and determining the terms and conditions of employment of all teaching and ancillary staff of the Preparatory School. The Board, may, in the exercise of its duties, delegate all or part of its powers to one or more of its members or to any person of its choice. The Board shall remain directly accountable to the Association for the acts of any such delegate.

11.2 The Board of Governors is empowered:

(a) to invest the funds of the Association in recognized securities: (b) to lease or to take on lease or to let movable or immovable property:

provided that the sanction of a general meeting shall first be sought for any transaction exceeding one thousand rupees per item in value or four thousand rupees in one year (or for any amount that may subsequently be provided for in the relevant law);

(c) to accept donations and legacies from any source provided that such donations and legacies be free from any conditions detrimental to the objects of the Association.

11.3 The Board of Governors shall not be empowered to dispose, pledge, mortgage or charge any property worth more than three thousand rupees (or any amount that may subsequently be provided for in the relevant law) and belonging to the Association unless such transaction has been approved by ‘‘special resolution’’ in accordance with Section 30 of the Registration of Association Act.

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Rule 12 - DUTIES OF THE PRESIDENT 12.1 The President shall preside over all meetings of the Board of Governors and the

Association. He shall maintain order at meetings and shall ensure that only the matters listed on the Agenda are discussed unless a majority of the members in attendance vote in favour of discussing a matter of an urgent nature which is not listed on the Agenda.

12.2 The President shall sign all the official documents of the Association. 12.3 In case of equity of votes, the President shall have a casting vote. 12.4 If for any reason the President is absent from any meeting, he shall be replaced by the

Vice President and if the Vice President is also absent he shall be replaced by a member elected by a majority of the members present.

Rule 13 - DUTIES OF THE SECRETARY

13.1 The Secretary shall write the minutes of all the meetings of the Association.

13.2 He shall keep a Register of the Members of the Association with their names, addresses and date of admission.

13.3 He shall be responsible for sending all notices of meetings, dealing with the correspondence and keeping the records of the Association.

Rule 14 - DUTIES OF THE TREASURER 14.1 The Treasurer shall keep appropriate accounts books of the Association. 14.2 The Treasurer shall keep all the funds of the Association in a bank account in the

name of the Association. He shall be the official signatory of all the cheques of the Association.

14.3 Once a year, not later than one month after the accounting date, the Treasurer shall prepare and submit to the Board of Governors a statement of all receipts and payments of the Association in respect of the accounting period and of the assets and liabilities of the Association existing on the accounting date.

14.4 The treasurer shall also prepare and submit to the Association a true account of all moneys received and paid by him for and on behalf of the Association, since his appointment or since he last prepared and submitted an account, whichever occurs later, on the following occasions: (a) at least once a year after the accounting date; (b) on his resignation or on the otherwise vacation of his office; (c) where required to do so by the rules of the Association or the Registration of Associations Act.

Rule 15 - ACCOUNTING PERIOD 15.1 The accounting period of the Association shall start every year on 1st September and

shall end on 31st August of the following year. 15.2 The accounting date shall be on 31st August of each year.

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Rule 16 - AUDITORS 16.1 The accounts of the Association shall be audited by the auditors of the Association

once a year, not later than 2 months after the accounting date. 16.2 The Auditors shall be professionally qualified and appointed for a year concurrently

with the Board of Governors at the Annual General Meeting of the Association. 16.3 They may be revoked during their term of office at a General Meeting of the

Association. 16.4 The remuneration of Auditors shall be fixed at the Annual General Meeting but the

rates payable and any change in the rates shall be communicated to the Registrar of Associations within 14 days.

Rule 17 - SECURITY BOND 17.1 The President, The Vice President and the Treasurer shall each become bound with

two sureties in the sum of (Rs 1,000) one thousand rupees jointly and severally for the true performance of their duties.

17.2 The security bonds shall be filed in the office of the Registrar of Associations without undue delay.

Rule 18 - MODE AND RIGHT OF VOTING 18.1 All Ordinary, Corporate and Honorary members of the Association shall have the

rights to attend general meetings. 18.2 Each member, except Honorary Members, shall be entitled to one vote provided that

he is not in arrears with his subscriptions. 18.3 Corporate members shall be represented at general meetings by their duly

representative. 18.4 Any ordinary member who is unable to attend a general meeting may be represented

by another member upon production of an appropriate proxy form. A proxy member shall have the same number of votes as the member he represents.

18.5 Voting by proxy at general meetings shall be allowed subject to section 28 (3) of the Registration of Association Act.

18.6 For the taking of a ‘‘special resolution’’ in accordance with section 30 of the Registration of Association Act, a member may vote by proxy through another member but no member shall vote as proxy for more than twenty members.

18.7 For any purpose other than the taking of a ‘‘special resolution’’, no member shall vote by proxy through another member for more than nine members.

18.8 Voting shall be normally by show of hands or by secret ballot provided that 10% of the members present request one.

Rule 19 - ANNUAL GENERAL MEETING 19.1 An Annual General Meeting shall be held within 3 months of the closing date of the

accounting period. 19.2 The Agenda of the Annual General Meeting shall include:

- the Board of Governors’ annual reports;

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- the approval of the accounts for the past accounting period and of the estimate of

- expenditure for the next accounting period; - the election of the Board of Governors. - the appointment of Auditors;

19.3 A special general meeting shall be called whenever –

a. the Board of Governors so decides ; b. there is a written and motivated request made by not less than ten per cent of

the number of compliant members, in which case the Board of Governors shall cause the meeting to be convened and held within one month from the date of request.

19.4 If the Board of Governors fails to comply with Rule 19.3(b) above, five requisitionists or

ten per cent of the requisitionists, whichever is the lesser, may convene and hold the meeting as provided for in Rule 19.6 below.

19.5 Subject to the provisions of the Registration of Associations Act, 50% of the number of compliant members shall constitute a quorum for any general meeting.

19.6 In case there is no quorum- (a) The Annual General Meeting or the special general meeting

convened under Rule 19.1 or Rule 19.3 above shall be postponed for a fortnight and at that subsequent meeting the business of the day shall be proceeded with notwithstanding the number of members present.

(b) All other special general meeting shall be absolutely dissolved. 19.7 Notice of any general meeting with the agenda shall be given in writing by the

Secretary to the members at least fourteen (14) days before the date on which the meeting is scheduled.

Rule 20 - AMENDMENTS – WINDING UP – AMALGATION 20.1 The rules of Association may be amended and the Association may be wound up or

amalgamated only in strict accordance with the law.

Rule 21- FORMALITIES 21.1 The Secretary of the Association shall comply with all the legal representative

requirements concerning notices to be forwarded and registers to be kept. 21.2 The books of the Association shall be kept in English or in French and at the seat of

the Association. 21.3 Any member of the Association or any other person having an interest in the funds of

the Association may inspect the books of the Association upon prior arrangement with the Secretary.

21.4 The Association shall act, sue and shall be sued, implead or be impleaded and shall do all other acts under its corporate name through its Secretary.

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21.5 Whenever the Association shall be sued or be impleaded and whenever it shall be necessary to serve notices, summons and any other legal process, judicial or extra judicial upon the Association, service upon the Secretary shall be good and sufficient upon the Association

Signature of Secretary ……………………………………………………… Sailash Boodhoo Name of Secretary …………………………………………………………… Date …………………………………………..

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Section 1

The School

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Policy: 1.010 SCHOOL LEGAL STATUS

The name of the school is The International Preparatory School (IPS). The International Preparatory School (IPS) is a non-sectarian, co-educational, non-profit, independent, tuition-based, Nursery through Class 6 School for children aged 3 to 11, operating under the bylaws and sponsorship of the International Preparatory School Association (IPSA). The school‘s educational programme is international in nature, based upon internationally recognized pedagogical educational standards and is organized in a manner consistent with comparable schools. The school program is taught in English, and French is introduced at different levels as of Class 1. The Council of International Schools (CIS) currently accredits IPS. This accreditation status is highly valued by the school and by the community as recognition that the school adheres to recognized international standards in its governance, educational programmes and in all its modes of operation. It is the belief that the school has inherent national and international qualities due to its location in Mauritius and due to the diverse international backgrounds of the school population. It is believed that modifications to the educational 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, Learning Support programmes and the inclusion of Mauritian culture, history and geography. Legal Status of the School in Mauritius The International Preparatory School (IPS) is a private school for the benefit of the local, foreign and expatriate community, to be governed and directed as set forth in the School’s adopted bylaws and policies. The institution falls under the legal jurisdiction of the laws, rules and regulations of Mauritius. The Board of Governors exercises governance of the School. School and Levels of Instruction The International Preparatory School offers an international primary school educational program to students in the local and foreign communities of Mauritius who desire such an education. The class/grade structure is: l. Early Childhood Section Nursery and Reception classes 2. Primary School: Stage 1 Years 1, 2 and 3. 3. Primary School: Stage 2 Years 4, 5 and 6 At the end of Year 6, pupils transfer to various local high schools (government schools and independent international schools) or to high schools overseas.

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Originally adopted September, 2014 To be reviewed Tri Annually Last review September, 2014 Next review due September 2018

Officer Signature Date

President Dhan Beeharry Sept 16

Secretary Sailash Boodhoo Sept 16

Treasurer Lara Vaudin Sept 16

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Policy: 1.020

INTERNATIONAL PREPARATORY SCHOOL, MAURITIUS SCHOOL VISION, MISSION AND PHILOSOPHY

Vision 'Inspiring our learners to thrive in a world of change’. Mission Inspire, Empower, Lead We will inspire our learning community through an inquiry curriculum and commitment to on-going improvement. We will empower our learning community to find solutions to real life challenges through creative and critical thinking. We will lead our learning community to promote a spirit of internationalism by thinking globally and acting locally. Our Educational Aims IPS aims to empower our students to tackle current and future challenges successfully, using their personal knowledge, passions, experience and dispositions to the full. The aim of all IB programmes at IPS is to develop internationally minded people who, recognizing their common humanity and shared guardianship of the planet, help to create a better and more peaceful world. International Preparatory School IB learners strive to be:

§ Inquirers We nurture our curiosity, developing skills for inquiry and research. We know how to learn independently and with others. We learn with enthusiasm and sustain our love of learning throughout life.

§ Knowledgeable We develop and use conceptual understanding, exploring knowledge across a range of disciplines. We engage with issues and ideas that have local and global significance.

§ Thinkers We exercise initiative in applying thinking skills critically and creatively to recognize and approach complex problems, and make reasoned, ethical decisions.

§ Communicators We express ourselves confidently and creatively in more than one language and in many ways. We collaborate effectively, listening carefully to the perspectives of other individuals and groups.

§ Principled

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We act with integrity and honesty, with a strong sense of fairness and justice, and with respect for the dignity and rights of people everywhere. We take responsibility for our actions and their consequences.

§ Open-minded We critically appreciate our own cultures and personal histories, as well as the values and traditions of others. We seek and evaluate a range of points of view, and we are willing to grow from the experience.

§ Caring We show empathy, compassion and respect. We have a commitment to service, and we act to make a positive difference in the lives of others and in the world around us.

§ Risk-takers We approach uncertainty with forethought and determination; we work independently and cooperatively to explore new ideas and innovative strategies. We are resourceful and resilient in the face of challenges and change.

§ Balanced We understand the importance of balancing different aspects of our lives—intellectual, physical, (spiritual) and emotional— to achieve well-being for ourselves and others. We recognize our interdependence with other people and with the world in which we live.

§ Reflective We thoughtfully consider the world and our own ideas and experience. We work to understand our strengths and weaknesses in order to support our learning and personal development.

Originally adopted August 2012 To be reviewed Tri Annually Last review August 2016 Next review due July 2019





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Policy: 1.030 (also 7.040) INSTRUCTIONAL GUIDELINES AND OBJECTIVES

The International Preparatory School will strive to provide quality education that will permit and assist every student:

1. To acquire a mastery of the basic academic skills. 2. To master verbal and mathematical communication skills and to apply these 3. Appropriately in a variety of different contexts and situations. 4. To acquire a positive attitude toward learning, reflection, thought and research. 5. To acquire the greatest possible understanding and appreciation of oneself and of our

responsibility to the world around us. 6. To acquire an understanding and appreciation of people belonging to the many social,

cultural, and national groups different from one’s own. 7. To learn to be a responsible citizen, aware and responsive to the needs of others. 8. To understand how to keep healthy - both emotionally and physically. 9. To receive the opportunity and the encouragement to be successful and creative in a

variety of different areas and to discover and nurture one’s particular creative strengths and abilities.

10. To understand and appreciate human achievements in the natural sciences, the social sciences, the humanities, in physical activities and in the arts.

11. To prepare for and live in a world of rapid change. 12. To require 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.

To achieve these goals, the curriculum of the International Preparatory School will reflect the following guidelines:

1. The curriculum will be drawn from recognized best primary school educational practice and research from around the world, modified to provide as international a perspective as possible and to reflect important aspects of the life and culture of the School’s host country of Mauritius.

2. The curriculum will provide a rigorous, challenging and consistent program that will capture students’ interests but will also prepare them for lifelong learning.

3. The curriculum will be complete and balanced within the limitations of the school’s particular resources and facilities.

4. The curriculum in each area will reflect a coherent, orderly progression through the grades/classes and will be revised and adjusted annually to reflect current practice and research.

5. Because many students attend our School for only a few years, the curriculum should be designed to permit students to enter this School and other schools with minimum academic dislocation.

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6. Within the limits of our resources and expertise, the curriculum will offer special opportunities and learning support for students with mild and moderate specific learning challenges, both within the regular classroom and by means of individual and small group work outside the regular classroom.

7. Taking full advantage of our situation in an international setting will enrich the curriculum.

8. The curriculum will be continuously reviewed by the professional staff and periodically evaluated for the Board of Governors to ensure that it meets the needs of our students and so that it can be improved.

Originally adopted September 2014 To be reviewed Bi Annually Last review September 2016 Next review due September 2018





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Policy: 1.040 DISCRIMINATION AND HARASSMENT

IPS 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 IPS 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 related to or based on a person’s gender, race, religion, language, dress or sexual orientation, which deprives that 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, language, dress, learning styles and abilities or sexual orientation. It also includes any form of harassment or discrimination conducted via the Internet or via online social networks of any kind. The unauthorized disclosure of confidential school data and information to unauthorized parties will also be considered a form of harassment. The school operates a policy of inclusion and strives to admit students with mild to moderate learning and physical challenges.






24

Policy: 1.050 COMMUNITY INVOLVEMENT IN DECISION MAKING

Members of the IPS community who are especially qualified because of training, experience, or personal characteristics shall be encouraged to share their particular expertise for the benefit of the school community. Other members of the wider local community may be invited by the Board of Governors and/or the Head of School to share their particular experience/expertise with the School. Such persons, when not connected to the School as Governors or employees, may be invited to advise and assist, individually or in groups. The Board of Governors invites such assistance in specific areas after consultation with the Head of School. The Board of Governors and staff shall give 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 matters. However, having considered the advice put forward by these invited experts, the Board of Governors, the Head of School and the staff shall use their own best judgment in arriving at decisions. Originally adopted September 2014 To be reviewed Bi Annually Last review September 2016 Next review due September 2018





25

Policy: 1.060 STAFF INVOLVEMENT IN DECISION MAKING

It is the policy of the Board of Governors to encourage employee participation in decision making for the School. Such participation shall include, as appropriate, involvement in: 1. Policy development 2. Administrative rules development 3. Budget planning 4. Facilities planning

5. The design and implementation of the academic programme and curriculum

6. Any other areas as designated by the Board of Governors In the development of regulations and arrangements for the operation of the School, the Head of School 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 Head of School (HOS) shall develop with employees, channels for the ready communication of ideas regarding the operation of the School. The HOS will weigh with care the counsel given and shall include such counsel in presenting recommendations for Board action.






26

Policy: 1.070 STUDENT INVOLVEMENT IN DECISION MAKING

The Board of Governors shall consider student opinion in establishing policies, particularly those in the area of student privileges and other areas that are of special importance to students. Students shall be encouraged to establish a student-elected Student Council. This council will work closely with the Heads of School (HOS and DHOS) and with a member of staff designated to sponsor and support the Student Council. Suggestions, ideas and concerns from the Student Council shall be given administrative consideration for adoption and/or implementation. The Head of School will be the conduit for the students to the Board of Governors. The Head of School will also devise a system for the appointment of other student leaders, Prefects and Monitors and clarify their roles and responsibilities within the school Originally adopted September 2014 To be reviewed Bi Annually Last review September 2016 Next review due September 2018





27

Policy: 1.080 SCHOOL YEAR AND SCHOOL CALENDAR

The school year shall consist of, on average, no fewer than 170 instructional days. This may vary slightly each year depending on when the Mauritian national holidays fall and on which days are officially declared a national holiday each year by the government. Teachers will be subject to a maximum of 190 contract days. Teachers with particular contractual responsibilities may be required to be present for more than 190 days, depending on their individual contracts and responsibilities and the needs of the School. At or before its regular February meeting, the Board shall adopt the school calendar for the following school year. The Head of School will submit a recommended calendar to the Board of Governors in advance of this meeting. The agreed calendar will be published for the school community following this February meeting. IPS follows a northern hemisphere school year. The school year will normally begin in early September and continue to late June. Provision shall be made for holiday periods each mid-term and at the end of each of the school’s three terms. The school calendar will also include other statutory and appropriate national and religious holidays. The major school vacation will be during the months of July and August. (See Appendix 1 for current school calendar)





Originally adopted September 2014 To be reviewed Annually Last review September 2016 Next review due September 2018

28

Policy: 1.090 THE SCHOOL DAY

● The normal instructional school day for Years 1-6 will be from 7:50am until 2:50pm. ● The normal instructional school day for Reception classes will be from 7:50am until

2:30pm. ● Students opting for full-day Nursery Classes will also attend school from 7:50am until

2:30pm. ● Half day Nursery class children will attend school from 7:50am until 12 noon.

These instructional times are inclusive of lunch and any break times. Instruction is defined as all curriculum related activities and lessons, including social interaction. The hours of instruction and the specific timetables and allocation of time for particular areas of the curriculum will be determined by the Head of School. The school reserves the right to make occasional adjustments to the daily schedule for reasons which may include, but are not limited to, professional development, accreditation, school breaks and inclement weather and for other and sometimes unforeseen but appropriate reasons. Any changes to the regular school day will be communicated to the community as far in advance as is made possible by the circumstances prevailing and by whatever means of communication is available and quickest at the time. This may include any of the following: email, newsletter, SMS message or telephone. In emergencies created by situations such as tropical storms, cyclones, heavy rains or other local circumstances which lie beyond the control of the School, the school is obligated to close when instructed to do so by the relevant government offices. In such situations, the school and the community will follow the instructions and procedures as laid down in the Emergency Procedure Handbook.






29

Policy: 1.100 (also 4.080) EMERGENCY CLOSING

The Head of School 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 Head of School or by the designated Acting Head of School. The Head of School 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 Head of School will, in addition, either inform and/or consult with the Chairperson of the Board of Governors. Instructional days lost due to emergency closings may, if possible, be rescheduled through extended days or an extended year to ensure that the minimum number of teaching days is met. The Board of Governors will, on the recommendation of the Head of School, make such decisions. It is recognized that the Mauritian Government will also mandate a school closure at times when it considers this the safest option. In such cases, the Head of School has to ensure that the School complies with such mandates. The School will inform parents/guardians of such school closures at the earliest possible time and by the technological means agreed with the community, and available at the time. Parents are responsible for keeping the School informed of their up-to-date contacts and contact persons, for maintaining access to the necessary communications technology and for collecting their children from School at the earliest opportunity during such school closures. Children will only be released to the parents or to those adults given specific authorization by the parents to collect the children.

Originally adopted September 2014 To be reviewed Tri Annually Last review September 2016 Next review due September 2019





30

Policy: 1.110 EMERGENCY PROCEDURE HANDBOOK

Proper operation of IPS requires up-to-date contingency plans to handle emergency situations such as natural disasters, fire, civil unrest, military mutiny, potential terrorist attacks or any other situations thought to constitute a direct threat to the School. The Head of School will review, by the end of September of each academic year, the school’s Emergency Action Plan that details the steps to be taken under a range of emergency contingencies. This Emergency Action Plan will be made available on the School website to board members, faculty, staff and parents, as well as all embassies and major organizations that have children attending IPS. It will also be available in hard copy to all staff working at IPS. The Emergency Action Plan includes the following:

1. An up-to-date bulk SMS system 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 map of the location of safe-haven houses and a listing of alternative safe housing

assignments for students and staff members. 4. A home-school plan for teaching students in the case of a protracted security situation.






31

Section 2

The Board of Governors

32

Policy: 2.010

LEGAL STATUS OF THE BOARD OF GOVERNORS The Board of Governors has responsibility for all matters related to the governance of the International Preparatory School. 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.






33

Policy: 2.020 BOARD OF GOVERNORS: RESPONSIBILITIES

The Board of Governors considers policy development and fiduciary responsibilities to be its primary functions. Policies are those outcomes of planning and evaluation, which guide the Board of Governors in its operation and are guides for action by the Head of School. Policies also act as a means of communication with the community, staff, and students relative to the School’s Mission and Vision and other guiding statements and to its philosophy and objectives and Board decisions. Policies should be broad enough to allow for discretionary action by the Head of School and yet narrow enough to give clear guidance. The Board of Governors 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 Head of School and his/her staff, who are held responsible for the effective administration and supervision of the School. By means of regular training, the Board will maintain a clear understanding of its various key roles and responsibilities. The Board of Governors will ensure the financial stability of IPS through sound financial planning and the monitoring of the annual budget. Other responsibilities will include:

1. To establish the mission, vision and philosophy of the School 2. Plan strategically to ensure the viability of the School 3. To employ, support and evaluate the Head of School 4. To monitor the work and effectiveness of the educational program through discussions

with the Head of School 5. Approval of the annual operating budget 6. Approval of the annual calendar 7. Evaluation of itself on an annual basis

However, in carrying out its governance responsibilities, the Board does retain the power to intervene only when extraordinary circumstances require it to do so.


34





35

Policy: 2.030 BOARD OF GOVERNORS: MEMBERSHIP

Board of Governors membership will be in accordance with the Bylaws.






36

Policy: 2.040 BOARD OF GOVERNORS: IPS BOARD PLEDGE

The Board of Governors endorses the Code of Ethics as described in Appendix # 2 and adopts them for the International Preparatory School, Mauritius. (see Appendix # 2 The IPS Board Pledge – How We Will Operate: 2016-2017) Originally adopted September 2014 To be reviewed Bi Annually Last review September 2016 Next review due September 2017





37

Policy: 2.041 EXECUTIVE SESSIONS OF THE BOARD OF GOVERNORS

The Board of Governors, at the discretion of the Board President or upon four or more voting board members, may request an Executive Session to discuss matters considered by the Board to be sensitive. Only voting Governors 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 Governors in Executive Session shall be ratified in a regular session. Minutes taken during an Executive Session shall be held as confidential in accordance with the Board of Governors policy on minutes (Policy: 2.200, MINUTES). Members of the Board 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 Governors or further action if appropriate.






38

Policy: 2.050

BOARD MEMBER 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 Governors. Whenever a contract for the purchases of supplies, equipment or services shall be made from companies (represented) or individuals on the Board, proper notice must be given to the Governors prior to any decisions of the Board of Governors. If a board member has a conflict of interest in a matter to be reviewed by the Board, he/she may abstain for cause by announcing such to the Chairperson. 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.






39

Policy: 2.060 AUTHORITY OF THE BOARD OF GOVERNORS

The Board of Governors authority will be in accordance with the Bylaws.






40

Policy: 2.070 QUALIFICATION OF BOARD MEMBERS

When appointing new Governors, the Board will select persons from within the community and according to the Bylaws. The following should also be considered:

1. The proposed member possesses special talents or expertise needed by the Board for a particular committee.

2. The proposed member has demonstrated an interest in education and in supporting

and furthering the development of the International 3. Preparatory School.

4. The proposed member can and will give the necessary time and effort to attend all

regular and executive meetings as well as committee meetings, regular board training workshops and school and community events.






41

Policy: 2.080 BOARD MEMBERS: ORIENTATION AND DEVELOPMENT

Each new Governor shall be afforded every opportunity to become oriented to the functions and responsibilities entailed by appointment to the Board of Governors. It shall be the duty of the Board Chairperson or his/her designate and of the Head of School to assist each new member in understanding the Board of Governors functions, policies, procedures, and the operation of the School. The following procedures shall be employed as a minimum orientation standard:

1. The new Governor shall be given selected materials: policy manual, bylaws, strategic plan, recent past minutes, and any other materials that are appropriate to give the new Governor a clear summary and understanding of recent actions.

2. The new Governor shall meet with the Head of School and Chairperson to discuss the

services the Board provides for the School.

3. The new Governor will undergo an orientation session to be administered by the Board Chairperson and the Head of School and this may also include the Board’s designated committee or individual (s).






42

Policy: 2.100 BOARD OF GOVERNORS: OFFICERS

Board of Governors Officers will be appointed in accordance with the Bylaws.






43

Policy: 2.110 BOARD OF GOVERNORS: COMMITTEES

As the need arises, the Chairperson creates all Board of Governors Committees and appoints committee members and chairpersons, unless otherwise directed by the Board. Within their subject areas, committees will consider issues, prepare reports to meet the deadlines set and make recommendations for the decision of the Board. Standing Committees ● Finance Committee

The Treasurer will chair this Committee. In conjunction with the Head of School, the Committee reviews the annual budget as prepared by the Head of School and the Bursar. It submits regular financial reports and periodic audit reports reflecting the current financial status of IPS. It supervises the deposit of School funds. The Committee makes recommendations about tuition, fees and individual cases of tuition payments. It will also act as a negotiation body for teacher salaries and benefits.

● Policy Committee

This Committee, in collaboration with the Head of School, will continue to review, evaluate and create policy. Policy areas will be set forth by the Board of Governors and the Head of School will provide the initial draft of such policies. This committee will also set the groundwork for strategic planning for the School in conjunction with the entire Board of Governors and with the Head of School.

● Buildings and Facilities Committee

This Committee makes recommendations about location, acquisition, disposal, improvement and upkeep of school property.

● Ad Hoc Committees

The Board of Governors may create an Ad Hoc Committee which it deems necessary for a particular purpose/project.






44

Policy: 2.120

BOARD OF GOVERNORS-DIRECTOR (Head of School) RELATIONSHIP The Board of Governors shall delegate the day-to-day management of the financial, physical and personnel resources to the Head of School according to policy. The Head of School is responsible to the Board of Governors for the administration of its policies, the execution of Board decisions, the operation of the internal machinery designed to serve the School program and for keeping the Board informed about School operations and problems.

1. The Board of Governors shall strive to procure, when a vacancy exists, the best professional leader available for the position of Head of School. Then the Board of Governors as a whole, and individual members, shall:

2. Give the Head of School full administrative authority for properly discharging his/her

professional duties and for maintaining and reviewing academic results.

3. Hold all meetings of the Board of Governors in the presence of the Head of School, except those pertaining to the Head of School's appraisal and contract.

4. Refer all requests, suggestions, complaints and criticisms to the Head of School, and

only discuss them at a regular meeting after failure of administrative (Head of School) solution; and

Present criticisms of any employee initially to the Head of School. The Board of Governors shall devote part or all of one meeting, at least annually and at least nine months prior to the expiration of the Head of School’s contract, to a discussion of the working relationship between the Head of School and the Board.


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46

Policy: 2.130 BOARD OF GOVERNORS-HEAD OF SCHOOL-ADMINISTRATOR

RELATIONSHIP The Head of School may delegate the day-to-day management of physical resources, per or coordinators. At IPS this group comprises:

§ The Deputy Head of School § The Bursar § The Coordinators of specific sections of the school, namely:

o Early Childhood (Nursery and Reception classes) o Lower Primary (Years 1, 2 and 3) o Upper Primary (Years 4,5 and 6) o PYP/Curriculum Coordinator






47

Policy: 2.140 REGULAR BOARD OF GOVERNORS MEETINGS

In accordance with Rule 8.1 of the IPS Bylaws, the Board president shall ensure that the Board of Governors meets at least once every three months and more often if the Board President so decides.






48

Policy: 2.150 SCHOOL COMMUNITY ATTENDANCE AT THE BOARD OF GOVERNORS

MEETINGS Meetings of the Board of Governors 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 Governors may invite a member/s of the community. 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 Governors and those persons directly invited by the Board of Governors to attend will be allowed to stay. These executive sessions are times when discussions are not appropriate for public announcement until fully considered. In order that the Board of Governors 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 Governors are requested to direct these to the Head of School at least one week prior to the scheduled regular board meeting. The Head of School will then share such items with the Chairperson of the Board, and they will deal with them according to rules adopted by the Board. The intent of the rules is:

• to allow a fair and adequate hearing to interested parties;

• to allow the Head of School to take direct action, or to recommend action to the Board;

• to minimize the possibility of the Board 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 Governors.






49

Policy: 2.160 SPECIAL BOARD MEETINGS

The Board President may convene special meetings of the Board of Governors when intensive consideration of a particular matter is required or to allow time for in-depth study and debate. Special meetings, except for periods during which the Board is in Executive Session, may , as deemed appropriate or useful, be open to parents/guardians of IPS students, students, faculty and others specifically invited by the Board for their expertise. Apart from meetings convened by the Board President the Board may meet in special meetings at the request of at least four voting members. The request shall indicate the subject proposed for discussion and the date proposed for such meetings Notice of special meetings called by the Board 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 Governors. Special meetings called at the request of members shall be announced in writing to all Governors. No business other than that stated in the call for the special meeting shall be considered.






50

Policy: 2.180 BOARD AND COMMITTEE ACTION PLANS

At the first Board meeting of each academic year, the Board President shall present a Board of Governors and Committee Action Plan for the School Year for revision and adoption by the Board. This Action Plan is prepared in collaboration with the Head of School and with the goals and objectives of the current IPS Strategic Plan for School Improvement. Originally adopted September 2014 To be reviewed Bi Annually Last review September 2016 Next review due September 2018





51

Policy: 2.190 AGENDA PREPARATION, FORMAT AND DISSEMINATION

The Head of School/Board Secretary shall prepare an agenda, in consultation with the Board President, for each regular meeting. Matters may be proposed for consideration by the Board of Governors, by the Head of School, by Governors, by teachers, by students and by parents or guardians of students enrolled in the School. Proposed agenda items should be submitted to the Head of School, with appropriate documentation, at least seven days prior to the meeting at which the item is to be discussed. The Head of School to the Governors shall distribute a packet of meeting materials at least five 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. It is recognized 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 Board President will use his/her discretion in such matters.






52

Policy: 2.200 MINUTES

Minutes shall be kept for all meetings, whether they are Regular or Executive Sessions, and for all Board Committee meetings and shall include not less than:

1. A statement of the time, date and place of the meeting; 2. Governors present and Governors absent 3. Any decisions made at the meeting, and a record of all votes; and 4. For Executive Sessions, the purpose(s) for which the Executive Session was held

Minutes shall be approved by the Board of Governors and signed by the Secretary at the next regular meeting. The Head of School will generally appoint a member of the school support staff or another qualified person to take minutes at regular meetings. All minutes will be circulated to the Board of Governors and the HOS within 10 days following the meeting. The Head of School will make a written summary of minutes taken during the Executive Session or Board Meeting, these he/she will make available to the IPS Community. 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 Head of School 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.






53

Policy: 2.210 BOARD POLICY DEVELOPMENT

The Board of Governors shall develop and adopt a set of operational policies to be maintained in a manual entitled "Policy Manual - the International Preparatory School, Mauritius.” The Board shall adopt additional policies as needed and revise existing policies as provided therein; and make them available to parents or 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 Governors. Adoption, deletion, or amendment of the policies shall require a quorum of the Board and a majority vote. The Head of School will 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 Head of School and then communicated to the Board Policy Committee. This Committee 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 Governors 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 to the Governors.

2. Receipt of concerned individual or group responses (by the Head of School) for presentation to the Board of Governors at the next regular meeting.

3. Discussion and final action by the Board of Governors, after receipt of the final draft.

The formal adoption of policies will be recorded in the minutes of the Board of Governors 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 immediate adoption is agreed as necessary. Each policy should have a specific effective date of adoption to provide guidance for the Board of Governors and the Head of School. If a situation arises in which the Board of Governors must act quickly, the Board may, by a two-thirds vote of voting Governors, 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 to reconsider such "emergency" policies after they have been in force for several months, to ensure that the policy is well considered and is still appropriate for continued use.

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55

Policy: 2.220 POLICY CODIFICATION SYSTEM

The Board of Governors adopts the policy codification system exemplified in this board-approved IPS policy manual. The system is based on a numerical codification system developed for the Council of International Schools (CIS), adapted for use by the International Preparatory School, Mauritius 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 future reference.






56

Policy: 2.230 BOARD REVIEW OF ADMINISTRATIVE REGULATIONS

(And Approval of Issuance) The Board of Governors reserves the right to review administrative regulations at its discretion. The Board will be provided with copies of all major school wide regulations issued by the Head of School. The Head of School will include any new regulations to be implemented in his/her regular report to the Board of Governors, for their information and review. It is noted however, that this review is not necessary for all regulations, except when required by law, or when strong community, student or staff reaction, make it strongly advisable for the regulation to have the Board of Governors advance approval. The HOS will be expected to use his/her discretion here. Before issuance, significant regulations will be: ● Approved by the Board ● Retained by the Head of School in a format open to the School community e.g. (as

appropriate) on the school website or in print form such as in a Parent, Student and Staff Handbook.

● These will also be available in online format (paperless). Originally adopted September 2014 To be reviewed Bi Annually Last review September 2016 Next review due September 2018





57

Policy: 2.240 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 Governors action and administrative decisions, the Board shall review and evaluate its policies continuously. The Head of School is given the continuing commission of calling to the Board of Governors attention all policies that are out of date or for any other reason appear to need revision. From time to time, new policies will also need to be formulated to govern new situations. The Head of School will advise the Board of these and will draft such new policies for the Board’s consideration.






58

Policy: 2.250 ADMINISTRATION IN ABSENCE OF POLICY

In cases when action must be taken and the Board of Governors has provided no policy guidelines for such action, the Head of School shall have the power to act. His/her decisions, however, shall be subject to review by the Board at its next regular meeting or special meeting if necessary. The Head of School will inform the Board of such action and of the need for a new or revised policy. Originally adopted September 2014 To be reviewed Bi Annually Last review September 2016 Next review due September 2018





59

Policy: 2.260 SUSPENSION OF POLICIES

The operation of any section or sections of the Board of Governors’ policies not established in the Bylaws may be temporarily suspended by a two-thirds vote of Board members at any regular or special meeting.






60

Section 3

Fiscal

61

Policy: 3.010 IPS – GENERAL FISCAL POLICY

The International Preparatory School, Mauritius is a non-profit organization that has the sole purpose of providing a quality educational program for the students. The School’s income is derived mainly from tuition fees and is, on occasion, supplemented by various fund raising activities. Income is primarily in Mauritian currency (Mauritian Rupees), while expenditures can occur in more than one currency. The Board of Governors recognizes that sound money management comprise the foundational support of the entire School program. To ensure that this support is as effective as possible the Board intends to:

• Encourage advance planning through the best possible budgetary procedures.

• Explore all practical sources of income. • Guide the expenditure of funds so as to generate the greatest educational

returns. • Support 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 the short-term and the long-term. In recognizing this, the Board of Governors 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. ● To build up sufficient cash resources to enable the School to execute its Strategic Plan.






62

Policy: 3.020 FISCAL YEAR

The fiscal year of the International Preparatory School is September 1 to August 31.






63

Policy: 3.030 REPORTING OF INCOME AND EXPENDITURE

It will be the job of the Head of School of the International Preparatory School, Mauritius, in collaboration with the Bursar, to provide regular information to the Board of Governors on the current situation regarding income and expenditure:

• 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 should in turn report to the Board of Governors on the financial position of the School on a quarterly basis.






64

Policy: 3.040

THE BUDGET STRUCTURE The School budget and bookkeeping should be maintained in accordance with accepted practices according to Mauritian law.






65

Policy: 3.050 THE BUDGET PROCESS

Responsibility The overall responsibility for the preparation of the full budget package shall remain with the Head of School, although a close involvement of the Board Finance Committee and the School Bursar is envisaged, as described below. The Finance Committee is responsible for examination of the Budget package and its subsequent presentation to the Board of Trustees. The Board of Governors is the final approving authority for the complete School Budget. Budget Preparation Flow and Timetable In order to ensure that there is adequate discussion/examination of the Budget or any of its schedules by the various Committees involved and ultimately by the Board of Governors 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: § November - Budget for the current year is presented at the AGM of the Board of governors

and the audited accounts are presented for adoption. § November/December - Preliminary schedules for the next year’s budget to have been

prepared by the Head of School in collaboration with the Bursar and the Treasurer. § January/February - Finance Committee to have discussed the proposed School Budget with

the Head of School. § January/February - Proposed School Budget to be prepared and ready for distribution with

the agenda for the February Board meeting. § February/March - Presentation of the tentative School Budget to the Board for outline

approval. § March/April - Final approval of the School Budget. § April/May - New fees for the coming year presented to parents (See Appendix : Annual School Budget)






66

Policy: 3.060

BUDGETS The School bookkeeping will be organized so as to give a clear indication of all separate areas of costs and income, as advised by the Board Finance Committee, and by the School Bursar, accountants and auditors.






67

Policy: 3.070 DEPOSITING OF FUNDS

The Board Finance Committee will recommend to the Board of Governors banking facilities suitable to the needs of the School. Upon Board approval, School funds will be deposited in those banks. The day-to-day management of the School funds is delegated to the Head of School, working in collaboration with the Bursar and in consultation with the Finance Committee. S/he 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 Bursar will provide the Head of School with regular updates on the availability, movement and management of School funds. Information on the depositories shall be available to the Board Finance Committee and reviewed by the Board of Governors from time-to-time.






68

Policy: 3.080 AUTHORIZED SIGNATURES

Signing authority on the School’s bank accounts (cheques, bank transfers and internet-banking) rests with the following:

• President of the Board • Treasurer of the Board • The Head of School

All cheques and financial transactions require two signatures. The Head of School and the Treasurer may sign (cheques, bank transfers, internet banking) to the value of 30,000 Mauritian Rupees (thirty thousand). For amounts above 30,000 Mauritian Rupees the signatures of the Board President and the Treasurer will be required.

• The Board of Governors delegates to the Head of School the execution of payments required under established agreements and contracts (e.g. payment of salaries).

• Agreements and contracts that are legally binding upon the International

Preparatory School, Mauritius will require the signature of the Chairperson, Treasurer and Secretary as outlined in the Articles of Association. (Refer to 3.230)






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Policy: 3.090 SIGNATORY POWERS

The Board of Governors will, with a two-thirds majority, delegate signatory powers to the Head of School. This can be determined on a year-to-year basis or by the length of the Head of School’s contract. The Board of Governors also has the power, by simple majority, to revoke this delegated power. With this amended power, the Head of School shall, on behalf of the Board of Governors, be responsible for employment contracts and spending within the approved operating budget.






70

Policy: 3.100 INCOME FROM TUITION AND FEES

Annually, in conjunction with the adoption of the School Budget, the Board of Governors will set a schedule of tuition and other fees for that year. The tuition and fee schedule will be established according to estimated student enrolment, available financial resources, and budget requirements. Currently, School fees include tuition fees, application fees and registration fees, deposit, insurance, investment funding loan, books and materials, yearbook. There are also two optional payments if parents opt to join the Parent Association and /or the IPS Association. The Head of School will develop, and the Board will approve procedures and rules regarding the payment of tuition and miscellaneous fees set by the Board. Before a student is admitted, the parents/guardians will be advised of the current fees and of the payment procedures:

§ Fees for current IPS students will be invoiced in Term 3 for the coming year.

§ Parents of new students will be invoiced on completion of all admissions formalities and procedures.

§ The application fee is paid once, at the time a student applies for enrollment at IPS. § The registration fee will be paid once, on admission to IPS. § There will be no tuition refunds.

(See Appendix for Tuition schedules)






71

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 enrolment 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 any others are payable in the local currency, Mauritian Rupees. All fees are billed in Term 3 for returning students and pre-registered students and all school fees are due before the first day of school. In cases of non-payment by the dates stipulated, the school reserves the right to exclude that student from school until such fees are settled. The School requires, in writing, a full term’s notice before the withdrawal of a child from IPS. The dates for withdrawal are as follows:

Date for submission of written notice of withdrawal of a student

Date child to be withdrawn from IPS

By Day 1 of Term 3 (April) For withdrawal as of Day 1: Term 1 By Day 1 of Term 1 (September) For withdrawal as of Day 1: Term 2 By Day 1 of Term 2 (January) For withdrawal as of Day 1: Term 3 Failure to provide written notice by these dates will result in the levy of one term’s fees in lieu of notice.






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Policy: 3.120

NONPAYMENT OF TUITION AND FEES No student will be permitted to start attending the International Preparatory School, Mauritius until application fees and registration fees and all other fees due have been paid and tuition payments have been committed, paid and received. If any tuition payment is past due for more than one (1) academic term, the student will not be allowed to start a new academic term until monetary commitments have been tendered. The School will always communicate notice of pending action to responsible parties prior to any action. The School will, in good faith, try to circumvent any action to prevent the disruption of a student’s educational course of study. Suspension of a student from IPS because of non-payment of fees will be for a maximum of one month. If outstanding fees are not settled after one month, IPS will deregister the student. The parents or guardians are ultimately responsible for any action that the School must undertake to ensure tuition payments. Any pending action by the School for non-payment will be reported to the Board of Governors for their information.






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Policy: 3.130 TUITION ASSISTANCE

The International Preparatory School, Mauritius has no provision or policy for tuition assistance to any students, with the exception of IPS teachers’ children. Fulltime teachers at IPS, Northfields International High School (NIHS) and Le Bocage International School (LBIS) will receive a 50% discount on tuition fees for up to three of their own children attending IPS. No other discount will be given to fulltime teachers for any fees due other than for tuition fees. The same fees payment rules apply as for all other parents who are not teachers at IPS, NIHS or LBIS, Only fulltime teachers at IPS are exempt from paying the IPS registration fees. Part-time teachers at IPS will receive a 15% discount on tuition fees for up to three of their own children attending IPS. No discount will be given to part-time teachers for any fees due other than for tuition fees. The same fees payment rules apply as for non-teaching parents. A part-time teacher is defined as any teacher teaching less than 100% of a regular teaching contract. IPS has signed agreements on the fee assistance given to fulltime teachers’ children with both Le Bocage International School and Northfields International High School. The IPS Board of Governors will review these agreements annually.






74

Policy: 3.140

SCHOOL TRANSFER DOCUMENTS Every IPS student applying for entrance/transfer to another school shall receive, without charge, a Leaving Certificate and copies of any reports needed by the new school. Each set of documents requested by a student thereafter will have a minimum fee of 500 Mauritian Rupees payable prior to the documents being sent.






75

Policy: 3.150 AID AND GRANTS TO THE SCHOOL

The Board of Governors 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. To be acceptable, a gift must satisfy the criteria of:

§ Having a purpose consistent with IPS philosophy. § Not bringing unacceptable costs to IPS. § 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 IPS policy or public law.






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Policy: 3.160 FUND RAISING

Solicitations for major fund raising made in the name of the School must have the Board of Governors approval. The IPS Parents Association (IPSPA) is understood to have ongoing approval for fund raising for the School. At its discretion, the Board may form a special Fund Raising Committee at any time. There may be some minor fund-raising projects, which could divert the time, energy, and attention of the staff from their educational tasks. These initiatives will be considered and approved only at the discretion of the Head of School. Tickets to affairs sponsored by or for community related agencies may be sold on school premises at the discretion of the Head of School; however, no fund raising activity will take place in classrooms during scheduled lessons.






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Policy: 3.170

ACCOUNTING SYSTEMS The Board of Governors considers the accounting systems to be a valuable tool in guiding sound financial management towards accomplishing the goals of the School. The Head of School, in collaboration with the Bursar and the Finance Committee, is responsible developing, managing and overseeing the development of systems which meet this objective and which conform to best business practice. Towards this end, the Head of School, Bursar and business staff shall be expected to confer with the Treasurer and other appropriate financial specialists.






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Policy: 3.180 PAYROLL

The Head of School, in collaboration with the Bursar and the Finance Committee, is responsible for ensuring the establishment and maintenance of proper payroll systems that meet the needs of the School and that comply with Mauritian law.






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Policy: 3.190 ADVANCES OF SALARY

It is the policy of the Board of Governors not to make advance salary payments to staff.






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Policy: 3.200 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. In no case shall money be left overnight in School buildings except in safes provided for the safekeeping of valuables.






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Policy 3.210 PETTY CASH

The Board authorizes a petty cash account of 15,000 Mauritian Rupees (five thousand) for the use of the school. The business office will administer this account. Purchases not authorized in advance are reimbursable at the discretion of the Bursar or the Head of School. The petty cash account will be reconciled at the close of each month for inclusion in the monthly financial report. Periodically, the Head of School or Bursar may conduct unannounced reconciliations.






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Policy: 3.220 INVENTORIES AND THE DISPOSAL OF EQUIPMENT

The School will have a centralized system that will assure the proper storage and accounting of all supplies, material, equipment and real property. This will include all School-related assets. The Head of School shall be authorized to dispose of obsolete equipment, preferably by selling it to the highest bidder or donating it to a recognized charity, and shall report all such transactions to the Board. A record will be kept of such disposals. All School ICT-related equipment that records data of any kind will not be sold or gifted. To ensure safe data protection, all data will be professionally erased from the hard drives. Also, all such equipment will be disposed of according to Mauritian laws regarding the appropriate and ecologically safe disposal of such hardware. The ICT Technical and Communications Manager will maintain a record of the registration/model numbers of each piece of equipment disposed of. S/he will also keep a record of the methods of safe disposal of all such equipment. Any item which is worth in excess of 5,000 Mauritian Rupees shall be considered a capital asset and must be capitalized.






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Policy: 3.230 AUDITS

The Board shall, on a yearly basis, engage 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 Board Finance Committee within a reasonable period of time. The Finance Committee will then report to the Board of Governors concerning the findings of the audit for final approval. This firm shall be expected to provide counsel to the Head of School and/or the Bursar when needed. In accordance with recognized international accounting practices, and with the recommendations of the Council of International Schools accreditation services, the Board will consider appointing a new firm of public accountants every five years.






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Policy: 3.240 PURCHASING AUTHORITY

The Board of Governors sets purchasing authority:

§ The Board of Governors delegates authority for the purchase of materials, equipment, supplies and services to the Head of School as long as it is within the limits of the annual operating budget.

§ The Head of School 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 where it relates to single items of expenditure exceeding 30,000 Mauritian Rupees (thirty thousand) However, in the case of any unusual expenditure, the Board of Governors should always be informed.

§ Whenever possible, the Head of School must direct the purchaser to collect three quotes to ensure the best value for money and to promote competition and fairness in the process.

§ The Head of School may delegate purchasing authority to other members of staff up to

a limit of 1,000 Mauritian Rupees (one thousand)

§ 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 and satisfactory quality for the School. Any staff member with a personal interest in a company from whom they wish to purchase school items must declare this interest.






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Policy: 3.250 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.






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Policy: 3.260 EXPENSE REIMBURSEMENTS

The members of the Board of Governors shall be reimbursed for expenses incurred in performance of Board of Governors functions, when approved by the Board of Governors. The Head of School shall establish policies for the reimbursement of reasonable expenses of school employees incurred in the performance of official school duties.






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Section 4

School Buildings and Services

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Policy: 4.010 SCHOOL BUILDINGS AND GROUNDS

It is the policy of the Board of Governors 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 Head of School 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. The School will maintain both hard and soft copies of updated drawings of all buildings, permits, title deeds, clearances and lease agreements. The Facilities Manager will update these.






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Policy: 4.020 SECURITY OF THE BUILDING

The Head of School, in accordance with civil authorities and insurance authorities, will maintain a program of security for the building and grounds at all times. The Board Buildings and Facilities Committee undertakes to review any risk assessments periodically.






90

Policy: 4.030 BUILDING MAINTENANCE

The Head of School will maintain rules and regulations for the safe use and care of the facilities, furniture, playground or other equipment for School personnel.






91

Policy: 4.040 SMOKING ON SCHOOL PREMISES

IPS is a Smoke Free Campus at all times, and hence: ● Smoking by staff, students, parents or visitors on school premises is not permitted at

any time. This includes all social events after school hours. ● Staff and other adults supervising student activities and trips outside School are not

permitted to smoke in any situations where they are working with or directly supervising students.






92

Policy: 4.050 ALCOHOL ON SCHOOL PREMISES

IPS 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.

● The Board of Governors may consider requests for alcoholic drinks to be served at certain approved social events that take place after school hours and at which no IPS students or young people under the age of 18 are present.






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Policy: 4.060 BUILDING USE

General Principles The primary use of the building is to provide a secure and quality environment to the School students. All other activities taking place in the building must not interfere with the primary use. The secondary use of the building is to provide a facility to foster a sense of community among the students, parents, teachers and friends of the School. To that end the School facilities may 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. To ensure that the image of the school as a learning institution is maintained, no activities will be allowed which give the appearance of a commercial operation. Responsibilities Groups or individuals wishing to use the School facilities shall contact the Head of School or designated “facilities use manager” to discuss the desired space and time. It is the responsibility of those requesting use of the building and/or facilities to fill out the required forms, agree to the guidelines and to pay any fees due. 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 auspices of the agreement. The organizers are responsible for any and all damage and liability for their participants. Guidelines (Regulations) for Use The Head of School shall develop and ensure compliance with the guidelines for the actual use of the facilities. These guidelines shall be published in a format, which will be provided to each group requesting use. The person requesting use will sign a copy of the guidelines form provided, acknowledging the contents thereof and accepting full responsibility for compliance therewith on behalf of the using group. This will be done 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.


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Policy: 4.070 EMERGENCY PLANS

The Head of School shall adopt proper procedures to provide for the safety of the students and personnel of the School in emergencies. These procedures shall be reviewed with the Board of Governors at the first meeting of each academic year. At that time, the Head of School shall also report to the Board on the status of the emergency program and outline possible ways of improving emergency preparedness in the School. (See Appendix 10)






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Policy: 4.080 EMERGENCY CLOSING

The Head of School 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 Head of School or the Acting Head of School. The Head of School 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 Head of School will also either inform and/or consult with the Chairperson of the Board. It is understood that at certain times, the Head of School will have to follow the official Mauritian Ministry of Education decision to close all government and private schools. These closures are usually called for during cyclones, periods of tropical heavy rain or during exceptional national circumstances that call for school closure.






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Policy: 4.090 STUDENT TRANSPORTATION

Student transportation to and from school will be the sole responsibility of the parents or guardians. The School does not recommend transport companies to parents or operate its own transport system. Parents or guardians will be personally responsible for checking the credentials and qualifications of any individual taxi driver or bus company they engage to transport their child to and from school. Parents and guardians are also responsible for ensuring that they and any designated chauffeurs/drivers in their employ are familiar with and comply with the School’s parking regulations and that they enter and leave the designated parking areas with due care for the safety of others. All drivers are expected to follow the directions and requests of any school employee entrusted with monitoring the parking areas and directing the traffic flow. In the interests of general safety the School reserves the right to deny School parking privileges to drivers who consistently fail to drive on school property with due care and consideration. The school will inform parents and guardians of any driver who does not comply with these rules. The Board of Governors will only engage an outsourced transport company to provide bus transportation for official school-organized educational outings and trips. These companies will be required to show evidence of compliance with recognized vehicle safety laws.






98

Policy: 4.100 STUDENT TRANSPORTATION SAFETY

The Head of School will maintain rules and regulations for the safe operation of the buses engaged for the use of IPS students on school-approved educational outings and trips. The School will require all contracted bus companies to ● Maintain a high level of safety and vehicle maintenance ● To ensure that all drivers have appropriate licenses and training and abide by traffic rules

and speed regulations ● Ensure that all drivers hold the necessary morality certificates. ● Provide an extra bus chaperone when requested to by IPS

The School will ensure that all students using school-engaged transportation obey the driver and the teacher chaperones at all times. Parent volunteers accompanying school trips are also required to be familiar with the regulations governing these trips and to support the driver and the teachers in enforcing them.






99

Policy: 4.110 FOOD SERVICE IN THE SCHOOL IPS does not have a school-operated canteen or food service. Students bring their own packed lunch and snack to school and these are eaten at designated break times. The younger children will eat in their classrooms under supervision by teachers and/or class assistants. Picnic areas are designated for the children in the upper primary classes. The School ensures that all children have sufficient time to eat.






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Policy: 4.120 INSURANCE MANAGEMENT

The following types of insurance are carried, in amounts approved by the Board of Governors. It is the responsibility of the Head of School, in collaboration with the Bursar, to see that all necessary policies are updated. IPS carries insurance for the following:

● Fire and Special Perils, including cyclones ● Robbery, theft and vandalism ● Fidelity(cash) ● Public liability ● Employer’s liability ● Group personal accident: students ● Group personal accident: school employees ● Directors liability: for Board of Governors ● Statutory liability for school car

The Head of School along with the Board Finance Committee will review and revise the insurance program annually so that it meets the needs of the School. The Board of Governors must approve any revisions to insurance management.






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Section 5

Personnel

102

Policy: 5.010 STAFFING: PHILOSOPHY AND GOALS

The Board of Governors recognizes that dynamic and efficient staff dedicated to education is necessary to maintain a constant improvement in the educational program. The Board of Governors is interested in the staff as individuals and it recognizes its responsibility for promoting their general welfare. The Board is committed to providing a highly competent, well-trained staff, able to develop and integrate each area of learning and discipline and each area of responsibility into a balanced, well-run School program. The duties and responsibilities of School employees shall be outlined by the Head of School and approved by the Board, and arrangements shall be made for the regular evaluation/appraisal of all staff. The Board’s specific goals for the Head of School relating to school personnel are:

1. To conduct evaluation/appraisal programs that will involve staff in

setting specific goals for professional development and improvement 2. To develop and manage a staff compensation program

that will attract and retain the best employees 3. To provide funds (within budgetary limits and priorities)

and opportunities for professional development training programs for employees, which will improve their overall performance and their chances for retention and promotion

4. To recruit, select and hire the best-qualified people to staff the School

5. To develop the quality of human relationships necessary to obtain maximum staff performance and satisfaction; and to deploy staff and use particular staff talents as effectively and economically as possible, for the benefit of the total School program.






103

Policy: 5.020 EQUAL OPPORTUNITY EMPLOYMENT

It is the policy of the Board of Governors that no person, regardless of race, colour, creed, religion, sex, age or national origin be denied the benefits of, or be subjected to discrimination in hiring practices at IPS. 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.






104

Policy: 5.030 STAFF RIGHTS AND RESPONSIBILITIES

The effectiveness of the educational program is determined by the degree to which the teacher discerns and ministers to the specific and individual needs, interests and abilities of the students. The Board of Governors considers the teacher the key personality in contributing to the success of the students in the School. Only a mentally, physically, socially and emotionally healthy and mature individual can function with maximum effectiveness. Teachers must consider teaching their primary job, to which their allegiance and energy are due. The continued growth and progress of the school depends on the wholehearted zeal of the staff, both teaching and non-teaching members, in working together. Teachers are encouraged to participate in community activities, so long as they do not accept community responsibilities that interfere with their regular schoolwork. Likewise, teachers who provide tuition outside school hours to non-IPS students must ensure that this commitment does not impinge on their primary responsibilities as an IPS teacher. As members of a profession, teachers should realize that there might be occasions, beyond the normal school day, when their services will be needed for various educational and school/community support activities. They will be expected, therefore, to participate, when called upon, in such meetings. These may include staff development activities such as curriculum development, various types of workshops, study programs, school accreditation meetings, and community social events and other school community projects and extracurricular activities. In addition, the administration and each individual teacher will ensure that students are supervised and cared for at all times and according to the specific needs of their age and stage of development. Teachers have a duty of care towards all students in the school, not just those in their immediate care, class or group. Teachers are also expected to fulfill their obligations according to the instructions issued by the Head of School. Since the Head of School is the recognized professional leader of the School, it is with him/her that teachers should discuss their organizational, administrative and instructional problems in the first instance, before presenting them, via the Head of School to the Board of Governors. Teachers should likewise encourage parents/guardians to discuss with them matters pertaining to the individual student or classroom situation prior to conferring with the Head of School. It is the desire of the Board of Governors that all matters be discussed and problems solved by those immediately concerned and that they be taken to a higher level only when adequate satisfaction cannot be obtained otherwise. All personnel have a legal obligation to keep complete and accurate records of student progress and of curriculum planning and to write regular reports on student progress as requested by the Head of School. All administrative tasks are to be submitted by the deadlines set. Subject to policies set forth in this manual, other rights and responsibilities include:

1. Rights to redress of grievances; 2. Academic freedom; 3. Personal freedom; 4. Adherence to the agreed teacher code of ethics (See Appendix ).

105






106

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.






107

Policy: 5.050 (also 1.060) STAFF INVOLVEMENT IN DECISION MAKING

It is the policy of the Board of Governors to encourage employee participation in decision making for the School. Such participation shall include, as appropriate, involvement in:

● policy development, ● administrative rules development, ● budget planning ● facilities planning ● curriculum development ● any other areas deemed appropriate by the Board/HOS.

In the development of regulations and arrangements for the operation of the School, the Head of School 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. After consultation, agreement and the adoption of curriculum policies, all staff are expected to enact these policies without exception. The Head of School and employees shall develop channels for the ready communication of ideas regarding the operation of the School. The HOS shall weigh with care the counsel given and shall inform the Board of Governors of all such counsel in presenting recommendations for Board action.






108

Policy: 5.060

STAFF COMPLAINTS AND GRIEVANCES The Head of School is the recognized professional leader of the School; It is with him/her ortheDeputyHead of School that teachers should (as per the Employee Handbook Section VII 21.0-21.1.4) discuss their organizational, administrative and instructional problems in the first instance, before presenting them, via the Head of School to the Board of Governors (Employee Handbook Section VII 21.1.3). It is the desire of the Board of Governors that all matters be discussed and problems solved by those immediately concerned and that they be taken to a higher level only when adequate satisfaction cannot be obtained otherwise. Appeals of administrative decisions other than dismissal for cause shall be conducted according to relevant sections in the IPS Employee Handbook. The ruling by the Board of Trustees on such matters will be final and cannot be appealed. The ruling will take place no later than one regularly scheduled Board of Trustees meeting after the hearing.






109

Policy: 5.070 PROFESSIONAL STAFF RECRUITMENT AND SELECTION

The Board of Governors shall adopt annually, upon the recommendation of the Head of School, a staffing plan for the program of instruction offered by the School. The Head of School is responsible for selecting appropriately qualified individuals to fill the professional staff positions so established. The Head of School shall establish recruitment and selection procedures to maintain an exemplary professional staff to carry out the program of instruction. The Head of School is authorized to recruit the qualified staff in the manner that he/she deems most effective in recruiting high-quality professionals. This may include recruiting trips to overseas recruitment fairs or the use of recruitment agencies. The normal qualifications for professional staff are as follows: A. The minimum educational qualification for employment as a teacher at

IPS shall be a Bachelor’s degree or equivalent from an accredited University; however, preference will always be given to those holding an appropriate and relevant Master’s degree.

B. All those employed on the IPS teaching staff shall hold an official, valid

and regular teaching certificate issued by the official educational accrediting authority of a recognized State or Country. The teaching certificate will be periodically renewed as required by the issuing authority or educator certification program. It will be the responsibility of the teacher to ensure that all teaching credentials are kept current, according to the regulations issued by the issuing authority.

C. All staff employed as teachers should have a minimum of two full years

of teaching experience, not including student teaching, and prior to commencement of employment by IPS.

D. In order to remain current in their professional field, all staff employed

by IPS as teachers are required to provide evidence of the completion of at least two workshops or coursework undertaken at, at least, undergraduate but preferably graduate-level (or its approved equivalent) 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 fulfill the requirements of this section of School policy while in the employment of the IPS. This approval must be obtained from the Head of School after submitting a full description of the intended course work.

IPS reserves the right to approve or reject courses taken within the five-year period prior to initial employment by IPS which are submitted to the Administration in order to fulfill this requirement. Notice of such approval or disapproval will be given prior to commencement of employment. It is always the responsibility of the teacher concerned to submit evidence of successfully completed course work to the Head of School in order to

110

be entered into the School records and also to ensure that the records contain the correct and latest information.

E. The Head of School shall be permitted to make exceptions to the

foregoing when it is deemed to be in the best interest of the School.



President

Secretary

Treasurer





111

Policy: 5.080 EVALUATIONS/APPRAISALS OF PROFESSIONAL STAFF

The Board of Governors recognizes that the teaching process and the administration thereof is an extremely complex one, and that the appraisal of this process is a difficult technical function. But because the Board of Governors believes that good teaching is the most important element in a sound educational program, teacher appraisal must be done as one means of ensuring the quality control of instruction. The Board delegates to the Head of School the responsibility for developing and implementing a continuing school program for evaluating the instruction process. This will take into account the following guidelines: The Board delegates to the Head of School the responsibility for developing and implementing a continuing school program for evaluating the instruction process. This will 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.

2. All those being evaluated should be aware of the method being used. The method/approaches to be used will be agreed at the start of the academic year.

3. At least one written evaluation will be made each year for teachers employed at the International Preparatory School, Mauritius.

4. The teacher and the evaluator should review each completed evaluation and each written evaluation will signed by both parties and become a part of the teacher's personnel file. This evaluation will be completed no later than June 15 of each academic year.

5. The evaluation should be a constructive, positive process, which enables the teacher to become more aware of his/her strengths and weaknesses. He/She should be assisted in capitalizing on his/her strengths and eliminating or overcoming his/her weaknesses.

6. The findings of the evaluations should be taken into account in the assignment of teaching duties.






113

Policy: 5.090

PROFESSIONAL STAFF ARRANGEMENTS FOR SUBSTITUTES Substitute teachers are hired by the Head of School. 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 temporary vacancies, an effort shall be made to secure substitutes who have similar credentials to the full time professional staff, or who at least have training or 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. When appropriate IPS Graduate Trainees will be used for short term substitution work. A substitute teacher who replaces the same regular teacher for more than twenty (20) consecutive school days will, after this time, be paid at a per diem rate of the appropriate step of the salary guide that the substitute teacher would be placed on if a fulltime employee at IPS, subject to the normal taxes. A substitute whose term of substitution in one assignment extends for longer than one full academic term is subject to all the policies and privileges regarding regular professional personnel. Teachers on short-term absences shall be required to leave lesson plans, attendance books, seating charts and other important information relating to their day to day teaching and administrative duties in their desks for the substitute. If they have not left lesson plans in their desks the day before, in an emergency, teachers may dictate an outline of the day's work by telephone to the Head of School’s office, or they may send it in by hand before School opens on the day they must be absent. Rates of compensation for substitute teachers will be set by the Head of School and will be reviewed annually by the Board of Governors.






114

Policy: 5.100 CLASSIFICATION OF PROFESSIONAL STAFF

The instructional staff of the International Preparatory School, Mauritius shall be classified in the following three categories:

1. Locally Hired Professional Staff - teachers who reside in and are citizens of Mauritius and who have the training and/or experience appropriate to teach at IPS.

2. Locally Hired Expatriate Professional Staff - teachers whose citizenship is not

Mauritian but who reside in Mauritius and whose training and/or experience is appropriate to teach at IPS. Such teachers will require a valid work permit in order to work at IPS.

3. Foreign Recruited Professional Staff - teachers whose skills, training and

experience are not available on a locally hired basis, whose skills are required to implement the curriculum and programs of IPS, and who are brought to reside in Mauritius for the sole purpose of teaching at IPS. Such teachers will also require a valid work permit in order to work at IPS.






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Policy: 5.110 TEACHER ASSIGNMENTS AND TRANSFERS

The Head of School 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. Wherever possible, teachers will 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. All teaching assignments will be reviewed by the Head of School on an annual basis. Changes in assignment may occur from time-to-time because of shifting enrollments, because of shifting emphases in curricular areas and to allow all teachers the important professional experience of teaching at different class levels. Class assistants will also change their assignments from time to time, to ensure that they too gain a variety of different professional experiences with different age groups.






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Policy: 5.120

PROFESSIONAL STAFF: TERMINATION OF EMPLOYMENT Separation and Reduction in Number of Employees and Disciplinary Measures 1. Introduction It is not the prerogative of the Board of Governors nor precluded by law or Policy but rather The Head of School who is authorized to take all such action regarding the employment of the School’s employees while ensuring these actions meet conditions out lined in Mauritian Labour law. The Head of School will always seek the advice of the school lawyer before taking any action. 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; - to decide not to renew the contract of an employee. 2. Resignation

a. The Head of School may accept and request resignations and shall inform the Board

of Governors.

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 Head of School, and in compliance with the termination clause 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), the decision for retention or dismissal shall be made on an individual basis, depending primarily upon the overall effectiveness of the employee in conjunction with the needs of the School.

b. Needs of the School

The following factors shall be considered when assessing the needs of the School; curricular needs, projected student enrolment, positions of extra duty to be filled, extra-curricular activities to be supervised, and safety of students, employees and facilities.

c. Overall Effectiveness

Overall effectiveness means demonstrated ability and willingness to fill the needs of the School.

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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.

4. Termination for Cause Notwithstanding any other provision in this policy or contract to the contrary, either party for a “compelling reason” may terminate the contract. Compelling reasons for immediate dismissals shall include, without limitation,

a. Gross misconduct and/or wilful 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 related school function. d. Engaging in criminal conduct, or acts of violence, or making threats of violence toward

anyone. e. Insubordination or refusal to follow reasonable instructions issued by the Head of

School pertaining to work. f. Theft of school property or the property of fellow teachers, school employees or

students. g. Dishonesty, wilful 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 or

parents. i. Misuse of technology, the Internet or social media. j. Disclosure of confidential information, emails and documents and/or confidential data

pertaining to students and their families and other IPS employees to unauthorized third parties.

5. Disciplinary Measures The Head of School 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. Normally, an employee would be informed in advance of any impending disciplinary measures. 6. Suspension The Head of School 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. She/he will inform the Board President as soon as possible. Any such suspension shall be with pay. 6. Procedure for Dismissal for Cause Before exercising his/her authority to terminate the contract of an employee “for cause”, the Head of School shall inform the Board of Governors of these intentions.

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7. Appeal of Administrative Decisions Appeals of administrative decisions shall be conducted according to the procedures set out in the Board Policy on staff complaints and grievances (Policy: 5.060) and as outlined in the Employee Handbook (Section VII Par. 21.0) However, if the Head of School takes actions as described in this policy against an employee during the processing of a grievance, he/she shall notify the Board of Governors forthwith.






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Policy: 5.130 (see also 1.090) TEACHER WORK DAY

All fulltime IPS teachers and specialist teachers are required to be present at school from ● 7:45am until 3:00pm

This applies to the regular working week that is Mondays through Fridays. On Wednesdays classes finish at 12:10pm and the period 12:30pm until 3:00pm is set aside for staff meetings, professional development and other administrative meetings as indicated in the calendar for a particular term. All teachers are required to be present at school during the normal instructional day. This includes arriving in time to open the classroom and prepare it for the arrival of the students at the start of the school day. It also includes being present during all breaks and lunch periods and non-contact times, at which times the teacher may be required to assist with student supervision, attend meetings and undertake other professional duties as directed by the Head of School. At the end of the school day, the teacher is required to be present for the safe and responsible dismissal of their students and for the supervision of the closing of their classroom teaching area. These responsibilities may not be delegated to class assistants or to other school support staff. Teachers will also need to allow time during, before or after the school day to meet parents by request. The nature of a teacher’s employment is also such that s/he may be required by the Head of School to attend meetings after school hours on any day. These meetings will include parent-teacher conferences, accreditation committee meetings, professional development workshops and other meetings relevant to their professional duties. Fulltime Class Assistants are required to be present from 7:45am until 3:30pm on Mondays, Tuesdays, Thursdays and Fridays and from 7:45am until 2:00pm on Wednesdays. In addition they will be present at school on certain specified days during the school vacation (See IPS Employee Handbook: Section IV: par 7.3.1) Originally adopted September 2014 To be reviewed Annually Last review September 2016 Next review due September 2017





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Policy: 5.140

TUTORING Professional responsibility requires that teachers make themselves available during the 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 given during the regular school day. Teachers, tutors, therapists or counsellors may recommend to parents, through the Head of School, that a student receive tutorial assistance, therapy or counselling outside of school hours. Organizing and paying for such tutorial assistance is the responsibility of the parents. IPS teachers may not engage in tutoring any IPS student for a fee. In exceptional circumstances, and when the particular needs and circumstances of a student and his/her family suggest this, a teacher may request permission to give such tuition. This must be discussed with the Head of School beforehand and permission may, at the sole discretion of the Head of School, be given for a limited period of time. Permission will not normally be given for IPS teachers to tutor a child who regularly attends one of their classes, thus avoiding any potential conflict of interest.






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Policy: 5.150 COMPENSATION AND BENEFITS OF THE PROFESSIONAL STAFF

Professional staff members of IPS are sole contract employees of IPS. Teachers shall be compensated for their services as follows: 1. Locally Hired Professional Staff Locally hired Mauritian or other expatriate teachers shall be placed on the appropriate IPS 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-IPS employer, the Board grants full-time professional employees a tuition discount of 50% for up to three dependent children who attend IPS. Such teachers will pay all other fees due, other than tuition fees, in full. Part-time locally hired Mauritian or other expatriate teachers will be granted a tuition discount of 15% for up to three dependent children who attend IPS. Such teachers will pay all fees due, other than tuition fees, in full. Locally hired full-time Mauritian or expatriate teachers shall be afforded certain benefits. The specific details of these benefits will be contained in his/her contract. All benefits granted to locally hired professional staff shall be governed by local laws. 2. Foreign Recruited Professional Staff When the need for particular teaching experience or expertise arises and cannot be filled locally, IPS will recruit professional teaching staff from overseas. Teachers shall be placed on the IPS 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-IPS employer, the Board grants full-time professional employees a tuition discount of 50% for up to three dependent children who attend IPS. Such teachers will pay all other fees due, other than tuition fees, in full. IPS will provide Foreign Recruited Professional Staff with benefits in the following areas: (specific details will be contained in each employee contract). ● Initial economy airfare and shipment of personal items up to an agreed amount. ● Transport to and from school ● Medical Insurance ● Economy airfare to agreed home destination at the end of the contract and shipment of

personal items up to an agreed amount. ● Assistance in obtaining a work visa, including the associated fees. ● Assistance in finding accommodation.

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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 and previous teaching/professional experience. The Head of School has final authority in placing teachers on the salary schedule.






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Policy: 5.170 REVIEW OF SALARY SCHEDULE

The Board of Governors will review the professional staff salary schedules annually and make any adjustments to said schedules to accommodate inflation and/or cost of living fluctuations as is consistent with the financial condition of the School.






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Policy: 5.180 STAFF: PROFESSIONAL DEVELOPMENT

It is a requirement of quality schools to stimulate all instructional personnel to maintain the highest and most modern professional skills. IPS wishes to promote opportunities for ongoing professional study, research and learning for its staff both in-house and via external courses and workshops and via online personal learning. In addition to the methods and requirements required by IPS Policy for staff to engage in ongoing learning opportunities, staff development days, meetings and workshops also serve to assist in presenting and discussing the latest educational methods to staff. In addition, staff are encouraged to bring forward new ideas and initiatives and to play a leading role in developing and enhancing the School’s educational programme. The Board of Governors, recognizing the value of participation in such experiences, encourages staff to make use of these activities. It delegates to the Head of School, the authority to organize local staff development courses and workshops and may make attendance mandatory. The Head of School will organize such professional development opportunities as he/she deems appropriate depending on funding, program requirements, and overall school needs. Teaching staff are also encouraged to offer workshops in areas where they possess particular training and expertise that will be of help to colleagues.






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Policy: 5.190 CONTINUING EDUCATION FOR STAFF

Teachers are both expected and required to retain and to increase their professional skills during employment at IPS. The Head of School may make available a partial or full reimbursement for tuition costs. The Head of School will make this allocation based upon school budget, program priorities, other professional development and overall program needs. If awarded, this 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 Head of School. 2. Total tuition reimbursement costs will not exceed the total budgeted amount for this

item in the annual operating budget. Staff engaging in further degrees and/or university courses which require them to attend lectures, workshops and/or examinations during regular school time should discuss this commitment with the Head of School before signing up for such courses. Depending on the current needs of the school, the Head of School may consider exceptional study leave but this cannot be guaranteed. Such study leave would also cover examination days. The IPS salary scheme does not provide extra increments for teachers who earn additional academic qualifications/diplomas or degrees during their term of employment at the school. The Head of School may recommend the award of any additional increment to a teacher to the Board. Such increments will only be granted if the additional expertise gained is of direct benefit to the school’s current educational programme






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Policy: 5.200 SICK LEAVE

The sick leave policy for all professional staff at IPS will be according to Mauritian law. The Board of Governors realizes that professional staff members will become ill from time to time, but this does not preclude them from their professional responsibilities. The Head of School will develop procedures for covering absent professional staff and their responsibilities during any absence. Initially, wherever teaching colleagues will provide possible, internal cover. External substitute teachers will be engaged to cover longer-term absences. Employees, who cannot attend work due to illness, will notify the Head of School or their designate of same as soon as possible. When an employee is absent for three consecutive days, they will forward a medical certificate to the Head of School. (IPS Employee Handbook: Section IV: par. 8.3)






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Policy: 5.210

MATERNITY & PATERNITY LEAVE Staff members at IPS are eligible for maternity and paternity leave as dictated by Mauritian legislation in force. (IPS Employee Handbook: Section IV: par 8.4)






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Policy: 5.220 COMPASSIONATE and/or BEREAVEMENT LEAVE

Compassionate of bereavement leave is granted on the death of an immediate relative or in exceptional circumstances and is at the discretion of the Head of School. The immediate family is defined as mother, father, spouse, daughter, son, sister, or brother. Bereavement leave for other members of the family is not allowed for but may be considered at the discretion of the Head of School. (IPS Employee Handbook: Section IV: par. 8.5)






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Policy: 5.230 PERSONAL or SPECIAL LEAVE

With the approval of the Head of School, 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 Head of School prior to the date of absence, whenever possible. The Head of School may grant this leave, as long as the employee’s absence will not be detrimental to the functioning of the school. On no account will a period of special leave exceed 6 (six) days, whether consecutive or not, during the same school year. Personal Leave may not be taken at the beginning or end of scheduled vacation periods. Personal Leave is unpaid leave. (IPS Employee Handbook: Section IV: par. 8.6) Any unauthorized absence taken by an employee may be subject to disciplinary action. (IPS Employee Handbook: Section IV: par. 8.8)






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Policy: 5.240 STUDY LEAVE

The Head of School may grant study leave for professional development as long as the employee’s absence is not detrimental to the smooth operation of the school. Such leave may not exceed three years in aggregate and shall be without pay. A professional staff member requesting study leave of any length and for any reason must submit in writing to the Head of School his/her detailed proposal for leave. The Head of School will inform the Board of Governors in the case of a significant request and make a recommendation based on the overall needs of the school. The time spent on such officially granted study leave will count as years in service and be reflected on the salary schedule. On return to IPS after a period of study leave, the employee will submit proof of course attendance and any related diplomas or certificates so that their personnel file may be updated. (IPS Employee Handbook: Section IV: 8.7)






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Policy: 5.250 STAFF DEVELOPMENT ABSENCE

The Board of Governors delegates to the Head of School the authority to grant permission for instructional employees to be temporarily absent from their regular duty and place of employment for the purpose of performing other educational services; such as, participation in school surveys, professional meetings, in-service courses, instructional visitations, workshops, working on an accreditation team and curriculum development or any other professional task which the Head of School sees as important to overall school development. Employees are required to request prior permission from the Head of School before accepting or applying for such placements. Services performed during such absences will be considered equal to the assigned duties of the individuals concerned and shall not be counted as leave.






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Policy: 5.260 EMERGENCY LEAVE

Emergency leaves are infrequent but do occur. Employees may be allowed emergency leave according to the following criteria:

1. Absence for personal, emergency or other reasons may be requested of the Head of School in writing when appropriate. The Head of School will review the request for final determination.

2. The recommendations may include, but not necessarily be limited to the following

options:

a. Approval with no deduction of pay; b. Approval with a deduction for the substitute's pay; c. Approval with loss of one day's pay for each day of absence. d. Denied.






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Policy: 5.270 EMPLOYEE TUITION BENEFIT

Provided that the spouse of a teacher is not eligible to receive any tuition benefit from his/her non-IPS employer, the Board grants fulltime teachers and professional employees a tuition fee reduction of 50% for up to three children attending IPS. This fee reduction covers only tuition fees. All other fees are payable in full. Part-time teachers and professional employees will receive a tuition fee reduction of 15% for up to three children attending IPS. This fee reduction covers only tuition fees. All other fees are payable in full. A part-time teacher is any teacher who works less than a regular 100% contract.






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Policy: 5.271 TRAVEL ALLOWANCE

Staff at IPS receive a monthly travel allowance. Teaching staff and Administrative Staff at IPS will be allocated a travel allowance as per the following designation. < 15 Kilometers = Rs.3575 > 15 Kilometers = Rs.5315 Assistant Teachers will be allocated a travel allowance of Rs.3000 Class Assistants and other Support Staff will be paid the equivalent of return bus fare from their place of residence to IPS. This policy will be reviewed annually and amounts adjusted accordingly.






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Policy: 5.271

LONG SERVICE TRAVEL ALLOWANCE Teaching staff including Assistant teachers and Administrative Staff at IPS who have completed ten years of service with IPS are entitled to a discretionary travel allowance of Rs.20,000 payable at the end of August each year, on the following terms and conditions.

a) Your length of service is equal to ten years and you are still employed at the date of payment.

b) There have been no breaks in employment with the school other than those approved by the school such maternity, study leave etc.

c) The bonus is discretionary in nature and ultimately depends on the capacity of the IPS Association to pay; it may therefore be stopped at any reasonable time by the IPS Association






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Policy: 5.280 NOTICE OF INTENT TO TERMINATE:

The IPS Employee Handbook states that the parties (i.e. the Employer or the Employee) may terminate the employment contract provided that the other party is notified in writing for a period of at least

1. 90 days for teaching staff 2. 30 days for administrative staff

Any party may, in lieu of giving the notice of termination of employment, pay to the other party the amount of remuneration the staff member would have earned, had he remained in employment during the period of notice. (IPS Employee Handbook: par 27.0)






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Policy: 5.290 SUPPORT STAFF POSITIONS AND QUALIFICATIONS

It is the policy of the Board of Governors to staff the School with well qualified and experienced, non-instructional and support staff. The term “support staff” in this manual is used to mean those employees who serve the School in a support, rather than an administrative, teaching or similar professional function. The recruitment and selection of support personnel is the responsibility of the Head of School in collaboration with the Bursar. Insofar as is possible, it is the policy of the Board to employ support personnel from within the community. The establishment of wages, salaries, and terms and conditions of employment for support personnel shall be the responsibility of the Head of School, subject to approval by the Board of Governors through its approval of appropriate salary schedules and the annual budget. These terms must be in accordance with Mauritian law. All support staff will report, in the first instance to the IPS Bursar.






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Policy: 5.300 SUPPORT STAFF EVALUATION /APPRAISAL

The supervisor to whom the support staff employee reports will evaluate his or her performance annually. At IPS, this person is the Bursar. The Head of School shall also review the evaluations with a view to ensure that procedures and safeguards have been correctly followed. This evaluation will be completed no later than the end of each academic year.






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Policy: 5.310 THE DIRECTOR (Head of School)

At IPS the School Director or Chief Executive Officer (CEO) is known as the Head of School (HOS). The Board of Governors will be responsible for the issuance and termination of a contract for the Head of School. As the Chief Executive Officer, the Head of School is responsible for administering the International Preparatory School; Mauritius within the limits imposed by the Board’s policies and established procedures. The Head of School is responsible for the selection and assignment 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 Head of School is ultimately responsible for his/her actions to the Board of Governors. S/he may delegate to members of staff portions of these responsibilities (with appropriate authority), but does not thereby relinquish the overall final accountability for all results and performance. The Head of School is given the authority by the Board of Governors to supervise all activities under the control of the Board of Governors as defined by school policies. The Head of School will establish and maintain an orderly plan for preserving and making accessible the policies adopted by the Board of Governors and the administrative rules and regulations needed to put them into effect. Such documents shall be accessible to all members of the school community. The Board of Governors will set its qualification criteria when a vacancy for the position of Head of School occurs. The criteria may vary from one hiring to another depending on the particular needs and strategic plans of the school at that time. The qualifications will be published prior to the advertisement of the position of Head of School at the International Preparatory School, Mauritius.






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Section 7

Teaching and Learning

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Policy: 7.010

RECOGNITION OF RELIGIOUS BELIEFS AND CUSTOMS A sound curriculum will 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. All students will wear the IPS school uniform and IPS will be sensitive to requests for a variation to the uniform that allows a child to conform to their religious beliefs and customs. Staff members may also wear clothing that reflects their religious beliefs and customs. Such variations in dress for both staff and students are considered appropriate as long as they do not distract from the educational purposes of the school and as long as they conform to health and safety principles. The final decision on matters of uniform variation or student non-compliance will rest with the Head of School. Acts of formal worship will not form part of the school’s programme. The school will only close on the official nationally recognized religious holidays as declared by the government of Mauritius. (See Employee Handbook: Section III: par. 5.11 on employee dress code)






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Policy: 7.020

GUIDANCE PROGRAM AND TESTING

The Head of School and/or individual teachers, with particular expertise is/are responsible for the guidance and specific testing of any students. If outside expertise is needed, qualified professionals from within the Mauritian community will be called in to assist. The School personnel to develop an individual program for said student will use the results. Any cost for specialized, individualized outside testing will be the responsibility of the parents of the student. The School will establish and maintain appropriate international benchmark testing for specific Year levels on an annual basis along with any other external instruments as deemed educationally appropriate and necessary. Parents will be informed of their own child’s particular results and scores will be placed in the student's cumulative record. These external tests will, primarily, be used to: assess the educational program of the School for purposes of reporting the overall status of the School and for charting the growth of the students, grades, School and subject areas from year-to-year, with appropriate reports presented to the Board. The Head of School will, on request, make the appropriate internal arrangements for IPS students to take entrance and other tests for schools they are applying to move on to. This includes the Mauritian Certificate of Primary Education exams (CPE).






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Policy: 7.030 CURRICULUM DEVELOPMENT

The curriculum of the International Preparatory School, Mauritius, in accordance with the School's guiding statements and instructional goals, is aligned to the International Baccalaureate Primary Years Programme. The IPS curriculum is designed to prepare students for further schooling in English speaking schools. We endeavour as a candidate IB Primary Years Programme School and through maintaining our accredited status with the Council of International Schools (CIS) to show that we are aligned to globally accredited standards that reflect internationally recognised good practice. IPS supplements its programme with the study of the French language, beginning in Nursery. The IPS Languages Scope and Sequence will provide the basis of Learning Outcomes and Benchmarks of all Languages taught at IPS. The Head of School collaborates with the PYP / Curriculum Coordinator, the Leadership Team and the professional staff and is responsible for designing a curriculum within guidelines established by the Board of Governors and the standards and practices of the Primary Years Programme. The curriculum at IPS will be balance and ensure that students are exposed to the full range of the Arts, ICT, Social Studies, Mathematics, Science, Language and Literacy, Physical Education, Music and Personal, Social and Health Education programmes. In light of the changing needs of students and the ongoing process of educational research, curriculum development at IPS shall be a dynamic and ongoing process. With all curriculums having five-year cycle review managed by the Head of School. The Head of School will share the ongoing development and design of the curriculum with the Board of Governors on a regular basis to ensure their understanding and approval of the programme.


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Policy: 7.040 (also 1.030)

INSTRUCTIONAL GUIDELINES AND OBJECTIVES The International Preparatory School will strive to provide quality education that will permit and assist every student:

1. To acquire a mastery of the basic academic skills.

2. To master verbal and mathematical communication skills and to apply these appropriately in a variety of different contexts and situations.

3. To acquire a positive attitude toward learning, reflection, thought and research.

4. To acquire the greatest possible understanding and appreciation of oneself and of our

responsibility to the world around us.

5. To acquire an understanding and appreciation of people belonging to the many social, cultural, and national groups different from one’s 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 a

variety of different areas and to discover and nurture one’s particular creative strengths and abilities.

9. To understand and appreciate human achievements in the natural sciences, the social

sciences, the humanities, in physical activities and in the arts.

10. To prepare for and live in a world of rapid change.

11. To require 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.

To achieve these goals, the curriculum of the International Preparatory School will reflect the following guidelines:

1. The curriculum will be drawn from recognized best primary school educational practice and research from around the world, modified to provide as international a perspective as possible.

2. The curriculum will provide a rigorous, challenging and consistent program that will

capture students’ interests but will also prepare them for lifelong learning.

3. The curriculum will be complete and balanced within the limitations of the school’s particular resources and facilities.

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4. The curriculum in each area will reflect a coherent, orderly progression through the grades and will be revised and adjusted annually to reflect current practice and research.

5. Because many students attend our School for 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 will offer special opportunities and

learning support for students with mild special educational needs, both within the regular classroom and by means of individual and small group work outside the regular classroom.

7. The curriculum will be enriched by taking full advantage of our situation in an

international setting and will also focus on helping the children understand the history, traditions and culture of their host/home country, Mauritius. Trips and excursions will be organized when appropriate to enrich the curriculum.

8. The curriculum will be continuously reviewed by the professional staff and periodically

evaluated for the Board to ensure that it meets the needs of our students and in order that it can be improved.

Students will also be encouraged to be involved in community service.






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Policy: 7.050 CONTROVERSIAL ISSUES

The Board of Governors encourages the consideration, within the instructional program, of any controversial issue. These may arise in the normal pursuit of the School curriculum or particularly as they occur in contemporary affairs, which have political, economic, or social significance and concerning which the student should have an opinion. The teacher should deal with any controversial topic as impartially, sensitively 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. ▪ Have teaching materials dealing with all possible aspects of the topics

readily available. ▪ Not expect or require that the class reach an agreement.

Whenever a teacher is in doubt about the advisability of taking up a given hot topic, he/she will consult with the Head of School. Parents with a personal concern about any such topic are required to address their concern first of all with the teacher in order that they may be given more information. If their concern persists, they are requested to speak to the Head of School. The School recognizes its responsibility to provide an educational programme on Adolescence and Growing Up for students in Years 5 and 6. This is taught by the School Nurse with input from other qualified staff and includes information on sexual development and maturation that is appropriate for children of this age. The School informs parents about this programme before it takes place and parents may seek more information and withdraw their child from this programme if they feel that this is appropriate. It is important to remember that the policy of the Board of Governors is designed to protect the teacher, as well as the students, from inappropriate criticism whenever students are studying a controversial subject.


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Policy: 7.060 REVIEW OF INSTRUCTIONAL PROGRAMS

It is the policy of the Board of Governors to participate in the School’s ongoing review of the effectiveness of the instructional program and the progress of students. This review is ongoing amongst the professional staff. The Head of School and/or PYP/Curriculum Coordinator will make periodic reports to the Board of Governors concerning teaching and learning. The Board of Governors ensures that instructional improvement efforts include a variety of evaluation and assessment opportunities as the basis for recommending program changes and that a regular schedule of different types of age appropriate student assessment is established for the purposes of program planning and academic advancement. Curriculum guides will be developed and shared with the Board of Governors. The Head of School will monitor progress and will update the Board on these in his/her regular written reports to the Board. Curriculum guides will also be available on the school website.






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Policy: 7:070

INDIVIDUAL INSTRUCTIONAL SERVICES

The administration shall assist, when referred by a family, in arranging for supplementary individual instruction for any student at the International Preparatory School, Mauritius. Also, in exceptional cases, the School may recommend such courses for a student. The family will pay costs beyond the normal tuition fees for any such programs. However, in line with the School’s policy on Tuition, IPS employees will not normally give such tuition. (See Policy 5.140.)






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Policy: 7.080 LANGUAGE PROGRAMS

The basic language of instruction at the International Preparatory School is English with additional emphasis on the teaching of French as of Nursery. In addition students who do not have an adequate working knowledge of English or French, the School will provide an English as a Second Language Program as well as different proficiency levels within the French language programme from Year 1. IPS is also sensitive to the fact that many students have a mother tongue or third language other than English or French. The School will be sensitive to the language needs of these students and will value their mother tongue and ability in other languages. To accommodate students from the international community who wish to learn other foreign languages, the School will continue to evaluate the possibility of providing extra-curricular classes in these languages. Curricular offerings in foreign languages will depend upon the economic feasibility of such offerings, time and tutors available, and on the numbers of students interested in learning other languages. It is not the intention of the International Preparatory School, Mauritius to offer language instruction at appropriate levels for native speakers of those languages. The Head of School will review and determine the feasibility of introducing other foreign languages during the annual budget cycle when staffing patterns for the subsequent year are approved.






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Policy: 7.090

ADULT EDUCATION The administration may arrange and offer courses of adult education. Each course must be financially self-supporting and independent of the IPS operational budget. The feasibility to offer such courses will also depend on the availability of appropriate teaching areas and tutors, and on sufficient interest from within the community. An IPS staff member may administer and instruct adult courses when such auxiliary service does not prejudice satisfactory performance of the individual's primary IPS responsibilities.






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Policy: 7.100 CLASS SIZE

Total enrolment in for regular Year level classes is;

§ Nursery limited to 20 students per class. § Reception limited to 20 students per class. § Year 1 limited to 24 students per class. § Year 2- 6 limited to 20 students per class.

In exceptional circumstances, a 21st or 25th child may be admitted for a pre-determined short period of time. This will only be done when it is known that another child is leaving that class on a given date, thus reducing the class size to 20 or 24. Language classes (ESOL and French) should not exceed 15 students in total.






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Policy: 7.110 EXTRA-CURRICULAR AND ATHLETIC PROGRAMS

The IPS Parent Association (PA) in cooperation with the school shall offer extra-curricular activities for students. The scope and variety of extra-curricular activities may vary from year to year. Extra-curricular activities will be scheduled outside of regular school hours. Properly planned extra-curricular activities have great 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 morale, and adding to the pleasure of the overall educational experience. The Parent Association will organize and administer such extra-curricular activities and will in most cases charge extra a fee to students for such classes. Coaches and Tutors engaged for the PA to ensure that they possess the necessary qualifications; experience, references and character expected will interview such classes. All Coaches and Tutors will be required to sign the PA Code of Conduct. Students attending these classes will demonstrate the same code of conduct demonstrated in their regular IPS classes. Parents registering their children for these classes, agree to collect their children promptly at the end of the activity. Failure to do so may result in the child being removed from the activity.






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Policy: 7. 120

TEXTBOOK, LIBRARY RESOURCES, SOFTWARE, AND OTHER INSTRUCTIONAL MATERIAL SELECTION

The Board of Governors shall ultimately be responsible for the review of all printed and published materials used in the school. The Board delegates authority to the professional staff to evaluate textbooks, library resources, and other instructional materials with the expectation that the Head of School will recommend to the Board 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 the International Preparatory School, Mauritius and according to Mauritian law. This selection policy reflects and supports principles of intellectual freedom such as those 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

To fulfill 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 self-education and personal enjoyment.

2. Develop reading skills and literary and aesthetic tastes. 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.

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5. Educate and guide students in the safe and ethical use of different technologies and enable them to evaluate online materials.






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Policy: 7.130 FIELD TRIPS AND EXCURSIONS

A field trip is defined as an educational activity that meets the following criteria:

a. It involves a specific class or classes. b. It is intended for all students in the class (es). c. It takes the students away from the classroom. d. It has an identifiable educational objective. e. It includes the preparation of the students for the activity and allows for an evaluation of the outcomes.

Such trips are encouraged as long as they do not seriously interfere with the educational routine of students who must remain in school. (e.g. through the deployment of staff to supervise these trips). Parental permission is required for participation in field trips. Field trip needs must be well researched in advance by the organizing staff member and all arrangements and the Head of School must approve schedules in advance. The transportation vehicles used will be equipped according to the health and safety specifications laid down by Mauritian law and drivers and vehicles will be appropriately licensed and insured. 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 and needed by sponsoring teachers and the Head of School. The adult in charge of a trip has sole authority regarding the enforcing 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 certain monies are not expended; then the adult in charge may, together with the Head of School, decide on what proportion will be returned. Furthermore, the student and his/her parents will pay for the immediate expense of the return to the student’s home. An additional fee will be charged to offset the costs of such educational trips.


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Policy: 7.140 ASSESSMENT SYSTEMS

It is the philosophy of the Board of Governors 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. A variety of methods of assessment which are appropriate to both the student’s age and to the material being explored will be used. Also, an appropriate marking system for all assessments will be developed and shared with students and parents. The importance of verbal feedback will also be emphasized. Performances, presentations, student-led conferences and assemblies are also recognized as important opportunities for student assessment and parents are strongly encouraged to support these, as appropriate. The Board of Governors recognizes that any such system, however carefully devised and applied, is subjective, but the Board of Governors expects that all teachers will conduct student evaluations as objectively as possible.






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Policy: 7.150 HOMEWORK

Meaningful, regularly assigned homework is useful to help students reinforce what they learn in class, master their skills, and develop individual interests. Homework should never be "busywork", but should be a learning activity that increases in complexity as the student progresses from grade to grade. The purposes of assigning homework are to make a student increasingly responsible for scheduling and completing his/her work on his/her own, to give him an opportunity to investigate topics for him/herself and to work independently. Parents are expected to be aware of the homework assigned and to be supportive of their child’s homework efforts. The child (not the parent!) should complete the homework to the best of their ability. In line with recent research and our knowledge of the effectiveness of homework, students will often be given longer term assignments and projects and helped to manage their time and research on these. The classroom teachers, together with the Head of School, will be responsible for deciding the amount and type of homework given. The Head of School will set overall guidelines for homework and will discuss these guidelines with the teaching 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 will take care not to overload the students. Homework is not to be used as a form of sanction or punishment.






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Policy: 7.160 PROMOTION AND RETENTION OF STUDENTS

At IPS students will normally progress annually from Year to Year. Exceptions will only 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 Head of School.






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Policy: 7.170 GRADUATION REQUIREMENTS

Graduation from the International Preparatory School, Mauritius means that the student has satisfactorily completed the prescribed course of study. The Board upon the recommendation of the Head of School establishes requirements for graduation. They shall be consistent with the stated goals of the School and the requirements for admission to high school. The School shall grant its diploma only to students who have satisfactorily completed the prescribed course of study.






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Section 8

Students

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Policy: 8.010 (see also 1.070)

STUDENT INVOLVEMENT IN DECISION MAKING The Board of Governors 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 Head of School and with sponsoring member(s) of staff who will act as mentor to the Council. Suggestions, idea and concerns from the Student Council shall be given administrative consideration for adoption and/or implementation. The School will also appoint a number of Prefects and Monitors from amongst the students in Year 6. These students will receive guidance and support from the Section Coordinator and the Head of School as to their roles and responsibilities The Head of School will be the conduit for the students to the Board of Governors.






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Policy: 8.020 ADMISSION AND PLACEMENT/ADMISSION REQUIREMENTS International Preparatory School (IPS) dedicates itself to serving both Mauritians and non-Mauritians residing in Mauritius. IPS does not discriminate by race, creed, colour, sex, or national origin and seeks to accept all students who apply. The International Preparatory School strives to provide an exemplary education based on best practice. We support our students towards becoming informed and independent thinkers, and responsible, caring and engaged citizens, prepared to think globally and act locally. Our intake reflects a broad range of cultures and nationalities. Our international education programme reflects best practice from around the world and is aligned to, and corresponds with, current research and thinking in primary education. We thus favour the inquiry-based, integrated approach to teaching and learning which is common to many international schools. Children entering Nursery must have turned three years of age by the 31st July of the enrolment year. In almost all cases, a child will be placed in the relevant year/class dependent on their chronological age. Children entering other classes must also be age appropriate for the year level. Process of Admission:

A. Upon receipt of application for admission to IPS: 1. IPS will contact the applicant’s previous school to ascertain clearance for

a transfer (e.g., bills are paid). 2. If yes, the student will be considered if he/she meets all other admissions

criteria at IPS. 3. If no, the student will not be considered for admission until clearance can

be given by the former school (bill is paid, and/or other related problems have been resolved to the satisfaction of IPS and the previous school).

B. The procedure for admission:

1. All application documents must be submitted to IPS. Following a review of the

application and, wherever possible, a meeting with the student, IPS will deem if admission assessments are necessary. These assessments will take place at IPS. Assessments may include English vocabulary, Reading Comprehension, and Writing,

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along with Mathematics. If the child cannot be present, tests may be carried out at the child’s previous school under agreed test conditions. IPS reserves the right to initiate further assessments if necessary.

2. The Admissions Team (Admissions Officer and the Deputy Head of School) collect,

review, and process all admissions data before making a recommendation for admission to the Head of School.

3. When there is any concern about the applicant, the applicant shall be considered

regarding the following:

• The content of the previous school reports. • Continuity of previous education. • Kind of educational experience. • Evidence of emotional stability or maturity. • Test scores from previous tests taken and IPS placement tests. • Former teacher and administrator comments. • References from former teachers and schools. • Specific reports from specialists such as special educational needs

teachers, therapists, Counsellors, Educational Psychologists or medical practitioners.

4. The capacity of IPS to meet the needs of the applicant shall be judged by a student’s

ability to access the IPS curriculum successfully.

5. IPS will notify families in writing regarding their enrolment status.

6. All pupils will initially be accepted on a provisional placement for 30 (thirty) school days during which time the suitability of this placement will be determined. Within the 30 day period the Head of School shall have the exclusive right to review the pupil’s acceptance and to make changes in his or her placement, or to revoke the continuation of the student at the school.

C. Students with Special Needs

1. Students with learning needs may apply for enrolment at IPS. Parents of these students must be aware that

• Admission for students with special needs will be limited to mild

needs only. • All special needs students will be required to furnish previous Individual

Educational Plans (IEPs), test, and evaluation reports, any formal medical assessments and all relevant previous records for review by the admissions team.

2. The Head of School shall make the final determination on all admissions.

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D. Placement: IPS believes that the number of students in classrooms reflects a student’s ability to learn. Therefore, IPS places a hard limit of 20 students per class in Nursery, Reception, Year 2, 3, 4, 5 and 6. The school can accommodate a maximum of 420 students, Nursery through Year 6. In the 2016/17 academic year, the Year 1 class reflects the former policy of 24 students per class. As an international school, receiving students from educational systems all over the world, IPS is aware of the fact that students may arrive at IPS with very different school experiences, in the middle of a term or school year and maybe, from a school which operates a southern hemisphere academic year (February to December). In almost all cases, a child will be placed in the relevant year/class dependent on their chronological age. Expatriate students may be admitted at any time of year. Students residing in Mauritius will be admitted at the beginning of each new term. In both cases, on the condition that the student meets our academic requirements and there is a space available. E. Students on the Waiting List Students who would typically be offered a place at IPS but cannot due to classes being at their maximum will be offered a place on the waiting list. Names remain on the waiting list for one full academic year. Being on a waiting list does not guarantee that placement at the school will be offered. It does ensure that each child will be given fair consideration by the school’s admissions criteria each time a place becomes available at their year level. Students will not be recorded as applicants until the IPS Admissions Office has confirmed receipt of a completed application pack and all required documents. This date may be important in a waiting list situation, not the time of your initial contact with the school. Please note that the Head of School’s decision on acceptance and level placement is final. The Head of School reserves the right to neither explain nor justify such decisions. F. Ages of Attendance: In most cases the level placement will be as follows:

● The Nursery Year is available for students who are three (3) years old on or before July 31 of the year of entry.

● The Reception Class is available for students who are four (4) years old on or before

July 31 of the year of entry. ● Year 1 is available for students who are five (5) years old on or before July 31 of the

year of entry. Completion of the equivalent of Year 1 is a usual prerequisite for entry into Year 2.

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● Year 2 is available for students who are six (6) years old on or before July 31 of the

year of entry. ● This progression will continue through Year 6.






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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 Head of School and staff. Teachers are authorized to require a satisfactory explanation from the parents or guardians, either in person or by written note, of any student absence. Parents and guardians are required to ensure that their children arrive at school on time for their first class at the start of the school day and to ensure that they are collected from school on time at the end of the school day, or at the end of the extra-curricular activities period. Whilst the school encourages students to participate in a variety of challenging and enriching extra-curricular activities, permission will not be given for a child to leave school early to attend a regular out-of-school activity or sport. Parents are asked to schedule these activities outside of school hours. If a child needs to leave school early for an external appointment or important family engagement, parents are required to inform the main school office of the details. Arrangements will be made for the student to be collected by an authorized person from the main office at the time agreed. Parents may not collect a child directly from his/her classroom. Parents are discouraged from picking their child up early from school for any other reason (e.g arriving early to avoid traffic, was just passing by.) In such cases the child will be released from class at the regular time and early pick up will not be granted. Parents who wish to withdraw their child for any period of time and for any reason are required to send a prior written request for such exceptional leave to the Head of School. This will allow the teachers to consider if coursework needs to be set and to make arrangements for the child to catch up on important work missed. IPS keeps records of all such leave requests as the School is accountable to the Mauritian education authorities for ensuring regular school attendance.






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Policy: 8.040

CREDIT AND ATTENDANCE

Absences will be recorded as excused or unexcused. If an absence is excused the student has the right to make up the work and tests, which were missed. If an absence is unexcused, the student may not be allowed any make-up concessions. Parents of students who plan to miss several days are required to notify the Head of School, the relevant class teacher and the office prior to the anticipated absence. This will allow teachers time to prepare any assignments which may be necessary. The student is responsible for completing any such assignments. The School is not responsible for preparing advance work without adequate notice given. Students absent more than 20% of the class time during a term shall be given credit for that term’s work only upon the approval of the teachers involved and the Head of School. All days absent and late arrivals are recorded.






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Policy: 8.050 STUDENT ELIGIBILITY FOR INTERSCHOLASTIC ACTIVITIES

Interscholastic activities (meetings between schools) are considered important by the International Preparatory School. These interscholastic activities may include; sports, academics, music, speech/debate, drama and other areas that require preparation and/or participation 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. Such activities will be arranged and coordinated with parents by the teacher responsible. In cases where a student competes nationally or internationally for his/her sport or competitive skill area, and requires leave to attend national or international competitions, parents are asked to discuss such leave requests in advance with the Head of School. The School views such participation as a positive life-enhancing experience for a child and is proud of these efforts and achievements by its students.






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Policy: 8.060 STUDENT CONDUCT

The Board of Governors believes that the development of a student’s individual personality and the love of learning flourish best in a pleasant, supportive and secure environment. The administration is charged with the responsibility to provide clear rules and regulations to guide student conduct. The Board of Governors will review these rules and regulations annually or when the Head of School recommends significant changes.






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Policy: 8.061 CHILD PROTECTION POLICY

Child abuse and neglect are concerns throughout the world. Abuse and neglect are violations of a child's human rights and are obstacles to a child's education as well as to their physical, emotional, social, and spiritual well-being. The International Preparatory School (IPS) endorses the United Nations Convention on the Rights of the Child, * of which our country, Mauritius, is a signatory. Schools fill a unique institutional role in society as protectors of children. Schools must ensure safe and secure environments that all children may grow and develop, both in and away from school. Educators are in a privileged and trusted position. They have a unique opportunity to observe, listen, and interact with children over time. As such, they are also more likely able to identify those who are in need of help and protection. Faculty at IPS with any knowledge of abuse, (suspected or otherwise) or neglect have a professional responsibility to ensure that the child and the family avail themselves of the services needed to remedy any situation that constitutes child abuse or neglect. All staff employed at IPS must immediately report suspected incidents of child abuse or neglect to the Head or Deputy Head of School and or the Nurse. Suspected incidents may include but are not limited to a child disclosing directly to a staff member, or a staff member having reasonable cause to believe that a child has suffered, or that a member of staff believes a child is at significant risk of suffering abuse or neglect. Reporting and follow up of all suspected incidents of child abuse or neglect will proceed by the IPS administrative regulations and procedures linked to this policy. Furthermore, cases of suspected child abuse or neglect are to be reported to the authorities as defined by the prevailing laws in Mauritius. It will be up to the Mauritian Authorities via the Child Protection Unit or associated governing bodies to decide which course of action it is to follow depending on the individual situation and circumstances as applicable within Mauritian law and in the best interests of the child. The International Preparatory School seeks to be a safe haven for students experiencing abuse or neglect in any aspect of their lives. As such, IPS will distribute this policy at the beginning of each school term to all IPS parents and include it in admissions documentation. IPS will provide training for all staff, and will make every effort to implement hiring practices to ensure the safety of children, and will review the policy annually for compliance and effectiveness. All staff at IPS will hold a current morality certificate, or if coming from abroad a police clearance certification/s for the past 5 years. (Section V par. 12.2 Employee Handbook)

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In the case of a staff member reported as the alleged offender, IPS will strictly apply the laws of Mauritius (as mentioned above) and act in keeping the safety of the child as the highest priority. The Head of School will as per Section VII par. 22.12 of the Employee Handbook suspend the staff member (with pay) until all investigations and a disciplinary hearing has been convened and an outcome reached. The Head of School will immediately keep the President of the Board of Governors informed of any such cases. He/she will in turn subsequently report such occurrences to the next Board meeting.






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Policy: 8.062

ANTI-BULLYING POLICY

RATIONALE IPS is completely opposed to bullying and will not tolerate it. It is entirely contrary to the values and principles we work and live by. All members of the school community have a right to work in a secure and caring environment. They also have a responsibility to contribute; in whatever way they can, to the protection and maintenance of such an environment.

MISSION STATEMENT Inspire, Empower, Lead

• We will inspire our learning community through an inquiry curriculum and commitment to on-going improvement.

• We will empower our learning community to find solutions to real life challenges through creative and critical thinking.

• We will lead our learning community to promote a spirit of internationalism by thinking globally and acting locally.

PRINCIPLES.

• Pupils have a right to learn free from intimidation and fear. • The needs of the victim are paramount. • IPS will not tolerate bullying behaviour. • Bullied pupils will be listened to. • Reported incidents will be taken seriously and thoroughly investigated.

DEFINITION OF BULLYING Bullying is an act of aggression, causing embarrassment, pain or discomfort to someone. It can take a number of forms; physical, verbal, making gestures, emotional, cyber, extortion and exclusion. It is an abuse of power. It can be planned and organised, or it may unintentional. Being rude can be unintentional bullying can not as it is a repeated act as per definition. It may be perpetrated by individuals or by groups of pupils. FORMS OF BULLYING

• Physical violence such as hitting, pushing, kicking, or spitting at another pupil. • Interfering with another pupil’s property, by stealing, hiding or damaging it. • Using offensive names when addressing another pupil. • Teasing or spreading rumours about another pupil or his/her family. • Belittling another pupil’s abilities and achievements. • Writing offensive notes or graffiti about another pupil. • Excluding another pupil from a group activity. • Ridiculing another pupil’s appearance, way of speaking or personal mannerisms. • Misusing technology (internet or mobiles) to hurt or humiliate another person.

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LINKS WITH OTHER SCHOOL POLICIES • IPS Child Protection Policy, Acceptable use internet policy, IPS Student Code of

Conduct

PARTICIPATION & CONSULTATION PROCESS • Awareness raising programmes (Curriculum & parent information evenings) • Survey/questionnaires distributed to pupils, parents and whole school staff. • Obtaining the views of elected student representatives e.g. student council. • Seeking the views of parents at coffee mornings and information evenings. • Monitoring evaluation and review.

RESPONSIBILITIES OF ALL STAKEHOLDERS.

The Responsibilities of Staff Our staff will

• Foster in our pupils self-esteem, self-respect and respect for others using the IB Learner Profile and PYP Attitudes.

• Demonstrate by example the high standards of personal and social behaviour we expect of our pupils.

• Discuss bullying with all classes, so that every pupil learns about the damage it causes to both the child who is bullied and to the bully and the importance of telling a teacher about bullying when it happens.

• Be alert to signs of distress and other possible indications of bullying. • Listen to children who have been bullied, take what they say seriously and act to

support and protect them. • Report suspected cases of bullying to (name of teacher and post, e.g. our

designated teacher for child protection/head of pastoral care). • Follow up any complaint by a parent about bullying, and report back promptly and

fully on the action that has been taken. • Deal with observed instances of bullying promptly and effectively, in accordance

with agreed procedures.

The Responsibilities of Pupils We expect our pupils to:

• Refrain from becoming involved in any kind of bullying, even at the risk of incurring temporary unpopularity.

• Intervene to protect the pupil who is being bullied, unless it is unsafe to do so. • Report to a member of staff any witnessed or suspected instances of bullying, to

dispel any climate of secrecy and help to prevent further instances.

Anyone who becomes the target of bullies should: • Not suffer in silence, but have the courage to be supported by pupils and staff

to speak out, to put an end to their own suffering and that of other potential targets. The Responsibilities of Parents

We ask our parents to support their children and the school by: • Watching for signs of distress or unusual behaviour in their children, which might be

evidence of bullying.

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• Advising their children to report any bullying to (name of a member of staff/specific post in school/their class teacher) and explain the implications of allowing the bullying to continue unchecked, for themselves and for other pupils.

• Advising their children not to retaliate violently to any forms of bullying. • Being sympathetic and supportive towards their children, and reassuring them that

appropriate action will be taken; • Keep a written record of any reported instances of bullying • Informing the school of any suspected bullying, even if their children are not involved; • Co-operating with the school, if their children are accused of bullying, try to

ascertain the truth. And point out the implications of bullying, both for the children who are bullied and for the bullies themselves.

The Responsibilities of All Everyone should:

• Work together to combat and, hopefully in time, to eradicate bullying.

PREVENTATIVE MEASURES. (What measures do we use as a school to promote positive behaviour)

Community

• Parent discussion/educational meetings. • Continuous conversations/education off and with the children. • Inform the PA and Parents for the work being done within the school. • Encourage parents to have an open dialogue with their children. • Have an open communication with neighbouring school about how to prevent bullying.

Pastoral provision & Classroom management • Continuous talk about bullying, definitions, effects, consequences. • Teaching emotional intelligence and empathy. • Open dialogue about all emotions present during the school day. • Education about kind interaction. • Education about friendships. • Education about caring and respect.

Guidelines for records and sanctions • Keep written records of the behaviour observed, the associated concerns, the

interventions made, the dialogue with parents and the discussion of consequences. • Any sanctions will be according to the policies in school regarding student code of

conduct.

PROCEDURES FOR DEALING WITH INCIDENTS OF BULLYING BEHAVIOUR • Steps taken to support and respond to the needs of both bullied and bullying pupils. • Records kept • Action which may be taken

o Contacting parents/caregivers of all pupils concerned in the bullying incident. o Investigation. o Feedback to those concerned. o Sanctions. o Contacting relevant professionals e.g., Educational Psychologist, IPS Child

Study Team

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CONTINUOUS PROFESSIONAL DEVELOPMENT OF STAFF IPS staff will continue to receive regular in-service training and support on how to best manage information and personnel when bullying is suspected.



President

Secretary

Treasurer

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Policy: 8.070 STUDENT DRESS CODE

Students should dress in the appropriate School uniform at all times while at school. 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 Head of School, a student is not appropriately dressed 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 dressed or groomed. Parents may ask that consideration be given to a variation in the school uniform if this is appropriate for the child’s religious beliefs. The Head of School will consider such requests on an individual basis. The enforcement of this dress code is the responsibility of the Head of School and all IPS teachers.






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Policy: 8.080

SUSPENSION AND EXPULSION A. Suspension: The Head of School may suspend a student for a maximum of five (5) days. In certain cases, the Head of School may extend a student’s suspension until the time when 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 met with the Head of School. The Head of School will inform the Board President of any student suspension. B. Expulsion: Expulsion from the School shall be affected on the order of the Head of School. The Head of School shall immediately advise the Board of Governors of any expulsion. The Head of School shall inform the parents of their right of appeal to the Board of Governors. The decision of the Head of School may be appealed to the Board of Governors within one week from 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 Head of School’s decision. It is assumed that Suspension and Expulsion are extreme and unusual actions in a primary school. They will only be enacted when other forms of support and counselling have been tried without success, and when the well being and/or safety of the child concerned and of others is considered to be at risk.






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Policy: 8.090 TERMINATION OF ENROLLMENT

A. Termination of Enrolment: Student acceptance is based on the assumption that the 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, the Head of School will make a recommendation for termination of enrolment. The Head of School may then effect termination. This decision may be appealed to the Board of Governors within one week from the day on which such decision is communicated to the student's parents or guardian. B. Re-instatement after Termination of Enrolment: After a full review of the pertinent facts, the Head of School may reinstate a student whose enrolment has previously been terminated. However, in any appeal that was made to the Board of Governors, the Board of Governors, acting upon the advice of the Head of School, shall only make reinstatement.






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Policy: 8.100 STUDENT WELFARE AND SAFETY

All employees of the School shall use their best efforts to develop sensitivity among students and employees of the importance of safety, knowledge of emergency procedures, and the importance of responsible individual action so that these procedures work smoothly. Student safety is the prime consideration in any emergency. The Head of School is authorized to initiate the emergency action appropriate in his/her judgment. Among the actions specifically authorized are: 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 a place of safety within the school grounds or to another place. The Head of School, 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 Head of School shall take into account the advice of civil authorities. On occasion, the civil authorities may issue a compulsory school closure notice. In such cases, the Head of School will make arrangements to close the school. Final responsibility rests with the Head of School for determining when the School shall take emergency action and what action the School shall take.






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Policy: 8.110 COMMUNICABLE DISEASES and ILLNESS

A student with a communicable disease and/or a parasitic infestation may be excluded from attending School. Parents must keep students at home if they are sick or injured. IPS maintains a “Fever Free” environment and requires that no student attend school if they have a temperature of 37.5 degrees Celsius or greater. If the student has been excluded from School with a communicable disease or illness he/she will not be allowed back until a medical practitioner has approved re entry to the School. In the case of parasitic infestations, the child may not be readmitted until treatment has been carried out and the School Nurse can confirm that the infestation has been eradicated. In the interests of the safety of the community, it will not always be possible to maintain confidentiality in the case of a student with a communicable disease or infectious illness.






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Policy: 8.120

VACCINATIONS AND IMMUNIZATIONS The Board of Governors requires all students to provide a copy of health immunization records prior to entry to the School. These health records will become part of the student's permanent record file maintained at the School. Immunizations should be kept current for the health and welfare of all students. The School Nurse who also provides parents with advice and recommendations on this updates school recommendations for immunizations and vaccinations regularly.






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Policy: 8.130 STUDENT PHYSICAL EXAMINATIONS

The Head of School 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 suspended from attending IPS or in the case of applicants, in denial of admission. Students participating in interscholastic athletics may be required to have a physical examination to determine if a physician approves participation.






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Policy: 8.140 REPORTING

The school will report student progress to parents and guardians on a timely basis at the end of each of the three academic terms. 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 about and understand the progress of each student.

▪ Parent/Teacher Conferences will be held in Term 1 each year.

▪ Student-led Conferences with Parents will be held in Term 2 each year.

▪ Written progress reports will be issued at the end of each term. The reporting format may vary slightly from term to term to reflect the assessment purposes, the length of the term and other reporting and conferencing opportunities provided during that particular term.






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Policy: 8.150 STUDENT RECORDS

A. The following information will be collected in the 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, 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 behaviour patterns, correspondence with parents etc.

B. The following procedures will be used in maintaining the cumulative record:

1. It is the Head of School’s or his/her designated official's responsibility to ensure 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. Any objection to the contents of the supplementary record must be made in writing

and signed by the parent; it shall then become part of that record.

4. The Head of School, 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:

a. At the time the student transfers to a new school b. On completion of Year 6

C. The following procedures will be used when disseminating student records:

1. Administrative information will be released when the student transfers to another school; when he/she has applied for admission to another school; 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 the discharge of its professional responsibility to the receiving institution.

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3. When students transfer to another school, the record will be sent as indicated in Points A and B above; only the enrolment card, with departure information completed, will be kept indefinitely.

4. The School will maintain a complete set of records, in an appropriate format, for a

period of no more than five (5) years.






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Policy: 8.160 COMPLAINTS CONCERNING STAFF OR MATERIALS

Any complaint about school staff members should follow the criteria below:

§ The complaining party to see if resolution can be found should approach the individual staff members.

§ If no satisfaction is gained or the complaint is not resolved, step two - contacting the

staff members 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 Head of School

should be taken.

§ If resolution to the complaint cannot be accomplished at this level, then the complaint will go to the Board for consideration.

The school under the provisions of Mauritian law shall prosecute any parent, guardian, or other person who upbraids, insults, or abuses any employee on school property or in the presence of students. IPS 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 full legal service. Any complaint dealing with instructional materials shall be handled in the following manner.

§ All complaints must be presented in writing to the Head of School and will include the name of the author, title, the publisher, and the objectives 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.

§ The Head of School will acknowledge the receipt of the complaint and answer any

questions regarding procedure. The Head of School will then notify any staff involved. The Head of School will determine whether the complaint should be considered an individual request or if a review committee should be activated to re evaluate the material.

§ The review committee shall be under the direction of the Head of School 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.

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§ The findings of the review committee shall be a matter of written record and will be submitted to the Board of Governors along with the committees’ finding for final resolution.

§ Unsigned, anonymous written complaints, phone calls, emails, texts or other

anonymous forms of communication, complaint or concern will not be accepted.






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Section 9

Community Involvement

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Policy: 9.010 COMMUNITY INVOLVEMENT

IPS Community members or other people with a particular interest in the School and in Education and who are especially qualified because of training, experience, or personal characteristics shall be encouraged to offer their expertise to the School. Such persons, when not connected to the School as Governors or employees, may be invited to advise and assist, individually or in groups. The Board of Governors may invite such assistance in specific areas, after consultation with the Head of School. The Board of Governors and Staff will consider the advice that they receive from individuals and community groups interested in the School, especially those individuals and groups that they have invited or created to advise those regarding specific matters. However, the Board of Governors, the Head of School and the Staff shall use their own best judgment in arriving at decisions. Community members and other experts so invited will maintain confidentiality pertaining to all School matters at all times. Unless otherwise agreed before the work begins, no fees will be paid for such consultations and advice.






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Policy: 9.020 THE IPS PARENT ASSOCIATION (IPSPA)

The Board of Governors encourages members of the community to be involved with School activities and to assist in ways deemed appropriate. Therefore, the Board of Governors grants permission for the parent community to establish and maintain a Parent Association (PA) according to the bylaws of said organization.






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Section 10

Inter-Organizations

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Policy: 10.010 RELATIONS WITH OTHER SCHOOLS

The Head of School shall supervise School participation and shall foster activities with other schools in Mauritius, which will improve and enrich the education program of the IPS. The Head of School will develop and maintain professional relationships with the Heads of other international and similar schools in Mauritius and overseas.






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Policy: 10.030 ACCREDITING AGENCIES

It shall be the policy of the Board of Governors to seek membership for IPS with the Council of International Schools (CIS) and the International Baccalaureate to maintain accredited status with CIS, and verification with IBPYP thus ensuring that IPS remains in the forefront of educational research, change, development and good practice, and maintains the high educational standards expected of an international school.






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APPENDICES

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Appendix 1

The IPS Board Pledge – How We Will Operate: 2016-2017

The following Code of Ethics was agreed upon at the Board Retreat on 26th August 2014.

1. Individual Board Member Responsibilities

Adhere to this code of ethics and display the same in one’s demeanour and conduct Sign on to the objectives of the board’s vision, mission and aims. Work in the interest of the school community, not a personal interest. Board members are not representative of any group of constituents. Attend meetings. Confirm anticipated attendance/absence 24 hours before the meeting. Participate in discussion proactively and constructively; remain objective. Disclose any potential conflict of interest or special personal interest. Ensure confidentiality of confidential matters. Collaborative approach: team spirit; open-minded. Be respectful. Be a role model. Remember that one’s greatest concern is the educational welfare of the students.

2. Concerning the Agenda for Board Meetings The Chair and Secretary create the Agenda with input from the Head of School. Indicate times when the meeting will start and finish on the Agenda. The Agenda will include monitoring and follow-up on previous, continuing items: Matters Arising. Utilize AOB to address issues that have come up since the Agenda was created. Attach informational documents to the Agenda. The Head of School’s Report will include the Student Council Report. The Financial Report will be included with the Agenda. Circulate the Agenda by email one week before the meeting.

3. Meetings Regular meetings are planned, with date, time and venue, convenient to all members. Meetings will be held as scheduled and will keep to the Agenda. Attendance is mandatory and as per board policy. Board members will be punctual and prepared. Allocate time for each item on the Agenda. Allow a What if agenda item with time-keeping. Give everyone the opportunity to contribute to the meeting. As far as possible, documents will be distributed electronically (green approach!) Allow teleconference presence during meetings, with prior approval of the Chair. Snacks and refreshments will be served.

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We like birthday gifts!

4. Minutes Minutes will be concise, but detailed enough to be clear and informative. Include details on notes and discussion such as who proposed, seconded etc., and voting number results of decisions; names and details of main speaker. The Chair/Secretary will sign the minutes on the day they are approved. Timely distribution to board members: no later than one week after the meeting. Each member will read and check the minutes. Minutes are confidential and not to be discussed with third parties. Have a procedure for reading/checking/commenting on previous minutes at the next meeting. Board decisions will be communicated to the school community as an annex to the newsletter.

5. Between Meetings Any items which crop up between meetings should be added to the Agenda of the next meeting and /or channeled to the appropriate forum/person. Items discussed during previous meetings should remain confidential. Take no private action that will compromise the board or administration. Communicate to the Head of School and other board members the reactions of the community to board matters and school programmes. Take the time to reflect personally on board matters between board meetings. Inform ourselves about educational matters. Be prepared! Read notes and reports and articles before the meeting. Follow up on action items assigned in readiness for the next meeting.

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Appendix 2 AGENDA FORMAT: EXAMPLE ● For regular meetings of the Board of Governors.

Time Agenda Item What? Who? 6:00pm Get together, refreshments 6:10 Call to order & establish quorum, review

Vision, Mission and Board Pledge. President

6:10 Agreed Agenda a) Minutes b) Chair’s Report & Matters Arising c) HOS Report d) Committee & Task Force Reports e.g. ● Finance Committee ● Strategic Planning Task Force ● Buildings Committee ● Other committees e) Policies for approval f) Correspondence g) AOB

As distributed Attachment #1 Attachment #2 Attachment #3… Attachment #4

President Secretary Chair HOS Treasurer Members Members Members HOS & All Chair/HOS Chair/All

7:25 Summarise and agree on action items for the next meeting.

Chair & All

7:30 Agreement on date/time/venue of the next meeting.

Chair

7:30 Adjournment Chair

Suggested AGENDA FORMAT (Executive or Closed Meetings) A. Call to Order B. Routine Matters 1. Approval of Minutes C. Action Items: 1. All items that need to have action taken by the Board D. Discussion Items 1. All items that need to be discussed by the Board E. Adjournment (at adjournment all material is collected and only an archive copy is maintained. All other material from Executive session is destroyed.)

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Appendix 3

School Budget for 2016-2017

Upon request

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Appendix 4

IPS Fees Schedule and Information 2016/ 2017 Mauritian Families

Parents will be eligible to pay Mauritian fees only if:

a) one of the parents is a Mauritian citizen. b) parents have a valid Permanent Residence Permit and can show proof thereof. c) parents have lived in Mauritius under a valid permit/s for a minimum of five

consecutive years and can show proof thereof.

Fee descriptions

a) One-time payment fees:

Applicationfee:Rs500.Tobepaidatthetimeofapplication.Thisfeeisnon-refundable.

Re-entriesandre-applicantsarealsoobligedtopaythisfee. Assessmentfee:Rs1,000.Tobepaidifentranceassessmentsaredeemednecessarybythe

schoolRegistrationfee:Rs35,000/-forfirstchild,Rs30,000/-forsubsequentsiblings.Tobepaidonconfirmationofaplace.Thisfeeisnon-refundable.Students

wholeaveandre-entertheschoolwithintwoyearsarenotrequiredtorepaythisfee.

b) Annual fees (mandatory):

Tuition fees: paid by monthly instalments over 11 months-September to July. Discounts on monthly school fees only: 5% discount for second child, 7% discount for 3rd child and 10% discount for 4th and subsequent children enrolled at IPS. *Books and materials: Classes 1-6: Rs 4,400 - Nursery and Reception: Rs 2,000 *Insurance Rs 300 *Investment Funding Loan: Rs 4,500 refundable when the child leaves school

and up to 3 months thereafter * IPS Yearbook Rs 1,100 *paid in August or, for new students, together with the first month’s tuition fees payment.

c) Annual fees (optional) Parents Association (PA) Membership Fees Rs 500 IPS Association (IPSA) Membership Fees Rs 500 Entrance Annual Ordinary fees Rs 500 Rs. 500 Corporate fees Rs 200,000 Rs 25,000

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All payment of fees shall be made by monthly standing order only. When fees are outstanding the school reserves the right to suspend any student until all outstanding fees are paid in full. Mauritian Families NurseryFullDay NurseryHalfDay Reception Classes1-61stAugust Rs8,400 Rs8,400 Rs8,400 Rs10,8001stSeptember

Rs9,900 Rs6,900 Rs11,400 Rs11,400

1stOctober Rs9,900 Rs6,900 Rs11,400 Rs11,4001stNovember Rs9,900 Rs6,900 Rs11,400 Rs11,4001stDecember Rs9,900 Rs6,900 Rs11,400 Rs11,4001stJanuary Rs9,900 Rs6,900 Rs11,400 Rs11,4001stFebruary Rs9,900 Rs6,900 Rs11,400 Rs11,4001stMarch Rs9,900 Rs6,900 Rs11,400 Rs11,4001stApril Rs9,900 Rs6,900 Rs11,400 Rs11,4001stMay Rs9,900 Rs6,900 Rs11,400 Rs11,4001stJune Rs9,900 Rs6,900 Rs11,400 Rs11,4001stJuly Rs9,900 Rs6,900 Rs11,400 Rs11,400Annualfees Rs117,300 RS84,300 Rs133,800 Rs136,200 Please note: a 3% discount will be given if the annual school fees are paid in advance on or before 1st July 2016 General Terms and Conditions of Acceptance and Enrolment at IPS Initial acceptance of new students is tentative and based primarily upon presented school records and age. The Head of School shall have the exclusive right to review the suitability of any acceptance and provisional placement. The first thirty (30) days of any student's placement are provisional and the Head of School reserves the right to make any changes in a student's placement as s/he deems appropriate and in the best interests of the student and the school. This can include a recommendation that the student seeks an alternative school placement if a learning disability the school is unable to cater for becomes apparent. Special Needs Evaluation Fees Prior to acceptance or at any time during a child’s time at school, IPS may require extra testing or assessment of pupils. These fees will be covered by the parents/guardians. Where possible they will be informed of these costs prior to the assessments being carried out. S E N (Special Educational Needs) IPS will not accept students who have special educational needs outside the scope of the educational services offered by IPS.

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Medical Insurance/Assumption of Risk IPS provides a limited medical insurance for students and disclaims any financial responsibility for sickness or accident/injury sustained by a student on the IPS campus or at any IPS sponsored outing or function. Fees Unless fees are paid in full on or before the first day of school, they are to be paid in 11 equal monthly instalments on the first working day of each month by standing order only. On admission, no child will be admitted to a class until clearance has been given by the accounts department stating that all initial payments and documents have been completed. Withdrawals If you wish to withdraw your child from the school, for any reason whatsoever, you shall provide the school with one term’s written notice. Failure to do so will result in the Investment Funding Loan not being refunded to you. The school reserves the right to deduct all outstanding school fees and the cost of replacing any books damaged or defaced by your child from the Investment Funding Loan. Textbooks Textbooks and reading books are the property of the school. The cost of any books damaged or lost will be charged to the parents. No Refund Policy It is not the policy of IPS to refund fees. The full school fees, as invoiced, will be due and payable to IPS regardless of the number of days a student attends school. There are two exceptions to this:

1. Student withdrawal within the first ten (10) student days A student who is withdrawn during the first ten (10) school days following the initial day of attendance and whose parents/sponsor paid the full fees may be granted a tuition fee ONLY refund less the pro rata share for the days enrolled. This will be calculated on the basis of the annual tuition divided by the number of student days for that school year. Other fees are not refundable.

2. Student withdrawal at the request of IPS

If IPS decides that a student cannot function successfully at our school and is excluded during the first thirty (30) school days following the initial day ofattendancearefundofall fees paid will be granted. Refund of Investment Funding Loan The investment funding loan will be refunded when all textbooks and reading books have been returned in good condition and no fees are outstanding. Re-enrolment Students will be automatically re-registered for the new academic year only on condition that there are no outstanding fees. I have read, understood and agreed to the general terms and conditions of acceptance and enrolment at IPS detailed above. ___________________________ _____________________________ ________ Name of parent/guardian Signature of parent/guardian date

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Appendix 5

IPS Fees Schedule and Information 2016/ 2017 – Non-Mauritian Families Fee descriptions

d) One-time payment fees:

Application fee: Rs 500. To be paid at the time of application. This fee is non-

refundable. Re-entries and re-applicants are also obliged to pay this fee.

Assessment fee: Rs 1,000. To be paid if entrance assessments are deemed necessary

by the school Registration fee: Rs 50,000/- for first child, Rs 40,000/- for subsequent siblings. To be paid on confirmation of a place. This fee is non-refundable fee.

Students who leave and re-enter the school within two years are not required to repay this fee.

One Term’s deposit: All non –Mauritian students entering the school will be required to pay a deposit amounting to one term’s tuition fees. This deposit is refundable on the child’s departure on condition that one term’s notice is given, in writing, prior to departure. The deposit is not required if annual school fees are paid on one lump sum on or before 1st day of school. Please note: a 3% discount will be given if the annual school fees are paid in advance on or before 1st July 2016 b) Annual fees (mandatory): Tuition fees: paid by monthly instalments over 11 months-September to July. Discounts on monthly school fees only: 5% discount for second child, 7% discount for 3rd child and 10% discount for 4th and subsequent children enrolled at IPS. *Books and materials: Classes 1-6: Rs 4,400 - Nursery and Reception: Rs 2,000 *Insurance Rs 300

*Investment Funding Loan: Rs 5,000

refundable when the child leaves school and up to 3 months thereafter * IPS Yearbook Rs 1,100 *paid in August or, for new students, together with the first month’s tuition fees payment. c) Annual fees (optional) Parents Association (PA) Membership Fees Rs 500

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IPS Association (IPSA) Membership Fees Entrance Annual Ordinary fees Rs 500 Rs 500 Corporate fees Rs 200,000 Rs 25,000 Payment Schedule All payment of fees shall be made by monthly standing order only. When fees are outstanding the school reserves the right to suspend any student until all outstanding fees are paid in full. Non-Mauritian Families Nursery Full

Day Nursery Half Day Reception Classes 1-6

Deposit Rs 40,300 Rs 33,700 Rs 61,600 Rs 61,600 1st August Rs 8,900 RS 8,900 Rs 8,900 Rs 11,300 1st September Rs 11,000 Rs 9,200 Rs 16,800 Rs 16,800 1st October Rs 11,000 Rs 9,200 Rs 16,800 Rs 16,800 1st November Rs 11,000 Rs 9,200 Rs 16,800 Rs 16,800 1st December Rs 11,000 Rs 9,200 Rs 16,800 Rs 16,800 1st January Rs 11,000 Rs 9,200 Rs 16,800 Rs 16,800 1st February Rs 11,000 Rs 9,200 Rs 16,800 Rs 16,800 1stMarch Rs 11,000 Rs 9,200 Rs 16,800 Rs 16,800 1st April Rs 11,000 Rs 9,200 Rs 16,800 Rs 16,800 1st May Rs 11,000 Rs 9,200 Rs 16,800 Rs 16,800 1st June Rs 11,000 Rs 9,200 Rs 16,800 Rs 16,800 1st July Rs 11,000 Rs 9,200 Rs 16,800 Rs 16,800 Annual fees Rs 129,900 RS 110,100 Rs 193,700 Rs 196,100

General Terms and Conditions of Acceptance and Enrolment at IPS Initial acceptance of new students is tentative and based primarily upon presented school records and age. The Head of School shall have the exclusive right to review the suitability of any acceptance and provisional placement. The first thirty (30) days of any student's placement are provisional and the Head of School reserves the right to make any changes in a student's placement as s/he deems appropriate and in the best interests of the student and the school. This can include a recommendation that the student seeks an alternative school placement if a learning disability the school is unable to cater for becomes apparent. Special Needs Evaluation Fees Prior to acceptance or at any time during a child’s time at school, IPS may require extra testing or assessment of pupils. These fees will be covered by the parents/guardians. Where possible they will be informed of these costs prior to the assessments being carried out. S E N (Special Educational Needs): IPS will not accept students who have special educational needs outside the scope of the educational services offered by IPS. Medical Insurance/Assumption of Risk

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IPS provides a limited medical insurance for students and disclaims any financial responsibility for sickness or accident/injury sustained by a student on the IPS campus or at any IPS sponsored outing or function. Fees Unless fees are paid in full on or before the first day of school, they are to be paid in 11 equal monthly instalments on the first working day of each month by standing order only. On admission, no child will be admitted to a class until clearance has been given by the accounts department stating that all initial payments and documents have been completed. Withdrawals If you wish to withdraw your child from the school, for any reason whatsoever, you shall provide the school with one term’s written notice. Failure to do so will result in the Investment Funding Loan/deposit not being refunded to you. The school reserves the right to deduct all outstanding school fees and the cost of replacing any books damaged or defaced by your child from the Investment Funding Loan/deposit. Textbooks Textbooks and reading books are the property of the school. The cost of any books damaged or lost will be charged to the parents. No Refund policy It is not the policy of IPS to refund fees. The full school fees, as invoiced, will be due and payable to IPS regardless of the number of days a student attends school. There are two exceptions to this:

1. Student withdrawal within the first ten (10) student days

A student who is withdrawn during the first ten (10) school days following the initial day of attendance and whose parents/sponsor paid the full fees may be granted a tuition fee ONLY refund less the pro rata share for the days enrolled. This will be calculated on the basis of the annual tuition divided by the number of student days for that school year. Other fees are not refundable.

2. Student withdrawal at the request of IPS If IPS decides that a student cannot function successfully at our school and is excluded during the first thirty (30) school days following the initial day of attendance, a full refund of all fees will be granted. Investment Funding Loan/Deposit Refund The refund of the investment funding loan will be given when all textbooks and reading books have been returned in good condition and no fees are outstanding. The refund of the deposit will be given when the school has received one term’s prior written notice of withdrawal, all textbooks have been returned in good condition and no fees are outstanding.

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Re-enrolment Students will be automatically re-registered for the new academic year only on condition that there are no outstanding fees. I have read, understood and agreed to the general terms and conditions of acceptance and enrolment at IPS detailed above. ________________________ _________________________ _____ Name of parent/guardian Signature of parent/guardian date

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APPENDIX 6

MAINTENANCE PLAN FOR IPS I. Daily Tasks A. Sweep all floors B. Wet mop those needing cleaning (use special cleaners when needed) C. Pick up all trash D. Place any student desks or tables in rooms E. Clean all rooms including gym (multi-purpose room) 1. Sweep 2. Clean Boards 3. Empty all trash 4. Vacuum all rugs 5. Dust a) all adult desks b) all cabinets c) window sills F. Clean all bathrooms 1. Disinfect all toilets 2. Wash outside of toilets 3. Wash floors (after school) 4. Wash sinks 5. Wash walls behind toilets 6. Wash off counters 7. Restock toilet paper at least twice a day 8. Wash off all graffiti (if any) G. Kitchen Area 1. Wash all floors 2. Clean all sinks 3. Empty all trash 4. Wipe off and disinfect all counter 5. Clean all trays and cutlery 6. Refrigerate all perishables and store all other items properly 7. Clean all stoves and fryers 8. Place all cutlery and trays in appropriate storage areas H. Note any items that need attending and report to Director I. Water all plants 1. Inside ones 2. Outside ones J. Have personnel available to help with special projects directed by staff II. Weekly Tasks A. Wash blackboards B. Weed all areas needing attention C. Wash floors in classrooms D. Wipe down all doors E. Bathrooms

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1. Wash stall doors 2. Wash main doors of rest rooms F. Kitchen 1. Thoroughly wipe down with disinfectant all surface areas (counters, floors, ovens, refrigerators, freezers and sinks) 2. Clean all drains 3. Check all equipment G. Concierge to tour building and grounds to note items needing attention 1. Write up all of these tasks with time line for each 2. Bring major ones to the attention of Director 3. Prioritize all teacher and staff request a) set time for completion (1) give prioritized list to (a) director H. Have personnel available to help with special projects directed by staff I. Check all drains III. Bi-Monthly Tasks A. Walk building grounds B. Check kitchen with cafeteria manager 1. Check gas lines 2. Check electrical hookups C. Mow lawns D. Thoroughly clean fryer in kitchen IV. Monthly Tasks A. Wash windows of classrooms B. Repair and Paint all areas in need C. Complete all priority lists from teachers and staff D. Have a rotation schedule for shampooing carpets E. Check light bulbs in all hallways and change burned out ones F. Check emergency alarms and bells G. Check emergency lightening systems and batteries V. Semi-Annually A. Make a structural exam for cracks, loss of fillers/sealants and weatherproofing B. Roof examination for deterioration of sealants, caulking, etc. C. Inspect gas outlets and electrical outlets (Home Economics/Kitchen) D. Have freezers and refrigerators checked in Kitchen VI. Annually A. Check microwave ovens for leakage B. Lubricate all door hinges and check locks, gaskets, etc. C. Replace emergency batteries D. Inspect the oven and fryer VII. Vacation Times

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A. Stagger all vacations 1. Always have maintenance personnel available during vacations B. Paint rooms C. Make repairs in rooms VIII. Summer A. Room Maintenance B. Wash inside and outside of all lockers C. Major repairs D. Outside maintenance IX. General Guidelines A. Work out a schedule for all employees B. Make the maintenance department a collegial part of the school 1. Work with staff 2. Build trust and cooperation C. Set up a painting schedule (everything painted every three years) 1. Inside schedule 2. Outside schedule D. Have more cleaning supplies available for teachers 1. When doing art projects 2. Special project where a mess may be made 3. . More supplies in staff rooms a) sponges b) buckets c) rags d) mops e) cleaning fluid and powder E. Look at areas that need scraping, sealing and painting and set schedules

Appendix 7

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IPS FACILITY USE GUIDELINES Guidelines and Fees Charges for Spaces Deposits • Gymnasium Rs.1500 per hour • Cleaning Rs.1000 • Grounds Rs. 500 per hours • Facilities Personnel Fee (min 1 hr) Rs. 500 per hour

Present Insurance • If school insurance does not cover the use of the building, then the organization using the premises must guarantee insurance coverage for al liability and property damage. Duties for Security and Site Manager of the Event The person on duty will:

• Arrive early to disarm alarms • Make sure only areas to be used are open with all others locked to allow no access • Meet users and show space and give any information to users necessary • Stay the whole time users are in the building • Monitor the use of the building • Be available for assistance • Be sure area is locked when users are finished • Check all inside and outside doors to be sure they are locked • Lock all areas • Set alarms • Lock all outside gates

• The person on duty must be either one of the security employees or a school employee who is deemed responsible by the Head of School.

Guidelines for Use of the Individual Spaces Gym

• Jean Noel to establish this should establish General guidelines with the Head of School.

Grounds • Can be used for a variety of activities. No school equipment other than those already

on the field will be supplied. Specific Rules are as follows:

• Prior approval must be given for use of any equipment or portion of the gym.

• When using any equipment or portion of the gym, the person in charge must be specifically trained in the used of said items.

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• Anyone using the gym must sign a waiver of the school’s responsibility. Users must assume all liability for their participants and must be responsible for all damages caused by their participants.

• All applications for use will be on a first come, first served basis. Application forms will be dated and assigned a routing number.

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APPLICATION FOR USE OF IPS FACILITIES Name of Organization / or person: ___________________________________ Date(s) Requested: ___________________________________ Start Time:______________________ Finish Time:_________________________ Please circle area(s) required: * Endemic Garden * Gym * Main Field The area requested is for the following purpose: (please describe)

Request for use of any equipment:______________________ Should this request be approved, I agree to do the following: (Please initial each condition and sign below) ____Clear the use of all materials or equipment with the Head of School ____Return all equipment in good condition to the place it came from ____Clean the facility completely after the event ____Clear the facility completely after the event ____Assume liability and responsibility for persons and property in the course of using the facility Print Name: ______________________ Signature: ______________________ Date requested submitted: ______________________ List of all persons attending will be required on an attached sheet.All additional names if needed.

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Office use only Use of facility approved/denied _____________Date:__________________ Reason: If approved please add timetable and inform Facilities Manager ________________________________________________________ Check List: 1 copy of application given to applicant________

1 copy for IPS ________

Associated Costs: Please circle area(s) required: * Endemic Garden * Gym * Main Field

50% Deposit_____________________Date received deposit:__________________

Concierge (LOCAL CURRENCY 6 per hour)________

I have read, understand and agree with this building use policy.

___________________________ ___________________

Renter Signature Date

___________________________ ___________________

Head of School Signature Date

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APPENDIX 8

Emergency Procedures

INSERT IPS HANDBOOK/PROCEDURES HERE Include: ● Fire plans as approved by local Fire Officers ● Flood plan ● Emergency lock down plan ● Cyclone warning and emergency measures to secure the premises ● Alternative safe building for use in emergency

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Appendix 9

IPS Employee Handbook SECTION III

5.0. PROFESSIONAL DUTIES AND RESPONSIBILITIES 5.1. Duty of Care 5.1.1 You are expected to reflect the values and ethos of the School’s Vision and Mission

Statements in all aspects of your work at the school. 5.1.2 You must ensure that the interests of the students remain paramount at all times. 5.1.3. No form of physical or emotional abuse or discrimination of any nature towards any

member of the school community is tolerated at the school. 5.1.4. You are responsible, in loco parentis, to bestow the duty of care over all the students. 5.1.5 You will follow the proper behaviour, discipline and health and safety rules which are

inherent to the organisation and management of an educational establishment. 5.1.6. You are responsible to assist a student immediately in the event of any situation that

may endanger his health and safety and to report the matter to the Head of School and to the Nurse immediately.

5.1.7. You are required to take immediate remedial action should you, at any time, find a

child unsupervised.

5.2 Pedagogy 5.2.1 You are expected to keep abreast of new developments in primary education

in general and also in your particular specialisation or field of expertise. 5.2.2 All teaching staff must be constantly aware of the ever-changing trends in approaches

to teaching and learning and of current developments in international education. Your approaches to teaching and teaching methodology will also reflect the agreements on the taught curriculum, its planning, recording and delivery.

5.2.3 All teaching staff will also be familiar with the Teaching Staff Induction Handbook and

will be guided by the contents in organising their everyday work at the school. 5.3. Teamwork 5.3.1 To further our educational objectives, it is our policy to maintain an open

communicative style of staff management, with a strong emphasis on teamwork and collaboration.

5.3.2 Our aim is to provide strong and supportive leadership, support for the various teams

you work with, good working conditions, equal employment opportunities and a safe

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and healthy work environment to help you carry out your professional duties and attain optimal job satisfaction.

5.3.3 As part of this team, you are encouraged to be pro-active and to contribute to the

improvement of our programme. 5.3.4 You are encouraged to use your own initiative in your approach to your field of duty.

This is necessary for your own professional development and to ensure that IPS continues to remain a hive of creative and innovative thought and action.

5.4. Materials and resources 5.4.1 You are responsible for keeping in good and proper condition the materials and

supplies made available to you by the school and for reporting to the appropriate person any loss or damage thereto.

5.4.2. You will use the technology and equipment made available to you by the school for the

sole purpose for which they have been given and you shall not use such facilities for your own personal and private use.

5.4.3 All staff will be expected to give their input into the drafting of the annual budget for the

purchase of new materials and resources. 5.5. Record-keeping 5.5.1 Teaching staff are responsible for keeping full and complete records on their day to

day curriculum planning and for sharing these on a regular basis with teaching colleagues and coordinators.

5.5.2 Teachers are also responsible for keeping full and complete records on the learning

progress of each student in their care and for using these records to craft detailed and accurate reports for parents and other staff who may need access to them.

5.5.3. The Administrative and Support staff will keep their own specific records as detailed in

their respective job descriptions.

5.6 Communication of concerns regarding student progress and development 5.6.1. Teachers are also expected to observe and be aware of the educational, emotional

and behavioural needs of their students and to communicate any concerns to the child’s parents, to their Coordinator, to the Learning Support Coordinator and/or Head of School in an organised and timely fashion, so that any necessary support may be arranged.

5.7. Communication with parents: the home-school partnership 5.7.1 Teachers have a responsibility to ensure that a child’s parents are kept well-informed

of their child’s progress and of the day to day organisational needs of their child at school. As a teacher you will do this by means of: • Sending regular class or subject newsletters to parents outlining the programme

planned

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• Using the communication book to inform parents of any matters pertinent to their child and to their child’s progress.

• Responding to requests for meetings or information from parents in a timely manner.

• Requesting a meeting with parents by written message, by phone, by email or in person as and when the need arises.

• Informing the responsible Coordinator and/or the Head of School of any serious issue.

• Keeping up-to-date records and minutes of all meetings with parents. 5.7.2. The Administrative Staff will, in a timely and appropriate manner, respond to the

queries of the school community and arrange for the necessary follow-up with the responsible parties.

5.7.3. It will also be the duty of the Administrative Staff and Support Staff to assist the

student, his parents and the teachers whenever there is a change in the child’s and/or the school’s routine and/or when there is a particular need that requires their support.

5.7.4. The Administrative and Support Staff will ensure that the responsible parties are,

in a timely and appropriate manner, informed of the particular change and/or of the particular need and of the remedial action taken.

8. Deadlines

1. All staff are expected to complete all assigned tasks within any deadline set.

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APPENDIX 10

JOB DESCRIPTION TEACHER

JOB DESCRIPTION Title: Class Teacher or Subject Teacher Responsible to: The Head of School Line Manager: The Team Leader of your section of the school The Class/Subject Teacher at IPS is the front-line manager and facilitator of student learning. He/she plays a crucial role in ensuring the provision of an effective and appropriate educational programme for the children in his/her care. Their role is a key one in our school community. This job description aims at outlining the school’s expectations for this important position: A. Academic qualifications: The class/subject teacher will have appropriate academic qualifications for classroom teaching. This will normally be one of the following:

1. A degree in a recognized subject taught in primary schools plus a recognized professional teaching diploma/certificate.

or 2. A degree in Education and /or a recognized professional teaching certificate or

diploma or 3. A recognized professional teaching certificate or diploma

Salary placement will be based on academic qualifications and the number of full academic years worked in relevant teaching positions and related, recognized work experience. B. Personal characteristics All teachers will demonstrate that they are effective professionals who challenge and support all their students to do their best through:

• Being a positive role model in word, deed and attitude

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• Inspiring trust and confidence in all members of the school community that they t work with: students, fellow teachers, school administrators, support staff and parents.

• Recognising the importance of being a positive, collaborative, supportive team member and building team commitment with colleagues and students.

• Engaging and motivating students • Analytical thinking • Positive action to improve the quality of student learning

C. Common objectives for all teachers All teachers will:

• Be aware of the school’s Guiding Statements (vision, mission, Learner Profile) and take every opportunity to demonstrate these in their day to work with students, colleagues, parents and all other community members.

• Carry out their professional duties under the direction of the Head of School (HOS) and Deputy Head of School (DHOS).

• Perform particular assigned duties in accordance with directions given by the HOS/DHOS.

• Carry out duties according to school policy and procedure. • Organise all tasks and responsibilities so that deadlines can be respected and

adhered to. • Maintain confidentiality pertaining to all school-related matters and data. • Be responsible for all educational planning, assessment and reporting in relation to

those students in their care. • Be responsible for the resources entrusted to them. • Plan and evaluate the learning programmes for which they are responsible so that

they address all student needs. Modify the programme to meet specific student challenges and liaise with other staff where appropriate.

• Understand the principles and purposes of ongoing authentic assessment, and use assessment as both a planning tool and a tool to support student learning.

• Establish effective and collegial relationships with both students and teaching colleagues, based on mutual respect, understanding and the joy of learning together!

• Manage the classroom and any other learning areas they are responsible for so that the space is used effectively and safely. Establish clear guidelines and routines and provide an exciting, purposeful and supportive working environment.

• View parents (and guardians) as their partners in education and ensure that all parents are kept well-informed of student progress and any concerns.

C. Key Tasks (i) Subject teaching The teacher will:

• Be skilled, passionate and competent in all areas that he/she is engaged in teaching. To remain so, the teacher will engage in professional reading, coursework and other means to ensure that they are aware of recent developments in education and in research and that they are at the ‘cutting edge’.

• Apply appropriate and varied teaching methodologies. • Take time to reflect, research and plan their programme. Each teaching moment

/lesson will support the planned scheme of work and units of inquiry, within the school’s agreed programme of study.

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• Be willing to contribute new ideas and alternative approaches to teaching and learning and be able to back up their suggestions with the relevant research and/or practice.

• Keep detailed records and observations of student progress, achievements and concerns.

• Communicate any concerns about a student’s academic, social or psychological development to their colleagues, line manager and to the child’s parents without delay.

• Likewise, the teacher will communicate and celebrate student successes with the student, colleagues and the parents, as appropriate.

(ii) Classroom practice and management The teacher will:

• Establish positive, professional relationships with students that respect and are sensitive to their individual needs, gender, linguistic and cultural backgrounds.

• Promote the general well-being of the students in their care and will seek help/advice from colleagues and/or parents when concerns arise.

• Communicate and consult with parents/guardians in accordance with school policy and instigate and/or participate in meetings as required.

• Maintain supervision, safety and discipline among students at all times and ensure the health and safety of students according to the school’s policy statements.

• Supervise designated classes and groups of students at all times. Be aware of the need to be the responsible adult, even in ‘off duty’ periods!

• Create and maintain a well-presented, stimulating and well-organised classroom environment where student learning can flourish and be celebrated.

• Ensure that all resources and equipment are well-maintained and that their use responsibly supervised.

• Order new materials/replacements as appropriate and report all damage or loss. • Incorporate technology into the teaching programme as appropriate, maintaining safe

use policies at all times. (iii) Professional matters The teacher will:

• Participate actively in the performance management/appraisal process and be responsible for following through on the goals and action agreed.

• Review his/her approaches to teaching and learning on an ongoing basis and participate in and suggest different forms of professional development and further training.

• Be pro-active in sharing new ideas, methods used etc with colleagues • Maintain high standards of punctuality, attendance and personal presentation. • Contribute actively to the continued development and improvement of the school. • Establish and maintain effective working relationships with the entire staff of the

school, contributing actively to the success of the various teams within the school. (iv) Administration and extra-curricular matters: The teacher will:

• Supervise, as required, students or classes extra to the designated timetable, if requested by the HOS/DHOS.

• Participate in the extra-curricular activities of the school according to expertise and support the wider life of the school, including community events.

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(v) Specific Class/Subject Teacher responsibilities These will include, but are not limited to:

• Recording daily attendance of students, as requested. • Ensure that all information which the school keeps on students is updated. • Communicate school-related notices and messages to his/her class at the appropriate

time. • Check their email account, mailbox and school notice boards regularly for messages

and notices. • Maintain confidentiality at all times on all matters/data/information relating to the

school, to students, colleagues and parents. • Refer information of a confidential nature to the appropriate school office/person. • Complete academic reports, minutes of meetings and any other required

documentation as requested, respecting deadlines. • Ensure a suitable standard of dress and behaviour. • Attend meetings as requested and take a full and active part in all discussions.

Notes:

This job description has been read and understood. Name of Class/Subject Teacher: Signature of Class/Subject Teacher: Date: Name of Head of School: Signature of Head of School: Date: Reviewed: April, 2015 (AP)

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Appendix 11

Letter of Employment Staff member: Position/nature of activity: Period of contract: Salary Grade and Scale: Gross salary: You are also entitled to the following benefits: End of year bonus: Special bonus: Travel allowance: Job description: Working hours/conditions: Terms and conditions of employment: The full terms and conditions of your employment at the International Preparatory School are to be found in your copy of the Employee Handbook. The terms of appointment and conditions of service and the staff rules and orders are not intended to conflict with the law, and in those cases where legislation has or is enacted in respect of any employee or class of employee, the laws of Mauritius will prevail. I…………………………………………………………………,the undersigned, certify that I have been given a copy of the International Preparatory School Employee Handbook containing the internal rules and regulations of the International Preparatory School Association. I certify that I have read and understood these rules and regulations as they apply to my employment with the Association. I also certify that I have read and understood this letter of employment and the attached job description and I agree with all the terms therein. Signed:…………………………………………………………….Date………………….

: Teacher Signed:…………………………………………………………….Date………………….. Bruce Ashton: Head of School

Appendix 12

INTERNATIONAL PREPARATORY SCHOOL ASSOCIATION SCHOLASTIC YEAR 2016-2017 TEACHERS SALARY SCALE as from 1 September 2016


Inspire, Empower, Lead

APPENDIX 13

SUPPORT STAFF CONTRACT

Job Description: Caretaker/Office Attendant Responsible to: Head of School/Bursar Job Purpose Under the direction of the Bursar the person will be responsible for:

• The supervision of the cleaning of the school with the cleaning company • the security of the premises • the monitoring of health and safety on the school grounds after school hours and

Saturday mornings • the contact person for the alarm service monitoring company • coordinate cyclone shut down procedures with the school secretary • collect lunch orders for children • other duties as may arise from the use of the premises.

Summary of Main Duties

• Keyholder responsibilities including cover premises during holidays and sickness, contacting maintenance officer in cases of difficulty including attending emergency callouts and cyclone shut down duties.

• Taking the daily school register and store the information on the data base. • Check the lighting ,cooling, water supply • ensure that the water pumps are safe and in good working order • checking Safety of electrical equipment with the Maintenance Officer • monitoring the use of all supply services (meter reading, drinking water filter changes,

rubbish collection services etc). • Acting as a contact with operatives on the premises • Safeguarding premises and grounds, being observant and challenging apparent

intruders whenever possible. • Emergency cleaning when necessary.

Porterage and Handyperson Duties

• Reporting items of defect in building structure or equipment to the Head or the Bursar • Attending to movement of school furniture/equipment as may be required for classes,

meetings, lettings. • Receiving supplies and conveyance to correct location • Any other porterage duties as required • Carrying out bank duties as required • Carrying out postal services as required • Liaison with Contract Services staff when requested by Head or senior nominated

person Such other duties as may arise from the use of the premises, including



a) Attending after school activities, functions, lettings, meetings etc. by arrangement with the Head of School or the Bursar. b) Assisting and directing parents and visitors as necessary.

I have read and understood the job description Name_________________________Head of School_________________ Signed________________________Signed_________________________ Date_________________________Date___________________________



Appendix 14

Job Description: Cleaner Responsible to: Office Manager & School Nurse Working hours: 7 hr 00 to 16 hr 00 (Monday to Friday) 7 hr 00 to 11 hr 00 (Saturday) Summary of Duties Cleaning of Premises

• Checking that toilets and places of hygiene are clean at all times and keep free from litter

• Clearing the grounds and communal areas of any litter after the lunch and break times • Clean up any spills on walk ways and stairs • Sweep the common areas of leaves, sand and soil • Replenish the toilets of toilet paper and soap • Cleaning/washing the bins • Emergency cleaning as and when required • Monitoring and maintaining adequate stocks of consumable items and replenishing

when necessary. (soap, toilet paper, paper towels etc).

• Such other duties as may arise from the use of the premises, including:

a) attending school activities and functions which may be held outside normal working hours to maintain the cleanliness of the hygiene areas

b) assist the tea lady and deputize for her in case of absence c) assist with the clearing and cleaning of the premises after an emergency such as a

cyclone. Any other task related to cleaning may be assigned by the Management. I have read and understood this job description Name____________________________ Head of School_________________ Signed__________________________ Signed ________________________ Date____________________________ Date________________________



Appendix 15

Job Description: Gardener Responsible to: Office Attendant Duties and Responsibilities Under general supervision of the Office Attendant to perform routine gardening and varied grounds work on school grounds. Working as part of a team with a prescribed and recurring list of tasks and to perform other duties directly related to this job description. Will also be involved in special school events outside normal working hours (Christmas play, KS2 production, swimming gala, PA fundraising events to mention a few). Principal Duties and Responsibilities

• Assists in the performance of a variety of grounds maintenance work (mow and water lawns; weed lawn areas, edge paths and paved surfaces)

• Prepare ground for planting, plant, fertilize, water, trim and prune shrubs, trees, flowers and lawns.

• Make minor irrigation repairs such as replacing sprinkler heads and repairing broken hoses.

• Aids in keeping assigned areas free from pests and plant disease by using fertilizers and pesticides as necessary.

• Operate landscape construction and maintenance equipment including sweepers, brush cutters, blowers, rototillers, power sprayers, hand and power saw and other equipment.

• Cleans walk ways, facilities and fields; lines and marks fields. • Assist with supervision of lunch time sport activities on fields. • Assist with safeguarding the premises and grounds, being observant and challenging

apparent intruders, trespassers whenever possible. • Assist parents in parking at peak hours.

Knowledge, Skills and Abilities Required

• Ability to see without vision aids; ability to hear and understand speech at normal levels; ability to communicate to others clearly.

• Knowledge of proper use of methods, materials, tools and equipment used in gardening/grounds maintenance tasks and general utility work.

• Skill in the operation, care, maintenance and safe use of motorized grounds equipment. • Ability to perform and carry out oral and written instructions. • Ability to establish and maintain cooperative working relationships with those contacted

in the course of work.



Working Conditions

• Outdoor working environment subject to rigorous work schedule including bending, crouching and kneeling, pushing and pulling equipment and tools, reaching in all directions, long periods of standing/walking.

• Moderate to heavy physical effort for extended periods of time. • Light to moderate stress level.

Physical requirements

• Lifting from ground level-frequent: grass catcher mower, bags of fertilizer. • Pushing of wheelbarrow, carrying of rubbish bins, tables and stands, chairs. • Erecting tents on grounds • Carrying – occasional to frequent

Contacts Daily contact with all staff members. Daily contact with students and community members. I have read and understood the job description. Name____________________________ Head of School_________________ Signed__________________________ Signed ________________________ Date______________________ Date_________________________



Appendix 16

Job Description: Gatekeeper/General Maintenance Worker/Gardener Responsible to: Office Attendant Principal Duties: As Gatekeeper: 1. To be on duty near the main school gate during peak hours (morning, noon and home time). 2. Outside the above times, to remain in the gatekeeper’s office and only leave when relieved

by another designated IPS staff member. 3. To ensure that all school gates are locked at all times when school is in session. 4. To ensure that only authorized persons enter the campus to drop & pick up pupils. 5. To ensure that all parents are wearing their I.P.S security badge visibly. 6. To stop parents who come in accompanied and enquire about accompanying persons. 7. To keep record of all visitors/parents entering and leaving the school premises. 8. To ensure that all visitors are given and wear a “Visitors Badge” visibly. 9. To assist parents/visitors to the school by directing them to the appropriate office/person. 10. To ensure that children do not leave the school premises unaccompanied during school

hours. 11. To maintain a log book of staff leaving and entering the campus during school hours (to

record exit and entry times). 12. To maintain a log book of children being picked up late. 13. To ensure that all children being picked up late are handed over to authorized persons on

the school premises. 14. To maintain a log book of cleaning company staff (Service 2000 Ltee) – recording arrival

time and number of staff. 15. To assist with safe guarding premises and grounds, being observant and challenging

apparent intruders as appropriate. 16. Any other task assigned by the management.

As Maintenance Worker/Gardener: • To clean buildings with pressure cleaner on Saturdays. • To assist the Maintenance Officer with the general maintenance of school buildings during

school holidays as per holiday maintenance programme. • To assist the gardeners with varied maintenance work/tasks in the school grounds during

school holidays as per holiday maintenance programme. • To undertake any other task assigned by the management Working Conditions



Manual dexterity and strong physical condition necessary to maintain a rigorous work schedule including bending, crouching and kneeling, pushing and pulling equipment and tools when necessary.

• Moderate to heavy physical work for extended periods of time • Set up and occasionally work from ladders for extended periods of time.

Environmental Conditions • Work environment – indoors and outdoors • Chemical exposure – solvents, paints, fertilizer, herbicides, pesticides • Fumes/gas/odors - occasional

Working hours are: 07:15- 16:15hrs Monday to Friday 07:30- 11:00hrs Saturday Tea break: 10:00 – 10:15 Lunch break: 13:00 – 13:45 I have read and understood the job description. Name____________________________ Head of School_________________ Signed__________________________ Signed ________________________ Date______________________ Date_________________________



Appendix 17

Job Description: Maintenance Officer Responsible to: Bursar

Principal Duties and Responsibilities

§ Performs standard maintenance duties using basic hand tools. § Repairs plumbing valves, faucets, unstops plumbing fixtures and cleans taps. § Inspects electrical, air conditioning and water equipment and makes minor repairs and

adjustments. § Performs routine carpentry repairs on cabinets, shelves, doors and services door

closures and § hardware. § Repairs light switch, replaces light bulbs and fluorescent tubes and services fluorescent

fixtures. § Assists in emergency clean up resulting from breakage, vandalism, spilling illness of

cyclone damage. § Repairs gates and fences, paints surfaces, marks athletic fields and performs ground

supervision duties. § Keeping all gutters exposed roofs and external walkways clear from debris and leaves. § Assists with cyclone shut down procedures. § Assists with safe guarding premises and grounds, being observant and challenging

apparent intrude whenever possible. § Any other duty assigned by management. § Ensures that the water pumps are safe and in good working condition. § Cleans water filters regularly and ensures that the filters are changed when necessary. § Cleans all water reservoirs on a regular basis. § Reports items of defect in building structure or equipment to the Bursar.

A special maintenance program has to be followed during the school vacations.

Working Conditions Manual dexterity and physical condition necessary to maintain a rigorous work schedule including bending, crouching and kneeling, pushing and pulling of equipment and tools, reaching in all directions. • Moderate to heavy physical effort for extended periods of time. • Set u and occasionally work from ladders for extended periods of time. • Moderate stress level.

Environmental Conditions • Work environment – indoors and outdoors. • Chemical exposure – solvents, paints, fertilizer, herbicides, pesticides.



• Fumes/gases/odors (occasional)

I have read and understood the job requirements. Name____________________________ Head of School_________________ Signed__________________________ Signed ________________________ Date______________________ Date_________________________



APPENDIX 18

Job Description: Tea Lady/Cleaner Responsible to: Office Manager/School Nurse Working hours: 7:30 to 15:30 (Monday to Friday) 7:30 to 11:00 (Saturday) Summary of Duties

• To keep the staff room clean and prepare hot drinks (coffee, tea, hot water) for the staff at break and lunch times.

• Clear away and wash all crockery and cutlery used by the staff at break and lunch times. • Monitoring and maintaining adequate stocks of consumable items and replenishing

when necessary (coffee machine, water dispenser, tea & biscuits for staffroom). • Keep a record of cutlery and crockery stocks. Report any breakages and damages to

the Bursar. • Keep the staff room cupboards clean and tidy at all times. • Keep the electrical appliances (electric kettle, microwave ovens, oven, and refrigerators)

clean; report to Bursar if any are in need of repair. • Keep the area by the staff room and PYP Co-ordinator’s office clean. Sweep and wash

as and when necessary. • Wash crockery used by PA office. • Keep the admin block clean at all times. • Pick up children from classrooms as and when required.

Deputize for the cleaner in her absence. Other such duties as may arise including assisting at school functions when your services are needed be it in the evenings, during the weekends or school holidays. I have read and understood this job description. Name____________________________ Head of School _____________ Signed__________________________ Signed _____________________ Date _________________ Date _____________________



Appendix 19

InternationalPreparatorySchool,Mapou,Mauritius

JOBDESCRIPTION

Role:HeadofSchoolPositionSummary

· TheHeadofSchoolisresponsiblefortheeducationalleadershipandmanagement(DaytoDayoperations)oftheInternationalPreparatorySchoolof340students,aged3to11(NurserytoClass6).

· TheHeadofSchoolsetseducationalprioritiesandoutlinesthefundingimplicationsofthesetotheIPSSchoolBoard.

· TheHeadofSchoolhasfinalresponsibilityfortherecruitment,selection,assignment,orientation,deploymentandappraisalofalladministrators,teachersandsupportstaff.

· TheHeadofSchoolhasawealthofinternationalschoolexperienceandiswell-versedincurriculumdevelopmentandprofessionaldevelopment.

· TheHeadofSchoolissupportedbyaDeputyHead,anIBPrimaryYearsProgramme/CurriculumCoordinatorandSeniorTeachers.

· TheHeadofSchoolLeadstheSeniorLeadershipTeamcomprisingofDeputyHead,aIBPrimaryYearsProgramme/CurriculumCoordinatorandSeniorTeachers.

· TheHeadofSchoolisalsosupportedbyaMiddleLeadershipTeamcomprisingteamleadersofotherkeyareas.RequiredQualificationsandExperience

· PossessanappropriatefirstdegreeandMastersdegreepluscurrentteachingcertification· Extensiveexperienceofprimaryschoolcurriculumandprogrammes· Successfulteachingexperienceininquiry/trans-disciplinaryprogrammes· Experienceasaneffectiveprimaryschoolleader· Internationalteachingandleadershipexperiencepreferred· Understandthechallengesofworkingonasmallmulticultural,multilingualisland· Haveexperienceinthemanagementofaninternationallyaccredited(CIS)school

GeneralSkillsandAbilities

· Excellentinterpersonalandcommunicationskillsandtheabilitytoengendertrustinhis/herleadership

· Demonstrateintegrityandprofessionalismwhenunderpressure· Bechild-centeredandenthusiasticaboutworkingwithyoungchildrenofallages· UnderstandtheroleoftheBoardofGovernorsandestablishexcellentrelationshipsintermsof

schoolgovernance· Bearolemodelforcolleaguesandstudentsintheschool· Goodorganizationalskillsandtheabilitytoprioritizetasks· Bringexperienceincurriculumdevelopmentandoversightandbeawareofnewdevelopments

ininternationalcurricula· Supportthedevelopmentofteacherleaders· Asenseofhumor!



ResponsibilitiesandSkillsrelatingtoInstructionalLeadership

· Theexperienceandabilitytoguidethedevelopment,alignmentandexecutionofthecurriculum

· Supportforthedevelopmentoftheschool’sassessmentstrategies· Analyzestudentachievementdataandtrendsovertimeandtheuseofdatatoimprove

teachingandlearning· Ensuretheappropriateuseoftechnologytoimproveinstructionandlearning· Incollaborationwithstaff,developschedulesthatmaximizetheuseofinstructionaltime· Workwithcurriculumleaderstofacilitateprofessionallearning· Keepabreastofnewdevelopmentsineducationbymeansofpersonalprofessionalreadingand

coursework· Ensurethatinstructionalpoliciesandproceduresareimplementedacrosstheschool.

ResponsibilitiesandSkillsrelatingtoSchoolClimate

· Beknowledgeableandsensitivetotheparticularsocialandculturalneedsoftheschoolcommunity

· Modelrigorousexpectationsandpromotecollaborativeworkatalllevels· Developteacherleadershipandshareddecision-makingwheneverappropriate· Maintainasafeandsupportivelearningenvironmentwhereallfeelvalued,trustedand

respected· Listenandrespondtotheconcernsofthecommunityinavisibleandapproachablemanner

ResponsibilitiesandSkillsrelatingtoHumanResources

· Playakeyroleintherecruitment,orientation,retention,developmentandappraisalofwell-qualifiedandenthusiasticstaff

· Providethesupportnecessaryforstafftomeettheirgoalsanddeveloptheirteachingcareersandexpertise

· Encouragestafftochallengethemselvesbytakingonleadershiproles· WorkcloselywiththeParentAssociationtopromotecommunityevents

ResponsibilitiesandSkillsrelatingtoSchoolOrganisation

· Ensuretheoptimaluseofthecampusandofresourcestoenhanceteachingandlearning· Overseehealthandsafetyregulationstoensuresafeoperationsonsite· Implementschoolpoliciesandproceduresandtheassociatedrulesandcodesofpractice· Developbudgetaryproceduresthatensurestrategicplanningandoptimaluseoffundsand

resources· Ensurethatcalendars,timetablesanddutyrostersaredevelopedandimplemented· Workwiththeadmissionsteamtoattractandscreenpotentialnew· students

ResponsibilitiesandSkillsrelatingtoCommunityRelations

· Communicatetheschool’svision,missionandcommunitycharacteristicsclearlyandoften· Bevisibleandaccessibletothecommunity· Usesurveysandothermethodstosolicitfeedbackfromthecommunityandthusallowfor

schoolimprovement· Establishvariousmeansofcommunicationwithintheschooltoensurethatallareinformed· Promoteeffectivehome-schoolrelationships· Workincollaborationwiththeotherinternationalschoolheadsontheislandandwiththe

receivinginternationalsecondaryschools· Bepro-activeinconflictmanagement· Beclearandarticulateinspeechandinwriting



· Coordinateandpromotespecialevents

This job description has been read and understood. Head of School: BRUCE H. ASHTON Signature: Date: IPS Board president: DEV POOLOOVADOO Signature Date: Reviewed: June 26, 2016 .

Reviewed: April, 2015 (AP)



Appendix 20

Role/Title: Member of the Middle Leadership Team with specific Coordinator responsibility for the Reports to: The Head of School Name: …………………………………………………

……………………………………………………Team. Date: The Middle Leadership Team is comprised of a team of coordinators who have been appointed to exercise teacher leadership and to support and mentor a specific team of teachers. They are key in assisting the School achieve its aims and objectives in terms of strategic planning, curriculum development and delivery and in a variety of other middle management and leadership tasks. Currently, the following 6 Coordinators are members of the Middle Leadership Team:

• The Early Years Coordinator: Nursery and Reception • The Lower Primary Coordinator: Classes 1 and 2 • The Upper Primary Coordinator: Classes 3, 4, 5 and 6 • The Coordinator for the French Language • The Coordinator for Learning Support Services and ESOL • The Subject Teacher Coordinator

Duration of this appointment: The appointments are made initially for a two year period. Re-appointment will be based on the results of appraisal and on the current developmental needs of the school at the time. The starting date for this appointment is: ………………………………………………………………………………………………………….. This position description outlines the School’s expectations for these key middle leadership positions.

A. Academic Qualifications The Coordinator will have the appropriate academic qualifications for classroom teaching. This will normally be one of the following:

• A degree in a recognized subject taught in primary schools plus a recognized professional teaching certificate/diploma or

• A degree in Education and/or a recognized professional teaching certificate or diploma or

• A recognized professional teaching certificate or diploma



B. Personal characteristics All Coordinator will demonstrate that they are effective professionals by

• Being positive role models for their colleagues across the school • Inspiring trust and confidence in all they work with, students, fellow teachers and • Parents. • Recognizing the importance of being a positive, supportive team member as well as • coordinator • Using every opportunity to build and enhance team commitment and collaboration • Encouraging the team to share ideas and strategies for change and improvement • Analytical thinking • Good time management skills

C. Strategic Direction and Policy Implementation

• Support the vision, mission and community characteristics of the School • Support and oversee the implementation of the School’s strategic plans • Be aware of School policy and strive towards implementing and supporting these

policies • Support team members in achieving their personal goals, the goals of the Team and

of the School • Liaise with the Leadership Team on all team matters

D. Teaching and Learning

• Liaise with the Curriculum Coordinator and other staff on relevant curriculum development and implementation matters.

• Mentor and assist team members in programme development and delivery • Take a lead in organizing school events linked to the work of the Team • Assist in the organization of curriculum workshops and presentations

E. Leadership Role • Attend regular Middle and or Leadership Team meetings as scheduled by the HOS. • Plan and chair Team meetings • Support the Leadership Team in developing positive relationships with and between

students, • Teachers and parents linked to their team • Support the appraisal process • Provide specific support to newly qualified teachers and to teachers new to IPS and to

supply teachers and to class assistants. F. Resources

• Oversee the safe and prudent use of resources allocated to the Team • Establish priorities for the ordering and purchasing of new materials • Undertake an annual audit of equipment, books, audio-visual aids and other

resources used by the Team This position description has been read and understood: Signature of Coordinator………………………………………Date…………………. Head of School…………………………………………………Date………………….



Appendix 21

JobTitle:IBPYPCoordinator Reportsto:HeadofSchool,LeadsandcollaboratingwithMLT,PYPTeachersSupervises:PYPTeachersDate:September2016MajorDutiesandResponsibilitiesFacilitatingthedevelopmentandeffectivedeliveryoftheIBPrimaryYearsProgrammefromNurserytoYear6incollaborationwiththeHeadofSchool.A.Accountabilities/Responsibilities:

• WillensureongoingdevelopmentandreviewofthecurriculumaccordingtotheIBstandardsandpractices.

• Willensureallcurriculumdocumentationisuptodateandpublished.• WillcommunicateallIBPYPinformationfromtheIBOtoPrimarySchoolfacultyandschool

community.• WillensurethatteachershaveessentialIBdocuments.• Willprovideparentswithallrelevantschooldocumentationrelatingtothecurriculumand

ensureparentsarekeptuptodatewithassessmentsthattakeplaceintheclassroomandcurrentlearning.e.g.throughworkbeingsenthome,expectationsofassessmentsandfinalteacherandpupilreflections,classnewsletters.

• Willensurestaffarefamiliarwithandimplementassessmentstrategiesandtoolsoutlinedintheschoolassessmentpolicy,keepinguptodaterecordsofstudent’sprogress.

• Willsupportteachersincollaborativeplanning,teachingandlearningandassessmentstrategies.

• WillensurethestandardsandpracticesofthePYParecommunicatedtoallstaffandareimplementedwithintheschool.

• FacilitatecollaborativeplanningtimeforallyearlevelsandduringwholestaffTransdisciplinaryplanningmeetings.

• Facilitatethesharingofgoodpracticethroughouttheschoole.g.peerobservation,teamteaching.

• Willberesponsible(withsupportandassistancefromtheadministration)fortheinductionofnewteachersintotheIBPYPprogramme,includinguseoftheplanner,UnitsofInquirydesign,andtheuseofappropriateassessmentstrategies.

• Willmanage,host,andleadingvisitsfromtheIBOorIBconsultants.• WillensurethatotherappropriatepersonnelDHOS,MLTetc.arekeptabreastofIBPYPissues

anddevelopments.• Willcollaboratewithseniorstafftocreatealong-termstaffdevelopmentplanthatmeetsthe

needsofIBPYPandotherIPSinitiatives.• WillassistallIPSspecialists(includingtheLibrarian.ITCoordinator,FrenchDepartment,Physical

Education,andCounsellor)tointegrateallPreK-5curriculumareaswiththeIBPYP.• WilldeviseandcoordinateincooperationwiththeHeadofSchoolasystemforcollaborative

planningamongclassroomteachersandspecialists.• WilloverseeandcoordinateordersofmaterialstoensurethattheyareapplicabletotheIPS

ProgrammeofInquiry.



B.Knowledge,Skills,Experience:

• AnawarenessandthoroughunderstandingoftheIBstandardsandpracticesforthePYP.• ProventeachingabilitywithinthePYP.• Commitmenttoownpersonalprofessionaldevelopment.• Effectivetimemanagementandorganizationalskills.• Abilitytolead/facilitategroups,meetingsandcommittees.• Effectiveinter---personalandcommunicationskills.

C.CoreBehaviours:

COMMUNICATION:• MaintaincommunicationwithIBO,respondingtorequestsforinformatione.g.IB

questionnaires.• Maintainlinkswithlocalschoolssharinggoodpracticethroughschoolvisitsandattending

meetingsforMauritianPYPschoolsduringtheyear.• Ensure that teaching staff have access to all PYP publications and are kept informedof

relevantcorrespondencereceivedfromtheIBO• Encourageteachingstafftocommunicatelearningandassessmentthatistakingplaceinthe

classroomtoparentse.g.classportalsandopenafternoons• EnsurethatallstaffhavepasswordaccesstotheOCCoftheIBwebsiteandencourage

regularuse• Informparentsabouttheprogrammethroughinformationsessionsandnewparent

inductioninconjunctionwiththeHeadofSchool.• Promoteandfacilitateeffectivecommunicationthroughouttheschoolthroughmeetings,

agendas,emails,detailedcalendarandface-to-facecommunication.• RepresentandcommunicatethePYPatothermeetingsandforumsincollaborationwiththe

HeadofSchool.• Ensureallstaffareinformedofprofessionaldevelopmentopportunitiesandare

awareofwheretolooke.g.IBwebsite• Makerecommendationsregardingprofessionaldevelopmentonandoffschoolgrounds

forallstaff.• Keeparecordofinschoolworkshopattendanceandprofessionaldevelopmentthatoccurs

eachyeartoensureequalityofopportunityforall.

TEAMWORK:• Workinclosecollaborationwithothermembersofthepedagogicalleadershipteam.• PromoteandfacilitateeffectivecollaborationinPYPandcollaborativeplanning

meetings,gradelevelplanningtime• Facilitateeffectivepeersupportthroughreleasetimeforlessonobservations/team

teachingincollaborationwiththeDeputyHeadofSchool.• Promoteliaisonacrossthesections(EarlyYears,KS1&Ks2)toensurecontinuityand

coherenceinthecurriculum.• LiaisewithteachersteachingtheFrenchprogrammetoensurethecontinuedintegrationof

PYPbestpracticesintotheFrenchprogramme.

PLANNINGANDORGANISING:

• Overseethecreationandimplementationofanactionplanforthedevelopmentof



thePYPwithintheschool,involvingthewholeIPSSchoolteam.• PlananddeliverinductionprogrammeforstaffnewtothePYP• PlananddeliverinductionprogrammeforparentsnewtothePYP• Overseeimplementationofaneffectiveprogrammeofprofessionaldevelopment

throughacombinationofin---schoolinductionandworkshops,IBregionalworkshopsandotherIBapprovedorrelevanttrainingopportunities

• Ensure the adequate provision of resources to enable effective teaching andlearningofthePYP.CollaborationoforderingandbudgetingwilloccurwiththeHeadofSchool,BursarandLibrarian.

• Plananddeliverabalancedstaffmeetingscheduleduringtheyear,addressingadministrativeissues,planningtimeandprofessionaldevelopmentopportunities

• Coordinatetheplanning,realisationandevaluationoftheYear6ExhibitioninconjunctionwiththeYear6teachers.

• PrepareandsubmitdocumentationrequiredforProgrammeevaluation.DECISION---MAKING:

• CollaboratewiththeHeadofSchool,DeputyHeadofSchoolandKeyStageCoordinatorsindeterminingprofessionaldevelopmentneeds.

This job description has been read and understood. Name of Class/Subject Teacher: Signature of Class/Subject Teacher: Date: Name of Head of School: Signature of Head of School: Date:



Appendix 22 HOMEWORK GUIDELINES

Homework Homework plays an important role in student life because it encourages the development of self-discipline and associated good working habits. Homework may be assigned as shared work with parents or as independent work for students. Assignments may involve practice, preparation, extension or creativity. Homework may be assigned or voluntary, individualised or requested of an entire group or class. An assignment can take as little time to complete as part of one evening or extend over several weeks. More homework is required of older children than of younger children. Homework Guidelines The following is a general guide to the amount of time that children of the various age groups can expect to spend each week on homework assignments.

§ Year 1 15-30 minutes § Year 2 30-60 minutes § Year 3 60-90 minutes § Year 4 90-120 minutes § Year 5 120-180 minutes § Year 6 180-240 minutes

In addition students are expected to be reading daily in English and their mother tongue. In Year 1 and Early Childhood no formal homework is given as we believe the children need time to play and relax. The home-school partnership at this time is very important to help each child’s reading development. Students bring books home regularly to read with an adult or older sibling. It is however, stressed that parent’s read or tell stories (especially in their home language) with their children to help literacy and language development.



Appendix 23

IPS STUDENT CONDUCT

CODE OF CONDUCT

Philosophy

In accordance with our Vision, Mission, and Community Characteristics we value respect,

tolerance, cooperation, and responsibility. We are committed to providing a safe, supportive

educational environment where ongoing improvement is the norm. Our approach to

discipline enables the person to learn new behaviours for the future rather than dwelling on

past mistakes.

IPS therefore expects students to:

● Demonstrate integrity by developing honesty & self-discipline;

● Respect themselves and others, and their environment;

● Respect school rules, guidelines and procedures;

● Take responsibility for their own actions;

● Seek ways to resolve problems peacefully;

● Speak up if they see someone being treated unfairly.

In order to model these expectations to students we expect parents to:

● Work with us cooperatively to meet the needs of the students;

● Treat staff members with respect and consideration;

● Treat each other with respect and kindness;

● Respect and help to enforce school rules, policies and guidelines.

In order to model these expectations to students we expect teachers to:

● Apply the agreed standards of behaviour consistently

● Be positive role models for each other and our students, treating all members of the

school community with courtesy and respect



● Treat all children equally

● Encourage cooperative behaviour, praising good behaviour rather than focussing on

undesirable behaviour

● Play an active part in building up a sense of community

● Be alert to signs of bullying and harassment, deal with same appropriately and alert

other staff and parents to such problems

● Deal sensitively with children in distress, listen to them and deal with any incident

appropriately and in a timely manner

● Support each other in maintaining good classroom management and show sensitivity to

each other’s needs and difficulties

● Work with parents to achieve behavioural goals

Our expectations for student behaviour are based on the Learner Profile Inquirers We nurture our curiosity, developing skills for inquiry and research. We know how to learn independently and with others. We learn with enthusiasm and sustain our love of learning throughout life. Knowledgeable We develop and use conceptual understanding, exploring knowledge across a range of disciplines. We engage with issues and ideas that have local and global significance. Thinkers We exercise initiative in applying thinking skills critically and creatively to recognize and approach complex problems, and make reasoned, ethical decisions. Communicators We express ourselves confidently and creatively in more than one language and in many ways. We collaborate effectively, listening carefully to the perspectives of other individuals and groups. Principled We act with integrity and honesty, with a strong sense of fairness and justice, and with respect for the dignity and rights of people everywhere. We take responsibility for our actions and their consequences. Open-minded We critically appreciate our own cultures and personal histories, as well as the values and traditions of others. We seek and evaluate a range of points of view, and we are willing to grow from the experience. Caring We show empathy, compassion and respect. We have a commitment to service, and we act to make a positive difference in the lives of others and in the world around us. Risk-takers We approach uncertainty with forethought and determination; we work independently and cooperatively to explore new ideas and innovative strategies. We are resourceful and resilient in the face of challenges and change.



Balanced We understand the importance of balancing different aspects of our lives—intellectual, physical, (spiritual) and emotional— to achieve well-being for ourselves and others. We recognize our interdependence with other people and with the world in which we live. Reflective We thoughtfully consider the world and our own ideas and experience. We work to understand our strengths and weaknesses in order to support our learning and personal development. While bearing in mind that a child exhibiting severe/disruptive behaviour needs to be dealt with sensitivity according to agreed upon guidelines, the welfare of the other students and adults is important and must be considered. With regards to discipline at IPS we believe in:

• A whole school system for dealing with behaviour • A whole school agreement on consequence • A staged list of consequences known to students, staff and parents • A team approach involving parents in dealing with behavioural issues • Planned finite toleration period which is proactive in addressing the larger problem • A behaviour problem being dealt with by an adult at the time it occurs

Consistent commitment to dealing with behaviour according to IPS guidelines

o A few appropriate rules understood by students o Rules made by students for students o Students being held responsible for their own behaviour o Student involvement in plan of action o Plans which focus on finding desirable alternative behaviours o Purposeful, private solution-focused discussion involving student input,

understanding and cooperation o Purposeful result-oriented vocabulary o Questions such as, “What are you doing?’ or “What could you have done

differently?” o Intrinsic rewards such as praise and acknowledgement through comments,

gestures and body language (e.g. Well done! thumbs up, smile, eye contact).



Mitigating circumstances We are aware that any system needs to be flexible due to some mitigating circumstances such as the following: ● The student is very young and still developing an understanding of

appropriate behaviours and how to behave in social situations; ● The student is new to the school and still learning IPS expectations of

behaviour, or is experiencing extreme transition issues. ● The student was unduly provoked. ● The student is under extreme stress for valid reasons e.g. death in the

family, divorce.

Examples of minor, significant and serious incidents The possible range of incidents that could occur is wide. The following list is intended as a guide to make consistent judgements on appropriate actions to take for incidences of misbehaviour. Consider the differences between planned and spontaneous incidents. Minor incidents ● Swearing or use of inappropriate gestures or sexual language ● Rough play or rough housing ● Playing in out-of-bound areas ● Inappropriate behaviour at lunch time e.g. playing with or throwing food,

playing with or hiding someone else’s food ● Running in the school buildings ● Refusal to follow adult’s request e.g. to put equipment away or pick up

litter ● Bringing games, toys or valuable items to school (outlined in the parent

handbooks) ● Minor disruption in class such as repeated calling out, being constantly out

of seat, disturbing other students

Significant incidents ● Repeated swearing or use of inappropriate gestures or sexual language

with intent to insult or upset others ● Making derogatory comments of a sexual or cultural nature ● Blatant cheating ● Open challenge to staff member’s authority such as defiance,

subordination ● Fighting or hitting, pushing, pulling, kicking, punching ● Inappropriate behaviour in the bathrooms ● Intentional damage to the school’s property or the property of others ● Theft

Serious incidents ● Bullying by excluding individuals or by breaking friendships



● Bullying in the form of threatening behaviour ● Bullying in the form of intimidation ● Verbal bullying in a vindictive way e.g. name-calling ● Physical bullying ● Cyber bullying ● Behaving in a way that poses a danger to self or others ● Serious fighting e.g. kicking, punching that was intentionally aggressive ● Inappropriate sexual behaviour ● Racial, sexual or religious harassment ● Possession and/or use of dangerous articles e.g. pen-knife



Minor Incident Date ________________________

Name: ______________________

Year Level: ______________________

Explanation of what happened:

_____________________________________________________

_____________________________________________________

_____________________________________________________

What I could have done differently:

_____________________________________________________

_____________________________________________________

_____________________________________________________

What I will do next time

_____________________________________________________

_____________________________________________________

_____________________________________________________

Student Signature:

Teacher Signature:

Parent Signature:

Please return this form to school after your parents have signed it



Significant Incident Daily Report - Behaviour

Name_______________________ Date_______________________ Period 1 ___________________ Prepared for class. ____________________ On task and participated appropriately. ____________________ Respectable behaviour Period 2 ___________________ Prepared for class. ____________________ On task and participated appropriately. ____________________ Respectable behaviour Period 3 ___________________ Prepared for class. ____________________ On task and participated appropriately. ____________________ Respectable behaviour Period 4 ___________________ Prepared for class. ____________________ On task and participated appropriately. ____________________ Respectable behaviour Period 5 ___________________ Prepared for class. ____________________ On task and participated appropriately. ____________________ Respectable behavior Period 6 ___________________ Prepared for class. ____________________ On task and participated appropriately. ____________________ Respectable behavior Period 7 ___________________ Prepared for class. ____________________ On task and participated appropriately. ____________________ Respectable behavior

1 = Needs to Improve 2 = Satisfactory 3= Outstanding



Recess Behaviour - Please highlight positive and challenging behaviours

observed.

Lunch Behaviour: Please highlight positive and challenging behaviours observed.

General Feedback



{Insert Date here} Re: {insert student's name here} Behaviour Agreement #1

Dear Mr.& Mrs. {Insert Parents Name here},

I am writing to inform you that due to {insert student's name here}on-going

unprincipled behaviour we have implemented a daily report that specifically seeks to

make {insert student's name here} aware of {his/her} behaviour, organisation, and self

management skills . These are targets where we believe {insert student's name

here} can be successful. I would request that you look over the report each evening and discuss with {insert

student's name here} what targets they achieved in their day, what targets they had

challenges’ with, and how they can work to overcome these challenges. It is our hope that {insert student's name here} will be successful in achieving these

targets and we will review {his/her} progress in 4 weeks time with you.

This is the second stage of our IPS Primary School Code of Conduct and I would like to

impress upon you the need to work together to assist {insert student's name here} in

being more successful. Please do not hesitate to contact me to discuss this matter. Yours Sincerely

{Your Name}



1. I will ……... Evidence I will collect to show I am meeting my target

2. I will ……. Evidence I will collect to show I am meeting my target

Parent Comment

Significant Incident Agreement

Name_______________________ Date_______________________ The following is an agreement between {insert student's name here} and Mr. Ashton the

Head of School at the International Preparatory School. I have agreed to the following two targets.

Student Signature:

Parent Signature : HOS Signature:



{Date Here}

Re: {insert student's name here} Behaviour Agreement #1 Dear Mr.& Mrs. {Insert Parents Name here},

I am writing to inform you that due to {insert student's name here}on-going

unprincipled behaviour we have implemented a ‘Behaviour Agreement’. {insert student's name here} has been asked to identify targets that will identify where

improvement must be made in {his/her} behaviour, organisation, and self management

skills. These are targets we believe {insert student's name here} can achieve and

show evidence of overall improvement. I would request that you look over the targets and discuss them with {insert student's

name here}

It is our hope that {insert student's name here} will be successful in achieving these

targets and we will review {his/her} progress in 4 weeks time with you. This is the third stage of our IPS Primary School Code of Conduct and I would like to

impress upon you the need to work together to assist {insert student's name here} in

being more successful. Please do not hesitate to contact me to discuss this matter. Yours Sincerely

Bruce Ashton Head of School



IPS Behaviour Guidelines Introduction: School rules are kept to a minimum and are concerned primarily with the health and safety of all students and the governing principle of consideration for others. The International Preparatory School believes that children should develop self-discipline, which is based on a sense of responsibility, an understanding of the need for rules and a caring attitude for others, as opposed to fear. The school therefore aims to correct rather than punish children’s failures and to use them as opportunities for learning. We do have a system of warning letters and detention if a child persistently flaunts the school or individual class rules. As stated in our IPS Code of Conduct, we have a few appropriate school-wide rules that are understood by our staff and students which are: ● Be aware of/know the Learner Profile and use these to frame our daily work and

interaction with others ● We walk sensibly and quietly around the school ● Wear school hats /caps outdoors: No cap, no play

We encourage our pupils to: Use kind hands, use kind words and use kind actions at all times. In the classroom: We believe in having rules made by students for students. Therefore, in each class the teachers and pupils together develop class essential agreements that facilitate the well-being of the students and smooth running of the class. These agreements that are negotiated at the beginning of the school year are displayed in a prominent position in each classroom. Dealing with misbehaviour both in the classroom and in the playground: Foundation Stage and Key Stage 1: The 1, 2, 3, 4 method Step 1:

● first time an incident occurs (student breaks a rule), they are reminded of the rule/agreement made

Step 2:

● the second time a child breaks a rule s/he goes on time out. When the student decides s/he is ready to follow the rule, s/he must return to the teacher and explain that s/he is ready to return, talk about the rule and then go and apologize to the other students (if involved)



Step 3:

§ if it happens for a third time, the student is put on a time out for an amount of time designated by the teacher. The length of time is based on the severity of the infraction. Teachers on playground duty are requested to inform the class teacher if a child reaches step 3.

Step 4: ● if there is no improvement in the behaviour the teacher will be obliged to begin

minor incident misbehaviour management procedures Key Stage 2: Step 1 ● the first time the incident occurs: Stop the lesson and talk to the child/ren

involved - reminding them of our Community Characteristics and class essential agreements

Step 2 ● the second time the child does not follow the agreement: reinforce the above and

engage student/s in determining and applying logical consequences Step 3 ● if the unacceptable behaviour continues the staff member has no choice but to

implement our minor incident procedure It is important during all of these discussions that the language used is focused on the behaviour of the child and not qualities of the child. This helps children see their behaviour more objectively. It also prevents them from internalising a message of “being bad” which affects self-esteem (fixed mindset). All children make inappropriate choices, but the message must be that they can grow and improve (growth mindset). For example: Inappropriate language: “You are not being kind to your friends by grabbing them” or “You are being mean.” Both of these statements are judgement laden and have the subliminal message of a defect in the child’s personality. This leads to a fixed mindset in the child. Appropriate language: “Do you think grabbing people is a kind action?” or “Words can hurt people’s feelings. What words do you think hurt XX’s feelings?” The child knows s/he said or did the inappropriate action, but this language allows him/her to view the behaviour without implying anything about their character.

We do not send children out of the class to sit outside on their own for any reason.

**********************************

We have put a small number of procedures in place to facilitate movement around the school and minimise the amount of teaching time lost. Lining up and moving around procedures:

1. Students to stand one behind the other, keeping a distance between themselves and the person standing in front of them as they walk



2. Students to remain quiet, keeping arms by their sides. 3. Students to listen for directions from the teacher. Unexpected situations may

cause the line to have to stop quickly. At the end of playtimes

Foundation Stage/Key Stage 1

1. When the bell rings pupils to line up in their classes (children “sit in a line’, if the

ground is dry) according to “Lining Up and moving around procedures” that have been addressed in class by class teachers.

2. Teachers on duty look for learners who are not co-operating and to get them to stop what they are doing and join their line.

3. Only once all pupils have lined up quietly, will they begin to be lead off class by class to the toilet starting from the oldest who should do this the quickest. Class teachers to ensure they lead off according to “Lining up and moving around procedures”

4. Reception and class 2 children will use the IRC toilets. N and class 1 children will use the Nursery toilets.

5. After learners have been to the toilet, they should line up on the veranda (outside N classrooms) lead off quietly to class with their teachers.

Key Stage Two

1. All students to go promptly to their designated class lining up spot. 2. Once all learners have lined up quietly, will they begin to lead off class by class

as directed by teachers Playground Duty Teachers on playground duty are required to: ● Arrive promptly at their area of supervision ● Keep moving to cover their entire area every few minutes ● Stay alert, maintaining a lookout for potential problems ● Deal with problems effectively ● KS2 Teachers on duty near the amphitheatre also check the toilets periodically

for proper use. The playground provides the ideal place for bullying behaviour that can be hidden from adult eyes, lost in the hustle and bustle of a large number of children at play. Children who have difficult behaviour and poor social skills can often find the freedom of the playground too challenging. They are not able to negotiate games or articulate outcomes so they use their physical presence instead. The socially isolated child, who is unable to form relationships and relate to peers, can suffer loneliness and unhappiness that continues into adulthood. Teachers are asked to be watchful for the above behaviours. As a bystander we all carry the responsibility for reporting any incidents or taking action.



There are a small number of rules that must be enforced by teachers in the playgrounds for very obvious safety reasons. FS/KS1 Playground ● Nobody to be inside the building at break times unsupervised ● Only walking on the veranda ● No climbing on the walls ● No throwing sand ● No going to the bathroom more than one at a time

The playground is off limits to parents and students before school. KS2 Playgrounds/Sports field ● Nobody to be inside the building at break times unsupervised ● Pupils are NOT permitted to drink directly from the taps. They should fill their

water bottles. ● Children to use Sports Hall toilets ● The administration block/CC office area is off limits ● The area behind the KS2 building is off limits

Classes 2-6 are permitted to play on the sports field at lunch times. No toing and froing from playgrounds to field and vice versa. The Jungle Gym in the Year 3 playground is reserved for Years 3 and 4. The Jungle Gym in the Endemic Garden is reserved for Years 5 and 6. As a safety guideline no more than 15 children are to be on the jungle gym at any one time. Morning Supervision Guidelines FS/KS1 The cleaner will be on the veranda from 7.30-7.45, when she leaves for other duties. A member of staff will replace her at 7.45. ● Children are to remain on the veranda at the front of the building until the bell

rings. ● They must not run around, play in toilets, climb on the wall, be inside the building

but wait quietly for the 7.50 bell. When the bell rings: ● R and N pupils then go to their classrooms via outer doors. ● Years 1 and 2 line up and are taken upstairs by their teachers.

Implementation: Who? and When?



All adults working at IPS have a duty of care towards the children and the responsibility to guarantee their safety at all times. They are, therefore, required to enforce the rules and respect the procedures outlined above. To ensure that students are aware of expected behaviours and to ensure a common approach to dealing with behaviour across the school, IPS staff are required to: ● Use part of their morning meeting time/circle time once a week at least to review,

explain and discuss our Learner Profile, class essential agreements and the procedures outlined above.

● Regularly reinforce standards of behaviour and expectations during lesson times and playtimes

● Refer to the Learner Profile which are an integral part of school life regularly throughout the day.

● Use the vocabulary of the Learner Profile when referring to behaviour

****************************************



Appendix23

IPSUNIFORMGUIDELINES

IPS Student Uniform/ Dress Code Uniforms Students must wear the correct uniform at all times and a smart appearance maintained. The school cap must be worn to school every day and at break times. “No Cap, No Play” is the rule. Hair Boys’ hair must be well kept and tidy. Girls with long hair are expected to tie it back and keep it away from the face using a white, black, green or blue band. Jewelry For safety purposes only small studs or flat earrings should be worn at school. A wristwatch may be worn. Religious icons can be worn as part of a necklace.

Girls(Y1-6) Boys(Y1-6) Nursery&ReceptionIPScap IPScap IPSHatIPSshirt IPSshirt IPSPoloshirt

IPSnavyblueskirt IPSnavyblueshorts IPSnavyblueshortsBoth

CaporHatIPSPoloshirt

IPSsportsshortsIPSnavybluejersey/cardigan/IPSSweatshirt

NavyblueorblackclosedshoesPlainwhitesocks

PhysicalEducationPhysicalEducationUniformforbothgirlsandboysIPSPoloshirtIPSsportsshortsPlainwhitesocksNavyblue,blackorwhitesportsshoesSwimmingKitIPSswimmingcapIPSswimmingtrunks(boys)IPSswimmingcostume(girls) House Colour T-shirts House colour T-shirts that are worn on Sports Day and at the Swimming Gala are available from the P.A. office. The following IPS items are also available from the P.A. office: School bags, cooler lunch bags, swimming bags, library bags, reading book bags, aprons, pencil cases, copybooks and school stationery. All items of clothing, swimming kits, shoes, bags, lunch boxes, pencil cases and caps must be clearly labeled with the child’s full name.



INDEX Policy Policy Number ISA–Fiscal Policy General 3.010 Accounting Systems 3.180 Accrediting Agencies 10.030 Administration in Absence of Policy 2.250 Admission and Placement/Admission Requirements 8.020 Adult Education 7.090 Advances in Salary 3.200 Agenda Preparation, Format and Dissemination 2.190 Aid and Grants to the School 3.160 Alcohol on School Premises 4.050 Appendix 3 Agenda Format Appendix 2 Board Pledge Appendix 9 Building Use Plan Appendix 1 Calendar Appendix 7 Current Audit Appendix 15 Current Salary Schedule Appendix 4 Current Year’s Budget Appendix 17 Director Job Description Appendix 22 Eligibility Requirements Appendix 10 Emergency Procedures Appendix 19 Grading System Appendix 21 Graduation Requirements Appendix 20 Homework Guidelines Appendix 27 Job Descriptions Appendix 8 Maintenance Plan Appendix 14 Professional Staff Contract Appendix 26 PTA Bylaws Appendix 25 Recommended Immunizations Appendix 5 School Fees Appendix 23A Student Code of Conduct Appendix 23 Student Conduct Appendix 11 Student Transport Safety Appendix 16 Support Staff Contract Appendix 12 Teacher Code of Ethics Appendix 13 A Teacher Job Description Appendix 13 Teacher Profile Appendix 18 Text and Media Selection Appendix 2A Trustee Ethics Appendix 6 Tuition Payment Schedule Appendix 24 Uniform Guidelines Audits 3.240 Authority of Board Members 2.060 Authorized Signatures 3.090



Policy Policy Number Bereavement Leave 5.220 Board and Committee Action Plans 2.180 Board Committees 2.110 Board Member Compensation and Expenses 2.090 Board Member Conflict of Interest 2.050 Board Member Ethics 2.040 Board Member Orientation and Development 2.080 Board Membership 2.030 Board Officers 2.100 Board Policy Development 2.210 Board Responsibilities 2.020 Board Review of Administrative Regulations 2.230 Board-Director Relationship 2.120 Board-Director-Administrator Relationship 2.130 Budget Process 3.050 Budget Structure 3.040 Budgets 3.060 Building Maintenance 4.030 Building Use 4.060 Class Size 7.100 Classification of Professional Staff 5.100 Co-curricular and Athletic Programs 7.110 Communicable Diseases 8.110 Community Involvement in Decision Making 1.050 Community Involvement in Decision Making 9.010 Compensation and Benefits of Professional Staff 5.150 Complaints Concerning Staff or Material 8.160 Continuing Education for Staff 5.190 Controversial Issues 7.050 Credit and Attendance 8.040 Curriculum Development 7.030 Depository of Funds 3.080 Discrimination and Harassment 1.040 Emergency Closing 1.100 Emergency Closing 4.080 Emergency Leave 5.280 Emergency Plans 4.070 Emergency Procedure Handbook 1.110 Employee Tuition Benefit 5.290 Equal Opportunity Employment 5.020 Evaluation of Instructional Programs 7.060 Executive Sessions 2.170 Expense Reimbursements 3.270 Fiscal Year 3.020 Food Service in the School 4.120 Foreign Currency Transactions 3.070 Fund Raising 3.170 Grading Systems 7.140



Policy Policy Number Graduation Requirements 7.170 Guidance Program and Testing 7.020 Homework 7.150 Income From Tuition and Fees 3.110 Individual Instructional Services 7.070 Instructional Guidelines and Objectives 1.030 Instructional Guidelines and Objectives 7.040 Insurance Management 4.140 Inventories 3.230 Legal Status of the Board 2.010 Long Term Leaves 5.260 Maintenance of School Buses 4.110 Maternity Leave 5.210 Minutes 2.200 Money in School Buildings 3.210 Nonpayment of Tuition and Fees 3.130 Notice of Intent to Terminate 5.300 Parent Teacher Association 9.020 Paying for Goods and Services 3.260 Payroll 3.190 Personal Leave 5.230 Petty Cash 3.220 Policy Codification System 2.220 Policy Review and Evaluation/Manual Accuracy Check 2.240 Price Schedule for Food Service 4.130 Professional Leave 5.250 Professional Staff Arrangements for Substitutes 5.090 Professional Staff Evaluations 5.080 Professional Staff Recruitment and Selection 5.070 Professional Staff Termination and Employment 5.120 Promotion and Retention of Students 7.160 Purchasing Authority 3.250 Qualification of Board Members 2.070 Recognition of Religious Beliefs and Customs 7.010 Re-Employment Leave 5.240 Regional and International Associations 10.020 Regular Board Meetings 2.140 Relations with Other Schools 10.010 Reporting 8.140 Reporting of Income and Expenditures 3.030 Review of Salary Schedule (Professional Staff) 5.170 Salary Schedule Entry Level 5.160 School Buildings and Grounds 4.010 School Community Attendance at Board Meetings 2.150 School Day 1.090 School Director 5.330 School Legal Status 1.010



Policy Policy Number School Mission/Philosophy 1.020 School Year and School Calendar 1.080 Security of the Building 4.020 Selection Field Trips and Excursions 7.130 Sick Leave 5.200 Signatory Powers 3.100 Smoking on School Premises 4.040 Special Board Meetings 2.160 Special Language Programs 7.080 Staff Complaints and Grievances 5.060 Staff Development 5.180 Staff Development Absence 5.270 Staff Involvement in Decision Making 1.060 Staff Involvement in Decision Making 5.050 Staff Rights and Responsibilities 5.030 Staff with Infectious Diseases 5.040 Staffing Philosophy and Goals 5.010 Student Attendance 8.030 Student Conduct 8.060 Student Dress Code 8.070 Student Eligibility for Interscholastic Activities 8.050 Student Involvement in Decision Making 1.070 Student Involvement in Decision Making 8.010 Student Physical Examinations 8.130 Student Records 8.150 Student Transportation 4.090 Student Transportation Safety 4.100 Student Welfare and Safety 8.100 Support Staff Evaluation 5.320 Support Staff Positions and Qualifications 5.310 Suspension and Expulsion 8.080 Suspension of Policies 2.260 Teacher Assignments and Transfers 5.110 Teacher Day 5.130 Termination of Enrollment 8.090 Textbook, Library Resource, Software, and Other Inst. Material 7.120 Transcripts 3.150 Tuition Assistance 3.140 Tuition Payment and Schedules 3.120 Tutoring 5.140 Vaccinations and Immunizations 8.120

International Preparatory School Policy Manual 1617 · Aid and Grants to the School 3.150 77 Fund...

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Transcript of International Preparatory School Policy Manual 1617 · Aid and Grants to the School 3.150 77 Fund...