Dominic Place
#103 - 433 4th Street N.E.
Weyburn, SK S4H 0Y8
Ph: 306-842-7025
Fax: 306-842-7033

The following documents outline the Administrative Procedures of Holy Family Catholic School Division. These documents are for the information of administrators, staff and parents, and will be replaced as they are updated from time to time.

1000 – BOARD OPERATIONS
2000 – COMMUNITY RELATIONS
3000 - BUSINESS ADMINISTRATION
4000 - HUMAN RESOURCES

4000 - HUMAN RESOURCES

 1. Staff Allocation

4011    Staffing Priorities

4012    Procedure for Schools

4012 Appendix 1    Holy Family Staff Recruiting Process

4013    Procedure for the Division

2. Duties and Responsibilities

4021    Role Descriptions

Click Here to View Role Descriptions

4022     Disruption of School Services for Staff

3. Recruitment and Placement

4031    Recruitment

        4031 Appendix 1    Teacher Intent Form

4032    Values Disclosure

4032 Appendix 1 Statement Acknowledging Receipt and Understanding of Procedure 4032 & 4036

4033    Posting and Advertising

4034 Redundancy

4035    Criminal Record Search and Confidential Disclosure

        4035 Appendix 1    Confidential Disclosure Form

4036    Reporting Criminal Charges

4037    Volunteers

4038    Interns

4. Professional Growth

4041    Staff Orientation

4042    Educators and Central Office

4042 Appendix 1 Event 100 Event Proposal and Summary
4042 Appendix 2 Form 100 Request and Expense Voucher

4043    Support Staff

4044    First Aid Training

4045    Evaluation of Teachers and Support Staff Teacher Supervisory Growth Process Handbook

4046    Evaluation of School Administrator Holy Family School Based Administration Focus on Leadership Document

4047    Teacher Professional Growth Plan Teacher Supervisory Growth Process Handbook

4048    Intensive Staff Assistance

5. Leaves

4051    Leaves of Absence

4051 Appendix 1     Teacher Leave Request

4051 Appendix 2    Central Office and Professional Support Staff Leave Request

4051 Appendix 3    Support Staff Leave Request

4052    Professional Leaves - Secondment

4053    Earned Days Off – Noon Hour Supervision

4054    Attendance in Adverse Weather

6. Service Recognition and Allowances

4061    Service Recognition

4062    Transition to Retirement - Teachers

4063    Allowances for Teacher Interns

4064    Staff Travel

4065    Substitute Bus Drivers

7. Employee Records

4071    Employee Files

8. Harassment

4081    Harassment Procedures

4082    Violence

       4082 Appendix 1    Violent Incident Report

4083    Discrimination Procedures

9. Employee Wellness

4091    Employee Assistance Program

4092    Flu Shots

10. Grievances

4101    Grievances

11. Employee Conduct

4111    Alcohol, Tobacco, Cannabis and Drugs

5000 – SCHOOL OPERATIONS

5000 – SCHOOL OPERATIONS

1. Admissions

5011 Student Admissions

5011 Appendix 1 Student Registration Form

5011 Appendix 2 Declaration of Status

5011 Appendix 3 French Immersion Transfer Meeting Discussion Guidelines

5011 Appendix 4 French Immersion Transfer Request Form  

2. Attendance

5021 Attendance Areas

5021 Appendix 1 Estevan in Town Attendance Areas

5021 Appendix 2 Holy Family Attendance Areas

3. Hours of Operation

5031 School Hours

5032 Inclement Weather

5033 Overnight Billets

5034 Disruption of Student Services

         5034 Appendix 1 Disruption of Student Services

4. Educational Excursions

5041 Educational Excursions

5041 Appendix 1 Educational Excursions Travel Request Form

5041 Appendix 2 Educational Excursions Parent(s)/Guardian(s) Consent Form

5041 Appendix 3 Educational Excursions Principal’s Checklist for School Trips

5041 Appendix 4 Educational Excursions Student Manifest

5. Complaints and Grievances

5051 Complaints and Grievances

6. Appeals

5061 Appeals, Programs, and Placement

7. Distribution of Materials

5071 Distribution of External Materials

8. Schools Funds

5081 Fundraising

       5081 Appendix 1 Fundraiser Accountability Form

5082 Accounting for School Generated Funds

9. Student Records

5091 Student Cumulative Records

5091 Appendix 1 Cumulative Record Transfer Form (download fillable form)

5091 Appendix 2 Cumulative Record Annual Log

        5091 Appendix 3 Student Services Cumulative Record Insert

5092 Student Attendance Accounting

5092 Appendix 1 Student Irregular Attendance Intervention Checklist Intervention Checklist

          5092 Appendix 2 School 10% or Greater Absentee Report to Health Authority

10. Student Safety

5101 Physical Activity

Holy Family Physical Education Safety Guidelines Activities Handbook

Saskatchewan Physical Education Safety Guidelines for Policy Development

5102 Accidents and Injury

5102 Appendix 1 Example of School Incident Report Form for Insurance Purposes

5103 Shelter in Place

Traumatic Incident Protocol Guide

5104 Lock Down

Traumatic Incident Protocol Guide

5105 Fire Safety and Evacuation

5106 Safety Patrol

5107 Bicycle Safety

11. Student Supervision

5111 Student Supervision

12. Student Health

5121 General Services and Information

5122 Administering of Medication

5122 Appendix 1 School Personnel Consent to Administer Medication

5122 Appendix 2 Parent Consent to Administer Medication

5122 Appendix 3 Physician Consent to Administer Medication

5122 Appendix 4 Tracking Sheet for Administering of Medication

5122 Appendix 5 Principal’s Checklist for Administering of Medication

5123 Life-Threatening Conditions

        5123 Appendix 1 Allergy Certificate

5124 Communicable Diseases

5124 Appendix 1 Example of HIV / AIDS & Hepatitis C Bishop’s Approval Letter

           5124 Appendix 2 Communicable Diseases

5125 Pandemic Influenza Preparedness

5126 Scent Sensitive Schools

5126 Appendix 1 Scent Sensitive Schools

5127 Nutrition in Schools

5128 Student Health - Service Animals (Service Dogs)

5128 Appendix 1 Parent(s) Guardian(s) Request for Service Animal (Service Dog)

5129 Student Health - Head Lice

13. Student Protection

5131 Dangerous Weapons

Traumatic Incident Protocol Guide

Southeast and Area Threat Assessment and Support Protocol

5132 Violent Threat Risk Assessment and Response

5132 Appendix 1 Worrisome Behavior Assessment
5132 Appendix 2 Example of Threat Assessment Fair Letter Notice (revised)

Traumatic Incident Protocol Guide

Southeast and Area Threat Assessment and Support Protocol

5133 Bullying and Harassment

5133 Appendix 1 Bullying Report

5134 Student Suicide

Traumatic Incident Protocol Guide

Traumatic Event Response Resource Guide*

Southeast and Area Threat Assessment and Support Protocol

5135 Traumatic Events

Traumatic Incident Protocol Guide

Traumatic Event Response Resource Guide*

5136 Child Abuse and Neglect

   5136 Appendix 1 Child and Family Services Report Information

5137 Interviews and Searches by Staff From Other Government Agencies

5138 Sharing of Information

14. Student Conduct

5141 Student Conduct

5141 Appendix 1 Example of School Handbook

5142 Student Discipline

5142 Appendix 1 Elementary Years Incident Report

5142 Appendix 2 Middle Years Incident Report

5142 Appendix 3 Sample Suspension Letter

5143 Students Staying for Lunch

5144 Alcohol, Cannabis and Drugs

15. Student Assessment and Placement

5151 Student Enrolment - Early Learning

5151 Appendix 1 Pre-Kindergarten Selection Criteria Form

5151 Appendix 2 Pre-Kindergarten Selection Team Form

           5151 Appendix 3 Pre-Kindergarten Selection Tool

           5151 Appendix 4 Pre-Kindergarten Application Form

5152 Student Assessment, Evaluation, and Reporting

          5152  Appendix 1 Teacher Report Card Set Up Form

Holy Family Assessment, Evaluation, and Reporting Handbook

5153 Student Progress and Placement

5153 Appendix 1 Prevention of School Failure Guidelines

5153 Appendix 2 Prevention of School Failure Intervention Checklist

16. Digital Citizenship

5161 Responsible Use Procedure (RUP)

5162 Digital Etiquette

         5162  Appendix 1 Software Request Form

5163 Digital Access

5163 Appendix 1 Parent & Student Consent to Digital Access

5163 Appendix 2 Staff Consent to Digital Access

5164 Digital Legal Responsibilities

5165 Digital Communication

        5165 Appendix 1 Parent Consent to Teacher Communication Via Social Media

        5165 Appendix 2 Parent & Student Consent to Use Social Media

5166 Digital Commerce

5167 Digital Rights and Responsibilities

5168 Digital Safety and Security

5169 Digital Health and Wellness

17. Technology

5171 Drones

*under revision

 

6000 – PROGRAM AND CURRICULUM

6000 – PROGRAM AND CURRICULUM

1. Instructional Program

6011    Ministry of Education Framework
6012    Curriculum, Instruction and Assessment

Holy Family Assessment, Evaluation, and Reporting Handbook
6012 Appendix 1    Guidelines for Guided Reading K – Grade 5
6012 Appendix 2 Accelerated Reading Program Guidelines

6013    Specialized Programs

French Immersion
Family Life Education
HIV/Aids Education
Citizenship Education    

2. Diversity

6021    Respect for Human Diversity

Gender and Sexual Diversity
SCSBA Pastoral Response to Transgender Students
SCSBA Student Alliances for Gender and Sexual Diversity (GSA) Formation Protocol
SCSBA Caring for Students and Staff
Ministry of Education – Deepening the Discussion: Gender and Sexual Diversity

Indigenous Peoples
6021 Appendix 1    Holy Family Indigenous Self-Declaration Pamphlet
6021 Appendix 2    Protocol for Acknowledgement of First Nations and Métis Peoples
6021 Appendix 3    Protocol for Gifts and Offerings for First Nations Elders, Métis Elders, and Traditional Knowledge Keepers

Newcomers (English Language Learners)
6021 Appendix 4    Vulnerable English Language Learner (ELL) Referral Form
6021 Appendix 5    English Language Learner (ELL) Progress Report

3. Student Services
6031    Student Services

Holy Family Supporting All Learners: RTI Handbook
Holy Family Response to Intervention (RTI) Referral Forms
Ministry of Education – Actualizing a Needs-Based Model

6031 Appendix 1    Ministry of Education – Intensive Support Categories
6031 Appendix 2    Ministry of Education – Information for Parents Pamphlet
6031 Appendix 3    Holy Family Response to Intervention (RTI) Pamphlet

6032    Assistive Technology and Adaptive Equipment

6032 Appendix 1    Team Meeting Template and Request Form
6032 Appendix 2    Assistive Technology and Adaptive Equipment Transfer

6033    Duty to Accommodate

        6033 Appendix 1   Medical Certificate 

        6033 Appendix 1-B  Medical Certificate COVID-19 

        6033 Appendix  2 PPE Algorithm

        Student Services Back to School Plan 2020-21

        SSBA The Accommodation Process for Students

4. Religious Education

6041    Religious Instruction

5. Deep Learning Instruction

6051    Digital Citizenship

6052    Deep Learning

6. Physical Education

6061    Physical Education

7. Instructional Resources

6071    Selection of Instructional Materials and Equipment
6072    Challenge of Instructional Material

        6072 Appendix 1    Challenge of Instructional Materials Request Form

8. Home Based Education

6081    Home Based Education

       6081 Appendix 1 Homebased Education Checklist

 

 

 

8000 – TRANSPORTATION
9000 – BUILDINGS AND GROUNDS

9000 – BUILDINGS AND GROUNDS

1. Facilities Planning

9011    Facilities Planning
9012    School Viability

2. Inspection and Appraisal

9021    Inspection and Appraisal of Facilities
9022    Fire Safety

3. Maintenance

9031    Maintenance

4. Vehicular Traffic


9041    Motor Vehicle Access and Parking

5. Access to Schools

9051    Visitors to the Schools
9052    Smoke Free Schools
9053    Community Use of School Facilities
9053 Appendix 1    Application and Agreement – Community Use of School Facilities
9053 Appendix 2    Facility Opening and Closing – Community Use School Facilities
9053 Appendix 3    Community Use Information Brochure - St. Michael School
9053 Appendix 4    Community Use Information Brochure - St. Olivier School
9053 Appendix 5    Community Use Information Brochure - Sacred Heart School/Ecole Sacre Coeur
9053 Appendix 6    Community Use Information Brochure - St. Mary’s School
9053 Appendix 7    Community Use Information Brochure - St. Augustine School
9053 Appendix 8    Memorandum – Community Use of School Facilities for General Ledger (GL) Coding                                                               

9054 Staff Physical Access to School Facilities

 


6. Playground Development and Use

9061    School Playground Development and Use

7. Theft and Vandalism

9071    Theft and Vandalism

8. Names of Buildings

9081    Names of Buildings

9. Advertising and Sponsorship

9091    Advertising and Sponsorship

10. Central Office Staff Safety

9101 Central Office Emergency Procedures

9101 Appendix 1  Dominic Place Emergency Procedures

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