POLICY & PROCEDURES MANUAL
Council of Catholic School Parents
Policies & Procedures Manual 2016
TABLE OF CONTENTS
TABLE OF CONTENTS Governance Document Code of Conduct Life Membership Scholarships Permission Forms • Responsible Persons Declaration • Conflict of Interest Form • Expense Request Form
POLICY
PROCEDURE Administration Membership
Emergency Procedures Style Guide Asset Register Meetings & Events CCSP Meetings Suppliers Annual Timetable Annual Report Submissions Roger O’Sullivan Award Chairpersons Register Members Register Life Members Register Member Orientation Diocesan Parent Organisations Register Combined Membership Register Management Committee Committee Representation Sub-Committees • ATSI Members • Special Needs Working Party Members
Congregational Schools Communication
Social Media Publications Media Contacts List
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18 October 2016 Policies & Procedures Manual
INTERIM CODE OF CONDUCT (adopted 15 October 2013) This code of conduct applies to Councillors and CSPA representatives at all meetings, official CSPA visits and events where individuals represent the CSPA. CSPA Values The guiding principles of CSPA are expressed in clause 3.2 of the constitution. We believe in and are committed to Gospel values. These underpin our operations, relationships and communication strategies. We honour the values of respect, honesty, justice, compassion, mercy, hospitality, inclusiveness and community. Conduct Councillors and CSPA Representatives will Personal behaviour • act ethically and with integrity • act according to the legislative requirements, policies and ethical codes that apply • make decisions fairly, impartially and promptly, considering all available information, legislation, policies and procedures • treat colleagues with respect, courtesy, honesty and fairness, and have proper regard for their interests, rights, safety and welfare • take responsibility for contributing in a constructive and positive way to enhance good governance and the reputation of the CSPA. Communication and official information • not disclose official information or documents acquired through CSPA work, other than as required by law or where proper authorisation is given • refer any media queries in accordance with CSPA protocols and procedures • not misuse official information for the use of another organisations or for personal or commercial gain • respect the confidentiality and privacy of all information as it pertains to individuals and the CSPA. Fraudulent and corrupt behaviour • not engage in fraud or corruption • report any fraudulent or corrupt behaviour to the CSPA Executive and/or relevant authorities. Conflicts of interest (real, potential or perceived) A conflict of interest is a conflict between a Councillor’s or CSPA representative’s: • public duty to act in the best interests of the CSPA; and • private interests and/or duty to or role in another organisation • upon appointment, each Councillor or CSPA representative will make a full, written disclosure (link to Composite Notice) of interests, such as relationships, and positions held, that could potentially result in a conflict of interest; the written disclosure will be
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kept on file and will be updated as appropriate by the councillor or the CSPA representative ensure personal or financial or employment or professional interests do not conflict with ability to perform official duties in an impartial manner in the course of meetings or activities, Councillors and CSPA representatives will disclose any interests in a transaction or decision where there may be a conflict between the CSPAs best interests and the Councillor’s and CSPA representative’s best interests or a conflict between the best interests of two organisations that the Councillor and CSPA representative is involved with manage and declare any conflict between personal, professional and public duty; to taking responsibility for reporting improper conduct or misconduct which has been, or may be occurring; report the details to the relevant people or agency.
Contraventions of this Code will be, where appropriate, considered by the Chair and/or Executive. Reference must be made to CSPA policies dealing with conflict of interest and conflicts and grievances.
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POLICY
Life Membership Life Membership shall be conferred on current or past members in recognition of their significant contribution to the CCSP. This award is not to be given lightly and will take into consideration the following: • Outstanding contribution • Role as Past Chair • Term of more than 5 years • Significant representation role The process for nominating someone for Life Membership is as follows: 1. 2. 3. 4. 5.
Nomination forms to be circulated at least 30 days prior to the AGM Written nominations forwarded to Committee of the Council prior to the AGM Committee of Council to consider all nominations Awards announced and conferred at AGM Recipient’s name to be recorded in the Life Membership Register
Presentation A certificate should be prepared for recipients and presented at the AGM by the Chair. A photo should be taken and included in the Annual Report for that year.
Life Membership Privileges Life Members may attend and speak at meetings but are not entitled to vote on any issue unless they are a current representative of a member of the CCSP. Life Members should be invited to all special events such as conferences, master classes, AGMs and other suitable occasions.
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Life Membership Nomination Name of Nominee Address of Nominee Nominated by: Signature: Date: Please describe why you believe the nominee should be awarded a Life Membership to the CCSP:
Please email to chair@ccsp.catholic.edu.au
Level 11, Polding Centre, 133 Liverpool Street, Sydney NSW 2000
T: 61 (02) 9287 1514 M: 0410 512 070
www.ccsp.catholic.edu.au
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POLICY
Scholarships From time to time it may be determined that the award of a scholarship is appropriate to support and promote parent engagement or other criteria as agreed upon by the members. Consideration should be given to the following when considering a scholarship: • Connection to the Goals and Purpose of the CCSP • The benefit that will be returned to the CCSP by way of written documentation, appearance, endorsement • Sum of the scholarship • Length of commitment • Relationship with the receiving organisation The process for nominating someone for Life Membership is as follows: 1. Committee of Council to consider scholarship process 2. Agreement drawn up with organisation
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Level 11, Polding Centre, 133 Liverpool Street, Sydney NSW 2000
T: 61 (02) 9287 1514 M: 0410 512 070
www.ccsp.catholic.edu.au
POLICY
Responsible Persons Declaration I, (name)
……………………………………………………
Of (address)
…………………………………………………… …………………………………………………… ……………………………………………………,
declare that: • •
I am not disqualified from managing a corporation, within the meaning of the Corporations Act 2001 (Cth) and I have not been disqualified by the Australian Charities and Not-for-profits Commissioner at any time during the previous year from being a responsible person (what the ACNC Act calls a ‘responsible entity’) of a registered charity.
While I am a responsible person for the Council of Catholic School Parents, I agree to notify this charity as soon as possible if I do become disqualified from managing a corporation within the meaning of the Corporations Act 2001, or am disqualified by the Australian Charities and Not-for-profits Commissioner. Responsible persons are the members of a charity’s governing body who share responsibility for the governance of the charity (called ‘responsible entities’ under the ACNC Act). Declared at: …………………………………………………… On: …………………………………………………… Signature: …………………………………………………… Name: …………………………………………………… Position: ……………………………………………………
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POLICY
Conflict of Interest Declaration Consent and Confirmation I consent* to be a:
Councillor of CCSP
Representative of CCSP
I confirm that I am not restricted in any way from appointment as Councillor of CCSP and /or from taking part in the governance of CCSP* (* please tick the box of the role which applies to you)
Acknowledgement of CCSP Code of Conduct As a duly appointed Councillor of CCSP / Representative of CCSP* I agree to be bound by the CCSP Code of Conduct and related policies and guidelines.
Personal details: Given name/s: Family name: All former given names and family names:
Date and place of birth: Usual residential address:
Contact Details: Mobile Phone:
Email address:
Current Occupation: (continued over page)
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Standing notice of interests
I have the following interests: (Please insert details and nature and extent of interests of any of the following): (a)
Membership of associations, firms or partnerships which give rise to a conflict:
(b)
Offices held with associations, companies, firms and partnerships which might give rise to a conflict:
(c)
Membership of associations, firms or partnerships which might give rise to a conflict
(d)
Other interests
Undertaking: I undertake to notify the Executive Officer/Chair of CCSP immediately of: (a) (b)
any material change in the facts set out in this notice; and any material personal interest I have in a matter that relates to the affairs of CCSP unless I have already given a standing notice of the nature and extent of the interest and the notice is still effective in relation to the interest.
Signature of CCSP Councillor / Representative of CCSP*
Date
Level 11, Polding Centre, 133 Liverpool Street, Sydney NSW 2000
T: 61 (02) 9287 1514 M: 0410 512 070
www.ccsp.catholic.edu.au
POLICY
Request for Study, Formation or Travel Opportunity Funding It is a requirement that this form be completed in time for budgetary consideration to be made. The budget is finalised in Term 1 of each year for the remainder of the year. Name of Council Member or Officer Purpose of Travel How is the proposed purpose: • Consistent with objectives of CCSP? • Advancing the roles of CCSP?
How does this purpose for travel; − meet and or affect the needs and aspirations of your diocesan association? − what is the value opposed to the costs for the CCSP?
Proposed Itinerary
Please attach a copy of the proposed itinerary
Estimated cost
Programme: (Conference or Event fee): Airfares: Travel allowance: Accommodation including meals: Other costs:
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(Name of Officer)
CCSP Executive Recommendation
Executive Officer
Supported / Not Supported
Level 11, Polding Centre, 133 Liverpool Street, Sydney NSW 2000
T: 61 (02) 9287 1514 M: 0410 512 070
www.ccsp.catholic.edu.au