HR Faculty Handbook 2010-2011 by ISHCMC

Faculty Handbook - International School Ho Chi Minh City, Vietnam

TABLE OF CONTENTS SECTION 1: MISSION, PURPOSE AND AIMS OF THE SCHOOL __________________________________ 3 1.1. MISSION, PURPOSE AND AIMS OF THE SCHOOL ____________________________________ 3 IB LEARNER PROFILE_______________________________________________________________________ 4 1.2. TEACHER PROFILE _______________________________________________________________ 6 ADMISSION AND PLACEMENT OF STUDENTS ______________________________________________ 9 SECTION 2: ORGANIZATION AND MANAGEMENT STRUCTURE _________________________ 12 2.1. LIST OF FACULTY MEMBERS FOR THE 2010/2011 SCHOOL YEAR ___________________ 13 2.2. LIST OF TEACHING ASSISTANTS FOR SCHOOL YEAR 2009/2010 _____________________ 15 2.3. LIST OF SUPPORT STAFF MEMBERS FOR SCHOOL YEAR 2009/2010 _________________ 16 2.4. CITY COLLEGE CAMPUS _________________________________________________________ 18 2.5. ORGANIZATIONAL MANAGEMENT OF THE SCHOOL ______________________________ 20 2.6. CHANNELS OF COMMUNICATION ________________________________________________ 21 2.7. SCHOOL INSURANCE COVER AND PROVISIONS ___________________________________ 26 2.8. CALENDAR AND SCHOOL DAY ___________________________________________________ 28 2.9. SCHOOL HANDBOOKS ___________________________________________________________ 29 SECTION 3: SCHOOL FACILITIES, RESOURCES AND SUPPLIES _______________________________ 31 3.1. SCHOOL FACILITIES _____________________________________________________________ 31 3.2. RESOURCE FACILITIES __________________________________________________________ 32 3.3. SUPPLIES AND MATERIALS_______________________________________________________ 35 SECTION 4: TEACHER RESPONSIBILITIES___________________________________________________ 38 4.1. DUTIES AND RESPONSIBILITIES __________________________________________________ 38 4.2. LESSON PLANS __________________________________________________________________ 42 4.3. MEETINGS _______________________________________________________________________ 43 4.4. GENERAL SUPERVISION AND DISCIPLINE_________________________________________ 44 4.5. STUDENT DISCIPLINE ____________________________________________________________ 47 4.6. TEXT BOOKS, EQUIPMENT AND FACILITIES ______________________________________ 48 4.7. HOMEWORK _____________________________________________________________________ 49 FIRST AID AND HEALTH PROGRAMME ___________________________________________ 51 4.8. 4.9. ASSEMBLIES _____________________________________________________________________ 52 4.10. FACULTY NEGOTIATING TEAM __________________________________________________ 52 SECTION 5: COMMUNICATION SCHOOL TO HOME __________________________________________ 53 5.1 INTRODUCTION__________________________________________________________________ 53 5.2 PROGRESS REPORTS _____________________________________________________________ 53 5.3 ISHCMC ASSESSMENT POLICY ___________________________________________________ 54 5.4 GRADING SYSTEMS (JUNIOR / ELEMENTARY SCHOOLS)___________________________ 56 5.5 GRADUATION REQUIREMENTS ___________________________________________________ 57 5.6 RECORDS ________________________________________________________________________ 58 5.7 ACADEMIC HONESTY POLICY ____________________________________________________ 58 5.8 REFERRAL PROCESS ____________________________________________________________ 59 5.9 RETENTION/ ADVANCEMENT_____________________________________________________ 59 5.10 LEARNING SUPPORT _____________________________________________________________ 59 SECTION 6: STAFF DEVELOPMENT AND TEACHER APPRAISAL ______________________________ 60 6.1 IN-SERVICE PROFESSIONAL DEVELOPMENT______________________________________ 60 6.2 ESL IN THE MAINSTREAM ________________________________________________________ 61 6.3 STAFF APPRAISAL SYSTEM _______________________________________________________ 61 SECTION 7: ACTIVITIES ____________________________________________________________________ 62 7.1 CO-CURRICULAR ACTIVITIES ____________________________________________________ 62 7.2 EXTRACURRICULAR ACTIVITIES_________________________________________________ 63 7.3 SCHOOL EVENTS FOR STUDENTS – e.g. DISCOS: ___________________________________ 63 APPENDIX 1 PROCEDURES RELATING TO CONFIDENTIALITY _______________________________ 64 INTRODUCTION _________________________________________________________________________ 64 COUNSELLING __________________________________________________________________________ 64 GENERAL GUIDELINES __________________________________________________________________ 65 SCHOOL RECORDS ON STUDENTS _______________________________________________________ 65 RELEASE OF SCHOOL RECORDS OUTSIDE THE SCHOOL __________________________________ 67 APPENDIX 2 PROCEDURES RELATING TO SCHOOL EXPECTATIONS _________________________ 70 1

Faculty Handbook - International School Ho Chi Minh City, Vietnam

SCHOOL HOURS _________________________________________________________________________ 70 BREAK & LUNCH ________________________________________________________________________ 70 CANTEEN _______________________________________________________________________________ 70 DRESS CODE ____________________________________________________________________________ 71 CLASSROOM BEHAVIOUR _______________________________________________________________ 72 SCHOOL CAMPUS _______________________________________________________________________ 74 CAMPUS APPEARANCE __________________________________________________________________ 75 LANGUAGE _____________________________________________________________________________ 75 CHEWING GUM _________________________________________________________________________ 76 DISPLAYS OF AFFECTION _______________________________________________________________ 76 VALUABLES _____________________________________________________________________________ 76 SCHOOL CAMPUS (GENERAL)____________________________________________________________ 76 OUTSIDE SCHOOL _______________________________________________________________________ 77 CONCLUSION ___________________________________________________________________________ 77 RECOMMENDED STUDENT SANCTIONS AND PROCEDURES FOR IMPLEMENTATION _______ 78 APPENDIX 3 PROCEDURES RELATING TO FIELD TRIPS _____________________________________ 82 INTRODUCTION _________________________________________________________________________ 82 SAMPLE “WHAT TO BRING” _____________________________________________________________ 90 FIELD TRIP/EXCURSION APPLICATION FORM ____________________________________________ 91 EXCURSION FORM ______________________________________________________________________ 92 BUS BOOKING FORM ____________________________________________________________________ 93 EXCURSION INFORMATION FORM _______________________________________________________ 95 APPENDIX 4 JOB DESCRIPTION FOR HOMEROOM TEACHER _______________________________ 100 APPENDIX 5 JOB DESCRIPTION FOR TEACHING ASSISTANT ________________________________ 102 APPENDIX 6 REPORT CARDS ______________________________________________________________ 103 Paragraphing ____________________________________________________________________________ 104 Avoid Colloquial Abbreviations _____________________________________________________________ 104 Capitalization of School Subjects ____________________________________________________________ 104 ‘However’ _______________________________________________________________________________ 105 Commas ________________________________________________________________________________ 105 Plural with Verb__________________________________________________________________________ 106 None + verb _____________________________________________________________________________ 106 ‘Coordinate’, ‘Coordinator’ ________________________________________________________________ 106 Extracurricular __________________________________________________________________________ 107 AND REMEMBER: _________________________________________________________________________ 107 APPENDIX 7 JUNIOR AND ELEMENTARY HANDWRITING POLICY ___________________________ 108 APPENDIX 8 SUBSTITUTE TEACHER EXPECTATION AND PROCEDURES _____________________ 109 APPENDIX 9 PROCESS FOR PLANNING/RECONCILIATION FOR EVENT/MAJOR ACTIVITY ____ 110 PLANNING/RECONCILIATION FORM FOR EVENT/MAJOR ACTIVITY ________________________ 111 APPENDIX 10 PLAYGROUND DUTY ________________________________________________________ 112 HAZARD REPORT FORM __________________________________________________________________ 114 APPENDIX 11: COMMUNICATION FROM SCHOOL __________________________________________ 115 APPENDIX 12: SECURITY/EMERGENCY PLAN ______________________________________________ 117 APPENDIX 13: END OF YEAR PROCEDURES (SAMPLE) ______________________________________ 118 END OF YEAR TEACHER CHECK LIST JUNE 2010 (SAMPLE) _______________________________ 123 SUMMER CONTACT INFORMATION (SAMPLE) ___________________________________________ 125 APPENDIX 14: INFORMATION FOR DEPARTING STAFF (SAMPLE) ___________________________ 126 APPENDIX 15: INFORMATION FOR RETURNING STAFF (SAMPLE) ___________________________ 131 APPENDIX 16: ORDERING PROGRESS ______________________________________________________ 134 APPENDIX 16A: PURCHASING REIMBURSEMENT ___________________________________________ 135 APPENDIX 17: TIMELINE FOR IMPORT ORDER _____________________________________________ 141 APPENDIX 17A: Instructional Budget/ Orders and Projected Replacement Inventory _________________ 141 APPENDIX 18: POLICY ON EMAIL ETIQUETTE _____________________________________________ 141 APPENDIX 19: ACADEMIC HONESTY POLICY_______________________________________________ 141 APPENDIX 20: UPDATED INFORMATION OF PERSONAL INCOME TAX (PIT) 146 APPENDIX 20A: TAX REGISTRATION, DECLARATION AND FINALISATION 147 APPENDIX 21: ADMINISTRATOR RESPONSIBILITIES (SAMPLE) 149 2

Faculty Handbook - International School Ho Chi Minh City, Vietnam

APPENDIX 22: GUIDELINES OF PROFESSIONAL DEVELOPMENT APPENDIX 22A: GUIDELINES OF EXPENSESE REIMBURSEMENTS

155 158

SECTION 1: MISSION, PURPOSE AND AIMS OF THE SCHOOL 1.1.

MISSION, PURPOSE AND AIMS OF THE SCHOOL

Philosophy: We provide a positive academic and caring social environment that emphasises the development of the whole child, fostering individual ability within an intercultural community. Mission: Fostering individual ability. Objectives: 1. We adopt as the central objective the development of the whole child which encompasses the intellectual, emotional, social, creative, linguistic, cultural, moral, aesthetic and physical needs of students. 2. We challenge each student to be an inquiring, knowledgeable, respectful, independent learner who strives for individual excellence. 3. We urge each student to be a global citizen who seeks to create a better, more peaceful world, through intercultural understanding. 4. We are committed to providing a social and learning community that is progressive and international in outlook, embodying the values described in the IB Learner Profile. 5. We place the childâ&#x20AC;&#x2122;s experience at the heart of the learning process, emphasising how students learn as a compliment to what they learn. 6. We communicate actively with parents and encourage parental support in the education of their children. 7. We promote positive intercultural and host country relationships. 8. We actively promote the spirit of the UN Universal Declaration of Human Rights within the school programmes.

Faculty Handbook - International School Ho Chi Minh City, Vietnam

IB LEARNER PROFILE IB learners strive to be: Inquirers

They develop their natural curiosity. They acquire the skills necessary to conduct inquiry and research and show independence in learning. They actively enjoy learning and this love of learning will be sustained throughout their lives.

Knowledgeable

They explore concepts, ideas and issues that have local and global significance. In so doing, they acquire in-depth knowledge and develop understanding across a broad and balanced range of disciplines.

Thinkers

They exercise initiative in applying thinking skills critically and creatively to pose and approach complex problems, and make reasoned, ethical decisions.

Communicators

They understand and express ideas and information confidently and creatively in more than one language and in a variety of modes of communication. They work effectively and willingly in collaboration with others.

Principled

They act with integrity and honesty, with a strong sense of fairness, justice and respect for the dignity of the individual, groups and communities. They take responsibility for their own actions and the consequences that accompany them.

Open-minded

They understand and appreciate their own cultures and personal histories, and are open to the perspectives, values and traditions of other individuals and communities. They are accustomed to seeking and evaluating a range of points of view, and are willing to grow from the experience.

Risk-takers

They approach unfamiliar situations and uncertainty with courage and forethought, and have the independence of spirit to explore new roles, ideas and strategies. They are brave and articulate in defending their beliefs.

Balanced

They understand the importance of intellectual, physical and emotional balance to achieve personal well-being for themselves and others.

Caring

They show empathy, compassion and respect towards the needs and feelings of others. They have a personal commitment to service and act to make a positive difference to the lives of others and to the environment.

Reflective

They give thoughtful consideration to their own learning and experience. They are able to assess and understand their strengths and limitations in order to support their learning and personal development.

Faculty Handbook - International School Ho Chi Minh City, Vietnam

The School Development Plan The continued emphasis on school development is set in the context of long and short-term plans for the school. A Five-Year Strategic Plan (1999-2004) was first drawn up during the school year 1999/2000. It provides the framework of identified priorities for the future direction of the school. A process for reviewing and updating the Strategic Plan was conceived and adopted during school year 2000/2001 to ensure that the concept of long term planning becomes an ongoing aspect of work at the International School of Ho Chi Minh City. This plan is now under revision and a new plan 2009/14 will be drafted. The successful implementation of these identified priorities and goals will be largely dependent on the combined efforts and teamwork of the staff. All faculty members are expected to be familiar with the framework of this Strategic Plan and are encouraged to actively work towards the realisation of the goals and action plans. Copies of the Strategic Plan are available for reference in the main offices of the school and the library. Accreditation The school holds accreditation status with the Council of International Schools and New England Association of Schools and Colleges. The School undertook a Self-Study during school year 2007/2008 and a Team Visit occured in October 2008. The School was awarded accreditation by both agencies. In 2010 the School was accepted for the second pilot phase of joint accreditation for CIS/ NEASC/ IB. This process will occur in 2013. IBO Authorisation Reports The school has also received authorisation reports for IBDP, IBMYP and IBPYP. The recommendations from these are under active consideration.

Faculty Handbook - International School Ho Chi Minh City, Vietnam

1.2. TEACHER PROFILE The following expectations of a successful teacher are not prioritised but rather, are all considered to be requisites of an effective teacher: 1.2.1 General Responsibilities The teacher Ensures an appropriate learning environment and instructional programme in line with the schools’ philosophy and the requirements of IBPYP, IBMYP, IBDP and the IB Learner Profile. Engages in active, enquiry based, reflective teaching. Conducts careful and varied assessment of student learning. Attends purpose-fully to the personal, social development and pastoral care of student. Displays a co-operative and collegial relationship with fellow teachers, other staff members and parents. Participates actively and, in an informed manner, in curriculum development. Demonstrates professionalism related to all aspects of a teacher's performance. Participates fully in the school appraisal scheme Makes use of the school in-service budget to attend appropriate professional development courses Attends school meetings as dictated by professional obligations Is punctual to school, to lessons and to duties. Recognises that teaching is a co-operative, collegial and team endeavour and behaves accordingly Integrates the use of technology in curriculum planning and instruction Works in a co-operative and purposeful manner with Teaching Assistants 1.2.2 Professional Preparations The teacher Plans and prepares schemes/units of study and lessons thoroughly in line with the IBPYP, IBMYP or IBDP as appropriate. Demonstrates a sound knowledge of course content and maintains high academic standards. Demonstrates a commitment to on going professional development and the sharing of ideas. Demonstrates effectiveness in meeting stated school, section and personal instructional goals. 1.2.3 Teaching skills The teacher Demonstrates effective classroom management skills. Demonstrates the ability to vary lesson presentation, methodology and assessment techniques to meet the needs of various abilities and age levels. Demonstrates the ability to plan instruction for a high percentage of EAL students in class, and vary lesson presentation and assessment techniques to meet the needs of an EAL learner. Demonstrates the ability to maintain effective record keeping systems. Demonstrates the ability to recognize individual student's needs and differentiate and group for instruction accordingly. Establishes clear expectations of students' academic and overall performance. Liaises appropriately with EAL, Learning Support teachers and the Learning Support Team. 1.2.4 Professional Relationship The teacher 6

Faculty Handbook - International School Ho Chi Minh City, Vietnam

Works to establish and maintain open lines of communication and rapport with students, parents and colleagues. Demonstrates a sensitive professional manner and facilitates a mutual respect and care among all members of the school community. Demonstrates flexibility in dealing with others and when receiving feedback. Functions as a role-model for students through personal appearance, professional dress and ethics. Maintains confidentiality and shows discretion in professional matters and issues of conflict.

1.2.5 Professional Involvement The teacher Makes provisions for being available to students and parents for parent/teacher conferences and school related purposes outside the instructional day when necessary. Demonstrates willingness and expects to be involved in extra-curricular activities, field trips and school events. Cooperates with school administration and demonstrates an alignment with school philosophy, policies, procedures, and administrative regulations. Attends and participates collaboratively in meetings. Promotes the positive public image of the school. Fosters positive relationships with the Vietnamese community. Helps promote the positive public image of ISHCMC. Refrains from statements or activities that might bring the school into disrepute and refrains from criticising ISHCMC or any member of the school community to third parties. Resolves problems with colleagues in an honest, frank and non-threatening manner. 1.2.6 Responsibilities to students Is responsible for the growth and development of the individual student in accordance with the philosophy of the school. Has a responsibility for the safety and discipline of all students in and out of the classroom Sets and encourages high standards of effort, achievement and behaviour with an expectation of excellence Is aware that in our school, people have different levels of competence in various languages and is sensitive to the importance of clear and unambiguous communication with parents, students, and colleagues. Keeps current records of student progress and guides the student in achieving sound study habits Writes regular reports on each student in keeping with the school’s assessment procedure Attends to the responsibilities of homeroom teacher in a committed and involved manner Maintains an open and positive relationship, recognising, praising and supporting student endeavours and effort Is aware of individual needs, personal, social and academic, and monitors student progress accordingly Establishes an appropriate code of behaviour based on mutual respect Acts as an appropriate role model to students by exemplifying courtesy, honesty and fairness. Teachers should never behave, in classrooms or other public places within school, in a manner which contradicts the expectations for student conduct Recognises the international nature of the student body and is respectful of the cultural, religious and racial differences within the school.

Faculty Handbook - International School Ho Chi Minh City, Vietnam

1.2.7 Responsibilities to Parents Welcomes parental interest in the progress of students and demonstrates a willingness to listen to, and respond to, parents’ views Communicates in a proactive manner with parents. Is diplomatic and discreet in all professional dealings with parents Welcomes and promotes parent involvement in supporting class and extra-curricular activities

Faculty Handbook - International School Ho Chi Minh City, Vietnam

ADMISSION AND PLACEMENT OF STUDENTS The School welcomes applications from students of all nationalities who would benefit from our educational programme and whose parents share the school's Philosophy and Objectives. Admission is granted to a student when it has been determined that the School has an appropriate programme and resources to meet that individual's learning needs. Applications for both immediate and future entry are considered at any time throughout the year. If a waiting pool for any grade is necessary, qualified applicants will be admitted according to established policies on priority and diversity. At the time of admission, in line with its philosophy and mission, the School will endeavour to maintain an intercultural environment. The School establishes that the number of students by passport nationality may not exceed 25% of the student enrolment per grade level (up to 35% in exceptional circumstances at the discretion of the Headmaster) in Grade EE2 to Grade 8. In Grade 9 to Grade 12, priority will be given to maintain this policy, however where excess places become available they will be allotted according to priority. ENROLMENT PRIORITIES Priority for enrolment will take into account the following criteria: • Enrolment of child of faculty member • Enrolment of holder of Certificate of Entitlement • Enrolment of student currently enrolled at City College Campus • Enrolment of sibling of already enrolled student • Enrolment of previously enrolled student, provided their credit record and finance are in good standing • Enrolment as of date of receipt of a completed application form. PLACEMENT REQUIREMENTS Students are accepted throughout the year but will be placed in a grade or class according to the determination made by the administration and relevant staff. The Headmaster's decision in such matters will be final. The placement will reflect the student's previous educational experience, age, physical and emotional maturity, language proficiency, academic needs and time of enrolment. Student records must be available for reference prior to final placement and further assessment and testing may be requested and conducted as necessary. In exceptional circumstances, this initial placement may be tentative and the school may advise a change of class after the child’s abilities have been thoroughly observed in class during the two or three weeks following admission. The birth date cut-off for placement in a particular grade is the 31st August in the academic year (commencing in August) of admission. The child must have turned the appropriate age on or prior to the 31st August for the grade in question. Students entering the School after the 31st August of any given school year will be placed in the grade level equivalent to the current grade placement in their previous school or that which they have just completed. In the latter case, promotion to the next grade level will be effective from the next school year in August. For a student to be placed in a grade higher than the age indicated, clearly demonstrable superior academic and physical maturity, coupled with social maturity, must exist and be judged so by the 9

Faculty Handbook - International School Ho Chi Minh City, Vietnam

school. Such advanced placement is only given under truly exceptional circumstances and with the written approval by the Headmaster, and usually only after assessment by the Head of Section in the age-appropriate grade. The School will determine the acceptability of students applying for Grade 12 on an individual basis. Only students who will fulfill all the requirements for graduation will be admitted. Students must take a minimum of 6 (six) credit courses each year. 8 semesters of satisfactory work must have been completed by the end of the Grade 12 year. A transcript, showing clearly that all requirements can be met, will be assessed by the Counselor before the student will be allowed to begin classes. It should be understood that the student will not be eligible for the IB Diploma unless he/she has successfully completed the first year of an IB Diploma programme at a previous school. LEARNING SUPPORT The School has limited resources for students who have special needs (such as physical or intellectual disabilities) and the curriculum may not cater to the needs of these children. Admission, in such cases, is determined by the School on a case by case basis. Moderate learning support needs may be provided for in Pre-School to Grade 8 on a case by case basis. In the High School (Grades 9 to 12) the courses are essentially college-preparatory and have a demanding academic emphasis. Support for students with specific learning needs at this level is limited. The School reserves the right, following admission, to discontinue the enrolment of a student at any time if it becomes evident that the School was misinformed regarding any application documentation or it becomes evident that the School does not have the resources to address successfully the individual needs of that student. MEDICAL REPORT It is a requirement that each student applying for admission to the School undergo a medical examination using the ISHCMC Medical Report and submit a report of medical history as part of the application documentation. The School reserves the right to discontinue the enrolment of a student at any time if it becomes evident that the School was misinformed regarding any medical application documentation, a student provides a risk of serious infection to others, or it becomes evident that the School does not have the resources to address successfully the individual needs of a student. APPLICATION PROCEDURES Applicants for admission to ISHCMC are strongly encouraged to apply as early as possible, as the School may have waiting lists in some grade levels. Students wishing to enroll in August should submit completed application forms before March 1st; and for those wishing to enroll in January, applications should be made by October 1st. A placement interview is required for all students who declare a requirement for support in English as an Additional Language, Learning Support or if a need for specialised support is identified in the application documentation. Our admission procedures are essential for the correct placement of new students, and are designed to allow for the smooth transition of students. It is also important that teachers are informed well in advance of new students joining their classes, in order to allow sufficient preparation time to welcome and settle the student. Parents should allow two or three days at least following arrival before commencement in classes. 10

Faculty Handbook - International School Ho Chi Minh City, Vietnam

A test of proficiency in English is a requirement for students’ potentially needing support in English as an Additional Language who are applying for admission to Grade 8 to Grade 12. It is necessary to complete the following procedures prior to student attendance:

Procedure 1 2 3

6 7

Junior School Elementary School Middle & High Schools EE2 – Grade 1 Grades 2-5 Grades 6-12 After the interview & School tour, students are registered with the Admissions Coordinator. Completed application forms are supplied, & the registration fee is paid if places exist. Medical report and school reports/transcripts are checked. When required, the Counsellor and Learning Support Teacher review student applications for areas requiring special attention; including special needs, medical needs and EAL needs. All students whose first language is not English are N/A given an appointment with the EAL Coordinator for an interview and English language assessment. The EAL Coordinator The EAL Coordinator provides provides recommendation recommendation to the N/A to the Heads of Middle Head of Elementary /High Schools on grade School on grade placement. placement The student is given an appointment to meet with the Head of High School to discuss timetables and N/A N/A elective course choices. If necessary the Head of High School seeks input from the Guidance Counselor. The relevant Head Of Section reviews applications and provides approval for admission, class and grade placement, and start date. Students and parents/guardians are notified of student’s placement and given a date to start School by the Admissions Coordinator. Homeroom teachers and The Admissions Coordinator notifies classroom subject teachers are notified teachers of the student’s placement in class and the start of the student’s placement date. and start date by the Head of Middle or High School. Within the first few weeks of placement, teachers informally review the transition of students into the school, to determine the correctness of the placement. Where considered necessary, teachers will follow up with Head of Section and parents to discuss any placement issues or concerns.

Faculty Handbook - International School Ho Chi Minh City, Vietnam

SECTION 2: ORGANIZATION AND MANAGEMENT STRUCTURE Headmaster: Mr. Sean P. Oâ&#x20AC;&#x2DC;Maonaigh, M.Ed., B.A., High Dip. Ed. HEADS OF SECTION Name Mr. Oscar Nilsson Ms Robyn Mrs. Claire Mrs. Paula

Qualifications M.A in Education, PGCE, BSc Physics (Honors) Blenkiron Head of Middle School Diploma of Teaching, Graduate Diploma (Reading/ language) McLeod Head of Junior/Elem. School Bachelor of Education, Diploma of Teaching Ellis Junior School Coordinator MA of Education Primary/BA of Education Primary

IB COORDINATORS Titl Name e Mr. Simon Thom Mr. Stuart Donnelly Ms.

Nicol a

Subjects Head of High School

Subjects

Qualifications

IBDP Coordinator IBMYP Coordinator Personal Project Leader Holloway IBPYP Coordinator

HEADS OF FACULTY / SUBJECT COORDINATORS Titl e Name Subjects Mr. David Best EAL Coordinator Gr 4 & 5 Mrs. Ruth Bishop Librarian Mr.

Calvin

Curtis

Physics/ Chemistry/ ESS/ Head of Science

Mr. Mr.

Michael Dawson Rae Deeley

Mr.

Marcus

Mr.

Gareth

Ms.

Louise

Glanvill Music/ Head of e Performance Arts Hubbuck English A/ TOK/ Head of Language A Lodge HSE/ PE/ Head of PE

Ms.

Marisa

Piccioni

Mr. Mr.

Derek Thomas

Rutt Ryan

Technology/ Head of IT Mathematics/ Head of Mathematics

EAL/ Frech/ CAS Coordinator Director of Technology EAL/ English B/ EAL Coordinator

M.A (ELT), BA (English), PGCE MA./ BA. Sc..(honors), PGCE M.A, B.A, PGCE

Qualifications Graduate Diploma of Education Diploma of Teaching/ Graduate Diploma of Edu. (Teacher librarianship) MSc (Surface Engineering), BA. Sc.., PGCE BSc.(Geol),TESOL,PGCE MA. (Special Edu.), BA. of Science (Maths & Computing studies), Diploma of Edu. BA, Post Graduate Certificate of Secondary Education Main Latin, Postgraduate cer. In Edu MA in Education, Bed., Secondary, BA of Physical Education

BA., PGD, PGCE

Faculty Handbook - International School Ho Chi Minh City, Vietnam

Mrs. Mary

Schlei

Mr.

William Schlei

Mr.

Douglas Willard

French B/ Spanish B/ TOK/ Head of Languages B Geography/ TOK/ Head of Humanities Counsellor

AREA OF INTERACTION LEADERS FOR IBMYP Name Area of Integration Human Ingenuity Approaches to Learning Health and Social Education Environments Community and Service 2.1.

BA of History, MA of Teaching, Spanish Juris Doctor, BA of Laws MA., BA.,Teaching Cert.

Qualifications

LIST OF FACULTY MEMBERS FOR THE 2010/2011 SCHOOL YEAR Titl Homeroo No. e First name Last name m Subject 1 Ms. Helen Bartlett EE2/3M Class teacher 2 Ms. Susan Bartley KG 3 Mr. David Best EAL Coordinator Gr 4 & 5 4 Mrs. Ruth Bishop Librarian 5 Mr. Stephen Bishop 11B Mathematics 6 Ms. Pia Blair 7B Art 7 Ms. Robyn Blenkiron Head of Middle School 8 Ms. Jeanne Borman 7J French 9 Ms. Hannah Boughton 4B Class teacher, IT Coordinator 10 Ms. Julie Bourget 11J Chemistry 11 Mrs. Elspeth Campbell 9E Mathematics 12 Mr. Paul Carpenter 12C Mathematics 13 Ms. Kirsten Charbonneau 8C Biology 14 Ms. Fiona Chen 10L Mandarin 15 Mr. Neil Clarke 9E Arts/ Head of Visual Arts 16 Mr. Mark Clement 9C History 17 Ms. Jennifer Clifton 4C Class teacher 18 Ms. Gwenola Colleu 11C English A/B 19 Mr. Luke Creamer 8C PE Physics/ Chemistry/ ESS/ Head of 20 Mr. Calvin Curtis 10L Science 21 Mr. Michael Dawson 7S Technology/ Head of IT 22 Mr. Rae Deeley 9D Mathematics/ Head of Mathematics 23 Ms. Thuy Do 12D Vietnamese (H/S) 24 Mr. Stuart Donnelly Physics/ IBMYP Coordinator 25 Mr. Anthony Egan 6E English/ Humanities 26 Mr. Heath Ellis 2E Class teacher 13

Faculty Handbook - International School Ho Chi Minh City, Vietnam

27 28 29 30 31 32 33 34 35 36

Mrs. Ms. Mr. Mr. Ms. Mr. Ms. Ms. Ms. Ms.

Paula Marie Spencer Marcus Daniella Matthew Gail Dobiech Clare Nicola

Ellis Favret Fowler Glanville Gopin Grieve Griffis Heather Hildrew Holloway

KGC 9D

37 38 39

Mr. Mr. Mr.

Gareth Jeremy Laurie

12H 7J 10P

40 41 42 43 44 45 46 47 48 49

Ms. Ms. Ms. Mr. Mr. Ms. Ms. Ms. Ms. Ms.

Ingrid Joanna Renata Wilbur Kang Jin Cecile Louise Marie Dawn Susanne Elizabeth

Hubbuck Jensen Johnston Kennedy Morton Kirk Kur Laulo Lee Leonard Lodge Lovig Manthey Mason

50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67

Mrs. Ms. Ms. Mr. Mrs. Mr. Mr. Ms. Mr. Mr. Mrs. Mr. Ms. Mr. Mr. Mr. Mrs. Mrs.

Claire Shannon Rachel Thanh Liem Sue Oscar Sean Alison Michael Nathaniel Lan Patrick Marisa James Derek Thomas Sonia Mary

McLeod McMahon Neubert Nguyen Nillson Nilsson O'Maonaigh Pacini Parsons Payne Phan Phillips Piccioni Pinkard Rutt Ryan Sandhu Schlei

8H 6G 4D 8H

9C 6G

3 EE4M 7B

1P 6P 5P 10P 1Pi 6E 7S 10C 14

Class teacher English/ TOK Coordinator PE (EE4-Gr 2, H/S) Music/ Head of Performance Arts EAL (Junior School), Art (EE4-Gr 1) Technology Counsellor Class teacher Geography/ ESS/ Humanities PYP Coordinator English A/ TOK/ Head of Language A English A Business/ TOK EAL Coordinator Class teacher Music (EE4, KG & Gr 1) Learning Support (M/HS) Korean French HSE/ PE/ Head of PE Music/ Drama Art (Gr 2-5 & Gr 6) Music (Gr 2-5 & M/S) Head of Junior and Elementary School Class teacher, Languange Coordinator Class teacher Vietnamese B (M/S) EAL Gr 2 & 3 TOK/ Head of High School Headmaster Class teacher Mathematics/ Science Class teacher Vietnamese A (M/S) Technology EAL/ Frech/ CAS Coordinator Class teacher, Maths Coordinator Director of Technology EAL/ English B/ EAL Coordinator Mathematics/ Science French B/ Spanish B/ TOK/ Head of

Faculty Handbook - International School Ho Chi Minh City, Vietnam

Mr.

William

Schlei

69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85

Mr. Ms. Ms. Ms. Mr. Mr. Mrs. Mr. Mr. Mr. Ms. Ms. Mr. Mrs. Ms. Mr. Ms.

Brian Blythe Germaine Jean Robert Graham Sue Lars Simon Nicholas Evelyne Samantha Niall Victoria Nataliya Douglas Melissa

Shapland Siddall Siebert Simmons Starmer Stichbury Stichbury Tatlock Thom Townsend Versol Wasson Watt Watt Weinberger Willard Wosmansky

2.2. No 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

11S

5S 3Si 8T 12S 3S EE2/3S 8T 2IT 6P 10C EE4M

Languages B Geography/ TOK/ Head of Humanities PE/ HSE/ Saigon Stingrays Cooridnator Class teacher Class teacher Drama Biology Class teacher Class teacher EAL/ English TOK/ English/ IBDP Coordinator Class teacher PE/ HSE English B PE (Gr 3, 4 & 5) Class teacher PE Counsellor Learning Support

LIST OF TEACHING ASSISTANTS FOR SCHOOL YEAR 2010/2011 Last Name Given Name Subject Vũ Phi Anh Music Department Trần Trọng Thùy Anh Gr 2 Hà Thị Vân Anh Gr 3 Phan Nguyễn Camly IT Technician Thái Vĩnh Chi EE4 Hồ Viễn Du IT Technician Lương Ngọc Đức Gr 5 Nguyễn Trí Dũng PE Nguyễn Trần Kiều Duyên EE4M Cao Thị Phi Giao Library Assistant Trần Huỳnh Thiên Hà Gr 3 Nguyễn Thị Thu Hà EE2/3M Nguyễn Thị Thu Hằng Gr 1 Nguyễn Thị Vỹ Hằng KGC Nguyễn Hà Huyền Kim Gr 5 Đậu Thị Hoài Nga EE2/3M Nguyễn Thị Thùy Nga Library Assistant Ngũ Thị Mỹ Ngọc Gr 4 Phan Ngọc Phí EE2/3S Nguyễn Quốc Quân Network manager 15

Faculty Handbook - International School Ho Chi Minh City, Vietnam

21 22 23 24 25 26 27 28 29 30 31 32 33 34 2.3. Title Mr Ms Mrs Mrs Mrs No 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

Phan Mỹ Phạm Thị Mai Phạm Công Nguyễ Văn Nguyễn Vũ Thanh Phạm Thị Bích Dương Thị Kiều Lý Nguyên Nguyễn Thị Quỳnh Hồ Ngô Như Nguyễn Xuân Tường Nguyễn Thị Thanh

Qúy Thảo Thiện Thọ Thuận Thủy Trinh Trọng Tương Uyển Vi Xuân

Library Assistant Gr 4 IT Technician Science Lab Gr 1 EE4M Art Assistant IT Technician KG Art Assistant Gr 2 EE2/3S Art Elementary PE

LIST OF SUPPORT STAFF MEMBERS FOR SCHOOL YEAR 2010/2011 Last Name Given Name Position Tony Shadwell Business Manager Christine Byrne Admissions & Marketing Co-ordinator Sarah Vidotto Nurse Jennifer Pieritz Nurse Phan Mai Phương Doctor Last Name Phạm Kim Nguyễn Trương Thị Quỳnh Trịnh Huỳnh Khánh Lê Như Nguyễn Thị Kim Lê Quang Lương Ngọc Thanh Đổng Thị Ngọc Đỗ Thiết Nguyễn Thùy Nguyễn Thanh Trương Diễm Ngô Thị Trúc Ngô Hoàng Minh Ngô Lê Văn Nguyễn Bạch Kim Nguyễn Thị Thanh Châu Ngọc Hải

Given Name Anh Châu Dao Diễm Đông Dung Dũng Hải Hằng Lập Linh Mai Phúc Phương Quyên Tăng Thăng Thảo Thu Thủy

Position HR Manager HR Officer Junior and Elementary School Secretary Purchasing & Transport Secretary D. Head of Admin. Admission Secretary Assistant of Infrastructure & Asset Website Marketing Assistant Admin. Building Receptionist Deputy General Director Middle School Secretary HR Assistant Receptionist Uniform Shop Purchasing Secretary Operation Manager Photocopy man Secretary to Counsellor Executive Secretary Marketing Manager 16

Faculty Handbook - International School Ho Chi Minh City, Vietnam

21 22 23 24 25 26 27 28

Mã Bảo Thy Nguyễn Ngọc Như Trinh Phạm Trọng Tuấn Account Department Cao Thị Hoàng Anh Ngô Thị Đào Lâm Minh Nguyệt Nguyễn Thị Lệ Nhung Ôn Thị Mỹ Phương Driver Staff

Executive Secretary to the Headmaster/GD High School Secretary Extra Curriculum Coordinator Accountant Accountant Chief Accountant Accountant Cashier

29 30 31 32 33 34 35

Phạm Ngọc Dũng Lê Công Hùng Đào Ngọc Minh Nguyễn Đình Ngự Cao Thảo Nguyên Lê Tấn Quyền Huỳnh Văn Thương Security Staff

Driver Driver Driver Driver Driver Driver Driver

36 37 38 39 40 41 42 43 44 45 46 47

Trần Văn Ánh Huỳnh Văn Bốn Lê Văn Đức Lê Quốc Hưng Đào Văn Hưng Nguyễn Thanh Long Nguyễn Viết Long Nguyễn Viết Quân Nguyễn Đình Thái Dương Phước Thanh Lê Văn Trạm Vũ Phương Tùng Maintenance Staff

Security Security Guard Security Supervisor Security Security Security Security Security Security Security Security

48 49 50 51 52 53

Nguyễn Thanh Thương Lê Văn Tiền Phạm Hữu Trí Phaïm Minh Trí Trí Nguyễn Bỉnh Truyết Dư Ngưỡng Vinh Cleaner Staff

Maintenance worker Maintenance worker Maintenance worker Maintenance worker Maintenance worker – Chief Maintenance worker

54 55

Ngô Thị Nguyễn Thu

Cleaner Cleaner

Dung Hà

Faculty Handbook - International School Ho Chi Minh City, Vietnam

56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 2.4. No. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23

Trần Kim Bùi Thị Mỹ CHTN Hoàng Trần Thị Ngô Thị Kha Lệ Trần Thị Phạm Thị Hồng Nguyễn Thị Kim Bạch Thị Mai Nguyễn Thị Tuyết Lê Thị Nguyễn Thị Trúc Phạm Thu Trần Ngọc Nguyễn Thị Như

Hiền Hiền Hoa Huệ Hương Khanh Lan Liên Loan Lựu Mai Nghị Phương Tâm Thúy Xuân

Cleaner Cleaner Cleaner Cleaner Cleaner Cleaner Cleaner Cleaner Cleaner Cleaner Cleaner Cleaner Cleaner Cleaner Cleaner Head of Cleaner

CITY COLLEGE CAMPUS Title Ms. Mr. Mr. Mr. Mr. Ms. Mr. Ms. Ms. Mr. Ms. Ms. Dr. Ms. Ms. Mr. Ms. Mr. Mr. Ms. Mr. Mr. Ms.

First Name Catherine Andrew Martin Robert Daniel Thanh Tam Tobias Deborah Ingrid Thanh Phong Anh Thy Phung Uyen Quynh Lam Van Anh Quynh Dien Christopher My Phuong Alexander David Nicola Nicolas Lee My Ngoc

Last Name Archer Brinkman Gale Hazlehurst Horwood Huynh Thi McFarlane Monk Morton Nguyen Nguyen Do Nguyen Lu Nguyen Thi Nguyen Thi Nguyen Thi Powell Quach Thi Raffle Simon Sum Taggart Taylor Tran

Position/Subject ICT EAL Mathematics Coordinator Chemistry/Biology EAL Vietnamese Literature Mathematics Business Studies EAL Coordinator Physical Education Library Assistant School Secretary Head of Section Vietnamese History/Geography Art ICT Systems Manager Science Technician Business Studies Physics Director of Studies Science Coordinator Physics/Mathematics Admissions Secretary 18

Faculty Handbook - International School Ho Chi Minh City, Vietnam

24 Ms. 25 Ms.

Anh Thi Nicola

Tran Huu Warwick

ICT Technician Biology

Faculty Handbook - International School Ho Chi Minh City, Vietnam

2.5.

ORGANIZATIONAL MANAGEMENT OF THE SCHOOL

The International School Ho Chi Minh City is a Joint-Stock company and governed by an appointed Board of Management. The Board of Management is responsible for the determination of the school's policies and the appointment of the school's Chief Executive Officer. The administration of the school is charged to the Headmaster, as General Director. As the chief administrative and supervisory officer of the school, the Headmaster is directly responsible to the Board for the execution of Board policies; for the efficient observance of regulations by all employees; for the administration, supervision and co-ordination of the work of the several departments and programmes and for all other educational, social and recreational activities connected with the school. (ref: Headmaster's Duties and Responsibilities - Policy Manual) The day-to-day operations and decision making of the school are conducted by Administrative Teams in conformity with the principles laid down by Board policies and the administrative regulations issued by the Headmaster. ADMINISTRATION TEAM Headmaster, Head of Junior/Elementary School, Head of Middle School, Head of High School and Head of City College Campus. ACADEMIC ADMINISTRATION TEAM Headmaster, Head of High School, Head of Middle School, Head of Junior/Elementary School, Director of Studies, IBDP Coordinator, IBMYP Coordinator, IBPYP Coordinator. CURRICULUM MANAGEMENT TEAMS Head of Section, Director of Studies, IB Coordinators, Heads of Faculty, Subject Coordinators. FINANCE MANAGMENT TEAM Headmaster/General Director, Deputy General Director, Chief Accountant, Business Manager. SCHOOL DEVELOPMENT TEAM Headmaster/General Director, Business Manager, and Coordinator of Admission.

Faculty Handbook - International School Ho Chi Minh City, Vietnam

2.6.

CHANNELS OF COMMUNICATION

It is important to be aware of who you should go to for assistance or advice on specific matters. Making use of the appropriate channels of communication helps to facilitate good communication and is intended to provide maximum support for the various situations, which may occur in the school. The organizational chart (overleaf) is intended to clarify the structure and should help you to identify the different working areas within the school. Any questions regarding the organizational structure of the school should be directed to the Headmaster.

Board of Management

ISHCMC Organization Structure 2010 2011

Headmaster / General Director Mr. Sean Oâ&#x20AC;&#x2122;Maonaigh Chief Accountant Ms. Lam Minh Nguyet Accounting Department

Administration Department Mr. Ngo Tang

Retail Office

Business Manager Mr. Tony Shadwell Human Resources Mr. Pham Kim Anh Trans/ Purch Assistants Director of Technology

Cleaners

Head of Jun./El. School

Head of Middle School Ms. Robyn Blenkiron

Head of High School Mr. Oscar Nilsson

Head of CCC Dr. Ng. T. Quynh Lam

Security Drivers Maintenan

Counselors Mr. Douglas Willard Ms Gail Griffis Librarian Ms. Ruth Bishop

J/S Coordinator Mrs. Paula Ellis

IBPYP Coordinator

IBMYP Coordinator

Subject Coordinator

IBDP Coordinator

Heads of Faculty

Homeroom Teacher

Teacher Assistant

Director of Studies

Clinic Dr. Mai Phuong Mrs. Sarah Vidotto Mrs. Jannifer Pieritz Coordinator of Admissions Comm nit liaison Marketing Manager Ms Hai Thuy Secretaries Receptionists

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

2.5.1 Daily Bulletin A Daily Bulletin is in use to facilitate information and an awareness of all school activities by faculty and students. Notices for inclusion in the Bulletin are placed in the Daily Bulletin Drop Box (Folder) on the network by 12.00 noon each day for posting into the OLC. Student notices should be read out to students by Homeroom teachers during Homeroom period, referring to OLC.

2.5.2 Newsletter A Newsletter is published on specific dates. A deadline for submission of materials for good

communication is recognized as an essential goal, which we strive to achieve at the school. Material for the Newsletter should be placed in the appropriate folder. 2.5.3Letters / Memos / Minutes The format which should be used for memos is (available at faculty document):

Memorandum To: From: cc: Date: Re: Official Letters/ Emails: Letters or emails printed on letterhead should be set out in standard form, with date, etc. They should first be viewed by the Head of Section for proofing and information. A copy of the letter should then be forwarded to the Headmaster before sending. Staff should bear this timeline in mind when planning events, etc. to ensure advance notice to parents, etc. Meetings: A variety of meetings are held within the school. These include full faculty meetings, section meetings, department and team meetings. Appointments should not be made to avoid attendance at any of these meetings. Where a teacher works in three sections of the school he/she may be excused attendance at one of the section meetings at the discretion of the Headmaster. Additional school committees, such as the Learning Support Team and other school-wide committees are called to address particular tasks or purposes meet as needed. All formal meetings should have agendas and minutes, the format should be: 23

Faculty Handbook – International School Ho Chi Minh City, Viet Nam

Format for Agenda (available at Faculty Document):

AGENDA FOR MEETING OF ..................................... DATE: ………………………….. TIME: ……………… VENUE: …………………………………… Distribution: Headmaster, Heads of Sections, Participants. Agenda: 1. Minutes of last meeting 2. Matters arising Briefing items: 3. 4. Discussion items: 5. 6. Format for Minutes (available at Faculty Document):

MINUTES OF MEETING OF ..................................... DATE: ………………………….. Present: Apologies: Distribution: Headmaster, Heads of Sections, Participants. Minutes: Matters arising: 1. 2. Briefing items: 1. 2. Discussing items: 1. 2.

Action:

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

2.7.

SCHOOL INSURANCE COVER AND PROVISIONS

The school has a number of insurance policies covering its employees and other physical assets against various perils and risks. This includes the following insurance policies: Material Damage Insurance This policy insures against all risks of physical loss, destruction or damage to buildings, improvements, plant & equipment and other assets. Business Interruption following Material Damage Insurance Under this policy, the school ensures against the risk of lost revenue and additional cost of working in the eventuality that it can no longer use its facilities for the provision of education services. Public & Product Liability Insurance The school has insurance for claims against it and its employees by third parties up to US$5,000,000 for personal injury to any person, or loss or damage to property. This covers possible claims for food poisoning from the canteen operations; as well as medical malpractice insurance up to US$100,000. Computer Insurance This insurance covers the reinstatement of data and additional expenditure incurred in recompiling data and re-recording data following an indennifiable accident. Fidelity Guarantee Collective Insurance This insures the school for any fraud or dishonesty by employees (up to US$20,000). Group Personal Accident Insurance A worldwide personal accident insurance for expatriate and Vietnamese employees up to 30 times monthly salary based on last drawn salary at date of accident. The insurance is payable for disabilities arising from an accident, on a percentage scale, depending on the disabilities sustained in the accident. Money Insurance The school has insurance against the risk of theft of school money within Vietnam, on the premises (up to US$70,000) or in transit (up to US$50,000). BUPA Medical Insurance This insures expatriate employees and their families (where applicable) for ongoing medical expenses up to certain limits, as well as medical evacuation if needed. Each employee receives details of the insurance cover once their application has been approved as part of their welcome pack from BUPA. On the Website, you can: View the current status of your claims Find out your policy details Check your current benefit limits View your payment schedule View your membership documents and download useful forms 26

Faculty Handbook – International School Ho Chi Minh City, Viet Nam

To register:

Log onto <http://www.bupa-intl.com/membersworld> and click on the Register link. Complete the blank details following the instructions provided on screen. Enter your own log in name and password. (These are your choice and are not provided by BUPA International)

You've now got access to your own membership, with the security of knowing we are available to contact by telephone or e-mail 24 hours a day, 365 days a year. Customer services Telephone: +44 1273 323563 Customer services E-mail: info@bupa-intl.com <mailto:info@bupa-intl.com>

Faculty Handbook – International School Ho Chi Minh City, Viet Nam

2.8. CALENDAR AND SCHOOL DAY STUDENTS Early Explorers 2/3 Early Explorers 4 KG – Grade 1 Grades 2 – Grades 5 Grades 6 – Grades 12 There is a scheduled activity period (optional) for students in Grades 2 through Grades 12.

8:00 a.m. - 11:00 a.m. 8.00 a.m. - 13:30 p.m. 7.50 a.m. - 14.20 p.m. 7.50 a.m. - 14.30 p.m. 7:45 a.m. - 14:40 p.m. one hour after each academic day for

TEACHERS All teachers are required to be at school from 7.30 am until the completion of obligations on any particular day, and on Saturday mornings as required. Prior to moving to the classroom, all teachers should collect their mail, check daily bulletin, check white board in Faculty Lounge also and school emails. Those teachers who do not have a Homeroom class or who do not teach first period must also be in school by 7.30 a.m. in order to prepare the day's work or cover for absent colleagues. Teachers not involved in the day's after school activities or staff meetings are expected to be in school and available for student/parent consultation. Staff supervising an extracurricular activity should remain on campus until past the published finish time of the activity to ensure all students have left safely. SIGN-IN / SIGN-OUT It is expected that all faculty are on campus during the school day. However, if it is necessary for a faculty member to leave the campus for an urgent, personal reason he/she should inform the Head of Section. Then he/she must sign out with the Head of Section and at the security gate. ABSENCE If a teacher is absent on sick leave the Head of Middle or High School (Middle and High), Head of Section (Junior and Elementary) must be informed at the earliest opportunity, before the start of school (6:30 a.m.) on that day or before. Every effort should be made to set specific work or to indicate the work that the students should be doing. If a teacher is sick for more than two consecutive days, the Headmaster may ask for a valid certificate of sickness from an approved medical practitioner (see Conditions of Service). As a professional group, teachers will be aware of the difficulties imposed upon their colleagues and the students for whom they are responsible, in the event of their absence. Consequently, teachers should be absent from school or request leave in circumstances of an essential nature only. On the occasion of an absence from school a “Leave Application Form” must be completed, signed by the Head of Section and provided to the Headmaster. Teachers are requested to read carefully the Conditions of Services that cover applications for leave. Certain leave will only be granted under specific circumstances and when the educational and instructional programme may not be affected adversely. 28

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

PERSONAL LEAVE A provision for Personal Leave is provided for in the Conditions of Service. An application for personal leave, under the defined circumstances and outlining an explanation in writing, must be submitted for approval, in the first instance to the Head of Section. COVER Cover is organized through the Head of Middle or High School (Middle and High), Head of Section (Junior and Elementary), and in consultation with each Head of Faculty. SCHOOL CALENDAR A calendar of school events is produced annually. It is the guiding document for the planning of school events. No additions or alterations may be made to the calendar without prior consultation and approval from the Head of Section. 2.9.

SCHOOL HANDBOOKS

2.8.1 POLICY HANDBOOK The Policy Handbook, which is the official and guiding document covering school policy, may be perused in the Headmaster's office or online at any time. 2.8.2 PARENT/STUDENT HANDBOOK Parent-Student Handbooks are issued to each family and teacher in the school community at the beginning of the academic year or upon enrollment. In addition, copies are sent in response to requests for information about the school. Each staff member should be familiar with the contents of the handbooks. The Parent-Student Handbook is intended as an unofficial guide to policy. 2.8.3 FACULTY HANDBOOK The Faculty Handbook explains all aspects of the school's operations and procedures for teachers. 2.8.5 THE CONDITIONS OF SERVICE MANUAL The Conditions of Service Manual covers teachersâ&#x20AC;&#x2122; contract, benefits and conditions of service. 2.8.5 APPRAISAL HANDBOOK The Appraisal Handbook outlines the policies and procedures relating to the appraisal of teachers. 2.8.6 EMERGENCY PLAN The Emergency Plan details procedures relating to school security and emergency situations. 2.8.7 CLINIC HANDBOOK The Clinic Handbook relates to medical services and the safety of students. 2.8.8 ORIENTATION HANDBOOK The Orientation Handbook outlines the requirements, procedures and information for the 29

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

transition of new teachers to the school. 2.8.9 ADMISSION HANDBOOK The Admission Handbook outlines policies and procedure regarding the enrolment of student.

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

SECTION 3: SCHOOL FACILITIES, RESOURCES AND SUPPLIES 3.1.

SCHOOL FACILITIES

(A)

APPEARANCE OF THE CAMPUS AND BUILDINGS

The school serves the full age range EE2 to 12 and we aim to make the best use of the facilities, which we have available. The appearance of the school and the classrooms is important. If a classroom appears clean, well-organized and colourful, for example, it makes a statement about the learning experiences for our students. It also reflects the values of those who work within it. The same is true about hallways and the "public" areas of a school. Every effort should be made to urge a high standard in the appearance of the public areas of the school. Teachers are urged to arrange, store and display all materials and furniture in neat and attractive ways. Teachers and students should set as a priority the attractive appearance of their classrooms and the school. Teachers may need to set aside a few minutes before dismissal each day for clean-up purposes. Many children lack the self-discipline to clean up voluntarily and need to have teacher guidance. All students should be encouraged to care for personal and school property. The teacher serves as the closest model for this behaviour. Where another class or specialist room is used, teachers should ensure the room is left in an appropriate manner, following the end of a lesson. Please contribute actively to the appearance of International School Ho Chi Minh City and urge students to follow your example.

Faculty Handbook – International School Ho Chi Minh City, Viet Nam

3.2.

RESOURCE FACILITIES

(A) LIBRARY AND MEDIA RESOURCE CENTRE The Library/Media Resource Centres of the International School Ho Chi Minh City, is source of information, knowledge and recreational reading. It is also a place for reference and quiet study. The Library is open from 7:30am to 4:00pm each school day. The Library/Media Resource Centres are fully automated and cater to students of all grades. The Junior/Elementary sections house a comprehensive picture book collection, a junior fiction and non-fiction collection, including reference sources; and periodicals for the students. The Library consists of a wide variety of adult and young adult fiction; a non-fiction collection; reference sources and periodicals. A variety of subjects related DVD’s, CDs for all age groups with viewing facilities; the teacher resource collection and posters are housed in the Media Resource Centres. The Centres also provide facilities for Internet. The International School Ho Chi Minh City Library/Media Resource Centre seeks to be a focal point that supports your teaching programmes. Thus, your input to improve its resources is most important. A bulk order is dispatched annually, and teachers should please keep the library staff informed of your requests for library material. All students who are in the library must have a legitimate reason for being there. If classes wish to use the Library/Media Resource Centre as a group, prior booking is required and the class must be supervised by a teacher. Any student wishing to use the library individually during school hours, should produce a “library pass” duly signed by his/her teacher. Check-Out: With the exception of reference books, current issues of periodicals and CDs, all other library materials are available for check-out. Usually books may be checked out for a period of two weeks at a time. All borrowers, including teachers, are responsible for all materials checked-out under their names and for maintaining them in good condition. They will be required to pay for any loss or damage. The library staff are responsible for the books, resources and equipment in the Library/Media Resource Centre. Teachers and students are requested not to remove any library material without checking them out officially. Library overdue notices of students will be sent through their Homeroom teachers each week. Please remind your students not to let books become overdue. Books which are needed for a longer period of time may be renewed. 32

Faculty Handbook – International School Ho Chi Minh City, Viet Nam

(B) INFORMATION TECHNOLOGY CENTRE The International School Ho Chi Minh City has well-equipped Information Technology Centres (ITC). At An Phu, it consists of five teaching labs, a teacher’s workroom and the main IT office. The computers are all PC’s and are connected by a campus-wide network. These PC’s operate on a Microsoft platform licenced through a Microsoft Schools Agreement, the first to be signed in Vietnam. There are PCs in every classroom along with a digital projector in all Middle/High School classrooms and a large LCD screen in all Junior/Elementary classrooms. Multimedia facilities are available across the network providing access to a large range of educational digital media. The school has substantial numbers of printers, scanners, digital and video cameras. The library media centre has an AV room and 10 additional PC’s available for student research. There are 5 mobile laptop/tablet carts consisting of 24 machines that are available for use with Junior/Elementary and Middle school classes. These carts along with the teaching labs can be booked, when available, through the Online Learning Community. All high school students are issued with a tablet PC to support the schools 1:1 initiative. We have a wireless campus to provide network and Internet access for these portable devices. Internet access is provided through a 10Mbps leased line in conjunction with six optical fiber lines to support learning. The school operates a Virtual Learning Environment known as the Online Learning Community (OLC). This learning portal allows teachers and students to post and receive assignments online, sign up for conferences/after activities and provides access to school email for students from Grade 3 and upwards. All students have a network account for file storage purposes. In HS our faculty expectations are: Familiarisation with MS Office, in particular OneNote and Outlook Able to use our Moodle site (OLC) Able to use Atlas Rubicon Curriculum Mapping Software A digital standards document is currently being developed with the expectation faculty will be able to teach (develop) specific technological skills within their subject area IT users from Grade 5 upwards must sign an Acceptable User Policy. The labs are available for student use before school, during break times and after school (providing no after school activity conflicts with lab usage). Where students make use of any of the facilities, either in class time or breaks, they are expected to use the equipment with appropriate care and consideration. If a student is deemed to be using the facilities inappropriately then action will be taken. Inappropriate use includes, but is not limited to: • • • •

misuse of equipment sending of abusive email to other users obtaining unauthorised access (hacking) to other user accounts on the network any other behaviour/use that contravenes the school’s code of conduct

The school does not provide copies of software for student use. The IT Centre however, can give information on where to obtain the required software. 33

Faculty Handbook – International School Ho Chi Minh City, Viet Nam

The system is normally operating from 7:30 a.m. to 3:30 p.m. If there is a need for someone to stay longer or work on the weekends, please check with the Director of Technology in good time so arrangements can be made. Open access should not be presumed. In addition, it is expected that school equipment is being used for professional use. Again, assess for personal use e.g. email should not be presumed. Use of equipment for instructional or school purposes as determined by the Director of Technology, in consultation with the Administration, takes precedent over all other uses. Requests for assistance can be made to any member of the ITC staff, but please bear in mind that they too have a schedule to keep. In-service courses are ongoing and planned for. Information will be provided as to the content, duration and venue. Email Etiquette Policy • Email is provided to staff and teachers in School for primarily professional purposes only i.e. to communicate with colleagues, students and parents on matters relating to school curriculum. • Email is best used to communicate and exchange factual information, make appointments, ask questions about policy and about concerns to a supervisor or responsible individual directly. Email is not a medium that is meant for discussion of issues of any kind in an emotive manner. (Please see Email Etiquette Policy, Appendix 18)

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

3.3.

SUPPLIES AND MATERIALS

[1] Stationery / Classroom consumables Supplies and materials for faculty are purchased on an as need basis. There is a list of the items available. Typically, stationery is pre-ordered on a semester basis. Any materials not being used on a regular basis should be stored carefully. All textbooks, equipment and other non-expendable supplies must be inventoried by the teacher and marked. Teachers are accountable for them at the end of the school year. [2] Operation of Central Resource Room: A Central Resource room is located in the Library. Teachers are expected to maintain a close account of texts and materials. The following outlines the operating procedures: 1. Teachers' Texts - Each teacher can keep the set of texts used in their courses. These will be checked out to the teacher. Teachers can obviously continue to store their personal resource materials in whatever way they wish. 2. Departmental Resource Materials - Each department has a set of specific resource materials. Each Head of Faculty is responsible for setting up a system for use of these materials. 3. Students' Texts - Aside from each teacher's set of texts all other texts are stored in the Resource Room. 4. Inventory Procedures - When shipments arrive they will be processed by the Library staff. This process will include checking the shipments against the invoices, assigning inventory numbers to texts and equipment, putting on any needed covers on the texts and signing out these materials to the respective departments or teachers. Teachers and Heads of Faculty will be able to give the Library information about the minimum number of texts needed for each class. The Library staff will be responsible for keeping the supply of texts up to this minimum number. [3] Local Purchases: A request for purchasing materials for the instructional programme must be submitted to the Head of Section for approved. Heads of Section are responsible for ensuring that the material requested is required and is within the budget allocation. The purchase order will be passed to the Purchasing Assistant. Following receipt of a quotation the purchase order must be approved by the Headmaster. [4] Re-imbursement: All claims for the reimbursement of expenses and purchases must be in writing and addressed in the first instance to the approving authority e.g. Head of Section in relation to the expense and then to the Headmaster / General Director. Once approved the expense will be submitted to the Chief Accountant for verification and payment. All cash expenses over 100,000 VND must be accompanied by an official tax invoice and 35

Faculty Handbook – International School Ho Chi Minh City, Viet Nam

a receipt or a statement by the purchaser where the service / product / item was purchased and that no receipt could be obtained. The Chief Accountant has the authority to elect to pay approved expenses claimed in cash – Viet Nam dong, or by transfer from the School’s bank account according to the foreign exchange laws in effect at that time. Currently, all expenses incurred in Vietnam are reimburseable in Vietnam dong only, irrespective of currency of purchase (e.g. US$). [5] Overseas Orders: Materials and resources are ordered from overseas through Consolidated Education Suppliers (CES), (UK); International School Services (ISS), (USA) and Pronin (Australia). The orders are compiled in September/October, processed as per budget allocations in November and dispatched in January/February. The shipments usually arrive by early September of the following school year, though this may be subject to delay. [6] Loan of school property: 1. If a staff member wishes to borrow any equipment, accessories or items of furniture from the campus, they are requested to fill in a form that is available from Reception or the secretary to the Headmaster. 2. This should be completed in full and given to the Headmaster. He/she may then authorize the requested item for loan if the request is deemed appropriate. 3. Once authorized, the tear-off gate pass should be given to the staff member to hand to security at the gate when removing item/s off campus. 4. When the equipment is being returned, the staff member should physically show it to Security for them to record the return. This will be signed as received by the Security Officer on duty. [7] Reprographics: There is a central reprographics room, where orders may be placed for the duplication of materials. Details should be completed on the appropriate form. Adequate time (minimum 24 hours) should be allowed for all reprographic requests. Photocopy machines in the offices are for administrative use only. In general, all photocopying will be done back to back, unless otherwise specified. Students are not allowed to use the reprographics room. [7.1] Photocopied material: Photocopied material for class work, homework or notes must be straight, clear and easy to read. Poor quality material is not to go home. Teachers should check the quality of copies of photographs, graphs, diagrams and text especially if the original is in colour. [8] Keys: • In general, keys are not provided for individual classrooms. • If you borrow a spare key please return keys to the key cabinet in the Security Office. If you have lost or misplaced keys, please see the Headmaster. [9] Repairs/Maintenance or Purchase/Work Request: Requests for repairs/maintenance should be submitted by individual teachers through the Head of Section, for the attention of the Facilities & Maintenance Co-ordinator. The form is available from the section secretaries. One form should be completed for each 36

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

individual request. [9.1] Where a hazard is identified that might affect the health and safety of persons in the school that a Hazard Report Form should be completed and submitted to the Head of Section. [10] Care of Equipment: Any damage to school equipment, material or other school property should be reported to the Head of Section and Headmaster. Teachers need to teach, discuss and remind students why respecting and caring for property is considered important. Furniture is not to be mutilated in any way. There will be periodic inspections to see that this is being carried out. Students who persist in marking the furniture should be reported to the Head of Section for disciplinary action. Classroom teachers are expected to assist with this area of concern. [11] School Transport: Use of a school vehicle is available to teachers for school related business where this is requisitioned and authorised in advance by the Headmaster. A written request must be submitted on the appropriate form, via the Head of Section, at least three days in advance. Plan ahead so you are not disappointed, or caused unnecessary inconvenience. In the case of school trips, transport requests must be submitted at least 3 weeks in advance.

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

SECTION 4: TEACHER RESPONSIBILITIES 4.1.

DUTIES AND RESPONSIBILITIES

[1] Job Descriptions Job Descriptions have been drawn up for all positions in the school. There is a general job description for the classroom teacher, which is included in this handbook (Appendix 4). Other job descriptions should be held by those in a particular position, but are available for general reference in the Headmaster's office. [2] Written Materials: All written materials created by school personnel (duplicated letters and papers; worksheets; letters to parents; permission slips; programmes for special events; conference reports; etc.) should be proofread carefully. Written material to be read by anyone should be legible, with a title, date and name of author. Every document creates an impression in the community. Please be sure that the impression is a favourable one. Duplicated papers should be sufficiently dark and easy to read. There should be no spelling or grammatical errors in any written piece. There should be no strikeovers if the communication is typed. Please give this matter your constant attention. Because of the importance of this topic, the following practices are to be followed: (a) each teacher is individually responsible for written material emanating from his/her classroom; (b) Heads of Section will read written material before it is given to the parents: Plan to give them a copy of each written document, such as class newsletters, letters to all parents, etc; (c) copies of all official letters, whether to students, parents or anyone else, should be copied to the Headmaster for reference before sending; (d) Use of school letterhead should be reserved for correspondence of an official nature only. [3] Mail boxes: Mail boxes are located in the faculty lounge and should be checked at 7:30a.m. and periodically during each day. Mail boxes are for items of distribution and information. (a) Post Mail is delivered to the school daily and placed in mail boxes. (b) Fax Faxes may be sent through the school. The machine is located in Room 2.12B. If of a professional nature they should be channelled through the Head of Section. If of a personal nature they should be given to the Headmasterâ&#x20AC;&#x2122;s Secretary, who will enter a personal expense to the teacher concerned. (c) Telephones The school relies on its telephones for immediate communication. The central switchboard is located in the main reception area. All calls are handled through the switchboard. It is expected that the school telephone lines will be used for professional matters, only. Telephone calls should be kept to a minimum time to avoid unnecessary 38

Faculty Handbook – International School Ho Chi Minh City, Viet Nam

congestion. The telephones in offices should be used only for professional calls. (d) Email: Email addresses for school use are assigned to specific school personnel only. Teachers should route professional messages through these channels. [4] Illness: In case of absence due to illness, teachers should contact the Head of Middle School (Middle and High), Head of Section (Junior and Elementary), by telephone as early as possible, preferably by 6:30 a.m. If they are unavailable, please contact the Headmaster or the Headmaster. If sickness occurs during the day, contact the Heads of Section and arrangements will be made to supervise your class. [5] Dress code: Business dress is required during the school day. For gentlemen, this means trousers, shirt (short sleeved is acceptable) and tie. Ladies wear an equivalent business attire, appropriate in length and design. Staff are expected not to wear: • Beach or thong style sandals. • Revealing dresses, shorts, tops, etc. that expose cleavage or bras. Halter neck dresses/shirts may not to be worn. • Jeans/jean skirts. • Shorts/skorts. PE Faculty: All members of the PE faculty should wear appropriate sporting attire, hat and shoes to model to students, depending on the PE lesson involved. Student non-uniform days: From time to time special dress days are organised for students. Whereas it is important for the School that teachers may wish to participate in these activities, it is expected that professional discretion should apply. [6] Substitutes: In Junior and Elementary Schools, substitutes will be used, when a suitable substitute teacher is available. Some specialist classes may be cancelled because no reasonable alternatives are available. In the Middle and High Schools, internal cover lessons are assigned, unless a member of the faculty is absent for an extended period of time and a suitable substitute teacher is available. Members of the faculty should not schedule appointments and/or meetings when they have been timetabled to cover classes. Early notification of an absence is essential in helping to allow time to find a substitute and/or to organise the cover timetable. Teachers are expected to provide a substitute with the following to be effective: detailed lesson plans; seating charts; class lists and/or grade books; time schedules; names of 39

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

"exceptional" students; and notes on the location of necessary materials. [7] Private Tuition and Outside Employment: Teaching at International School Ho Chi Minh City is a full-time job. In the event of a request this should be submitted to the Headmaster in writing for formal consideration. This should be reconsidered each school year. Ref: Policy No. 4.13. As far as tutoring is concerned, International School Ho Chi Minh City teachers have a professional obligation to give extra help to those of their pupils who require it and may not ask for a pupil to receive tuition from themselves outside of school hours in return for payment. Apart from the fact that a pupil's school instructor may not act as that pupil's tutor outside of school for pay, any teacher who wishes to tutor for payment or indulge in any other form of paid employment must have the Headmaster's written approval. Policy 4.13 TUTORING FOR PAY In cases where students require academic tutorial help outside school hours the Board has adopted the following policy. Permitting, arranging and paying for such tutorial assistance will be the responsibility of the parents. For obvious reasons it is considered unethical and poor professional practice for a teacher to tutor one of his/her regular students for pay and consequently it is the policy of the Board not to permit such. No tutoring for pay of students may occur in School. Any tutoring of students for pay will be: 1. Conducted outside regular school hours, from 3:30pm. 2. Off school premises and without the use of school materials or equipment. 3. Arranged entirely between the parents and teacher/s involved. The school will not assume any liability for taxation on the income earned or any responsibility for problems arising out of the arrangement between the teacher, parent and student. [8] Conditions of Service: The Conditions of Service handbook details the current provisions and policies for teachers employed at the ISHCMC. These are based on the policies included in the Policy Manual of the school. [9] Safe Teachers are advised not to leave money or valuables laying around. Where there is a need to collect money from students then this should be lodged in the school safe (Headmasterâ&#x20AC;&#x2122;s Office, Accounting Office). Money should be placed in a sealed envelope and labeled clearly. [10] Salaries: 1. All salaries and overseas allowances will be denominated and paid in US dollars. All salaries and overseas allowances will be subject to the repatriation regulations of the 40

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

Central Bank of Vietnam. 2. Salaries will be paid on/around the last three working days of each month when possible or on any other day of the month at the discretion of the Headmaster. 3. Local allowances of employees will be paid by cash, in local currency. Updated Information of Personal Income Tax (PIT)

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

4.2.

LESSON PLANS

[1] Lesson Plan Records: Teachers are required to maintain their lesson plan records in accordance with the guidelines laid down by the Headmaster. It is essential that these records show both short and long term breakdowns of the work to be covered in the subject/grade, so that the administration may be able to monitor the work and that, in the event of absence, a substitute will have a clear idea of what work has to be done. Lesson plans should be updated, after the lesson showing what areas have/have not been successful. Lesson plan books may be requested for review by the Headmaster and/or Head of Section during the course of the year. [2] Mark Books: It is essential that all teachers keep careful records of work done by students as these count towards the grades awarded to students at specific times in the year in accordance with school policy and assessment criteria. [3] Atlas Rubricon: Since August 2007 the School has used Atlas Rubricon for curriculum planning and mapping. It is essential that teachers keep the information on curriculum up to date. [4] On-Line Learning Community (Middle & High School) The OLC is our main portal to communicate with parents and students. Lesson outlines, links to resources and homeworks should be available online to every student you teach. If elsewhere, say a wiki, a link should be on the OLC. Your OLC classes folders should be updated repeatedly to reflect current work being studied. [5] ESL (Middle & High School) It is your responsibility to work with the ESL support teachers to enable ESL students to get the most from your lessons. It is the school's expectation that you will yourself, deliberately and consciously, change your professional practices to meet ESL students' needs more effectively. This means changing the way you have always done things before - the old ways will not work. ESL support teachers are there to help you ask yourself the questions about how you plan and deliver your lessons, that can enable you to reach ESL students more effectively. We support all teachers by making it a requirement to be trained in the ESL in the Mainstream Programme â&#x20AC;&#x201C; a respected and effective course which requires you to reflect on and amend your current classroom practice, so as to include more effectively ESL students in the classes you deliver.

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

4.3.

MEETINGS

[1] Staff: Classroom education is the role of a teaching assignment. A teaching position at International School Ho Chi Minh City implies several areas of additional responsibility including curriculum review, planning, and contribution to the wider curriculum and to the school in general. Additional responsibilities include participation in faculty meetings and school events such as orientation activities, open days, parent conferences, International Day, chaperoning dances, sports' days, swimming galas, science fairs, field trips, art exhibitions, drama and music events, and parent information evenings, etc. Your experience, ideas, resourcefulness and positive participation is encouraged and welcomed. It is recognised that teaching is a full-time job and it is therefore expected that teachers arrive at school by 7:30 a.m. and may well be committed until after 4:30 p.m. [2] Meetings: A weekly briefing meeting is held for Middle and High School Faculty at recess, each Monday morning. Regular faculty meetings are scheduled each Monday afternoon and on Tuesday afternoon if after school activities are scheduled. Teachers should be ready to adjust their personal schedules and their transportation arrangements accordingly. All staff members are expected to attend. Where a teacher works in three sections of the school he/she may be excused attendance at one of the section meetings at the discretion of the Headmaster. Please do not schedule conflicting appointments, whether these involve parents, dental or physician's appointments, private matters, etc. except in emergencies. The Headmaster, Head of Section should be notified in advance as appropriate, if you wish to be excused. Unexcused absences from staff meetings are professionally unacceptable. Teachers who miss professional meetings are personally responsible to learn about decisions and general discussions conducted in their absence. [3] Availability: Even though faculty and committee meetings are regularly scheduled, it may be necessary to have additional meetings at short notice. Parent conferences, group discussions of a student's progress and other meetings are a necessary part of the work of the school. Most situations will allow adequate advance notice; however, it should be recognized that this may not always be possible. To avoid conflicts for the few times when little advance notice can be given, please make no commitments for the thirty-minute period following daily student dismissal, except, of course, where you have an extra-curricular activity.

Faculty Handbook – International School Ho Chi Minh City, Viet Nam

4.4.

GENERAL SUPERVISION AND DISCIPLINE

[1] General Supervision: From the moment children come to school until they return home, they are the responsibility of the school. Since the school is everyone connected with its activities, supervision then becomes the responsibility of all. Several aspects of this are worth stating here: (a) No child will be allowed in a classroom without some form of supervision (variable depending on the age of students); (b) In the Junior/Elementary school, teachers/ assistants are responsible for ‘picking up’ and delivering students to specialist classes; (c) Playground and supervision duties, as well as being a professional responsibility, are part of the employment contract and periodically a duty schedule will be distributed. When students are on campus and not under the direct supervision of a teacher, any inappropriate behaviour should be corrected. All staff can and should demand reasonable behaviour from all students at all times. This means that all members of the teaching staff are responsible for supervision within the school, at all times. Should you observe inappropriate behaviour on the part of any student(s) you should immediately correct it and where necessary report the student(s) to the Head of Section. Students must be off campus by 3:00pm, unless under the supervision of a teacher. [2] Discipline: Each teacher must assume responsibility for maintaining a reasonable standard of behaviour in the classroom, the building, the library, playgrounds, etc. Students need to realize that all teachers represent the school and if a student needs to be reminded that his/her behaviour is not acceptable, it does not matter which teacher reminds him/her. Classroom Behaviour The teacher is in charge of learning and teaching behaviour in the classroom. Good teaching practice calls for: • Consistency of behaviour and consequences. • Personal responsibility for one’s own actions. • Classroom Routines. - Clear directions: check for understanding. - Monitor comprehension. • Positive reinforcement of good behaviour. • Expectations for learning/achievement. • Variety in delivery of lessons. • An interesting learning environment. • Frequent assessment and feedback on student performance. • Professionalism. • Students should be expected to come on time to class, be prepared for class and be attentive. Specifically, students may not: 44

Faculty Handbook – International School Ho Chi Minh City, Viet Nam

• • • • •

Wear caps in classes. Chew gum in class. Sit on desks rather than chairs. Keep bags on desks. Have mobile phones in classrooms.

In the case of unreasonable behaviour in the classroom, do not send a student out of class. Escort him/her to the Head of Section. Unless it is an emergency situation, arrange supervision for your class in your absence. Teachers should document examples of disruptive behaviour and keep the administration appropriately informed. Campus Behaviour Certain behaviours are established on campus. Students are expected to: • Arrive on time and to be in Homeroom on time. • Walk around campus/building, quietly. • Not to push or bully others in the playground/field. • Wear a hat when playing outside. • Wait in line in the canteen. Do not use the “Administration” threat too quickly or lightly. Behaviour problems should be discussed in the hope that suggestions will enable the teacher to handle the student within the classroom. The Parents' Handbook goes into detail on this subject and should be reviewed. [3] Playground Rules: All playground equipment must be used as it was meant to be used. The accent must be on safety and consideration for others. Thus "wild" games or hardball games should not be played. Students should be reminded that playing near the windows of rooms where classes are in session can be disturbing to the students inside. Other Behaviours Certain behaviour is set by policy. Please be familiar with these: • School dress. • Smoking/Drug/Alcohol use. • Respect for others - e.g. fighting. • Harassment – e.g. sexual, racial. [4] Audio Equipment Ipods are permitted in school, for educational purposes, with permission from the teacher. [5] Visual Presentations It is presumed that visual presentations in the classroom are for educational purposes. Teacher should ensure that students can view the presentation from their seats/ desks. It is expected that students will not lie on the floor while engaged in classroom work. [6]

Mobile Phones 45

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

It is suggested that students do not bring mobile phones to school. If you feel that your child needs to have a mobile phone for after school contact, then the phone should be placed in their locker for the duration of the day. Students should not have a mobile phone on their person during lessons or during break times. If a students needs to be contacted urgently, the school can be contacted and the student in question will be found and allowed to call parents from a school landline. These rules are in the best interests of students, both in regard to safe and social interaction. Social interaction is an important part of a child's growth and it is felt that the use of personal listening devices at school greatly limits this interaction. [7] Student bags Teachers should assist students develop good habits and behaviours with regards to the use of resources, materials and textbooks. Students should be advised on the use of their lockers and the appropriate use of school bags. When ever possible students should leave their bags in their lockers and not carry them around. If students have bags in classrooms, these should be stored under desks, not left lying around or on desks. [8] Discipline Process Procedures related to student discipline have been published. Please review these. However, a general process is as follows: TEACHER If there is a problem/concern TALK WITH STUDENT â&#x20AC;&#x201C; LISTEN TO RESPONSE AND SET ACTION PLAN. If the problem/concern persists SEEK ADVICE FROM HOF and/or COLLEAGUES. If no improvement, send COMMUNICATION/PROGRESS REPORT HOME. If there is no improvement REFER / SEEK ADVICE FROM HEAD OF SECTION and/or COUNSELLOR If the situation continues REFER / SEEK ADVICE FROM ADMINISTRATION/PARENT CONFERENCE

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

4.5.

STUDENT DISCIPLINE

[1] Student Attendance: Attendance must be kept for each lesson. Tardiness must be recorded also. Cutting classes or excessive tardiness should be referred initially to the appropriate Head of Section. The attendance policy for students expects attendance on 85% of instructional days. Late arrivals in the morning should be recorded on the attendance sheets. If students are late, they must report to the Head of Section Secretary, before going to their classrooms. Early dismissals, for any reasons, can only be granted by the Head of Section or in his/her absence, the Headmaster. This applies at all times through the school day. If a child reports to the office and needs to go home, teachers will be notified. Under no circumstances are students allowed to leave the campus without permission. [2] Student Records: Students' records are always available to teachers in the Admissions Office, but they may not be removed from the office. The confidentiality of records should be respected and information contained in them should be used in a professional manner. [3] Dress Code/ School Uniform: International School Ho Chi Minh City has a dress code and all teachers are expected to ensure that students entering their classes are dressed in accordance with this code. The dress code is outlined in the Parent-Student Handbook. It is expected that this expectation should be actively endorsed. Teachers are expected to set a good role model for their students at all times. This includes the area of dress and teachers are requested to use their professional discretion in this regard. [4] Classroom Visitors: Please take particular note of students attending your classes. Guests and former students may sit in classes if you do not object and if the student has permission from the Head of Section. Arrangements for this provision should be made on the previous day and a letter of request submitted to the respective Head of Section. Normally a child visiting a classroom with a friend will be limited to one day only.

Faculty Handbook – International School Ho Chi Minh City, Viet Nam

4.6.

TEXT BOOKS, EQUIPMENT AND FACILITIES

[1] Text Books: All text books are numbered, stamped and inventoried. They are distributed to students, through the Resources Room. Text books are not to be mutilated in any way and students should be responsible for their books. Teachers should discuss with the class the importance of taking care of books. Students must be aware of the fact that textbooks are not their personal property; rather, they are on loan and must be taken care of so that they will be usable for several years to come. A charge is levied for any lost or damaged book. [2] Equipment: Equipment checked out in the teacher's name is the teacher's responsibility. There is a “booking” process for most types of equipment e.g. OHP, TV/Video, digital camera, video camera. Valuable and easily removable items, such as cassette recorders, must be protected. Nearly all rooms have a lockable cabinet to store such items. [3] Multi Purpose Room/Meeting Room: Please see the Coordinator of Extra Curriculum Programmes (Mr. Tuan – in Reception) should you wish to reserve the MPR or Meeting Room for either regular or one-off uses. This facility is used for many purposes and activities and flexibility and consideration for others is required by staff and students to optimise the use of the facility for everyone. [4] Notice boards: Notice board displays should be considered educational and informative. Notice boards should be used, displays mounted thoughtfully and information and/or material presented neatly and clearly. It is important that every care should be taken to present student work appropriately. Whenever possible work should be titled and named.

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

4.7.

HOMEWORK

It is every teacher's responsibility to encourage each pupil to learn to the best of his/her ability. The use of homework is one resource for helping students to learn. While homework does not take the place of good teaching, it contributes to students' success by re-enforcing, maintaining, extending and enriching the classroom programme. Expectations regarding homework should be clearly stated to each class, so that it is completed appropriately and on time. Teachers should allow students time to document homework in the Planner and support EAL students. General Recommendations Regarding Homework Assignments: [1] Homework should be planned to meet individual and/or group needs: It is possible to have two types of assignments - group or individual assignments. Students who need extra practice or additional time, have been absent or who wish to pursue special interest projects will benefit from individual homework assignments. Group assignments based on the evaluation of class work will help the group strengthen and clarify skills or extend and enrich areas of learning. [2] Homework should be related to skills previously taught in the classroom: However, special interest projects may be an outgrowth of the classroom or may extend and enrich special interests. [3] Homework should be clearly understood by the student, particularly EAL students. [4] Homework should be assigned for learning purposes. [5] Homework should emphasize quality, rather than quantity. [6] Teachers should set up a realistic time schedule for assignments and have an inbuilt check to see that students are progressing properly. [7] Teachers should provide clear guidelines on the amount of time needed to complete the task. [8] Setting a "Google" homework is really only appropriate for IT teachers who are teaching specific search engine skills. If a teacher wishes to set a homework involving the use of google, they must have (a) taught their students the use of search parameters (b) visited each site on first two pages and evaluated for appropriate content, reading level and relevance. Returned Homework Assignments: [1] Homework should be acknowledged: A completed homework assignment deserves recognition by an indication of the student's work, by verbal encouragement, or by application in classroom activities. [2] Homework should be corrected and returned within one week (two weeks for lengthy projects/ essays). Certain homework assignments require only acknowledgement, while other assignments require correcting and comments. Simple correcting techniques involving a minimum amount of teaching time should be developed, such as self-checking by students, group checking and teacher checking. It is the responsibility of the teacher to review all assignments periodically and to inform parents when students continually fail to return or complete assignments. 49

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

Suggested Schedule for Homework: Grades 1 : 30 minutes per week maximum Grades 2 â&#x20AC;&#x201C; 4 : 30 minutes per night maximum Grades 5 : 45 minutes per night maximum Grades 6, 7, 8 : 1 - 2 hours each evening Grades 9, 10 : 1 - 3 hours each evening Grades 11, 12 : 2.30 - 3 hours each evening

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

4.8.

FIRST AID AND HEALTH PROGRAMME

[1] Clinic Staff: The International School Ho Chi Minh City employs a full-time qualified doctor and 2 part-time school nurses. They serve the school by providing first aid assistance for students requiring attention in the event of a minor injury whilst they are at school. Health records are maintained on all students and are kept in the Clinic. If students have particular conditions (diabetes, epilepsy, etc), the medical staff will inform the appropriate staff and give any necessary precautionary advice. Students must have an official pass from their teacher before going to the clinic during lesson periods. Students returning to a class should similarly carry a pass from the nurse. Where possible this is done in the back of the Student Planner. All medicine must be dispensed by the nurse/ doctor. Teachers should not administer any medicines. A student may not be sent home when unwell, until approval is given by the clinic staff and the Head of Section or Headmaster. First aid assistance is available to staff in the event of a minor ailment occurring whilst at school. Regular prescriptions or medical advice must be obtained from a doctor outside of school. [2] Health Programme: Observant teachers are important to the school's health programme. Any deviations from the norm should be reported to the Head of Section. Sick children are to be sent or brought directly to the nurse. Medicines are not to be given to students by teachers. If a parent sends medicine to school, please send it to the nurse or doctor who will contact the parent, confirm instructions and dosage, request written instructions and administer to the child. Please report any conditions which might suggest that a child is being abused. We have a professional obligation if there is evidence that a student is being abused. If you ever suspect abuse, whether because of the child's physical condition or from something the child says, contact the Head of Section. [3] Smoking: Smoking is not permitted within the School campus.

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

4.9.

ASSEMBLIES

Students attend a wide variety of assemblies. Some are informative and educational, some stress the performing arts and others are entertaining. It is important that students learn how to become an appreciative audience. Usually a part of each assembly is devoted to comments about appropriate audience behaviour. Teachers are to sit with their students for the duration of the assembly. Out of courtesy to the featured speakers, entertainers and other students, teachers are expected to have their students seated a few minutes before the designated starting time. Please anticipate that last-minute crowding will occur at the exit/entry doors. Plan to leave classrooms in time to be seated punctually. Please consult with the physical education and music specialists if an assembly or programme interferes with scheduled classes in these subjects. Because of the tight schedule, it is not possible to `make up' classes or partial class periods that have been cancelled. 4.10.

FACULTY NEGOTIATING TEAM

There is no formal obligation for the Board of Management to carry out any formal negotiations with faculty or representatives of faculty organizations. However, it is the practice of the Board of Management to empower a faculty negotiating committee of three faculty members to discuss matters related to faculty salaries and benefits and general conditions of employment. Elections for the committee are held during the first term. The committee meets with the Headmaster, and Business Manager. All such discussions are concluded in good faith, recognizing both the applicable Board goals and the Boardâ&#x20AC;&#x2122;s primary responsibility to protect the interests of the school.

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

SECTION 5: COMMUNICATION SCHOOL TO HOME 5.1 INTRODUCTION A) Printed Information One of the school's priorities is fostering excellent parent-school communication. Most written communications are sent home with the students. Newsletters are sent home periodically, which covers information concerning upcoming events and other school related matters. B) Parents/Teacher/Student Conferences Parents are encouraged to meet with teachers to discuss their child's progress. Appointments are made through the school offices respectively or directly with a teacher. Official parent/teacher/student conference days are also arranged at intervals during the school year. C) Parent Information Evenings These will take place during the year. Agendas for the meetings will be available from the Head of Section or the faculty member organising the event. All faculty will be involved in some capacity and should prepare appropriate information material to distribute to parents. 5.2 PROGRESS REPORTS [1] Progress Reports - sent whenever needed. These reports are focused on keeping parents, students and the Administration and/or Counsellor aware of changes in a student's progress. These reports should be used to focus on both concerns and congratulations for a job well done. For example, a lower than expected test result or improvement in class participation can be noted on the forms. Students should be informed prior to a progress report being sent home. A progress report must be sent home prior to the awarding of a failing grade on a report card. [2] Interim Reports Homeroom teachers use these Interim Reports to gain an overall picture of a studentâ&#x20AC;&#x2122;s development across all areas of the curriculum. They are completed in Term One and Term Three in Middle and High School. It is then the responsibility of both Homeroom teachers to discuss concerns, etc, with individual students, parents and also inform the Learning Support Team. [3] Quarterly (Mid-semester) Reports: In the Middle and High School, Interim Reports are issued to the students and parents at the mid-point of each semester. All reports will be proof read by the Head of High School prior to their dispatch. [4] End-of-Semester Reports: There are two end-of-semester reports, which are sent to the parents of each student. In EE2/3/4 reports are sent at the end of Semester Two only. These reports must contain objective information and suggestions for improvement. A student's strengths and 53

Faculty Handbook – International School Ho Chi Minh City, Viet Nam

weaknesses must be noted in detail and suggestions for help should be included. 5.3

ISHCMC ASSESSMENT POLICY

Rationale The primary purpose of assessment is to improve teaching and learning. The Purposes of Assessment are to: • • • • • • • • •

determine children’s prior knowledge and experience brought to a topic or task plan and improve teaching and learning in order to meet individual or group needs provide a direction for teachers, learners, and parents provide a direction for teachers in order to meet the needs of students in relation to the general and specific expectations of the programme build a profile of children’s learning and achievements engage children in reflection on their learning and that of others inform others, including children, colleagues, parents and outside agencies aid student placement plan professional development in response to assessment concerns.

Principles of Assessment In general assessment should be: • common throughout equivalent teaching groups in terms of the criteria used • made against published criteria (where practical) • clearly understood by students, parents and teachers • monitored to ensure its adherence to stated outcomes and school policy • varied in its methodology • non-threatening to students • moderated where appropriate by the teaching team/faculty to ensure its validity • designed at the start of the curriculum planning process • reflective of a differentiated classroom • sensitive to individual students’ learning styles Where there is data available from external assessment, it should be part of the schools’ assessment regime and it should be reflected on with a view to improving curriculum and instruction. Effective assessments should allow students to: • analyse their learning and understand what needs to be done to make further progress • demonstrate the range of their conceptual understandings, their knowledge and skills • synthesize and apply their learning, not merely recall facts • base their learning on real-life experiences that can lead to other questions to ask or problems to solve • produce work to the best of their ability • highlight their progress • express different points of view and interpretations • reflect on their learning and use both self and peer evaluation to do so.

Faculty Handbook – International School Ho Chi Minh City, Viet Nam

Effective assessments should allow teachers to: • provide positive feedback to students to influence their future learning • include collaboration, where appropriate, between child and teacher, or among children • take into account different cultural contexts and different ways of learning and knowing • use recording methods that are both specific and holistic • produce information that can be reported and understood by students, parents, teachers, and the wider school community • critically reflect and evaluate the teaching and learning process • analyse data collected from assessment in order to improve curriculum and instruction. In Middle and High School, Heads of Faculty will be responsible for monitoring the implementation of the assessment policy. In Junior and Elementary School, Subject Coordinators, in conjunction with the Head of Section will be responsible for the implementation of the assessment policy. The Deputy Head, supported by Heads of Section, is ultimately responsible for the effective implementation of the assessment policy. The Junior/Elementary Head of Section will monitor the adherence of Junior and Elementary School teachers to the Portfolio agreement and other assessment procedures documented in the respective handbooks. The Assessment Policy will be reviewed in August of every academic year by the Curriculum Team, with recommendations for change being referred to the Academic Admin. Team. Practical Strategies for Enhancing Pupils’ Learning within the school Forms of Assessment Pre-Assessment • where teachers assess children’s prior knowledge and experience before embarking on new learning experiences. Formative Assessment • where ongoing and regular assessment is used during the teaching and learning process to inform teachers and children about how the learning is developing. Formative assessment and teaching are directly linked. A variety of methods can be used. Summative Assessment • summative assessment happens at the end of the teaching and learning process and is planned for in advance. The assessment is designed so that students can show their understanding in authentic contexts and apply it in new and flexible ways. Attitudes Assessment • where students are encouraged to articulate and reflect upon their values and attitudes. 55

Faculty Handbook – International School Ho Chi Minh City, Viet Nam

Student Profile Assessment • the student profile is transparent in the classroom, and evident in the general language of the school. Teachers might use informal observations to give feedback to students, but actual assessment is only done as student self-assessment. The students should reflect on their development at the end of each term on targeted or selected aspects of the profile. This reflection will vary according to the age groups and language abilities. Methods and approaches which may be used to assess students: • practical tasks e.g. following instructions to • debate-discussion create something • self assessment • profile-sheet of learning outcomes • observation • demonstration • common assessment tasks • performance-oral, written, musical, • group/individual projects • report writing by children dramatic, etc. • visual presentations quizzes • portfolio • skills checklist • peer assessment • journals/developmental workbooks • checklist • reading logs • role play • concept mapping • research projects • cloze activities • teacher made tests • tests • diagnostic tests • essays • math time trials • lab reports • rubrics • exhibitions • peer teaching • projects • anecdotal records • video/audio. • multiple choice questions • compositions • running records • listening and aural skills

Assessment/Reporting Assessment is conducted on an ongoing basis and a variety of methods should be employed by the teacher. 5.4

GRADING SYSTEMS (JUNIOR / ELEMENTARY SCHOOLS)

Performance Excellent Good Satisfactory Not yet meeting grade expectation Not yet covered

Effort Excellent Good Satisfactory Not yet meeting grade expectation

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

GRADING SYSTEMS (MIDDLE / HIGH SCHOOLS) Grade Grade 1 (Very poor) Grade 2 (Poor)

Descriptors Minimal achievement in terms of the objectives.

Very limited achievement against all the objectives. The students have difficulty in understanding the required knowledge and skills, and is unable to apply them fully in normal situations, even with support. Grade 3 Limited achievement against most of the objectives, or clear (Mediocre) difficulties in some areas. The student demonstrates a limited understanding of the required knowledge and skills and is only able to apply them fully in normal situations with support. Grade 4 A good general understanding of the required knowledge and skills, (Satisfactory) and the ability to apply them effectively in normal situations. There is occasional evidence of the skills of analysis, synthesis and evaluation. Grade 5 A consistent and thorough understanding of the required knowledge (Good) and skills, and ability to apply them in a variety of situations. The student generally shows evidence of analysis, synthesis and evaluation where appropriate and occasionally demonstrate originality and insight. A consistent and thorough understanding of the required knowledge Grade 6 (Very Good) and skills, and ability to apply them in a wide variety of situations. Consistent evidence of analysis, synthesis and evaluation where appropriate. The student generally demonstrates originality and insight. A consistent and thorough understanding of the required knowledge Grade 7 (Excellent) and skills, and ability to apply them almost faultlessly in a wide variety of situations. Consistent evidence of analysis, synthesis and evaluation where appropriate. The student consistently demonstrates originality and insight and always produces work of high quality. Not able to be assesssed due to the level of English language NA proficiency and understanding. Satisfactory completion - Ungraded course. S 5.5 GRADUATION REQUIREMENTS The International School Ho Chi Minh City Academic Diploma is awarded at graduation upon successful completion of 25 course credits, distributed in the following way: English (A or B) 4 Modern Languages 2 Social Sciences 3 Sciences 2 Mathematics 3 Creative Studies 2 Physical Education 2 Electives 5 CAS 1 TOK 1 57

Faculty Handbook – International School Ho Chi Minh City, Viet Nam

TOTAL

Explanations / Other Specific Requirements A unit of credit will be given upon successful completion (Grade 3 or higher) of each class meeting at least four class periods per week for a full academic year during which the students must have been in attendance for 85% of instruction per semester. A half credit will be given for successful completion of a class meeting fewer than four class periods per week for a full academic year. A repeated course will not be sanctioned with a second credit. The transcripts of incoming students shall be evaluated by the Administration. Credits from similar schools may be transferred. The evaluation of credits will be based on certified, previous school records. Academic accomplishments at other schools shall be converted to equivalent credits. Students must pass English (A or B) in both 11th and 12th grades. English as Second Language counts towards the English requirement. Eleventh and twelfth grade students must take a minimum of six courses each year. A maximum of seven credits may be earned towards the diploma in each of ninth and tenth grade. Physical Education and Health and Social Education (HSE) must be taken for every semester of attendance. In exceptional circumstances some of these requirements may be waived or individual students, particularly one-year seniors, may be exempted from certain requirements at the school’s discretion, subject to the approval of the Headmaster. 5.6 RECORDS Students' personal files are kept in the Admissions’ office. These are available for teacher use and inspection at any time during the year. The files are to remain in the office. Teachers are expected to keep accurate records of students' progress. The teacher, student, parent and respective administrator should know the progress made by the child. It is important that teachers document all important conversations with students and parents and that a copy of the applicable documentation is placed on the student file. 5.7 ACADEMIC HONESTY POLICY We, as a school, value honesty and academic integrity. We encourage all students to conduct themselves in a responsible way. In this spirit, we expect all students to avoid malpractice. The school believes that instruction in academic and personal honesty is a fundamental part of a student’s education. Honesty and integrity are basic, desirable character traits as recognised in The IB Learner Profile. Academic dishonesty is generally defined as 58

Faculty Handbook – International School Ho Chi Minh City, Viet Nam

cheating or creating a false impression of one’s work and performance. It is expected that students will demonstrate academic honesty at all times as outlined in school policy. Each student in Middle and High School is asked to sign of this policy on enrolment at the school. (Please see Academic Honesty Policy, Appendix 19) 5.8 REFERRAL PROCESS Teachers who have concerns about the academic, social or emotional growth of a student should initiate a referral. There is a formal referral process which is administered through the Counsellor/ Learning Support Teacher. If you do not wish to initiate a formal referral, arrange a meeting with the Head of Section, to discuss your concerns and to determine what should be done next. Teachers should not postpone decisions about referrals, but should initiate a request for assistance early in the year. Consult with the Head of Section, if you have questions about the referral process. 5.9 RETENTION/ ADVANCEMENT Sometimes, particularly during the early years of a child's education, it becomes necessary to consider advancing or retaining a child. All possible candidates for advancement or retention should be identified during the first semester and the possibility of advancement or retention must be communicated to the parents - and documented - no later than the end of Term Three. 5.10 LEARNING SUPPORT • When a class teacher identifies a student at risk of not achieving their/potential, particularly not reaching grade standard, they should request support from colleagues and Head of Section who can offer strategies to assist. Parental permission is not required at this stage. • Before discussing formal assessment with parents, there must be a discussion with Head of Section to consider progress and future needs of the student. • The Learning Support Teacher and or Counselor can complete in house formal assessment. For a formal assessment to be administered the referral form must be completed and signed by the class teacher and Head of Section. Parents must view the referral form, discuss with class teacher and sign to give permission. • Results of formal assessments are to be discussed by the Learning Support Teacher, Head of Section and class teacher. Results of formal assessments to be kept in the Learning Support office with copies in the student's file and in Head of Section office. • Parents are to join the case team to review initial assessment results, discuss progress and future support and direction. This meeting is to be documented and copies given to Learning Support Team members, including Head of Section. • Learning Support Team meetings are to be scheduled prior to written reports and when necessary at the end of Term 1 & 3. Head of Section is not required to attend all meetings other than the initial meeting when the student joins Learning Support. • The Learning Support Teacher should be involved in the placement of these students for the following year. 59

Faculty Handbook – International School Ho Chi Minh City, Viet Nam

SECTION 6: STAFF DEVELOPMENT AND TEACHER APPRAISAL 6.1 IN-SERVICE PROFESSIONAL DEVELOPMENT One of our missions is to develop the professional skills and human potential of all staff members. International School Ho Chi Minh City identifies funds in the annual budget to support teachers in staff development programmes. It is the intention at the school to identify staff development priorities each year, which directly relate to the Strategic Development Plan. Teachers are urged to develop personal professional goals accordingly. An allowance of USD1000.00 is available for each full time teacher for Professional Development. The School budget, and therefore the Professional Development budget, runs for a school year. The allowance is not cumulative and the allowance is only available in the school year (August to July) in which it relates. The allowance may be applied in the following manner: Category 1 – At the Request of the Headmaster Professional Development may be instigated by the Headmaster in requesting attendance at a conference, workshop, etc. in line with the needs and priorities of the school. In such cases, (in addition to the provision of the allowance of $1000), the school will pay for the registration fees, travel and hotel accommodation associated with the attendance of the course/seminar/workshop. The school will pay for the air ticket and course fees directly, and all other expenses are claimed back from the school upon presentation of sufficient valid receipts. This money, which may be incurred in any currency, is refunded at the official exchange rate in VND cash. Category 2 – At the Request of the Employee Professional Development may be instigated by a teacher in requesting attendance the relevant at a workshop or conference, etc. In such cases the teacher fills out the form entitled “Application for Professional Development Approval” and the approval of the Head of Section must be obtained, and, if applicable the relevant, IB Coordinator. Where an individual’s allowance remains unused, and the content of the workshop/conference/course addresses identified needs of the individual or School, approval will not normally be withheld. The school will fund up to the employee’s allowance of $1000 towards the cost by way of reimbursement, upon presentation of sufficient valid receipts the teacher will be refunded up to $1000. This money which may be incurred in any currency is refunded at the official exchange rate in VND cash. 60

Faculty Handbook – International School Ho Chi Minh City, Viet Nam

Applications for this allowance must be received by January 15th in any given year. Category 3 – Discretionary Professional Development In addition to the Professional Development provided under Categories 1 and 2 outlined above, an employee may apply for an additional allowance of up to $1000. The actual amount will be determined by the Headmaster as relevant to each application. This allowance may be provided if: • An allowance of $1000 has been applied already in Category 1 as outlined above. • There are sufficient funds available in budget. • The Headmaster considers that there are benefits to the needs of the school. • Applications for this allowance are received by March 31st in any given school year. 6.2 ESL IN THE MAINSTREAM There is a trainer on staff for ESL in the Maintream. Courses are offered twice a year. It is expected that all teachers will complete this course within the first year of contract. 6.3 STAFF APPRAISAL SYSTEM Refer to the Staff Appraisal Handbook that provides a comprehensive explanation of the process.

Faculty Handbook – International School Ho Chi Minh City, Viet Nam

SECTION 7: ACTIVITIES 7.1

CO-CURRICULAR ACTIVITIES

Planning of Activities It is essential that all school events and activities are planned and organised in a professional manner. A submission to organised an event or activity, showing teacher in charge, dates, costs and educational value to students, must be submitted for approval to the Head of Section, and possibly to the Administration Team at least 8 weeks in advance. Following an event an “Events Reconciliation Form” must be completed. [1] Field Trips The school recognises the importance of fieldwork and experiential activities in the learning process. There are a variety of field trips organised by faculty. In the interest of good communication it is essential that all details of trips are notified in a timely manner. Refer: Appendix 3. [2] Outside Speakers Teachers wishing to utilize outside or guest speakers as part of their classroom instruction must send a memo to the Head of Section giving particulars of the person invited and the purpose of his/her talk. Teachers should utilize the following guidelines when inviting outside speakers. 1. Have clearly in mind what you want the outside resource person to accomplish. 2. Have the students take an active part in recruiting the person. This could include the contact, either by telephone or letter. This is a good learning experience in itself. 3. The person coming in should know what is expected of him/her. The teacher could provide a short outline of what has been happening in class prior to the speaker's coming. 4. A series of questions made up by the students and sent to the person ahead of time is helpful. This should be retained by the class to see if all points are covered. 5. The person should be warned ahead of time that the class will probably want to ask questions after the presentation. 6. The common courtesies should always be extended to all persons coming to the classroom. This would include a thank you note from the teacher or the class. 7. A class evaluation as to the success of the programme and future pitfalls to avoid is a good routine to establish. 8. If at all possible, ensure that the guest speaker knows how to speak to his audience. An acknowledged expert may be a poor speaker. [3] The House System Students from Grade 2 – Grade 12 are assigned to one of four houses: • Red House: Cobras • Blue House: Buffaloes • Green House: Dragons • Yellow House: Tigers Teams compete in several team sports. Staff members and community members act as 62

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

advisers. Team membership is open to all and participation is encouraged. All staff interested in assisting with the programme as a House leader, Elementary and Middle / High School, should contact the Athletics and Activities Director. [4] School Teams Student teams are organized for competition with other schools where possible in many sports and other activities. Team membership is limited. The school seeks to provide competition locally and through the Mekong River International Schools Association (MRISA). 7.2

EXTRACURRICULAR ACTIVITIES

[1] A wide range of after school activities are sponsored by the school. All members of the International School Ho Chi Minh City staff or International School Ho Chi Minh City community members with interest and enthusiasm for any activities are urged to contact the Athletics and Activities Director regarding initiating such activities. It is expected that all teachers will assist with some aspect of the extra-curricular activities programme, so as to provide a wide range of activities for the students of all ages at the ISHCMC. This should include the equivalent of one afternoon activity per week. There will be four activity terms per academic year; however, some activities run beyond the four activity terms. The start and end dates of these terms are determined by the Athletic Director/ Activities Director. 7.3

SCHOOL EVENTS FOR STUDENTS â&#x20AC;&#x201C; e.g. DISCOS:

The following general guidelines apply to all student events: 1. There is a faculty supervisor in charge of the event. 2. There should be at least 4/6 chaperones (not including supervisor) on duty at any given time. 3. Faculty chaperones should be actively supervising the students - working in a room or computer lab. is not acceptable. 4. There is an administrator on call for all events. 5. Usual school rules apply for all events. 6. At the end of an event students must not be left unattended on the school campus. i.e. the supervisor or designated chaperone should ensure that all students have been collected.

Faculty Handbook – International School Ho Chi Minh City, Viet Nam

APPENDIX 1 PROCEDURES RELATING TO CONFIDENTIALITY INTRODUCTION The purpose of these procedures is to address the issue of confidentiality, particularly in regard to various types of records kept by the school and sensitive information which may come to the attention of school personnel. It is felt that such procedures clarify for all and facilitates appropriate decision making in difficult and often crisis situations. COUNSELLING What is counselling? Counselling is a process where a variety of concerns can be discussed, such as academic difficulties, college planning, career indecision, anxiety, stress, loss, anger, depression and relationship issues. Counselling Services at ISHCMC, staffed by a professional counsellor, will offer academic, college/career and personal counselling to currently enrolled students, as well as consultation to faculty, staff and parents. Consent to Counselling – Minors The main issue in beginning counselling with students under 18 years old is their ability to consent to counselling. Parents do have rights in relation to their minor children including agreement to counselling, access to what is happening in counselling sessions, and access to their child’s file. As a general rule, when dealing with minors, for other than routine developmental matters, there needs to be formal consent from the parents. This rule certainly applies to all students aged 12 years or under, but above this age it is increasingly becoming the case in many countries that “mature minors” are allowed to pursue medical and counselling services without parental consent. Typically, any student aged 16 years and above is considered a mature minor, and some students aged 13 to 15 years would also be considered as such. The professional responsibility of the counsellor is to assess that the minor is mature enough to understand what is counselling, what are the risks and benefits to the counselling process, as well as the individual’s responsibilities during counselling. In all cases students will always be encouraged to discuss their concerns with their parents, and counsellors will seek to obtain parental consent. Risks and benefits There are risks and benefits to the counselling process, particularly relating to personal counselling. The benefits are that students have a safe, accepting place to discuss their concerns and to make decisions for themselves that are both informed and in their best interests. This may involve the student deciding to share their concerns with their family, if they have not already done so. This may lead to an increased ability to cope with academic pressures, family relationships and friends as well as learning more about oneself. The risks are that the counselling process may involve remembering unpleasant events and may arouse strong feelings and, as an outcome, may result in ill advised or risk-taking choices / behaviours. 64

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

Confidentiality Professional ethics and the school administration consider the personal information discussed with the counsellor to be confidential, and information will not be released without the approval of the person receiving counselling. However, there are situations where the counsellor is required to disregard confidentiality. Specifically, if information is revealed that indicates a clear and immediate danger to the person, or others, the abuse of a child, or student pregnancy, the counsellor will inform the Headmaster and contact the appropriate parental and/or legal authorities. GENERAL GUIDELINES The following guidelines on the handling of sensitive information shared by students with school personnel apply: a. b.

c. d. e. f.

The school should ensure the health and safety of the student at all times. The confidentiality of the information should be preserved except in cases involving possible endangerment to the health and safety of self or others. It is understood that, in addition to the specific examples given below, any other sensitive information should be handled in a similar manner. In order that the student be treated sympathetically in school, administrators and Counsellor will normally inform relevant teachers of existence of problems without revealing the specific nature of the problem. It is understood that Teachers, Counsellor and Administrators in many cases follow a different course of action according to their respective roles, recognising the constraints of possible infraction of legal or school disciplinary code. Teachers are encouraged to seek guidance from the counsellor in dealing with sensitive information revealed by students. Teachers should not assume responsibility regarding matters which may better be addressed by the Counsellor. The school will adhere to law in Vietnam in all cases where applicable and act accordingly.

SCHOOL RECORDS ON STUDENTS The general principle is that the student/parent owns the information and the school owns the file. A. Central File Will contain the majority of student records and will be kept in a secure location with controlled access. The file will include: a. b. c. d. e. f. g. h. i. j.

Application materials Admission â&#x20AC;&#x201C; Placement Tests Previous school records and reports of a non-sensitive nature Copies of Student Reports Copies of correspondence relevant to the student Examination/Test results References/Testimonials (also can be stored on computer disks) Teacher comment sheets Counsellor summaries and recommendations Current Student Personal Record Update Sheet 65

Faculty Handbook – International School Ho Chi Minh City, Viet Nam

k. l.

Profile document I.E.P.’s – Individual Educational Plans/Programmes.

The file will be open only to administrative, teaching and specialist staff, the student and his/her parents. a.

The parent or legal guardian of a student will have access to records upon written request to the Headmaster/ Heads of Section and may review them in his/her presence.

The parents, legal guardians or students will upon written request to the Headmaster/ Heads of Section maintaining those records, have the opportunity to receive an interpretation of those records, and have the right to question them. If a difference of opinion is noted they shall be permitted to file a letter in the said cumulative folder stating their position. If further challenge is made to the record, the normal appeal procedures established by school policy will be followed.

The file will be preserved for (grades EE2/3/4 – Grade 8) 5 years and (Grades 8-12) 7 years after the student leaves the school after which time it will be destroyed. Thereafter, academic transcripts will be kept on computer disk and the file will be reduced to transcript. B. Confidential File 1. A separate file may be kept by the appropriate counsellor/learning support teacher, at his or her discretion, and with the knowledge of the parents, to include such information as confidential psychoeducational reports. A notation that such a file exists will be made on the student’s central file. A summary of such a report including any pertinent recommendations may be made available to the relevant professionals also included in the central file. 2.

Parents have right of access subject to clause No. 3 below. Right of access by the student to this confidential file will be at the discretion of the school and the parents.

Parents and student will not normally have right of access to incoming information marked confidential from other school or agencies. Where access is granted, prior approval of Headmaster is required.

Where teachers are parents, their right of access will be as per that for parents.

Counsellor Notes The Counsellor may keep working notes. These constitute a personal record and will be confidential and not open to any other party except at the discretion of the counsellor. Where it is felt that such information would not be harmful to the child, a summary of these notes may be placed in the confidential file. Medical Records Medical records are kept in the nurse’s office with access limited to medical personnel, the Head of School or designee, the student and his/her parents. 66

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

Student Recommendations Students, parents and receiving school may request the school to write a confidential reference for the student. Typically, these references will be confidential and the parent/student must sign a form waiving the right of access to that reference. Learning Support Notes The Learning Support team will keep working notes and minutes of meetings. These notes and minutes will be confidential to the team. They may be released to parents, students and teachers at the discretion of the team. A summary of the notes will be kept on the confidential file in Counsellorâ&#x20AC;&#x2122;s Office. RELEASE OF SCHOOL RECORDS OUTSIDE THE SCHOOL 1. 2.

3. 4.

To release student records to other school(s) in which the student intends to enrol, the parents or legal guardian of the student must be notified of the transfer and the kinds of information being released. To release student records to other persons or agencies, written consent shall be given by the parents, legal guardian or the student if he/she is 18 or older. This consent form will state which records shall be released, to whom they shall be released and the reason for the release. A copy of the transcript and standardised test scores will be made available to the person signing the release forms if he/she so desires. All authorisations for release of information will be filed in the studentâ&#x20AC;&#x2122;s cumulative folder.

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

Issue Possible Pregnancy

The Teacher Refer to Counsellor Headmaster.

Pregnancy

Refer to Counsellor Headmaster.

Potential Suicide

Immediately refer to Counsellor or Headmaster Refer to Counsellor or Headmaster.

Alleged physical or sexual abuse at home or elsewhere Request for general birth control information. Individual request for personal birth control advice. Violence at home between parents. Aids Cheating and stealing.

Refer to Nurse.

Counsellor

Inform Headmaster Counsellor.

The Counsellor Make an informed decision based on available information as to whether to keep the matter confidential or whether to report to Headmaster Report to Headmaster Counsellor and Headmaster will form a counselling team.

The Headmaster Form a counselling team with the Counsellor and Nurse. Student will be advised and counselled to involve her parents.

May consult Nurse or Doctor. May involve student in counselling.

Consult with Counsellor regarding nature of advice and involvement of parents.

Use discretion on whether to report Consult Counsellor. Headmaster may involve social to Headmaster. Involve child in service, embassy personnel, religious or other counselling. community leaders. May request family counselling. See separate school policy on AIDS Use discretion on whether to report Must investigate the allegation and take action to Headmaster/ based on principle of based on findings.

Use discretion if reported by another student. If teacher

Headmaster//Counsellor will normally encourage the girl and boy to confide in their parents and confirm that this communication has taken place within 2 weeks. In cases where not reported to parents the female student must consult with the Head of School, who will inform her parents. Provide immediate support and counselling. A crisis intervention action plan will be drawn up by Counsellor. The parents will be involved immediately. Headmaster/Counsellor will form counselling team. Headmaster/ Counsellor will contact parents, refer matter to legal authorities, embassies and medical or other professional personnel. Counsellor reports to Headmaster and counsels student. Information will be provided by the nurse.

Faculty Handbook â&#x20AC;&#x201C; International School Ho Chi Minh City, Viet Nam

observes cheating or stealing report to Headmaster Infractions of the law which occur on the school campus or at any such time as school is responsible for students. Infraction of the law which occur off campus or when student is not under school jurisdiction. Smoking off Campus. Use of Drugs, Alcohol off campus. Smoking, Drugs, Alcohol on campus.

Report to Headmaster

preserving confidence of counsellor. Information disclosed by student in confidence will be held in confidence. Permission will be sought from student to reveal information.

Invoke disciplinary code. May inform Counsellor and Parents. Take disciplinary action as appropriate.

It is the responsibility of all professional staff to bring to the attention of the Counsellor and Headmaster any infractions of the law which endanger the health or safety of the student or otherwise wherever or whenever these may take place.

Use discretion. Inform Parents in case of endangerment to health and safety of student or others.

Refer to Counsellor.

Consult with Counsellor

Refer to counsellor and/or Headmaster

Counsel student. May involve nurse. Advise parent involvement. Counsellor will advise student and strongly advise parent involvement.

Refer to Counsellor/Headmaster.

Report to Headmaster â&#x20AC;&#x201C; Inform parents. Invoke disciplinary code

Will discuss with Counsellor and develop action plan. Invoke disciplinary code. Consult with Counsellor, Student and Parents. Invoke disciplinary code.

Faculty Handbook - International School Ho Chi Minh, Vietnam

APPENDIX 2 PROCEDURES RELATING TO SCHOOL EXPECTATIONS SCHOOL HOURS Teachers should be present in Homeroom by 7.45a.m. In Elementary School students are expected to arrive by 7:50am and in Middle/ High School by 7:45a.m. Students who arrive after these times are late for school and are marked late accordingly. A student who is late 3 times in one week will be reported by the Homeroom teacher to the Head of Section. Students who are absent from school on any given day are required to produce a note explaining their absence within 2 days. It is the Homeroom teacher’s responsibility: to inform students that they should not be late to school. to notify the Head of Section if a pattern of lateness (3 times) occurs. to collect notes explaining absence and forward them to the Head of Section for filing. Lateness to Homeroom Sanctions Verbal warning from Homeroom teacher on first incident. Letter to parents from Homeroom teacher on second incident. Letter to parents from Head of Section on further incidents. Procedure A warning letter sent home with student and/or mailed. Lateness to class Sanctions Teacher gives verbal warning. Detention will be arranged by the teacher. Procedure As decided by class teacher. Lunch/break detention, in individual classroom, supervised by the class teacher. Teacher to phone or write home to inform parents if pattern of behaviour continues. BREAK & LUNCH There is a 2 minute warning bell at the end of each break / lunch period. Students should leave the canteen area at that time. All students are expected to be in class at the ringing of the 2nd bell which notifies the commencement of the lesson. It is the class teacher’s responsibility to be present in class on time and to ensure that students are ready to commence work at the start of the period. CANTEEN In the canteen students are expected: 1. To follow the published rules posted in the canteen. 2. Line up in an orderly fashion at the serving counter. 70

Faculty Handbook - International School Ho Chi Minh, Vietnam

3. Not to jump the queue. 4. To sit on chairs/stools and not on tables. 5. To consume their food in a polite manner. It is the responsibility of all teachers, not just those on supervision, to actively enforce proper conduct of all students in the canteen. Minor infraction of canteen rules Sanction A verbal rebuke/warning to be given by the teacher. The student to be sent to back of queue. A student may be asked to sit out for 5 minutes. A student may be asked to sit/eat separately on a designated table. DRESS CODE Students are responsible for being neat, clean and dressed appropriately. Junior and Elementary School EE2 – Grade1 Boys wear a white school polo shirt with school navy shorts. Girls wear tunic. Grade 2 – Grade 5 Boys wear a white school polo shirt with school navy shorts. Girls wear a white school polo shirt but have a choice of school navy shorts or skirt. Middle School and Grades 9/10 For class, boys wear a white school polo shirt with school navy shorts. Girls wear a white school polo shirt but have a choice of school navy shorts or skirt. Grades 11/12 Boys 1. White or Blue polo shirt. 2. Pants, dark blue in colour, should be straight legged-dress pants, slacks or shorts worn with a belt. They must be sized to fit. Properly tailored straight-legged shorts may be worn. No denim is permissible. 3. Shoes may be comfortable dress shoes (preferably with rubber or soft soles). Tennis shoes may be worn, but must be clean and neat. All footwear should be closed. Girls 1. White or Blue polo shirt. 2. Skirts, dark blue in colour, not too short, (suitable length is at the discretion of the Head of Section) or straight-legged dress slacks or shorts. They must be sized to fit. No denim is permissible. 3. Shoes may be comfortable dress or formal (closed) shoes, (preferably with rubber or soft soles). Tennis shoes may be worn, but must be clean and neat. Please note that our school has many staircases and high heeled, or platformed shoes are inappropriate. 71

Faculty Handbook - International School Ho Chi Minh, Vietnam

All students Trainers with white socks are required footwear for all students. Beach sandals are not permitted. Students are also encouraged to wear a hat when outside and a “no hat - no play” rule is enforced. In the event of cool weather students can wear a blue cardigan or sweater available through school. General Sanctions A student will be asked to change. A student unable to change may be sent home. Procedures Student sent by Homeroom teacher with note to Head of Section. Student may be sent home. The Head of Section will send a follow up note to teachers and Headmaster outling action. Class teacher may take same action if not taken by Homeroom teacher. For Physical Education classes, boys and girl wear a T-shirt with navy PE shorts available from school. The students must bring a change of clothes for days on which they have PE. At particular events all students in Grades 6-12 are expected to wear House T-shirts, hat and sport shorts, and appropriate swim wear. Sanctions Students sit out of lesson. Verbal warning. Verbal warning and letter to parents. Procedures (in steps) P.E. teacher to take appropriate action. It is the responsibility of all teachers, especially the Homeroom teacher, to monitor school dress and to report the student concerned to the Head of Section. Students who are in breach of the dress code will be asked to change, which may involve being sent home. CLASSROOM BEHAVIOUR It is the responsibility of teachers to establish a safe, disciplined learning environment for all students and to set a tone in which respect for all individuals is the norm. Any breaches of school expectations or norms should be confronted immediately and reported to the Head of Section. Students are expected to arrive at class punctually and to conduct themselves in a manner which is conducive to learning for all students. Students are expected to remove caps, sit properly on chairs/stools (not on tables) and to place bags on the floor, under desks. Students who continue to be disruptive in a classroom situation will be reported to the 72

Faculty Handbook - International School Ho Chi Minh, Vietnam

Head of Section and appropriate parent/teacher conferences to address the issues will be held. Students are expected to complete all homework and coursework by the due dates. It is the teacher’s responsibility to conduct class in an orderly, disciplined, child-centred environment. It is essential that the teacher sets expected standards, e.g. being on time to class, and enforcing discipline in a fair manner. It is essential that every student is confronted immediately with any breach of classroom expectations, which have been set and that consequences, previously notified to students and parents, are implemented consistently in a timely manner. Teachers who need assistance in this regard should consult their Head of Faculty or Head of Section for assistance and advice. Student may not be asked to sit or stand outside the classroom. Minor Incidents For example, wearing a cap, not sitting properly, entering room loudly, time wasting, being unprepared for lessons, chewing gum, not completing homework, teasing, verbal distraction: Sanctions A verbal warning will be given by the teacher to the student. A Student/Teacher conference will be arranged if repeated. Detention may be imposed for repetition by the teacher. A teacher may refer the student for major infraction to Head of Section. A note will be returned to the teacher with details of action taken. Procedures The teacher will discuss the matter with the student after lesson/during lesson. Detention may be imposed at break/lunch by the teacher, however, the student must be allowed to eat during this time. A letter will be sent to parents to inform them of the situation. Major Incidents 1. Timewasting – chronic/repeated Sanctions A warning letter will be sent to parents. Detention after class (lunch/break) may be imposed by the teacher. A Parent/Teacher/Student conference may be arranged. The matter may be referred to Head of Section in repeated incidents. 2. Disrespect to teachers e.g. rudeness, swearing Sanctions Immediate removal from class and send to Head of Section. Referral to Headmaster. A warning letter will be sent home by Head of Section. A Parent/Teacher/Student conference will be held immediately. Suspension may be imposed by Headmaster. 73

Faculty Handbook - International School Ho Chi Minh, Vietnam

Procedures Teacher will bring student to the office of the Head of Section. Head of Section to arrange a Parent Conference immediately. 3. Physical abuse, fighting, bullying Sanction Suspension from school of up to five days for first incident. Procedures Immediate removal from class. Parent/Teacher Conference with Head of Section immediately. Suspension from school in line with school policy. 4. Theft Sanctions Referral to Head of Section. Parent/Student Conference with Head of Section immediately. A warning letter will be sent to parents. Suspension may be imposed. Procedures Class detained for search of property by Head of Section. Bags searched in presence of Head of Section and if necessary, two teachers preferably not of the same sex. Parent/Student Conference. Warning letter sent home by Head of Section. Suspension may be imposed in line with school policy. 5. Suspected drugs, alcohol and tobacco use Sanctions Refer to Head of Section. Parent/Student Conference with Head of Section immediately. Medical check by school nurse. Request of parents for medical testing by doctor. Suspension from school. Recommendation to Board re retention. Procedures Referral to Head of Section. Personal search in presence of Head of Section and school nurse. SCHOOL CAMPUS Students are expected to walk on the school campus, except in those areas designated for play, and to maintain an orderly, friendly atmosphere in school. Students may not sit on the tables nor should they hangout in bathrooms. Students should behave in a safe, responsible and respective manner in the playground, gym and on the playing field. 74

Faculty Handbook - International School Ho Chi Minh, Vietnam

Students should not be on the second/third/fourth floors of the buildings during break / lunch / after school unless they are involved in a supervised activity. Students are expected to leave the campus promptly at the end of school. Students remaining on campus must be involved in a supervised activity. Students waiting to go home should do so at the front porch, in the Library, I.T. Centre or adventure play ground. Students may only return to campus after they have left with the permission of the Head of Section. It is responsibility of all teachers to actively supervise all students on campus at all times. 1. Vandalism: Sanctions Removal from lesson – referred to Head of Section. Written report warning and payment for damage. Suspension may be imposed. Procedures Student sent to Head of Section. Parent / Student Conference to discuss replacement of damaged item. Written report warning to be sent home. Suspension may be imposed. 2. Cutting Classes Sanctions A verbal reprimand will be given to the student by the teacher. A notification / warning letter will be sent home by the teacher. Detention may be imposed by the teacher concerned. Suspension may be imposed for repeated incidents. Procedures Teacher to check absence list and notify Head of Section of suspicion. A teacher may hold detention for the student, teacher / Head of Section to check attendance role (lunch / break) to makeup missed work. CAMPUS APPEARANCE The appearance of the campus should be very important to everybody and therefore it is expected that students will place their litter in the bins which are provided. In addition all bags and belongings should be locked securely in lockers during the course of the school day. This includes periods of break & lunch when bags should not be kept lying around the building in the canteen, playing field or the gym. It is the responsibility of teachers to remind students of these expectations and to act as role models as appropriate. LANGUAGE Respect for others is expected from all students. The use of bad or disrespectful verbal or 75

Faculty Handbook - International School Ho Chi Minh, Vietnam

body language (including spitting) to anybody is inappropriate and will not be tolerated. Swearing 1. Not directed at a person Sanction A verbal reprimand and a letter notifying parents of the incident will be sent home by the teacher concerned. 2. Directed at a person Sanction A verbal reprimand and a letter notifying parents of the incident will be sent home by the teacher concerned. Procedures Class teacher to take action. Teacher will engage students concerned in conflict resolution. In serious incidents the matter should be reported to the Head of Section who will arrange a Parent/Student conference. CHEWING GUM Chewing gum may not be consumed on campus. DISPLAYS OF AFFECTION Students are expected to behave in a manner which is not offensive and which is acceptable to all students (EE2 – Year 12), parents and teachers. VALUABLES Students have been advised that they should not bring expensive items to school due to the risk of damage and / or theft. Students who bring these to school, e.g. Walkman/Mobile phone, may only wear/carry and use them at break / lunch. These items should not be brought to class but should be locked in lockers. Sanctions Confiscation of Walkman/Mobile phone by teacher. Teacher may arrange individual classroom detention. Procedure Confiscation until end of school day. Letter to parents by teacher informing of the incident and of detention. SCHOOL CAMPUS (GENERAL) Minor incidents Running in the building / walkways, littering, being in unauthorised places, blocking corridors, hanging out in bathrooms. Sanction Duty teacher to verbally reprimand student giving explanation as to why behaviour is inappropriate. 76

Faculty Handbook - International School Ho Chi Minh, Vietnam

Procedures If negative response by the student to reprimand, a letter notify them of the incident will be sent to parents by the teacher. For serious cases of disobedience or disrespect there will be an immediate referral to the Head of Section. Serious Incidents (Vandalism, Spitting, Swearing, Disrespectful body language, Theft, Fighting, Truancy) Sanctions Parent will be called to attend meeting with Head of Section. Immediate suspension from school. Procedures Student brought to the office of the Head of Section. Parent / Student / Admin. conference arranged. Letter of suspension to file. OUTSIDE SCHOOL Outside school, students are expected to behave in a manner which does not reflect badly on the school, specifically, in this regard students should not be seen smoking within the vicinity of the school, while walking to school or being driven to school in private vehicles. The buses which are used to transport students to school, although not directly under the control of the school, are places where school personnel and students are present. Appropriate respectful behaviour is therefore expected. Any inappropriate behaviour which is reported to the school will in turn be reported to parents by letter, which will be placed on the student’s file. CONCLUSION Finally, it should be noted that attendance at the International School Ho Chi Minh City is a privilege not a right and that all students are expected to behave in a respectful, responsible and appropriate manner at all times. Students who fail to live up to these expectations have a right to due process including: 1. 2. 3. 4.

Verbal warning. Notification of complaint in writing to student and parents. Parent / Teacher conference. And right of appeal to Headmaster.

It is, however, the student’s responsibility to be familiar with all school expectations and to conduct themselves accordingly.

Faculty Handbook - International School Ho Chi Minh, Vietnam

Situation Lateness to Homeroom Lateness to class

Minor infraction canteen rules

Inappropriate dress general

school

- PE lesson Classroom behaviour -Minor incidents e.g. wearing caps, not sitting properly, entering room loudly, time wasting, unprepared for lessons, chewing gum, homework not completed, teasing, verbal distraction

RECOMMENDED STUDENT SANCTIONS AND PROCEDURES FOR IMPLEMENTATION Procedure (in steps) Responsible person Sanction (in steps) Verbal warning on first incident Warning letter sent home with Homeroom teacher Letter to parents on second incident student Teacher gives verbal warning As decided by class teacher Classroom Teacher Detention for repetition in lunch/break lunch/break detention, in individual classrooms Teacher to phone home to inform parents Verbal rebuke/warning All teachers/Duty teachers Students sent to back of queue Student sits out for 5 minutes Student sits/eats separately on a designated table Student asked to change if cannot; send Student sent with note to Head of Homeroom teacher/Head of Section home to change Section student, sent to change Sent home Follow up note to teachers and Class teacher/Head of Section Homeroom teachers. Class teacher to take same action if not taken by Homeroom teacher Student sits out of lesson PE teacher Incident is reflected in school grades Verbal warning initially 1. Discuss matter with student Classroom teacher Student-Teacher conference if repeated after lesson/during lesson P/T Conference 2. Detention at break/lunch Detention for repetition 3. Send letter to parents Refer for major infraction to Head of Section either with a note or taken by teacher Note returned to teacher with details of action taken 78

Faculty Handbook - International School Ho Chi Minh, Vietnam

Situation -Major incidents; Timewastingchronic/repeated

Sanction (in steps) Written warning Detention after class (lunch/break) Parent/Teacher conference Referred to Head of Section

Procedure (in steps)

Responsible person Classroom teacher

Disrespect to teachers e.g. rudeness, swearing

Immediate removal from class Referral to Head of Section Warning letter Parent/Student conference Suspension

Physical abuse, fighting, bullying

Suspension from school for first incident

Immediate removal from class Classroom teacher P/T conference with Head of Head of Section Section Suspension from school

Theft

Referral to Head of Section Parent/Student conference Warning letter Suspension

Class detained for search of Classroom teacher property Head of Section Bags searched in presence of Head Headmaster of Section if necessary Parent/student conference Written warning Suspension

Vandalism

Removal from lesson â&#x20AC;&#x201C;referred to Head of Section Written warning and payment for damage Suspension

Student sent to Head of Section P/S conf. Meeting to discuss replacement of damaged item Written warning Suspension

Head of Section Teacher bring student to Head of Classroom teacher Section â&#x20AC;&#x2DC;s office Head of Section Head of Section to arrange a Parent conference

Classroom teacher Head of Section

Faculty Handbook - International School Ho Chi Minh, Vietnam

Situation

Sanction (in steps)

Procedure (in steps)

Responsible person

Walkmans/Mobile phone in class

Confiscation of Walkman/Mobile phone Individual classroom detention

Confiscation until end of school Classroom teacher/Head of Section day Letter to parents informing of detention

Swearing - not directed at a person

Verbal reprimand and letter home Verbal reprimand and letter home Detention

Class teacher to take action Refer to Head of Section in serious incidents

Teacher

Verbal reprimand Notification/warning letter Detention Suspension

Notify Head of Section of suspicion Hold detention (lunch/break) to makeup up missed work

Class Teacher

- directed at student Cutting Classes

Faculty Handbook - International School Ho Chi Minh, Vietnam

Situation

Sanction (in steps)

Procedure (in steps)

Responsible person

School Campus (general) Minor incidents e.g. Running Littering In unauthorised places Sitting in lockers Blocking corridors Hanging out in bathrooms Chewing gum Excessive public display of affection

Duty person to verbally reprimand student giving explanation why it is inappropriate

If negative response to reprimand send letter home For serious cases of disobedience or disrespect, immediate referral to Head of Section

Duty teacher/All teachers

Parent called to attend meeting with Head of Section.

Student brought Sectionâ&#x20AC;&#x2122;s Office

All teachers/Duty teachers Head of Section

Serious incidents e.g. Final warning before Vandalism immediate suspension. Spitting Swearing Disrespectful body language Theft Fighting Truancy Breeches of Network security

suspension

Head

Parent / Head of Section Conference arranged Letter of final warning or immediate suspension

Faculty Handbook - International School Ho Chi Minh, Vietnam

APPENDIX 3 PROCEDURES RELATING TO FIELD TRIPS INTRODUCTION A. Field trips are considered an integral part of the school curriculum and all students are expected to participate. The fact that a trip appears on the calendar does not preclude the need to keep parents and colleagues well-informed as to the specifics of the trip. All ISHCMC faculty are expected to take part in overnight and day-time fieldtrips. The Board of Management authorises and encourages educational field trips for purposes provided such trips are properly planned and have been approved by the Headmaster, or appropriate Head of Section. B. A field trip is defined as an educational activity that has an identifiable educational objective and includes preparing the students for the activity, and follow-up evaluation after the trip. C. Parental permission, obtained at the time of admission to the school, is required for field trips. Specific parental permission is required for trips involving an overnight stay, and for trips which take place during school hours. D. Planning and arrangements for field trips will adhere to the procedures for field trips, taking into account factors such as a recent pre-visit, chaperones, the safety and well-being of trip participants, disciplinary considerations and cost. On all field trips involving students, provision must be made for proper supervision by school personnel at a ratio of 1:10 or lower as required. Please refer to page 78 for the ratios specific to Junior and Elementary school I. GUIDELINES FOR INTERNATIONAL AND NATIONAL FIELD TRIPS INVOLVING AN OVERNIGHT STAY A. Approval Initial approval for a school trip following discussion with relevant Head of Faculty and Head of Section should be sought from the Headmaster, followed by submission of a detailed written plan. In the vast majority of cases, these field trips should appear on the calendar. The teacher in charge of the trip must also submit the Field Trip Application Form and Bus Request Form to the Head of Section. Information will then be passed on to the Headmaster. International visits may require further consideration prior to approval being given. B. Staffing 1. One teacher shall be designated â&#x20AC;&#x153;teacher in chargeâ&#x20AC;? and will be held fully responsible for all planning, organisation and any eventuality which might arise in connection with the trip. 2. The number of teaching staff required will depend upon the ages of the children and the type of trip (refer to page 79 & 80 for Junior/Elementary School exceptions). A ratio of 1 teacher to 10 students is necessary. As a general guideline, groups of over 20 children would require three staff members or two staff members plus one other responsible adult. If the trip involves unusual distances, duration or activities, the Headmaster will consult with the Administration Team before granting or refusing 82

Faculty Handbook - International School Ho Chi Minh, Vietnam

approval. 3. Where the school party contains members of both sexes the group should be accompanied by at least one teacher of each sex. C. Finances The teacher in charge should discuss financial arrangements for the trip with the administration during the early stages of planning and outline a budget. All expenses and bookings for field trips and visits must be handled through the accounts office who will be responsible for providing receipts to parents on payment of amounts required. Parents should be provided with a breakdown of costs, with a reminder that “user pays”. Exceptions to this policy may exist for certain trips which occur during the school day. D. Insurance The teacher in charge should consult with the Business Manager to establish that appropriate insurance has been arranged. E. Transportation Transportation arrangements should be made early in the planning stages of the field trip using the Bus Request Form. Before setting out, the teacher in charge must ensure that all safety precautions have been met. F. Communication with Parents 1. At the earliest opportunity and no less than one month before an overnight or overseas journey, parents should be given details by the “teacher in charge”, of : i. purpose of the field trip and details of the planned schedule ii. teacher in charge and accompanying staff iii. itinerary of the journey and transport arrangements, including times of departure and return iv. accommodation addresses and emergency telephone numbers v. clothing and equipment list vi. medical arrangements (parents must complete the Medical Form) vii. financial arrangements (detailed costs of trip) viii. visa and vaccination requirements, with a reminder to parents to check passport/visa expiry dates. Make specific mention of the fact that many countries insist that the passport is at least 6 months away from its expiry date A copy of the letter to parents, the schedule and a list of students with contact numbers should be given to the appropriate Head of Section. 2. For journeys outside of Vietnam, the teacher in charge should collect and check the current validity of all students’ passports (visas, vaccination certificates, residence permits). 3. Parents must complete the Excursion Consent Form and the Medical Form for their child which should be returned 7 days before the trip. This is in addition to the general waiver which parents sign on the schools’ enrolment form. The teacher in charge should give the accounts office a list of participants and details of the trip to be entered on the invoice before printing. 4. The teacher in charge should take the completed Medical Forms on the trip. G. Notification to Faculty At least 3 weeks in advance, confirmation and notification of the field trip must be given 83

Faculty Handbook - International School Ho Chi Minh, Vietnam

to other teachers, Head of Section and Head of Faculty. H. Medical 1. Before departure the school clinic should have checked the availability of medical services at the partyâ&#x20AC;&#x2122;s destination and consulted with the doctor/nurses as to health conditions in the area. The school clinic will provide the address and telephone number the nearest hospital. 2. A basic first-aid kit provided upon request from the school clinic must always be carried. The ratio of first aid kits is as follows: one large kit per bus and one small kit per teacher. 3. An emergency supply of boiled and filtered drinking water must be carried on road and rail journeys. A minimum of half a litre per student should be taken. 4. The teacher in charge must submit the completed medical forms to the School clinic. The clinic staff will examine the forms, contacting parents when necessary if the student has a special medical concern or is taking medication. 5. Where necessary staff should check with parents/nurse if a special medical condition is reported on the permission form by a parent/student. 6. The teacher in charge must ensure that they take copies of the Medical Forms with them on the trip. I. Contact with School Journey Party 1. The teacher in charge must ensure that the school has contact addresses and telephone numbers for all places included in the itinerary. 2. The teacher in charge should carry a cell phone and keep it all times during the field trip. This mobile number needs to be given to the Head of Section and Headmaster. 3. The teacher in charge should contact the school by telephone as soon after arrival as possible and thereafter as circumstances dictate. J. Cancellation of Trips The administration reserves the right to cancel a trip if it feels that proper arrangements have not been made. K. Post Journey Report The teacher in charge should complete a field trip report on return to school. This report should include recommendations for change and improvement. A brief article for the newsletter would also be appreciated. Students should be encouraged to submit a report and photographs for inclusion in school publications or the yearbook. II. GUIDELINES FOR SHORTER FIELD TRIPS (DURING CLASS TIME) Set out below are the basic procedures which apply to the planning and running of field trips which occur during class time. 1. The organising teacher of the proposed trip should first obtain approval from the Head of Section and Headmaster. 2. The teacher in charge should put a notice on the staff room notice board and in the Daily Bulletin stating the type of trip, names of students and the periods these students will be out of school. All teachers taking students out of school must give a list of those students to the Head of Section concerned and a copy to the Guard House. All teachers taking students on a field trip/excursion on a bus must complete the Excursion Information Form prior to leaving the school grounds. All information must be recorded and the form must be filed in a folder in the guardâ&#x20AC;&#x2122;s house for safe keeping and easy reference in the case of an emergency. 3. The teacher in charge should provide information regarding the classes of the teacher(s) chaperoning the trip to be covered. If cover is necessary, the Head of 84

Faculty Handbook - International School Ho Chi Minh, Vietnam

Section should be informed. 4. The teacher in charge should plan the appropriate arrangements but liaise with the Accounts Office where assistance can be given with the collection of any additional funding. 5. A Field Trip/Bus Booking Request Form should be completed and forwarded to the appropriate Head of Section at least three weeks prior to the date of the field trip. 6. The teacher should go to clinic to collect 1 large first aid kit per bus, and one small first aid kit per teacher. 7. No student may take part in a trip unless a signed indemnity permission form has been returned to the school for that particular trip. 8. Students not participating are expected to attend school and will be allocated to classes as appropriate. 9. A day or two before the trip, reconfirmation of all the arrangements, especially transport, should be made. 10. Any alterations should be communicated immediately to all parties concerned. 11. The teacher in charge should complete a field trip report on return. This report should include recommendations for change and improvement. A brief article, student or teacher generated, for the newsletter or Yearbook would also be appreciated. III. SECURITY/EMERGENCY SITUATIONS ON FIELD TRIPS Before proceeding on field trips the teacher should ensure student security has been considered. Any health and sanitation concerns should be discussed with the school nurse. The primary responsibility of chaperones on a school related field trip is for the students. If the group is involved in an event, e.g. fire, road accident or attack, where the safety or security of the students is at risk, the following action should be taken: 1. Ensure the safety of the students by removing them from the immediate threat 2. Try to minimise panic by keeping the group together and explaining to students what is happening. Individual students should not be allowed to contact their parents – this will be done by the school 3. If it is not possible to evacuate the areas, seek safe housing e.g. hotel, rest house 4. The teacher in charge should contact the following: Headmaster /General Director - Mr. Sean O’Maonaigh (Mob 0903845998) Head of Section - Mr. Claire McLeod (Mob 0903930811) - Ms. Robyn Blenkiron (Mob 0903749865) - Mr. Oscar Nilsson (Mob ……………) 5. The teacher in charge should contact the highest ranking official available from the local security/law enforcement agencies for assistance 6. In the event of a curfew the group should abide by the official pronouncements 7. Travel at night should be avoided if possible IV. MEDICAL EMERGENCY ON FIELD TRIPS If a student is hurt or becomes ill then the teacher in charge should: • Determine the seriousness of the condition • Seek medical advice either locally or from the school nurse • Avoid giving medication without advice – consult student’s Medical Form • Contact: Headmaster, Mr. Sean O’Maonaigh Head of Junior/Elementary, Mrs. Claire McLeod Head of Middle School, Ms. Robyn Blenkiron Head of High School, Mr. Oscar Nilsson 85

Faculty Handbook - International School Ho Chi Minh, Vietnam

Parent – contact parent or have one of the above contact the parents. • In cases requiring major medical intervention the school administration/parents must be consulted prior to any action. • If administering First Aid use the American Red Cross guidelines available in all first-aid kits. V. GUIDELINES FOR STAFF CHAPERONING OR LEADING SCHOOL FIELD TRIPS It is important that clear guidelines are provided for chaperoning and leading school field trips, since staff undertaking such responsibilities assume a position of “in loco parentis”. In this respect the school must have clear expectations which are observed and which do not run the risk of charges of negligence. The following points should be addressed and observed. The points must be clarified by the teachers concerned before the trip: 1. Duty Expectations The specific duties to be undertaken should be clarified in relation to the programme or trip prior to departure. The following questions need to be addressed: Who is the teacher in charge? Who is responsible for what? What is the student/teacher ratio? This may determine the extent of one’s duties. Staff are on duty throughout the entire trip, although they may not have assigned tasks or responsibilities at times during the trip. Chaperoning staff are expected to share rooms. 2. Responsibilities The particular responsibilities of each staff member need to be identified and understood by all members of the field trip. Consideration should be given to the safety, security, hygiene, general well-being and first-aid provisions on any trip. Provisions for these should be specified as well as providing for the main purpose of the trip. 3. Negligence Situations that could be construed as negligent or irresponsible must be avoided. As an ISHCMC chaperone or school trip leader, one is essentially on duty and supervising students throughout the trip. Use of alcohol and smoking whilst with students is inappropriate and must not take place. The supervision of students is of fundamental importance and any behaviour that impedes the ability to supervise students must be avoided. 4. Discipline and Order Student behaviour must be considered and monitored at all times. Order and discipline should be well maintained. Consideration for others on the trip, within the community, and in the area at large should be carefully observed. There should be no smoking, drinking or substance abuse at any time. The rules of conduct expected on the IS HCMC campus for students should be observed on field trips. Codes of conduct specific to MRISA, Saigon Stingrays, and Elementary Field Trips can be found on pages 88-91. The MRISA Code of Conduct applies to Field trips, unless otherwise stated. 5. Ratios for Junior and Elementary bus trips Field trips EE2/3 1 adult to 2 children EE4 1 adult to 3 children KG&Grl 1 adult to 5 children Gr 2-5 1 adult to 8 children 86

Faculty Handbook - International School Ho Chi Minh, Vietnam

The ratio beyond the teacher and assistants could include a parent but not nannies.

Field trip on boats Gr 1 and 2 1 adult to 3 children Gr 3-5 1 adult to 5 children Small group field trips In the case of a small group of students (10 or less) there must be 2 adults accompanying the students with one adult being a Vietnamese speaker. All Junior & Elementary field trips outside school, including commuting to either campus must have a Vietnamese speaking adult supervising on the trip. This must not be the bus driver. All trips outside the campus, including walks to Riverside and Parklands must have the school consent form completed by all students. In the case of a student forgetting their form, a teacher may receive verbal permission via a telephone call from either parent or guardian. All school field trips operate under the assumption that all students will participate as it is part of the curriculum.

Faculty Handbook - International School Ho Chi Minh, Vietnam

TEMPLATE OF LETTER TO PARENTS/STUDENTS January 9.1996 Dear Parents, ART FIELD TRIP – FEBRUARY 7th , 8th & 9th The Art Department is organsing its fifth annual field trip. Purpose of trip The main purpose of the field trip is to provide an opportunity for students to collect data on local culture for their IB programme in Art & Design. A full programme is being devised which will include instruction on ways of compiling workbooks and generating ideas for practical work. There will be time to relax and opportunities to share and exchange ideas. Location: Hotel Spectacular Vung Tau. Telephone: 888 3334 We plan to spend two nights at the Hotel Spectacular. We will be using the hotel as a central point and traveling to places of interest (see attached itinerary).

Expectations We feel that field trips are invaluable. They provide opportunities for students to immerse themselves in their work without the interruptions which fill a normal school day and they also can do “on the spot” (empirical) research on local art and architecture. Field trips are necessarily intensive and demand a great deal from students in respect to their commitment and sense of responsibility. General school rules and student expectations apply on this fieldtrip. In extreme cases of misdemeanour students will be sent home at their own expense. Dates and times We plan to leave IS HCMC approximately 7.40am Wednesday, February 7th and will be returning between 5.00 – 5.30pm on Friday, February 9th. (Drop off at IS HCMC). We will be traveling by ________________. Supervision Students will be accompanied by Mr. (HOD Art & Design) and Ms. Accommodation and Food Full board (starting with tea and dinner on Wednesday) will be provided by the hotel. This includes en-suite rooms (2 or 3 bedded), breakfast, lunch and evening meal. Students must bring their own lunch for Wednesday. Medication If you are taking any medication please inform your teachers and bring a sufficient supply. Valuables Do not bring valuables or jewelry. You are responsible for looking after your cameras. Costs The cost per student (transport, full board and trips) will be VND. We would be grateful if this sum could be forward to the Accounts Department by the 24th of January. Thank you. Yours faithfully, Ms.……………………………… Head of Department Art & Design International School HCMC Attachments: Field trip schedule/itinerary Procedures and rules What to bring 88

Faculty Handbook - International School Ho Chi Minh, Vietnam

Field trip procedures and rules The primary purpose of the trip is “work”. Field trips form a part of your course and provide a great opportunity to get involved in a location away from school without the distraction of normal routines and other subjects. So use this time effectively. A few common sense rules to help make the trip rewarding for everyone Educational field trips are officially considered “in school time”. This means that all the rules which apply to work, behaviour and discipline while you are at school also apply on a trip. Misbehaviour will not be tolerated and the Headmaster, Head of Section and parents will be informed of any misdemeanours. In extreme cases of misdemeanours students will be sent home at their own expense. Please note that in the event of an emergency students are fully liable if any school or field trip rules have been broken. (The school and teachers will not accept any responsibility.) On the bus • It is a long journey – let’s make it pleasant! Respectful behaviour is expected. • You must remain in your seat and wear your seat belt. • You should have snacks, drinks, a picnic lunch with you in a day bag along with your work book and pencil case. • The main luggage should be the back of the bus. • Keep the bus clean. Put all your rubbish in the bags provided. • Do not open windows or throw anything out of the windows. • Do not forget to take your things out of the bus when you leave it. • Respect each other including staff and crew. At the hotel • Please check your rooms and see if anything is broken or if there is any visible damage. • Remember that you will be asked to pay for anything that is broken or damaged. • Respect other guests in the hotel. • Respect the staff at the hotel by being polite. • You will have to pay for any soft drinks or extra food that you purchase at the hotel. • Please pay as you go along. • Keep your rooms clean. • There is absolutely no smoking, consumption of alcohol or illegal drugs (this will be very seriously dealt with). This will result in students being sent home and disciplinary action taken. • Consult the field trip schedule and be on time for all activities. • Take care of any money or valuables you have. Lock your doors when you leave. Keep all money safe and do not tell anyone where your money is. • Do not wander off from the group at any time and do not leave the premises without permission. Stay in view of teachers and/or other students. • No sea bathing without permission. • Do not use phones in rooms. If you need to make a call see the teacher in charge. • Follow the programme and be prompt for meetings and other arrangements. • Remain in your room at night. • Do not have any water fights or spill anything in the rooms. • Do not interact with other guests in the hotel or members of the public. • You are responsible for paying any phone calls you make. • If there are any problems, see the teacher in charge. • When in doubt, always consult your teachers rather than the hotel staff. 89

Faculty Handbook - International School Ho Chi Minh, Vietnam

• •

Golden rule – RESPECT OTHERS. Take note of the teachers’ room numbers in case you have a problem or emergency.

SAMPLE “WHAT TO BRING” (Do not bring bulky or necessary items – limited room in bus) • • • • • • • • • • • • • •

I.D. card (be careful – do not lose it) A day bag (small travel bag, change of clothes, toiletries) for the journey on the bus Snacks and drinks for journey Some pocket money for drinks Sufficient change of clothes – long skirt or wrap for girls, shorts for boy Sun hat, cool shade Sun tan cream/block Insect repellent Swimming gear Toiletries Small board game, cards Camera and film if you like. You are responsible for looking after it Flashlight If you are taking any regular medicines please inform teacher in charge and bring a sufficient supply • Walking shoes and comfortable shoes • The hotel will provide towels • A water flask

Faculty Handbook - International School Ho Chi Minh, Vietnam

FIELD TRIP/EXCURSION APPLICATION FORM Teacher in charge

___________________________________________________________

Chaperons:

___________________________________________________________

Class(es)/Group: (List of students to be handed to the guards upon departure) ___________________________________________________________ No. of students: Fieldtrip

To:________________________________________________________ ___________________________________________________________ On:________________________________________________________

Travelling by

___________________________________________________________

To leave school at

___________________________________________________________

To return to school at

___________________________________________________________

Cost per child

___________________________________________________________

Reason(s) for field trip and ___________________________________________________________ classroom follow up ___________________________________________________________ ___________________________________________________________ Arrangements for any other classes (Cover Plans Attached) ___________________________________________________________ Duty swap

On:___________________________With:_______________________

Date: ___________________

Signature____________________________________________________

Field Trip Approval

Section Head ________________________________________________ Headmaster__________________________________________________

Faculty Handbook - International School Ho Chi Minh, Vietnam

EXCURSION FORM Dear Parents, An excursion has been arranged for ......................................................................................... Transport will be by ................................................................................................................ Departure will be from ............................................................................................................ We will arrive back at approximately ........................................................................... The cost per child will be......................................................................................................... Your child will need the following on that day ................................................................................................................................................ ................................................................................................................................................ ................................................................................................................................................ Please complete the form below and return it to School by ...................................................... Signed

Date

........................................................................................................................................... CONSENT FORM I am aware that my child will be participating in an excursion to on I am also aware that travel by _________________

has been arranged by the school.

Declaration: I hereby give permission for my child to attend this field trip. I authorize the teachers accompanying the journey to act â&#x20AC;&#x153;in loco parentisâ&#x20AC;? and I release the school from liability in respect of any unforeseen eventuality.

Signed (Parent/Guardian) Please print your name in block capitals: 92

Faculty Handbook - International School Ho Chi Minh, Vietnam

BUS BOOKING FORM Teacher in charge:

..............................................................................................................

Date of trip:

..............................................................................................................

Class / Group:

..............................................................................................................

Campus:

An Phu

Destination to:

..............................................................................................................

Time:

.............................

Return time:

.............................

Number of student(s):

.............................

Number of teacher(s):

.............................

Number of parent(s):

.............................

Vehicle:

..............................................................................................................

Details:

.............................................................................................................. .............................................................................................................. ..............................................................................................................

Approval:

Section Head ..........................................................................………

Headmaster ......................................................................................... Permanent:

Yes / No

N.B. Bookings for transport for any school excursion or function must be made on this form. Three week’s notice must be given for all bookings. If bookings are permanent e.g. Saturday Sport, Swimming etc.., the Transport Coordinator must be notified in advance. This form must be submitted with the Excursion Approval Form. Section Heads are asked to sign this form to confirm knowledge/approval of any trip, which involves 93

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students in their section.

EMERGENCY / MEDICAL FORM FOR SCHOOL EXCURSIONS STUDENT’S NAME…………………………………………………… PREFERRED NAME: ………………………. DATE OF BIRTH …………./ ………./ ………… (dd / mm / yr ) PARENT/GUARDIAN (please circle as appropriate)

GRADE………………………………. ALTERNATIVE CONTACT

Name:

Home Phone:

Relationship to child:

Work Phone:

Home Phone:

Mobile Phone:

Work Phone: Mobile Phone:

INSURANCE: The school carries basic liability insurance and students are not covered for personal accidents. The school cannot accept liability for students on or off campus. Parents may wish to take out their own personal insurance policies as deemed necessary. If students are traveling on a fieldtrip, in Vietnam or overseas, parents are advised to make provision for personal accident, travel and medical insurance. Medical / Insurance Company:

Travel Insurance Company:

Membership Number:

DOCTOR Name / Clinic:

Emergency Number:

MEDICAL MATTERS Please circle the Yes No Travel sickness Yes No Epilepsy Yes No Migraine Poor Ability to swim

following as appropriate: Dizzy spells Asthma Heart condition Fair

ALLERGIES: Please list any known allergies. Penicillin: Yes No Foods………………..…

Yes No Yes No Yes No Good

Bed wetting Sleepwalking

Yes No Yes No

Very Good

Drugs……..………….

Other …….………….

IMMUNISATION: Last Tetanus immunization was: ……………………………. DIETARY RESTRICTION: Please list foods: …………………………………………………………………………. MEDICATION: Is your child taking any tablets and/or medications currently? If YES, please complete the form (over)

Yes

Medications on field trips will be dispensed by a teacher in charge of medications. All medications must be handed to the teacher in charge of the trip/camp unless expressly notified in writing to the contrary. The teacher will only dispense clearly labeled medications for which the parent or guardian has given written instructions including – drug name, dosage, and times that the medication(s) needs to be taken. I understand that my son/daughter may be given Paracetamol at School in the event of having a fever or needing pain relief (Paracetamol is also called “Panadol” or “Tylenol”). Is there any matter we need to know about your child that is important and/or might affect him/her on a trip? ………………..…………………………………………………………………………………………………………… ………………..…………………………………………………………………………………………………………… ………………..…………………………………………………………………………………………………………… Parent’s/Guardian’s name: ……………………………

Signature: ………………………………………

Faculty Handbook - International School Ho Chi Minh, Vietnam Relationship to student: ………………………..

Date: ……………………………………………..

EXCURSION INFORMATION FORM The purpose of this form is to keep the school informed of the whereabouts of students and teachers in the event of an emergency. Please leave a copy of completed form in the Security Office prior to your departure. Trip To: _________________________________ Date: _________________________ Departure time: __________________________ Return time: ____________________ Grade:

Names of students on trip

Names of students from Homeroom not going, but staying at school

Names of absent students from Homeroom on this day

Names of Staff:

Names of Parents:

No of children: First aid kit? Yes? No?

No of adults: Mobile Nos:

Signature of organising teacher:

Driver: Teacher:

Faculty Handbook - International School Ho Chi Minh, Vietnam

SAIGON STINGRAYS CODE OF CONDUCT Students are expected to conduct themselves at all times in such a manner as to reflect credit to themselves, their school and their school community. Inappropriate behavior during the event and whilst intransit may constitute grounds for suspension and will jeopardise any future involvement in school events. Here are some points to consider. All participants and staff should be familiar with the following: • • • • • • •

All laws of the host country must be observed. All students and staff will receive a program. Students are expected to follow the rules and must attend the scheduled activities as outlined in the program. Inappropriate behavior may be defined as fighting, theft, vandalism, swearing but will not be limited to the above mentioned behaviors. Transportation will be provided only by ISHCMC. The curfew for the event is 9:00 p.m. Each student must be in their room by 9:00 p.m. and any changes to this curfew are at the discretion of the organising school. Under no circumstances may the room arrangements be changed. All staff and chaperones have copies of all room assignments. Elementary students cannot self administer medication. Any medication can only be administered by school staff following specific instructions given by the child’s parents. Medication must be handed directly from school staff to hosting parents.

Any problems arising during the event should be reported immediately to the host school administrators or organizing staff. Consequences for infringements of the above mentioned guidelines may be disciplinary action upon returning to school and/or the immediate removal from the event will be considered (at the expense of the student’s family). I HAVE READ, UNDERSTOOD AND WILL ABIDE BY THE ABOVE STATEMENT Student’s Name

Signed

Parent’s Name

Signed

Grade

Date

Faculty Handbook - International School Ho Chi Minh, Vietnam

ELEMENTARY SCHOOL FIELD TRIP CODE OF CONDUCT Students are expected to conduct themselves at all times in such a manner as to reflect credit to themselves, their school and their school community. Inappropriate behavior during the event and whilst intransit may constitute grounds for suspension and will jeopardise any future involvement in school events. Here are some points to consider. All participants and staff should be familiar with the following: • • • • • • •

Any problems arising during the event should be reported immediately to the host school administrators or organizing staff. Consequences for infringements of the above mentioned guidelines may be disciplinary action upon returning to school and/or the immediate removal from the event will be considered (at the expense of the students family). I HAVE READ, UNDERSTOOD AND WILL ABIDE BY THE ABOVE STATEMENT Student’s Name

Signed

Parent’s Name

Signed

Grade

Date

Faculty Handbook - International School Ho Chi Minh, Vietnam

MRISA CODE OF CONDUCT 1. Smoking, drinking alcohol, drug use and / or possession, or extremely inappropriate behavior: Smoking, drinking alcohol, drug use and / or possession, or extremely inappropriate behavior will not be permitted at any time during a MRISA Exchange. Penalty: In the case of an infraction, the host school Head (or his / her representative) will remove the student from the event. The host school Head (representative) will consult with staff conducting the event and with the student’s school Head. Following that consultation, the host school Head (representative) may recommend the following disciplinary action to the MRISA Executive Secretary: a) The student will be sent home at the student’s expense, and b) the student will not be allowed to participate in MRISA events for the following 12 months. The Executive Secretary will decide upon the recommended disciplinary action. The student’s home school will have the option to impose further disciplinary action. Responsibility: Host School Principal 2. Local transportation: Travel to and from an Exchange will be provided only by the host school parents utilizing drivers or taxis employed by the parents. Students are not to be transported in cyclos or motorbikes. Exceptions, if any, will be communicated to visiting schools by host schools in advance of the Exchange. Penalty: The consequences of this violation will be suspension from all activities for 24 hours. If the violation occurs on the last day of the Exchange, the student will be suspended from all activities on the last day. It will be at the option of the student's home school to impose further appropriate disciplinary action. Responsibility: Host School Principal 3. Unscheduled Activities: Students may not participate in unscheduled activities on their own or in small groups without the express permission of their respective visiting exchange coordinator, the host exchange coordinator and the host parents involved. Host families can require students to remain at home rather than attending an unscheduled activity. Each guest student is responsible to his / her host parent and must keep those parents informed of his / her specific whereabouts at all times. Responsibility: Host School Principal 4. Curfew: Each middle school and high school student must be in the host family's home by 10:00 pm during Exchanges, at the latest, or at an alternative earlier time as designated by the Administrator-in-Charge at the host school. Exception: At Cultural Exchange evening events, both middle and high school students must be in the host family's home by 10:00 pm. 98

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Penalty: The consequences of this violation will be suspension from all remaining activities, at the coach’s discretion. If the violation occurs on the last day of the Exchange, the student will be suspended from all activities on the last day. It will be at the option of the student's home school to impose further appropriate disciplinary action. Responsibility: Host School Principal General a) If any behavior violation occurs, the Host Administrator will communicate the details of the violation, in writing, to the guest student’s visiting exchange coordinator and to the guest student’s head administrator. b) The administration encourages students to seek advance assignments from their teachers prior to departure. The host school will set aside times and locations for student study. c) Guest students and the visiting exchange coordinator will receive a list of details for each activity. Students are expected to follow the rules and must attend the scheduled activities as listed in the Activities Program. d) Students may not use any medications unless prescribed and / or administered by a licensed medical physician, host school medical personnel or cleared and recorded by the Activity Director. e) Students and parents may not contact the host school or the host family to change assigned housing. Housing is the sole responsibility of the host school. f) In the event that medical treatment, emergency care or evacuation is needed for the student, the student’s parents will reimburse the student’s school in full for expenses incurred. I have read the above and I willingly accept the MRISA Activity Rules and Regulations as expressed here in the MRISA Code of Conduct. I agree to accept responsibility for the wellbeing of the student staying in my home throughout the MRISA Exchange. ___________________________________ Signature of Parent

______________ Date

I have read the above and I willingly accept the MRISA Activity Rules and Regulations as expressed here in the MRISA Code of Conduct. ___________________________________ Signature of Student

______________ Date Revised version of June 2005

Faculty Handbook - International School Ho Chi Minh, Vietnam

APPENDIX 4 JOB DESCRIPTION FOR HOMEROOM TEACHER The Homeroom teacher is the most important individual in the school responsible for monitoring student learning and should be the individual who knows best the personal, social and academic development of particular students. All full time teachers are considered to be Homeroom teachers and are assigned a specific Homeroom class. Homeroom teachers should work in close consultation with the Head of Section and will be expected to meet regularly to plan and give feedback on Homeroom activities, assemblies etc. Furthermore Homeroom teachers are expected to: Academic Matters: 1. To monitor students’ academic progress and ensure parents and teachers are informed as appropriate. 2. To provide information and assistance to subject teachers when necessary. 3. To confer with individual students about their academic progress and to maintain a student profile / portfolio for each student. 4. To refer students with difficulties to a member of the Case Study Team as appropriate. Pastoral Matters: 1. To monitor students’ personal and social development and to ensure parents and teachers are informed as appropriate. 2. To monitor students’ behaviour and attitude to school. 3. To monitor the students’ orientation to school and to assist new students in making friends and in making effective adjustment to their physical, social, cultural environment. 4. To guide and monitor students with regard to after-school activities. 5. To refer students to the counsellor when there is evidence of problems such as continuing depression, excessive tension or stress, family problems, disruptive behaviour, social maladjustment, academic or motivational difficulties. School Matters: 1. To be present in the Homeroom at 7:45am 2. To keep student attendance in Homeroom register. 3. To monitor student attendance, take disciplinary action and to refer students who are frequently late or absent to the Head of Section. 4. To inform students of daily communications via the Daily Bulletin. 5. Planners – support with homework entries and checking parental signatures, and regular signing / comments. During Homeroom to assist students with skills to help with planning and recording of homework, using their planners, particularly in the Middle School. 6. To check students’ subject options and assign timetables. 7. To compile and distribute Interim Reports and to write a summary of the progress of each child as requested. 8. To proof read, compile and communicate report grades to students. 9. To participate in parent conferences, and / or ad hoc conferences throughout the year. 10. To notify or receive confidential information from the Administration, Counsellor and / or Head of Section of any special family situations such as divorce or parents’ death or serious illness in the family, parents out of town, living with relatives etc. 100

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11. To conduct initial orientation for all students, including assigning a â&#x20AC;&#x153;buddyâ&#x20AC;? to new students on their arrival. 12. To monitor the standard of uniform and personal appearance of students in the Homeroom group. 13. To assign students lockers and maintain a spare key / or combination for lock for each locker.

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APPENDIX 5 JOB DESCRIPTION FOR TEACHING ASSISTANT The Classroom Teaching Assistant reports to the Classroom Teachers/The Head of Section in terms of academic issues, reporting to the Deputy General Director and Vietnamese Coordinator in regard to contract and personnel issues. The Classroom Teaching Assistant is expected to carry out the instructions of the Classroom Teachers/The Head of Section and the Vietnamese Coordinator in consultation with the Headmaster/General Director, Deputy General Director and Deputy Head of School to provide assistance in regard to matters which related to academic issues to ensure these support the educational needs of the school. The Classroom Teaching Assistant is directly responsible to the Classroom Teachers and the Head of Section. The Classroom Teachers and the Head of Section will perform at least two annual evaluations (each semester) of the performance in consultation with the Deputy General Director and Vietnamese Coordinator. The hours of employment for the Classroom Teaching Assistant are from 7:30am to 3:30pm Monday to Friday. The duties and responsibilities are as follows: 1. To teach Vietnamese language and social studies as directed by Coordinator of Vietnamese Studies and Head of Section. 2. To complete lesson plans and weekly overview as directed by Coordinator of Vietnamese Studies. 3. To write Vietnamese Language and Social Studies reports each semester. 4. To attend staff meetings and grade level planning meetings. 5. To plan, present and supervise an after school activity twice a year. 6. To complete yard duty as directed by Head of Section. 7. To translate the newsletter when requested by Coordinator of Vietnamese Studies. 8. To interpret for Vietnamese parents when requested by the Vietnamese Coordinator. 9. To perform other duties as directed by the Headmaster/General Director, Deputy General Director, Deputy Head of School and Vietnamese Coordinator including when requested to work during term break. 10. To attend professional development workshops assigned by the School. 11. When required assist with: • Lesson preparation • Class supervision • Escorting and collecting students from special classes • In class support for individual students • Teaching IT lessons • Marking of student’s work • Preparation and displaying of student work • Supervision of field trips • Administrative requirements for curriculum documentation. • Collecting photocopying/laminating materials from the photocopying room.

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APPENDIX 6 REPORT CARDS What follows are some reminders that should address many of these concerns. Please adhere to these guidelines so that we can reduce the number of reports that are returned to teachers for correction. Please note the new guidelines for proof-reading of MS/HS Reports. General • Please do NOT amend details on Report Card template • Spell check both manually and by using automatic function • Course descriptions and student narratives should be or specific as possible • As far as possible, start comments on a positive note! Students narratives should be constructive with “negative” criticism followed up with clearly articulated strategies for improvement • Please sign your name in black • Specialists and teachers of Coordinated Science need to type their names after comments • When using commas and full stops, they must go immediately at the end of the word with one space before starting the next word/sentence • For the sake of neatness, text should be justified (File Maker does this automatically) • Text to start at top of box - do not leave a line, or indent • Use pronouns, as well as given names • Spell check given name in comment against name on report card (Where there are discrepancies, please see Section Heads) • Proof read for spelling and grammar before printing • Space permitting, leave line between paragraphs • Do not indent at beginning of new paragraph • Do not use nicknames unless the nickname appears on template in parentheses • Personalised comments should be professional. If in doubt, please see Section Head • Between each word, leave one space only. Elementary / Junior • On the Unit of Inquiry page, paragraphs should be used in relation to discussion about each unit • If area in curriculum has not been covered then it should have N/C (not covered). In these cases, please put N/C in Effort box, too. Middle / High School Homeroom Teachers - comments to be included in the Homeroom Report • A summary of grades, attitude, effort etc. that are present throughout each student's reports • Suggestions for improvements/goals for the next semester, or grade level • A summary of their involvement in life beyond the academic subjects • Behaviour (if appropriate) • Friendship groups, social skills • Organisational skills (noted during Homeroom sessions), or as mentioned in reports. Notes on English Usage in School Reports Style When checking other teachers’ reports, we should not be trying to improve the style of writing (unless the meaning is unclear). Our job, as report-checkers, is to locate and correct grammatical mistakes or inconsistencies (names, grades, effort).

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Spacing After a comma, semi-colon, colon or full stop, leave one space before beginning the next word. Paragraphing If you wish to write in separate paragraphs, leave a line between each one. Do not indent. The alternative is to write the whole report as one paragraph. Spelling If you are using American spelling, be consistent (center, criticize, organize, favors). If you are using British (or Australian) spelling, be consistent (centre, criticise, organise, favours) DO NOT MIX THE TWO! Avoid Colloquial Abbreviations A school report is a formal document. TOO COLLOQUIAL is: • He’s worked hard but doesn’t quite merit a 7 because he hasn’t managed to… MORE FORMAL and BETTER is: • He has worked hard but does not merit a 7 because he has not managed to… Capitalization of School Subjects The school policy is to capitalize all subject names: Music, Geography, Physics… Capitalization of Teaching Topics Use capitals for topics or units taught: • We have studied Human Reproduction, the Life Cycle of the Frog and Atomic Particles. • This semester in English, students did projects on Newspaper Language and Global Issues. Capitalization of ‘Grade’, ‘Semester’, ‘Term’ Use capitals when writing: • Grade 10 or Grade Ten (avoid the abbreviations G 10, Gr 10) • Semester 2 or Semester Two • Term 3 or Term Three Areas of Interaction Grade 6 to 10 – IBMYP As noted in latest subject guides from IBMYP, please note that capitals are not used, for the following: areas of interaction approaches to learning human ingenuity environments health and social education community and service Please do not use capitals for these now, unless starting a sentence. e.g. Community and service activities have included…… Hanh’s attitude during community and service activities has been ….. 104

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‘Cherub’, ‘Cherubim’ The plural of ‘cherub’ is ‘cherubim’. WRONG is: Phuong and Lan are like two little cherubs. CORRECT is: Phuong and Lan are like two little cherubim. ‘Grade 8 has/have…’ When you wish to emphasize the unity of the group, use the singular verb: • This semester Grade 8 has been studying ‘Romeo and Juliet’. • Grade 10 is now focusing on IGCSE past papers. When the group have been doing different things, use the plural verb: • This semester Grade 8 have been working on their personal projects. (It would be inappropriate to write: ‘Grade 8 has been working on its personal projects.’) • Grade 11 are now preparing for their individual oral commentaries. If you are not sure whether to use singular or plural, then use plural: • Grade 8 students are… When, in a report, you address a student by name… • Sonya, enjoy your holiday. • Well done, Sonya! USE A COMMA! • Use the vacation, Sonya, to catch up on… • Congratulations, Sonya, on a fine term’s work. USE COMMAS! ‘However’ The word ‘however’ (meaning ‘but’), when it begins a sentence, is always followed by a comma: • However, his exam mark was disappointing. And in the middle of a sentence, it is surrounded by commas: • His exam mark, however, was disappointing. ‘However’ is not a joining word. You cannot join together two sentences by using ‘however’ preceded by a comma. WRONG is:

He has produced some good work this year, however, he should now be aiming for A grades. CORRECT is: He has produced some good work this year; however, he should now be aiming for A grades. or He has produced some good work this year. However, he should now be aiming for A grades.

Commas You must use commas correctly for ‘However’ and ‘Well done, Sonya!’ (see above). If a report reads clearly, even though commas are missing, we should not be too pedantic and insist on their inclusion. If a comma is obviously misused – e.g. ‘She has been very, disorganized’ – then it should be corrected. So, if a comma is missing but the meaning is clear, it’s probably best to forget about the comma. If a comma is present and is obviously wrong, it should be corrected. 105

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Plural with Verb WRONG is: CORRECT is:

The quantity and the quality of her work has deteriorated. The quantity and the quality of her work have deteriorated.

None + verb ‘None’ is singular, so the verb should agree: WRONG is: None of Kevin’s essays have reflected his true potential. CORRECT is: None of Kevin’s essays has reflected his true potential. Punctuation of Book Titles Titles of lengthy publications (books, magazines, newspapers, plays, movies etc) should be underlined: • Students read Of Mice and Men and watched the movie One Flew Over the Cuckoo’s Nest. Titles of short publications (songs, poems, newspaper articles, short stories) should be put inside double quotation marks: • Students studied the lyrics of “I Am a Rock” and read a short story – “The Landlady” – by Roald Dahl. ‘Internet’, ‘internet’ Use either. PowerPoint – one word – 2 capital P’s ‘Focused’, ‘Focussed’ Use either. The same thing applies to ‘benefited’, ‘benefitted’ and ‘targeted’, ‘targetted’. ‘Coordinate’, ‘Coordinator’ There is no need to hyphenate these words (although the hyphenated versions – coordinate, co-ordinator – do exist). ‘Homework’, ‘Homeworks’ WRONG is: He has failed to submit a number of homeworks. CORRECT is: He has failed to submit a number of homework assignments. or He has sometimes failed to submit his homework. It is unacceptable to talk about ‘homeworks’. Use ‘homework’ (singular) or ‘homework assignments’ (plural). ‘Art work’, ‘Artworks’ Please note the Art faculty may use artworks which is acceptable. ‘Homework’, ‘Coursework’ BUT ‘Class Work’, ‘Group Work’, ‘School Work’ Note the above spelling conventions. ‘Up to date’ and ‘Up-to-date’ When writing a student report, you will almost certainly need to use ‘up to date’ (no hyphens). ‘Up to date’ means having or including the latest information: • She must keep her journal up to date. ‘Up-to-date’ means modern or fashionable: • Our teaching methods and our technology are up-to-date. 106

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‘Any more’ is two words. Extracurricular • He has not participated in any extracurricular activities. (Note the final ‘r’). No hyphen. Compound Adjectives are Hyphenated • He is a well-behaved, well-mannered, well-prepared student. • His badly-written Extended Essay may cost him dearly. • He is a hard-working (or hardworking) student • This is a skills-based curriculum… • We used unit-related software… • In the end-of-year exams… • In the end-of-semester test… • His end-of-term report… • This is a two-year course… • We have done an in-depth study of… Correct Use of Apostrophes • Kevin’s work this year… • A fine term’s work… BUT: • Students’ (i.e. all the students) work this year has included… • The teachers’ (i.e. all the teachers) comments indicate that he… AND REMEMBER: • It’s a great shame that Ngoc… • The most disappointing thing about her work is its inconsistency. AND ALSO: Should one write James’s work or James’ work…? Either will do, although the one that matches speech (i.e. James’s) is best.

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APPENDIX 7 JUNIOR AND ELEMENTARY HANDWRITING POLICY Script style • Throughout Junior and Elementary, the adopted handwriting style will be the NSW Handwriting (Australia). • KG + Grade 1 blue work books must reflect lines of NSW Handwriting (Rigby). • Students will have the opportunity to use the commercially published handwriting books and these books will be ordered for August 2004/5 for Grade 1 Grade 5. Books will be ordered for teacher reference in KG. In Grade 4 and 5 students whose cursive script is consistent and well formed may not always need to use handwriting books for practice, although regular revision is recommended. Margins • All printed books should have a printed blue margin. • Students should trace over margins from Grade 2. • In Grade 3 students must rule in red pencil and/or pen in Grade 4 & 5. Pens • Blue or black ball point pens to be introduced in Grade 4. • A 'pen license' should be issued upon students displaying consistent and well formed cursive script in pencil. • Most of the time students in Grade 4 & 5 should use pen for their formal and published work. • Sets of calligraphy pens (from overseas) will be ordered for all Grade 4+5 classes. Grips • Students should be encouraged to use a tripod grip from EE2. • Thick triangular grey lead and colored pencils should be ordered (from overseas) for EE2/3/4 + KG. • Thick paint brushes and chalk should be available for EE2/3/4. • Pencil grips should be available for students requiring grip support (order from overseas). • Teachers should actively encourage correct grip and change incorrect grip in Junior School. Use of script • Most of the time teachers should model the correct script. • Most of the time students should use the correct script in formal and published work. Term 4 2004 • All teachers to actively encourage correct grip and script. • All teachers to model correct script most of the time. • Grade 4 students to begin using pen, discuss developing ISHCMC pen license (or other suitable name). Recommendations • Further documentation is required next year in the Language Scope and Sequence, which will include sample script. • Discuss handwriting expectations in Grade 6 with Language Head of Faculty. • Review quality of locally purchased ball point pens, evaluate and order. • Locate (in order books) thick, triangular grey lead + coloured pencils. • Ensure all classes have left handed scissors. • Provide sample of grade appropriate script to parents at information evenings in Term 1. 108

Faculty Handbook - International School Ho Chi Minh, Vietnam

APPENDIX 8 SUBSTITUTE TEACHER EXPECTATION AND PROCEDURES It is School policy that substitute teachers may be obtained only where it is not possible to allocate existing staff to fill-in (cover) for absent teachers. Work Duties and Expectations Approved substitute teachers are expected to conduct themselves in a manner befitting the school, and shall abide by the rules laid down by the school’s Board of Management. Substitute teachers shall be required to comply with the professional duties detailed in the “Faculty Handbook” as well as expectations highlighted on pages 2 and 3 of the “Conditions of Service Expatriate Staff” document, (section 2: Requirements of the employees). In particular, substitute teachers are expected to: • Arrive at least 15 minutes prior to the beginning of the first class to be taught • Be available for cover/supervision when requested • Attend meetings when requested • Perform any other reasonable duties assigned by the Headmaster or Head of Section. Rates of Pay Substitute teachers shall be paid at the following rates: Standard Rate Per Day (required to be at school for whole day) USD 70.00 Half Day (more than 2 sessions, all held either entirely USD 40.00 in the morning or entirely in the afternoon) Per 40 or 50 minute session USD 15.00

Sufficiently Qualified and/or Experienced Teacher Rate USD 100.00 USD 60.00 USD 20.00

At the Headmaster’s discretion, length of time working as a substitute teacher may also qualify for the higher rate, to compensate for additional preparation, meeting and marking workloads that longer-term substitute teachers will be expected to complete. Taxes The above rates shall be paid net of all taxes – i.e. all taxes shall be paid by the school on behalf of the substitute teacher to the taxation authorities of Vietnam in compliance with all regulations in effect at the time. Payment Payment will be made in Vietnamese currency, in cash, after proper documents have been supplied to the Accounting Department from Section Heads, approving time worked and rates to be paid. Payments will normally be available from the school’s cashier (located within the accounting room above the canteen in the villa) by the end of the first week in each month, for time worked in the preceding calendar month. Substitute teachers are expected to collect their payment in person, and sign a receipt slip to evidence such receipt.

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APPENDIX 9 PROCESS FOR PLANNING/RECONCILIATION FOR EVENT/MAJOR ACTIVITY When planning/organising an event please liaise with the following: Headmaster Head of Section Head of Faculty Marketing Coordinator Head of Administration/Maintenance Deputy General Director Accountant

Approval of event. Approval of event, Involvement of students, impact on timetable, rehearsal times, calendar, logistics, etc.) Consideration of event, involvement of students, links to curriculum. Posters, Advertising, Photographs, etc. Transport, Hiring of equipment, Hiring of Facilities, Support of maintenance staff. Licensing. Finances (e.g. advances, purchasing, etc.)

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PLANNING/RECONCILIATION FORM FOR EVENT/MAJOR ACTIVITY Name of Event: ____________________________ Proposed date: ______________________________ Teacher in charge:__________________________

Venue: ____________________________________

Number of students: ________________________ Approved by Headmaster:

Approved by Head of Section:

_________________________________________

__________________________________________

Date: ____________________________________

Date: _____________________________________

EXPENDITURE

REVENUE

Proposed

Actual

Proposed

Venue

Tickets

Set up costs

Donations

Transport

Sponsorship

Advertising

Contributions

Staging

Other

Actual

Lighting Sound Costumes Props Facilities Equipment Other Total Expenditure:

_______________

Total Revenue:

_______________

Signed by teacher in charge:

_______________

Signed by teacher in charge:

_______________

RECONCILIATION: _________________________________ Signed by teacher in charge: _________________________________ Signed by Mrs Bui Thi Thu: _________________________________ Signed by Headmaster: _________________________________ 111

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APPENDIX 10 PLAYGROUND DUTY Duty Duty is a professional responsibility. Please ensure that you remember your duties, that you are not late and that you actively supervise the children in your care during your duty period. If you must leave the school or the playground during a duty period for some reason, it is your responsibility to find a replacement teacher. If you make a permanent change to the duty roster by swapping duties with another teacher, please inform your Head of Section. Listed below are brief descriptions of the responsibilities associated with each period of duty. General • Teachers on first yard duty must hand over to the following teacher. • Hot drinks are not safe to consume whilst on duty. • Teachers should enforce “No Hat, No Play” policy. • Students should put the rubbish into the dustbin. Teachers should remind all students to take responsibility to keep the school free of rubbish. Morning Gate Duty The morning gate duty supervision commences at 07:30 a.m. and finishes when the bell rings at 07:45a.m. The security guards are responsible for the policing of vehicles. Responsibilities are as follows: • Teachers should stand at the gate and make sure that children exit vehicles safety and walk in designated areas. • Teachers should be aware of security concerns e.g. suspicious persons. • Teachers should ensure that students enter the grounds promptly and safely.

Afternoon Gate Duty Responsibilities are as follows: • 2:20p.m. - 2:40p.m. and 2:40p.m. – 3:00p.m. - Teachers must ensure they are on duty by 2:20p.m. and 2:40p.m. as applicable. • Teacher should monitor that students leave the grounds safely, especially in some cases without their parent, nanny, driver or the adult-authorised to collect them. • Children should be directed to walk on walkway – not between buses. • Children going on buses should go directly to buses. • Children going on buses should be directed to walk to the right. Canteen Duty Responsibilities are as follows: • Teacher should monitor behaviour of students and ensure students are orderly. • Teachers on canteen duty should usher students out of the canteen at the end of lunch. • Students should put rubbish in bins provided. Playground Duty Responsibilities are as follows: • Teacher should move around the area of supervision, interacting with students and intervening when required. 112

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•

Teachers completing duty at recess and lunch are to encourage students to finish their games, get a drink and move to the line up area when the warning bell occurs and to ensure that students display appropriate behaviour lining up in straight lines. Students walk upstairs after the second bell, in single file, sticking to the right.

If an injury occurs in the playground: • If the injury is serious (this includes any head, neck or back injury; unconsciousness, suspected broken bones or severe lacerations) seek immediate assistance from the nurse and the Head of Section. Do not leave or move the child. It is the nurse’s responsibility to ensure that medical attention is sought as soon as possible by contacting the medical clinic and advising the parents. • The Head of Section must be advised by the nurse if the child is to be sent home. • If the injury is minor, the teacher on duty should take the child to the nurse who will then take responsibility and contact the parents if necessary. • If the nurse is unavailable and the injury is minor, the teacher should administer the necessary first aid. A first aid kit is available in the clinic. • Teachers should be careful of blood spills and wear protective gloves as appropriate. Every classroom has a spillage basket which has instructions and items to protect against disease transmittion. • Teachers should complete (as soon as possible) an accident to student form and where necessary a hazard report form. PLEASE NOTE: •

If you are on playground duty and a child is injured or becomes ill, please inform the child's teacher (in Junior/Elementary School) or Head of Section after your duty finishes so that the teacher / Head of Section responsible is aware of the location and condition of the child.

Do not send children to the clinic unsupervised. Always check to see if the nurse is in attendance. If the nurse is unavailable a teacher or assistant should supervise the child in the clinic or have the child lie down in the classroom while the nurse is sought.

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Faculty Handbook - International School Ho Chi Minh, Vietnam HAZARD REPORT FORM This form is to be used to report identified or suspected hazards. Completed forms to be forwarded to the Headmaster on completion. Hazards requiring urgent attention should be reported verbally immediately to the Headmaster.

SECTION 1 (To be completed by person identifying hazard) Reported by:

Circle one:

Date: (Please circle as appropriate) Class A Potential to cause death or loss of a body part or bodily function. Class B Potential to cause injury/illness requiring time off work. Class C Potential to cause first aid/medical treatment injury requiring no time off work.

Hazard location:

Site:

Action within 24 hours Action within 2-3 days Action within 7 days

Room/location:

Hazard:

(include sketch or further information on back of form or photo if applicable) Have accidents been caused by this hazard?

YES

DON’T KNOW

If yes, give details Corrective action recommended or taken Now pass form to Headmaster, or make immediate verbal report in an emergency.

SECTION 2 – To be completed by Head of Section. Hazard inspected:

Date:

Time:

Weather:

Comments:

Corrective action recommended:

HAZARD CLASS (circle one only) Interim action (if any):

N/A

Name:

Signature:

Date:

Time:

Person responsible for corrective action:

SECTION 3 (to be completed by person responsible for corrective action – as named immediately above) Corrective action completed on

Signature: Mr. Ngo Tang Return form to Head of Section to view and send to Headmaster to file. Section 1 to An Phu Hazard Log. (available in room 2.03) Section 2 to be attached to purchase/work order and then forwarded to person responsible for corrective action (as named in Section 2 above) – then returned to Hazard Log once work has been completed. Section 3 filed in Hazard Log, once Section 2 has been competed.

Hazard Report Forms available from An Phu Reception, Room 2.03.

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APPENDIX 11: COMMUNICATION FROM SCHOOL Effective communication between school and home, teachers and parents is of great importance in establishing and maintaining a rapport and relationship which benefits students’ learning. It is important that teachers are proactive in contacting and initiating dialogue with parents. It is also important that all written communications sent from the school provides clear and detailed information. The following guidelines were established by the Advisory Council. 1. Letters A written communication from the school should make it very clear who is being addressed, and be printed on school letterhead using New Times Roman fonts (10/12). It must be signed and must be approved/proof read by the Head of Section, or if not section specific by the Deputy Head, before mailing. A copy should be sent to the Headmaster and Deputy Head for reference after being collated by Head of Section. When drafting a letter or note, put yourself in the position of the reader and ask yourself “What would I want to know?” 2. Information/Events requiring parental involvement (For example: sporting events, early finish days, parent/teacher interviews, parades, and concerts) Information should be in the hands of parents no less than 7 days before the scheduled event. Teachers should allow at least 2 days for the delivery process to occur, thus allowing for delivery delays both in class and at home i.e. notification should be prepared 9 days before the scheduled event. 3. Information affecting students primarily (For example: special homework requirements that may require particular home supplies, special speakers at school, bringing donation money to school, free dress days, etc.) 4 days notice is considered reasonable. Again taking into account 2 days for the delivery process, i.e. notification should be prepared 6 days before the event. 4. Fieldtrips/excursions Information should be in the hands of parents no less than 7 days before the scheduled event. Teachers should allow at least 2 days for the delivery process to occur, thus allowing for delivery delays both in class and at home i.e. notification should be prepared 9 days before the scheduled event. (Overnight field trips) One months notice is the minimum in such cases. Notification should include all details re. travel, accommodation costs, and the schedule of activities. 5. School calendar A termly review of the dates and events set out in the annual School Calendar will be published in the School Newsletter to notify parents of any additions or alterations. However, the teacher in charge of organising an event should notify all participants in writing of specific changes.

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6. Student Planners Teachers are expected to use the student planner (including putting school notices in the planner) to communicate with parents. It is also desirable that teachers help model parentsâ&#x20AC;&#x2122; behaviour in the use of the planner as the vehicle for on-going communication about their child. The planner must be signed by the Homeroom teacher at least once a week.

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APPENDIX 12: SECURITY/EMERGENCY PLAN The general security of students, parents and staff while on campus is important. Please note the general security arrangements that may affect you. 1. Emergency Plan You should have a copy of the Emergency Plan. If not please ask Executive Secretary to the Headmaster for a copy. Please read the plan and familiarise yourself with the emergency responses. 2. Student Bags Bags should not be left lying in the hallways. In the case of the Library students are asked to put bags inside the lobby area. Students should be advised to use lockers as much as possible. 3. Access to Campus – An Phu / CCC • All persons must sign in and out – at both campuses at all times during the day, including staff. This is an important check of who is on and off campus. • Traffic gate at An Phu –opens at 7:00am and 2:00pm, closes at 7:55am and 2:15pm. • Pedestrian gate at CCC - opens at 7:30am, 1:15pm and 2:15pm, closes at 8:00am, 1:45pm and 2:45pm. Pedestrian gate at An Phu – access by ringing the bell. Opens 1.15pm; 2:15pm – closes 1:30pm; 4:00pm. • Drivers and other people coming on site to collect students are requested to wait at the start of the covered walkway at An Phu. • Only parents are allowed to enter the school buildings freely, all other visitors must be accompanied by a security guard. All visitors must wear a badge. 4. • • • • •

Delivery of Goods All packages will be inspected by security. The delivery of goods to go to Reception at CCC and An Phu. Bags may be checked by security staff at the gate, if thought necessary. Articles, lunches for students etc. delivered to school, will be left at Reception. The receptionist will notify the student to come to collect. Goods going off campus may be inspected. A gate pass to remove school property is necessary.

5. Duty Roster • Supervision (including gate duty) is very important and an important professional responsibility. All staff should be on time and to be vigilant. 6. Mail Delivery • DHL delivers go directly to Reception. All other mail is checked by security before going to Reception.

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APPENDIX 13: END OF YEAR PROCEDURES (SAMPLE) Please read carefully and in your planning for the end of the school year, please note the following: Reports: Please note the established deadlines for the completion of end of year reports. Please plan ahead and draft reports accordingly. Junior School: Friday 28th May

Reports to Claire

Friday 4th June

Reports to Sean

Elementary school: Friday 28th May

Reports to Claire

Friday 4th June

Reports to Sean

Middle / High School *: Thursday 21st May

Reports printed, signed and given to the Homeroom teachers by end of school day. Homeroom teachers proof read and collate reports (see memo from Heads of Section).

Wednesday 28th May

Homeroom teachers forward reports to Heads of Section, after proof reading.

Monday 4th June

Reports to Sean

Reports to students Wednesday 9th June * Please refer to the Middle/High School schedule of deadlines for the dates which apply specifically to Grade 12. High School Graduation: Grade 12 Graduation will take place on Friday, 28th May. All students from Grades 9 to Grades 12 will attend. There will be a rehearsal in the Meeting Room on May 26th and in the Opera House on May 27th at 10:00am. Presentation Day / Awards: Presentation Day will be held on Wednesday, June 9th in the MPR â&#x20AC;&#x201C; J/ES starts at 8:30am; M/HS starts at 12:45pm (rehearsals are on June 7th for Junior/ Elementary School and June 8th for Middle/High School in the morning from 8:00am to 14:30pm). All awards for Presentation Day must be decided upon, with names submitted to Heads of Section. The school will produce the award certificates. See Heads of Section for further details. Teaching resources: Inventories should be updated now in each section of the school â&#x20AC;&#x201C; equipment, resources, textbooks, videos, etc. Teachers should please return all materials that they have finished with to the library at their earliest convenience, and no later than Friday 4th June. 118

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Audio-visual equipment should be left accessible in the classroom so that Mr. Tang and his maintenance crew can check/repair over the summer. Staplers, scissors, whiteboard markers, etc. should be locked in classroom cupboards. It should not be expected that new supplies will be issued automatically at the beginning of the school year. Arrangements should be made for the servicing/maintenance of equipment as necessary. Libraries: Students and teachers should return all general library books to the library by Friday May 28th at the latest. Text books and teachers’ resources should be returned to the Library by Friday 4th June. (Please note that the Library will be closed during the last week of school for stock-taking, etc. therefore no classes or individual students, will have access) Handover notes: Returning Teachers MS/HS should prepare handover notes on students who are changing classes/ groups/teachers. The notes should include reference to material taught, students’ progress and general comments on class / group. These notes may take the form of a written summary, and/or an annotated curriculum outline. In Middle and High School, handover notes should be given to Robyn or Oscar by Wednesday 2nd June. Middle School students’ files should be returned to Robyn by Friday, 4th June. Departing teachers: MS/ HS Teachers who are leaving should be particularly careful to provide detailed information which allows an incoming teacher to plan lessons with the full knowledge of what has been taught previously. Information about the level of the students is particularly useful, too. The notes that you leave behind may take the form of a written summary, and/or annotated curriculum outline. As each section of the school has specific needs, please read the information that follows: • In Middle School, please give the handover file to Robyn or Oscar by Wednesday 2nd June. • In High School, please give the handover file to Oscar by Wednesday 2nd June. All teachers with Grade 11 IB classes must give the following information to Head of Faculty by Wednesday 2nd June: • Coursework • Grade book (2 for all classes) • Annotated curriculum or summary of work covered. This information should be clearly labeled. If the Head of Faculty is leaving, all coursework, grade books and annotated curricula should be given to the IBDP Coordinator. All Teachers (JS/ES): • In the Junior/Elementary the Student’s individual assessment handover files will be taken by the teacher to the new class on Transition Thursday. • Individual bullet point summery of children should be handed to the next class with the individual student files on Transition Thursday. • UoI and specialist handover files will be filed in the office by Wednesday 9th June • Server files including examples of teaching activities and assessments, excursion information and general grade level information to make the new teacher’s transition easy should be left in the Grade team folder by Wednesday 9th June. Departing Heads of Faculty and Subject Coordinators should provide their 119

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successor with their own handover notes, and those from all faculty members by Wednesday 2nd June. Departing JS/ES Coordinators to prepare detailed notes describing achievements, recommended goals for the new year and relevant procedures or year tasks – saved in a folder on the server in the JS/ES section in the appropriate coordinator file. This will need to be checked and discussed with Claire– Wednesday 9th June. Textbooks: Teachers should make arrangements with students for the return of textbooks and check the condition of all textbooks before returning them to the Library by Friday 4th June. Students who return a textbook after this date may not be issued reports or a Yearbook until the beginning of the next school year. IB students in the middle of a 2 year programme, with signed permission from the teacher, may keep their books over the summer. Teachers should please check and sign the individual inventory for books – this indicates that all the books checked out at the beginning of the year have been returned. If a book is missing, or damaged beyond repair, the name of the student involved should be given to Ruth. She will then arrange for the student to be billed for a replacement. In addition, Ruth should be informed of books which need repair. Tablets/ Laptops: The school issued tablet is to be returned on or before June 11th. The tablets will be reformatted so any handover files should be located on the network. Network Account: Maintenance will be conducted on the network during the summer. You are asked to delete all unnecessary files and make a personal back-up as required. Stationery Order: An order for next school year should be prepared and submitted by Friday 4th June to Heads of Section. Heads of Section will organize this beforehand. Local Order: Heads of Faculty and teachers are reminded that if approval has been given within the budget for local purchases e.g. books from Fahasa, resources or equipment, then you must submit a Purchase Order by Friday 4th June. Reports: Reports will be given to students on Wednesday 9th June. Heads of Section will organize distribution times. School keys: School keys for either classrooms, filing cabinets or cupboards should be handed in an envelope, marked with the room number, to Mrs. Bao Thy (Headmaster’s Secretary) on Friday 11th June prior to departure from school. These will be stored in the school office – they may be collected from there if you need them during the vacation. Classrooms: Teachers should do a final clear out of rooms, including the removal of posters (from walls, boards, windows and ceiling!), the storage of classroom equipment and books and 120

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the return of materials to department offices / resource room. All rooms must be tidied and cleared by Friday afternoon, 11th June. Some changes to classroom allocations may be made â&#x20AC;&#x201C; you will be notified of these in early June. Those teachers who are affected should make arrangements to move their personal and grade resources on Thursday 10th June. Furniture must be clearly labeled ready to be moved during the holiday. See Heads of Section for details. Offices: Materials in offices should be stored securely and locked away. There is no need to remove items from the walls unless you have requested that the room be painted. If your room needs painting, complete a work order form and send to Heads of Section by Friday 28th May. Summer maintenance: If maintenance is required in your classroom please complete a work order form and submit it to the Heads of Section by Friday 28th May to enable Mr. Tang to plan his schedule. References for students: If you are leaving the school and wish to write/have undertaken to write references for students in Grades 10/11 please submit these to Mr. Douglas Willard by Friday 28th May. Teaching schedule: The school schedule on the last day extends through until 12:00pm for Junior School, 12:15pm for Elementary, and 12:30pm for Middle/High on Friday 11th June. There should be minimal interruptions to class time. If you are arranging curriculum-related activities out of the classroom, please discuss these with Heads of Section for approval well in advance. Last days of school: A schedule for Friday 11th June will be published in early June. Class parties for Junior/Elementary are limited to Thursday 10th June only. Students in Junior and Elementary will be notified who will teach them next year and will visit their new class and teacher on Thursday 10th June. Yearbooks for Junior and Elementary School could be distributed on Thursday 10th, June. In Middle/High School, class parties may take place during Period 8 which will be an extended Homeroom, on Thursday 10th June. Yearbooks will be given out at this time. Homeroom teachers should make arrangements with PTO Classroom Parents accordingly. Middle/High School will also have a Homeroom period from approximately 12:00â&#x20AC;&#x201C; 12:30pm on Friday 11th June following the Talent Show, to allow for time to empty lockers, complete tidying of rooms, etc. This early closing will allow time for faculty to do a final clean-up and complete end of year procedures. Faculty are not expected to leave the campus until 2:30pm. Summer contact information: Please complete this form and return it to Mrs. Bao Thy so that contact can be made with you in the event of an emergency, etc. during the holiday period. Please return the form by Friday, June 4th. 121

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Visa: Please check your visa now! If the expiry date is during the vacation you need to renew the visa before Friday June 4th. Please see Mr. Tang or Mr. Dong. Police Clearance: If you are departing and you think you will need a police clearance from Vietnam, you should obtain one before you leave. The process is easier while you are a resident. See Mr. Tang to assist you. Check List form: Please find attached a check list form outlining a summary of the professional responsibilities and expectations which need to be completed by Friday, June 11th. Please complete all sections of this form and return it to your Appraiser Supervisor. Thank you for your attention to these matters.

Sean Oâ&#x20AC;&#x2122;Maonaigh Headmaster

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END OF YEAR TEACHER CHECK LIST JUNE 2010 (SAMPLE) Name: _______________________________________________________________ Please ensure that each item is completed and have the check list form signed off by the person indicated. The form must be submitted to your Appraisal Supervisor on Friday 11th June. This form will be filed on the Teacher Appraisal file.

Check

Item 1. 2. 3. 4.

6. 7.

9. 10. 11. 12. 13. 14.

Return of general library books to Library by Friday 28th May. Work order for maintenance submitted by end of school on 21st May. Letters for students (recommendations, work to be completed etc.) by end of School on 28th May. MS/HS Handover notes and student files by Wednesday 2nd June. MS student files by Friday 4th June. Junior/Elementary Student assessment files and bullet point summary for each student handed over to the next class (Transition Thursday) and UoI or specialist folders filed in the office by Wednesday 9th June. Return text books, manipulatives, other materials (tapes, videos, calculators) to resource section of Library by Friday 4th June. Check valid passport and visa by end of school on 4th June. All school information currently on hard drive is back-up All other information (personal, photos, movies) removed from computer and network and stored elsewhere or burned onto CD by end of school on 4th June. Update curriculum mapping on Atlas by end of school on 4th June.

Return Summer contact information to Bao Thy (see attached) by end of school on 4th June. Remove materials from walls, bulletin boards and windows by end of school on 11th June. Put all materials in cupboards by end of school on 11th June. Make arrangements to care for fish / plants by end of school on 11th June. Turn in room and cupboard keys (in a clearly labeled envelope) by end of school on 11th June. All accounts are cleared and all financial business is completed by end of school on 11th June. 123

Ruth Bishop Head of Section Douglas Willard Heads of Faculty

Robyn Blenkiron Claire McLeod Ruth Bishop

Mr. Tang/ Mr. Dong Derek Rutt

Nicola Holloway Simon Thom Stuart Donnelly Head of Faculty Bao Thy Heads of Section Heads of Section Mr. Tang Bao Thy Ms. Nguyet

Signature

Date

Faculty Handbook - International School Ho Chi Minh, Vietnam

15. IB Diploma materials returned to Simon by end of school on 11th June. 16. IBPYP materials returned to Nik by end of school on 11th June. 17. Grade Book & Report Cards turned in by end of school on 11th June. 18. Organize filing cabinets and clean out by end of school on 11th June. 19. Clear mailbox of all material by end of school on 11th June. 20. All units of work, including student worksheets or booklets, are organized in filing cabinets, ring binders, Atlas, etc. by end of school on 11th June.

Simon Thom Nicola Holloway Heads of Section

Departing Head of Faculty/ Co-ordinators/Teachers Only 1.

Copy of handover notes, and/or annotated curriculum outline by Wednesday 2nd June. JS/ES useful server files for next teacher left on team folder by Wednesday 9th June.

IB coursework handed over and grade books/annotated curriculum handed over by Wednesday 2nd June. Departing Head of Faculty – copy of all handover notes (including those for their faculty) by Friday 4th June. JS/ES coordinators to prepare detailed notes describing achievements, recommended goals for the new year and relevant procedures or year tasks – saved in a folder on the server in the JS/ES section – Wednesday 9th June.

Signed: ________________________ Head of Section

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Heads of Faculty (Middle/High) Section Head (Junior/Elementa ry) Heads of Faculty Simon Thom Pass/leave for their successor (Section Head) Heads of Faculty (09-10), Claire or Robyn, Oscar.

Faculty Handbook - International School Ho Chi Minh, Vietnam

SUMMER CONTACT INFORMATION (SAMPLE) Name: ____________________________ Date From

Date To

Date: _____________________

Contact numbers (phone/email/mobile) or address

Time difference (from HCMC)

Date of return to Viet Nam: .............................................................................................................................. Contact in the case of emergency: Contact personâ&#x20AC;&#x2122;s name:

..............................................................................................................................

Contact address:

..............................................................................................................................

Contact phone numbers:

..............................................................................................................................

Contact email numbers:

..............................................................................................................................

Please give back to Bao Thy by Friday, June 4th. 125

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APPENDIX 14: INFORMATION FOR DEPARTING STAFF (SAMPLE) 649A Vo Truong Toan Street An Phu, District 2 Ho Chi Minh City, VIETNAM Phone: 84 8 898 9381 or 84 90 3812 865 Fax: 84 8 898 9382

Memo To: Date:

6th April, 2010

Re:

Information for Departing Staff

From:

Tony Shadwell, Business Manager

CC:

Human Resources, Accounting

Pages: 5

Urgent

For Review Please Comment

Please Reply

Please Recycle

•Comments: Dear ______, Mr. O’Maonaigh has informed me that you will not be renewing your employment contract with the school next year. Below I have highlighted some of the major issues that you should familiarize yourself with in order to facilitate a smooth transition from Ho Chi Minh City to your next destination. Please read this document carefully to avoid any potential problems. AIRFARES According to our records, your home of record is ______. It is school policy to provide a flight allowance that is equivalent to an economy class air ticket to your home of record. Your allowance has been calculated using quotations provided by School-approved travel agents (Eden Travel and Blue Sky) and the allowance amount is _____ inclusive of all taxes and surcharges. This is the total that the school will pay towards your air travel upon departure from the school, and covers quotations received flying on Vietnam, Thai, Qantas Airlines. Should you wish, you may simply book through one of the School-approved travel agents or airline and the School will pay them directly on your behalf. You will need to organize your own flight bookings/arrangements and complete a purchase order form if you would like the school to pay the travel agent/airline directly. Please liaise with Ms Mai (HR) and Ms Quyen (Purchasing) for direct payment by the School. Please note that if you choose to pay first and then seek reimbursement, normal reimbursement & payment rules apply, and in particular, if the ticket originates in Vietnam, the school must abide by the laws of Vietnam and the School can only refund you in Vietnamese currency. In addition, there are certain rules that apply for the documentation because the taxation authorities will only accept a red “tax invoice”: • The name of the supplier should be clearly indicated, along with its street address, phone number etc, along with the shop tax code. • The legal name of school should be used as follows: “International Education Corporation – (you must not use your own personal name). 126

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• •

The school address should be shown: 649A Vo Truong Toan, An Phu, Q2 The school tax code should be stipulated: 0 3 0 0 8 3 1 2 9 1.

If you have a legal dependant (partner/spouse/child) that is specifically covered under your employment contract (or amendment to contract), they are eligible for flight benefits “one year from the beginning of the employee’s new contract amendment period”. For example, if the amendment to contract specifically covers a dependant as from 1st August 2009, then the dependant(s) are eligible for flights in June/July 2010. Please refer to section 8.3 of the Conditions of Service document for further explanation of this policy. For covered dependants, the allowance is 75% of the stated adult air fare for children aged 2-12 at time of travel, and 10% of the adult air fare for children less than 2 years of age. You may choose to fly to a destination other than your home of record; however the following points should be noted: 1. The school will not provide cash for any unused portion of your allowance 2. The school may have some restrictions on multi-leg journeys (provided there are not multiple journeys/tickets to/from HCMC, then normally multi-leg journeys are ok). If your travel does not originate in Ho Chi Minh City (e.g. originates from Bangkok), the paperwork is somewhat more onerous. When sourced locally, the school is able to obtain the “red receipt” tax certificate which satisfies the local authorities. If not, the school will need to deduct 10% from the total amount as this will be charged by the tax authorities in Vietnam. Required documents are: 1. Photocopies of tickets. We need to also sight the original tickets. 2. Evidence of amount paid (official original receipt) You can obtain a refund for expenses incurred up to the allowance amount stipulated above. However, it is not possible to send monies offshore for payment of tickets. For tax reasons, you are encouraged to purchase air tickets through the School-approved travel agents to make sure that the “red receipt” will be properly provided as required by the tax authorities in Vietnam; and failure to supply sufficient evidentiary documentation will result in a 10% reduction to cover the ineligibility of the expense for tax purposes. WHEN TO PURCHASE TICKETS / TICKET AVAILABILITY Please be aware that the quotation received is valid at the time requested by the school. Prices can and do change depending on dates requested and seat availability. Also, flights are in high demand at the end of the school year. For these reasons, it is strongly recommended that you confirm booking arrangements within a week of receiving this memo if at all possible. School Policy in this regard is as follows: “Where seats are not available for the quoted price, the school may adjust the flight allowance; provided that requests for alterations are received within two weeks of the allowance calculation. Any alterations will be at the sole discretion of the Headmaster.” Employees that choose to secure arrangements at other times during the year (i.e. not immediately following the School’s allowance calculation) do so at their own financial risk. FREIGHT The school is contractually obliged to provide you with a freight benefit using a reputable service provider. Under the terms and conditions of your contract and the school policies in effect currently, the freight allowance is denominated in cubic meters. A quotation has been received from Logical Moves to move _____ to _____ for _____ and this is your total freight allowance. This allowance also covers quotations received from Saigon Van whose quotations were less than Logical Moves 127

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The allowance is gross sea freight door-to-door and is all-inclusive. This represents the maximum amount that the school will authorize for payment. The school does not cover any other fees (e.g. VAT, customs clearance, export taxes, cultural inspection fees and insurances); however any additional fees (if relevant) are normally covered by the shipping company. You may use an alternate shipper, and it is important that you feel comfortable with the people entrusted to move your personal belongings. However it should be noted that the school will not authorize payment to companies that are not registered in Vietnam. In practice, you may use any company you wish, provided that they are able to supply the school with the necessary government (red) VAT invoice. I have listed the main service providers for personal shipping below. •

Logical Moves – contact Huong Nielsen, phone 39257016 / 090 9779849 huong.nielsen@logicalmoves.net/ info@logicalmoves.net

•

Transpo International – contact Matt King, phone 3823 8757 / 090 333 9092 info.hcm@asiantigers-vietnam.com/ matt.king@asiantigers-vietnam.com

•

JVK – contact Rob Russell, phone 826 7655 / 090 3004 098 rob.russell@jvkmovers.com

•

Crown Worldwide – contact Jamie Rossall, phone 8 3840 4237 090 301 5444 / 903450901 jrossall@crownrelo.com

•

Santa Fe Movers – contact Philip Ziegler, phone 0906 911 388/ 3 933-0065, Ext: 818 philip.ziegler@santaferelo.com.vn

•

Saigon Van International Relocations – Steven Roelandts, Phone 0937 403 629/ 3 8403 629 steven@saigonvan.com

Please note that there are special requirements that need to be met if you are taking any artifacts, antique items, wooden furniture, copper or brassware. The removal specialist you choose will assist you with regard the completion of these formalities. I would urge you to bring any such items to the attention of the removal specialist at time of the initial consultation. The shipping agent will also advise you on all inspection matters including customs clearance formalities. EXCESS BAGGAGE Please note the following provision from the School’s Conditions of Service document (section 8.5): “It should be noted that this benefit is provided to assist teachers to bring with them, essential teaching resources and equipment that are needed to support classes at the beginning of each contract at the school, and shall not be provided for excess baggage incurred while on holiday. This benefit is considered to be a for-purpose benefit only, and cannot be applied against other costs such as personal freight. This benefit does not accumulate and has no monetary value whatsoever on final termination of employment.” 128

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Accordingly, there is no excess baggage allowance available for end of contract freight/flights. ACCOMMODATION Please provide your apartment/landlord with sufficient notice of departure date in order that they can arrange for meter readings, final billings (etc). You should inform Mr. Tang in the School’s Administration Department of your date of departure well in advance, in order that assets/inventories belonging to the School (if any) can be inspected and handed over in a timely manner. Riverside have requested 3 weeks to renovate apartments for new tenants arriving at the end of July, and for this reason Riverside tenants should arrange to vacate their accommodation before the end of June. The School’s Conditions of service document states: 8.10

Accommodation in the Final Year of Employment The School expects that Employees in their final year of employment will depart from Vietnam shortly after the academic year is complete. On final termination, Employees are required to vacate any serviced apartment or other School-provided accommodation on or before June 30th. The School does not undertake to provide accommodation in the month of July; nor will the School be responsible for the payment of any accommodation-related costs that may be incurred by an employee that chooses to stay in Vietnam longer than June 30th.

Under special circumstances, it may be possible to stay longer, and this will be assessed on a case-bycase. FINAL SALARY So long as all expenses (phone/fax etc) are settled prior to the end of May, your June and July salary payment will be paid a few days before the end of the school year at the same time as all other expatriate staff, normally three working days before the end of the academic year. It is therefore expected that your final salary will be paid by the School by Wednesday 9th June. With regards the closing down of bank accounts, it might be prudent to provide advance instructions to your bank to transfer all available funds to a nominated account overseas immediately after the salary funds are received. TAXATION Your employment income at ISHCMC has been taxed under the Viet Nam tax laws and all taxes have been remitted to the appropriate authorities. If you would like a tax clearance certificate, please send a written request to the school’s Chief accountant, Ms. Lam Minh Nguyet chief_accountant@ishcmc.edu.vn and if you need this certificate for your own home country tax declarations, you must stipulate the exact dates required. Please provide any such request before the end of April to allow time for preparation. WORKING PERMITS & POLICE RECORD Immigration laws of Viet Nam require the return of working permits issued to expatriate employees immediately on their departure from the country. You are therefore requested to ensure that your 129

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working permit, if in your possession, is returned to Mr. Tang before the end of the school year. A Criminal Police Report for the duration of your residence in Vietnam will be provided upon the request of each individual. If you need this report, you must complete an application form and provide it (together with your passport) to Mr. Tang before the end of April, 2010. In general, the formal process of criminal police report will take 45 days. AIRPORT TRANSPORT The School may be able to arrange for your transport from your apartment to the airport, depending on availability. Please contact the transportation officer, Ms. Diem, for booking arrangements. FORWARDING ADDRESS / MAIL Please remember to leave you forwarding residential and mailing addresses with Ms. Bao Thy, along with a permanent e-mail contact. You should also ensure that all other organizations are notified of your forwarding contact details (bankers, insurance, subscriptions, member organizations etc). The School will take responsibility for ensuring the forwarding of your mail until October 31st 2010, provided that a forwarding address is supplied to Ms. Bao Thy. I trust this information will be of assistance to you, and should you have any specific questions regarding any of the above, or any other matter relating to your departure, please do not hesitate to contact me directly. Yours Faithfully, Tony Shadwell BUSINESS MANAGER

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APPENDIX 15: INFORMATION FOR RETURNING STAFF (SAMPLE) 649A Vo Truong Toan Street An Phu, District 2 Ho Chi Minh City, VIETNAM Phone: 84 8 898 9381 or 84 90 3812 865 Fax: 84 8 898 9382

Memo To: Date:

From: 9th June, 2010

Re: Information for Returning Staff Urgent For Review Please Comment

Tony Shadwell, Business Manager

CC: Human Resources, Accounting Pages: 3 Please Reply

Please Recycle

•Comments: Dear ______, Mr. O’Maonaigh has informed me that you will be returning to the school next year. Below I have highlighted some of the major issues that may affect you over the summer break; and I would ask that you read this document carefully to avoid any potential problems. AIRFARES According to our records, as at August 2010 you will have been employed with the school for __ years. This entitles you to an “allowance that is equivalent to a round trip economy class air ticket” to your home of record based on the cheapest quotations provided by School-approved travel agents (Eden Travel and Blue Sky) flying on a full service airline. Your home of record (for airfare purposes) is ____, and the allowance provided to you (inclusive of all taxes/surcharges) amounts to USD___. This is the total allowance that the school will pay towards your air travel, and covers quotations received flying Eva Airlines, Cathay Pacific, Vietnam Airlines. Should you wish, you may simply book through one of the School-approved travel agents or airline and the School will pay them directly on your behalf. You will need to organize your own flight bookings/arrangements and complete a purchase order form if you would like the school to pay the travel agent/airline directly. Please liaise with Ms Mai (HR) and Ms Quyen (Purchasing) for direct payment by the School. If you choose to pay for the ticket yourself and seek reimbursement, please ensure that you closely adhere to the rules for local purchases, and in particular you must ensure that the red government invoice is obtained in the legal name of the school * The legal name of the school: The International Education Corporation (IEC) * The school address: 649 A Vo Truong Toan Street, An Phu Ward, District 2, HCMC * The tax code: 0300831291 131

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Please also note that all purchases within Vietnam will be reimbursed in VND cash, regardless of the currency used to purchase the tickets. If you have a legal dependant (partner/spouse/child) that is specifically covered under your employment contract, they become eligible for flight benefits “one year from the beginning of the employee’s new contract amendment period”. For example, if the amendment to contract specifically covers a dependant as from 1st August 2009, then the dependant(s) are eligible for flights in June/July 2010. Please refer to section 8.3 of the Conditions of Service document for further explanation of this policy. For covered dependants, the allowance is 75% of the stated adult air fare for children aged 2-12 at time of travel, and 10% of the adult air fare for children less than 2 years of age. You may choose to fly to a destination other than your home of record; however the following points should be noted: 3. The school will not provide cash for any unused portion of your allowance. 4. The school may have some restrictions on multi-leg journeys (provided there are not multiple journeys/tickets to/from HCMC, then normally multi-leg journeys are ok). If your travel does not originate in Ho Chi Minh City (e.g. starts in Bangkok), the paperwork is somewhat more onerous. When sourced locally, the school is able to obtain the “red receipt” tax certificate which satisfies the local authorities. If not, the school requires: 1. Photocopies of tickets. We need to first sight the original tickets, and the originals must be returned to the School once used. Failure to do so will result in the tax amount (currently 10%) being deducted from salaries. 2. Evidence of amount paid (official original receipt) – the ticket is not considered to be sufficient evidence by the Vietnamese authorities of the amount actually paid. It is possible to obtain a refund for expenses incurred up to the allowance amount stipulated above. However, it is not possible to send monies offshore for payment of tickets. In all cases, you are required to provide official original tickets, ticket stubs, boarding passes and receipts once they are used and you are encouraged to purchase air tickets through the shool approved travel agents to make sure that the “red receipt” will be properly provided as required by the tax authorities in Vietnam. For tax reasons, you are encouraged to purchase air tickets through the School-approved travel agents to make sure that the “red receipt” will be properly provided as required by the tax authorities in Vietnam; and failure to supply sufficient evidentiary documentation will result in a 10% reduction to cover the ineligibility of the expense for tax purposes. WHEN TO PURCHASE TICKETS / TICKET AVAILABILITY Please be aware that the quotation received is valid at the time requested by the school. Prices can and do change depending on dates requested and seat availability. Also, flights are in high demand at the end of the school year. For these reasons, it is strongly recommended that you confirm booking arrangements within a week of receiving this memo if at all possible. School Policy in this regard is as follows: “Where seats are not available for the quoted price, the school may adjust the flight allowance; provided that requests for alterations are received within two weeks of the allowance calculation. Any alterations will be at the sole discretion of the Headmaster.” Employees that choose to secure arrangements at other times during the year (i.e. not immediately following the School’s allowance calculation) do so at their own financial risk. 132

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EXCESS BAGGAGE An allowance of up to ten (10) kilograms of excess baggage charges is provided once in each contract period and will be reimbursed upon presentation of appropriate, sufficient evidentiary documents. The total amount reimbursed may not exceed the cost of transporting 10 kilograms from your home of record, up to a maximum of $___. Please note the following information from the School’s Conditions of Service document (section 8.5): “It should be noted that this benefit is provided to assist teachers to bring with them, essential teaching resources and equipment that are needed to support classes at the beginning of each contract at the school, and shall not be provided for excess baggage incurred while on holiday. This benefit is considered to be a for-purpose benefit only, and cannot be applied against other costs such as personal freight.” VISAS Please check the validity date of your multiple entry visa to ensure that it is still valid for your re-entry into Vietnam in July/August. If you are unsure, please contact Human Resources for clarification/guidance. ACCOMMODATION It is advisable to inform your apartment landlord for any necessary arrangements over the summer break – date of departures and expected date of arrival, along with access/cleaning/maintenance instructions. SALARY Your salary payment of June and July will be paid out of the school bank account a few days before the end of the school year, normally three working days before the end of term. It is expected then that salaries will be paid by the School on Wednesday, June 9 2010. UTILITIES ALLOWANCE The utilities allowance for June and July will also be paid on the same day – i.e. Wednesday, June 9, 2010. CONTACT ADDRESS / MAIL Please remember to leave your contact residential and mailing addresses with Ms. Bao Thy, along with a permanent e-mail contact, in the event that it is necessary to contact you for any reason. I trust this information will be of assistance to you, and should you have any specific questions regarding any of the above, or any other matter relating to your holidays or return to school, please do not hesitate to contact me directly. Yours faithfully,

Tony Shadwell BUSINESS MANAGER 133

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APPENDIX 16: ORDERING PROGRESS 1. Purchase Order and Work Order to be delivered to Purchasing Secretary: • delivered in person • left in pigeon hole • delivered by email 2. Purchasing Secretary to submit them to the Headmaster for signature. 3. Purchasing Secretary to create data base (including: date received, date transferred, to whom transferred, follow up date, completion notification date). 4. Purchasing Secretary to give Work Order to Mr Tang, Purchase Order to Mr Dong, IT equipment to IT Manager, Photocopy requirements to Mr Thang, Cleaning materials to Mrs Xuan etc. 5. Supplier to deliver items to who every requested the order, PO and receipt to be checked by Purchasing Secretary. 6. Purchasing Secretary to transfer original Purchase Order and receipt to Accountant for payment.

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APPENDIX 16A: PURCHASING REIMBURSEMENT 649A Vo Truong Toan Street An Phu, District 2 Ho Chi Minh City, VIETNAM Phone: 84 8 898 9381 or 84 90 3812 865 Fax: 84 8 898 9382

Memo From: Tony Shadwell

To: Cc:

All Expatriate Employees Human Resources, Accounting Department

Re:

Professional Development and Contractual Flights Allowances and Reimbursements

Date:

20th April, 2010

Dear All, All expatriate employees seeking reimbursement should incur the lowest reasonable travel expenses and exercise care to avoid impropriety or the appearance of impropriety. Reimbursements are only permitted when the expense(s) have not been, and will not be, received from other sources. This memo serves to highlight certain new policies and procedures that take effect in the current academic year, as regards the reimbursement of reasonable and necessary expenses incurred in connection with Professional Development and Contractual Flights stipulated in the Conditions of Service (CoS) document. 1. PROFESSIONAL DEVELOPMENT ALLOWANCE & PAYMENT/REIMBURSEMENT 1.1 Professional Development Allowance A total Professional Development pool is provided each year which is calculated by allowing for $1,000 for each fulltime teacher each year. In general, this $1,000 PD allowance is provided to every teacher that applies for their entitlement on or before the given application dates in the academic year in which it relates. After this date, the remaining pool is available for use within the framework of the staff development priorities and in accordance with section 8.14 of the Conditions of Service document. There are three basic categories of Professional Development stipulated in section 8.14 of the CoS document as the following: PD Categories Reimbursed Expenses At the Request of the Registration Fees Headmaster Airfares Hotel accommodation Transportation fees Meals At the Request of the Registration Fees Employee Airfares Hotel accommodation Transportation fees Meals

Note The school will pay for the air ticket and course fees directly. Professional Development Application for this allowance must be received by January 15th in any given academic year. Flights may be arranged through the schoolapproved travel agents (optional).

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Discretionary Professional Development

Registration Fees Professional Development Application for this Airfares allowance is received by March 31st in any given Hotel accommodation academic year. Transportation fees Meals All expenses are claimed back from the school upon presentation of sufficient valid receipts. This money, which may be incurred in any currency, is refunded at the official exchange rate in VND cash. 1.2 Payment/Reimbursement for Professional Development It is the responsibility of the Employee to supply appropriate and sufficient evidentiary documentation to support the costs relating to Professional Development. Original documents are required for all expenses, particularly online bookings that are not separately supported by official tax invoices/receipts will be subject to a 10% deduction. Expenses Registration Fees

Airfares Purchased in Vietnam

Documents For Reimbursement Course Registration Invoice

Note For tax reasons, the invoice must indicate the legal name of school “International Education Corporation (you must not use your own personal name).

Quotation from travel agent The information of name, street address and Red receipt/tax invoice for the price tax code of the agent; the legal name of paid for the ticket school “International Education Corporation”, (address 649A Vo Truong Toan, An Phu, Q2) and school tax code 0300831291 should be clearly indicated on the red tax invoice. Where employees make flight arrangements online1, and/or do not provide an official government tax invoice / red receipt, the School will deduct 10% from the payment to the Employee.

Purchased outside Vietnam

Hotel

Original Travel Agent & Airline documents Evidence of receipt/invoice for the price paid for the ticket. Original ticket stub or colour e-tickets (in case of e-booking) Boarding passes for all legs of the journey Evidence of receipt/invoice for the For tax reasons, the invoice must indicate

Where Teacher makes online flight booking, an invoice/receipt must be provided as appropriate (e.g. print out the invoice/receipt in colour and copy of e-ticket).

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accommodation

price paid for accommodation.

the

hotel the legal name of school “International Education Corporation (you must not use your own personal name). Meals Normal meal receipts. If in Vietnam, If in Vietnam and for tax reasons, the this should be approved by a red invoice must indicate the legal name of official invoice. school “International Education Corporation (you must not use your own personal name). Transportation fees Normal Bus/Taxi/Metro fare receipts A reasonable amount. 2. CONTRACTUAL FLIGHT ALLOWANCES & PAYMENT/REIMBURSEMENT 2.1 Contractual Flight Allowances An air flight allowance is provided to Overseas Hired Expatriate Employees upon initial appointment, at time of extension to contract, each year after the initial two-year contract and upon final departure from the School in accordance with the term 8.3 of the CoS document. Flight allowances are calculated to/from international airport destinations only. Internal domestic flights will not be considered. No refund credit or transfer is available for any unused portion of the flight allowance; and it is intended that the allowance be used for purpose, at one time only (not for multiple flights at different times). Flight Allowances Initial Appointment

Annual Leave

Reimbursed Expenses Airfares Transportation fees Courier fees Visa charges Notarization fees Excess Baggage(*)

Home Airfares Excess Baggage(*)

Note The School shall provide a cheapest one-way economy class air ticket from the Teacher’s departure location (which must be a nearest international airport of departure location) to Ho Chi Minh City in accordance with term 8.3.1 of the CoS document. The Employee is required to provide quotations to the School to receive pre-approval, prior to payment for the ticket. Eligible Employees will be provided with an allowance that is equivalent to a round trip economy class air ticket to the Employee’s Home of Record in accordance with term 8.3.2 of the CoS document. Where an Employee chooses to travel to a location other than their “Home of Record”, the School will pay for one ticket originating in Ho Chi Minh City and finishing in Ho Chi Minh City (multiple tickets are not allowable) up to the calculated allowance. Travel inside Vietnam is not permitted, no other expenses will be allowed and a 10% deduction will be made if the employee does not provide sufficient evidentiary 137

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documentation for tax purposes. Excess baggage requires the express written approval of the Headmaster and is provided to assist Teachers to bring with them, essential teaching resources and equipment that are needed to support classes at the beginning of each contract at the school, and shall not be provided for excess baggage incurred while on holiday. Airfares The School shall provide an allowance equivalent to an End of Final Excess Baggage(*) economy class air ticket from Ho Chi Minh City to the Contract Teacher's home of record at the end of the final contract in accordance with term 8.3.4 of the CoS document. (*) In addition to the baggage allowance authorised by the airline ticket(s), the School will reimburse up to ten (10) kilograms of excess baggage (up to a maximum of $300) upon presentation of appropriate, sufficient evidentiary documents. Please refer the term 8.5 of the CoS document for the details. 2.2 Payment/Reimbursement for Contractual Flight Allowances Initial Appointment Upon your arrival into Vietnam, you will be required to present sufficient evidential documents for all expenses you have incurred in order to get here. Expenses Airfares

Documents For Reimbursement Quotation from travel agent Evidence of receipt/invoice for the price paid for the ticket. Original ticket stub or colour e-tickets (ebooking), Boarding passes for all legs of the journey

Transportation fees

Normal Bus/Taxi/Metro fare receipts

Courier fees

Normal courier receipts

Visa charges

Normal visas charges receipts

Notarization fees

Normal notarisation charges receipts

Excess Baggage

Normal excess baggage receipts

Note The school will pay, on a refund basis, a single journey (one-way) ticket, travelling in the most direct route between Teacherâ&#x20AC;&#x2122;s Home of Record and Ho Chi Minh City.

Up to 10kg (up to a maximum of $300). Must be used for-purpose and cannot be applied against other expenses.

Important notes: The school will not reimburse the medical costs incurred overseas before departure and the accommodation incurred on any stop over. Annual Home Leave and End of Contract The Employee shall be responsible for all personal travel arrangements through an Airline or authorized 138

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Travel Agent. And in all cases, it shall be the responsibility of the Employee to obtain sufficient and appropriate evidentiary documentation (in particular the Tax Invoice/Receipt) where this cannot be readily obtained by the School. Expenses Airfares Purchased in Vietnam

Documents For Reimbursement

Note

Quotation from travel agent The information of name, street address Red receipt / tax invoice for the price and tax code of the agent; the legal name paid for the ticket of school “International Education Corporation”, (address 649A Vo Truong Toan, An Phu, Q2) and school tax code 0300831291 should be clearly indicated on the red tax invoice. It should be noted that a 10% deduction in the allowance may apply where travel does not originate in Ho Chi Minh City or/and where employees make flight arrangements online, and/or official tax invoice / red receipts are not supplied.

Purchased outside Vietnam

Excess Baggage

If your travel does not originate in Ho Chi Minh City there may be a deduction of 10%, depending on the ruling of the taxation officials.

Up to 10kg (up to a maximum of $300). Must be used for-purpose within the contract period and cannot be applied against other expenses. No excess baggage is provided on final departure, and this benefit has no monetary value whatsoever on departure.

For flights originating in HCMC, the school can arrange to make payments directly to the travel agent/airline, provided that the normal requirements for payment processing are satisfied (i.e. purchase order completed, VAT invoice obtained etc.). Alternatively, Employees may obtain reimbursement of expenses; upon presentation of sufficient and appropriate evidentiary documentation (ensure no erasement or hand-writing on formal receipts). For tax reasons, if an Employee chooses to travel to a destination other than their Home of Record (in other words a destination not considered to be “home leave” according to the tax laws in Vietnam) and/or chooses to make flight arrangements online, and/or does not provide an official tax invoice/receipt and used boarding passes, the School will deduct 10% from the payment to the Employee. Claims that are not supported by appropriate and sufficient evidentiary documentation may not be eligible for 139

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reimbursement. No advance payments for this benefit will be provided. An employee that chooses to secure arrangement at other times during the year (i.e. not immediately following the Schoolâ&#x20AC;&#x2122;s allowance calculation) does so at his/her own financial risk. Please be aware that the quotation received is valid at the time requested by the school. Prices can and do change depending on dates requested and seat availability. Also, flights are in high demand at the end of the school year. Therefore, where seats are not available for the quoted price, the school may adjust the flight allowance; provided that requests for alterations are received within two weeks of the allowance calculation being provided to staff. Any alterations will be at the sole discretion of the Headmaster. I trust this information will be of assistance to you, and should you have any specific questions regarding any of the above, please do not hesitate to contact me or Human Resources. Yours faithfully,

Tony Shadwell BUSINESS MANAGER

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APPENDIX 17: TIMELINE FOR IMPORT ORDER

Deadline September

Action Forecasts of student intake and class distribution

October October October

Resource requests from teachers to Heads of Faculty Resource requests from Heads of Faculty to Headmaster / General Director Initial overall predicted budget allocation for resource

November November December January

Revision of budget allocation based on requests Budget allocation for individual faculties. Revision of resource requirements to fit budget Write up of general import order.

February

Submission of orders for quotes to supplies (quotes in country of origin currency only) Revision of resource requirements based on quotes Submission of revised orders and request for firm estimates of total shipment cost, advice on procedure to suppliers. Firm quotes to be obtained Contracts in English and Vietnamese based on Estimates (3 or 4 copies required)

March March

March

March April April April

May

August

September

Courier of contracts to suppliers for company stamp and signature (each page stamped and signed) Receipt of stamped signed contracts Review of orders and liabilities Contact local government bodies for import permits and other documents such as:: • Department of Education & Training • Department of Information & Culture • Department of Trade and Commerce • Customs Bureau • Service & Consultant suppliers • Other bodies to streamline all formalities Lodgment of import contracts with: • Department of Education & Training • Department of Information & Culture • Department of Trade and Commerce • Customs Bureau • Other bodies for permits and permit adjustment (if any) Delivery and receipt of resources

Summary report and review on the previous school year’s import procedure to assess experiences as well as to correct any shortcomings and / or mistakes

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Responsibility Headmaster / General Director Business Manager Admissions Officer

Headmaster Chief Accountant Business Manager Finance Management Team Finance Management Team Finance Management Team Headmaster / General Director Operation Manager Headmaster / General Director Operation Manager Finance Management Team Headmaster / General Director Chief Accountant Operation’s Manager Headmaster / General Director First Deputy General Director Admin. Department Headmaster / General Director Operation’s Manager Finance Management Team Finance Management Team First Deputy General Director

First Deputy General Director Admin. Department Chief Accountant

First Deputy General Director Chief Accountant Operation’s Manager Admin Department Librarian Finance Management Team

Faculty Handbook - International School Ho Chi Minh, Vietnam

APPENDIX 17A: INSTRUCTIONAL BUDGET/ ORDERS AND PROJECTED REPLACEMENT INVENTORY FOR SCHOOL YEAR 2010 – 2011

Memorandum To: Cc:

Heads of Section, Curriculum and Instructional Leaders All Faculty Tony Shadwell, Business Manager Purchasing Assistant From: Sean P. O’Maonaigh Headmaster/ General Director Date: 12th October, 2009 Re: Instructional Budget / Orders and Projected Replacement Inventory for school year 2010 – 2011

The aim of the budget / ordering process is to define resource needs to enhance the effective delivery of the curriculum. Given delays in preparation of orders (including translation), shipping and requirements of Vietnamese law it is necessary to commence the ordering process early to ensure delivery of resources by the start of next school year. Please liaise directly with Ms. Quyen, Purchasing Assistant for assistance in the preparation process. Needs Assessment As each Head of Faculty/Subject Co-ordinator/Teacher sets about considering the needs (e.g. curriculum) for school year 2010 – 2011, it is presumed that the process is based on a needs assessment and that all orders for texts and other academic materials are planned strategically and that resources are essential materials for instruction of the programmes offered. Individual teachers should check available resources, textbooks etc. in the Library before placing new orders and to discuss the orders with the Librarian to ensure suitability and avoid duplication. Heads of Faculty and Subject Coordinators should also liaise with IB Coordinators (IBDP, IBMYP and IBPYP) to align resources with programmes and with Heads of Section, who will check orders for approval. Textbooks / classrooms resources Catalogues are available in the Library. We have requested that suppliers provide these to us as soon as possible. However, there will be inevitable delays. In general, we should receive most new catalogues by January. Although we are starting the process now there should still be time to review orders before they are dispatched in February. Please note that the catalogues from Fahasa locally are available separately. It is not unreasonable to presume class sizes of 24 to ensure a correct supply of materials. Please bear in mind that the ordering of “single copies for teacher use” of a book will need to be justified. In recent years many such orders have been placed, however in some cases the books have been left unused in the Library. In addition, such references should be less necessary as the school moves to the use of more internet based resources. 142

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Library Resources Library materials are ordered at the same time as the main subject orders. Requests for library books, publications, periodicals, videos, CDs) should be passed to the Librarian for compilation. It is important that orders for materials are not duplicated, so please discuss such orders with the Librarian. All material requested for purchase should be curriculum related and will become part of the Library Resources. IT Resources IT material/ hardware/ software should be ordered in consultation with the IT Department. This material will also become part of the Library Resources. Please be aware that there is a minimum 3 year replacement policy for IT hardware and all purchases will be made within the context of a Three Year Technology Plan. Classroom Equipment/Furniture General equipment, and furniture is ordered through the Heads of Section and / or Heads of Faculty / Subject Coordinators as a component within school-wide line items of a capital budget. This assists in facilitating a school-wide usage of equipment and in ensuring that new equipment is purchased and allocated where it is most needed. Costs Please bear in mind that the actual costs in most cases will be higher than the stated catalogue prices, depending on the date of the catalogue in use. Provide for a margin of error in this respect – approximately 10% is not unrealistic. Given the cost factors and experience with delivery, it is recommended that we order as much as possible from companies in Australia. Local purchasing Please check local suppliers and bookshops to see if suitable materials are available at a more competitive price here in Vietnam. Some faculties should also submit a specific budget for local purchase of consumable materials and expenditures e.g. Visual Art, Science, PE. Once approved specific purchase orders for these items will need to be submitted in June/July 2010 or on an as needs basis, COMPLETION OF FORMS Forms are completed by Teacher and by Curriculum/ Instructional Leaders and/or Heads of Section. This helps to ensure that sufficient and adequate resources are ordered throughout the school. If it is necessary to cut back on the orders within any category submitted then this will be done according to faculty recommendations and requests, rather than by Administration deciding arbitrarily. • The order forms are provided on network (Path: \\Folders\whole school\Budget) (excel format). Please copy the file, and then rename the file with your name in the filename. • There are separate orders forms for the UK, USA, Australia, and Local Orders in VND. • Please insert the Teacher name by timetable code. This enables the School to track status of deliveries according to Teacher or Section. • Please insert the account code in the first column for the items/ academic cost (these account codes are as per the back page of the School’s Purchase Order/Work Order document). • Ensure that the company address is included, including telephone and fax numbers for each item. • Each line item must have the correct compulsory code allocated – Library Resources, Books, Library Books, Furniture, IT Hardware/Software, Material/Equipment, Inventory. These codes are important and need to be accurate to ensure the smooth processing at Customs. • Please check that all sections/fields have been completed. These forms will be merged so it is important that care be taken to complete the spreadsheet completely and accurately. • Hard copies should be printed and authorization obtained from the appropriate Head of Section. 143

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â&#x20AC;˘

A Hard Copy of the final approved order should be forwarded to Ms Quyen and the soft copy should be saved to the relevant folder on the network. The deadline for submission to Ms Quyen is Friday 27 November 2009. After this date, all the folders will be removed.

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APPENDIX 18: POLICY ON EMAIL ETIQUETTE Purpose: Email is provided to staff and teachers in School for primarily professional purposes only i.e. to communicate with colleagues, students and parents on matters relating to school curriculum. Policy Statements: Email is best used to communicate and exchange factual information, make appointments, ask questions about policy, and report concerns to a supervisor or responsible individual directly. Email is not a medium that is meant for discussion of issues of any kind in an emotive manner. • Messages will be answered within 24 hours. • Email system will not be abused by inundating users with reading material, but rather will be used when material is time-sensitive. • When emotional issues arise, email will not be used to express such concerns. The telephone will be used or an appointment to meet in person will be arranged. The tone of a message will be respectful and professional at all times. • Only those people who have a need to know specific information will be cc copied. Complicated problems will be resolved through personal conversations, either in person or by telephone. Cc will be used sparingly and email will not be used as a “broadcast” or forum discussion device. • Use of group e-mail should only be used when communicating information specifically relevant to the whole group. • All school communications of a professional nature being send out of school to parents or organizations must be proof read and approved by the Head of Section. • School email or mailing lists generated from within the school will not be used for commercial purposes or the sending of large non-business files. Considerations for implementation: • If it's unethical in real life, it's unethical in cyberspace e.g. do not send copies of a letter to others without the author's permission. Do not use profanity and be careful if sending images and jokes. • It's About People, Not About Machines. Although you are using a machine to send the message, remember there is a thinking, feeling person on the receiving end. Put yourself on the receiving end of the email you are about to send. How would you likely react to it? If you would react negatively, you probably don't want to send it. Good policy is never react immediately to an email that upsets you. Take some time to let it settle and respond later. In this way you are much less likely to regret something you've written. So often we all receive e-mail messages where there is no way to gauge the tone of the message, and misunderstandings are rampant. • Adhere to the Same Standards of Behavior Online That You Follow in Real Life. In real life, most people are fairly law-abiding, either by disposition or because we're afraid of getting caught. In cyberspace, the chances of getting caught sometimes seem slim, however, systems are being increasingly monitored. And, perhaps because people sometimes forget that there's a human being on the other side of the computer, some people think that a lower standard of ethics or personal behavior is acceptable in cyberspace. • Respect Other People's Time. Be sure of your audience. It's so easy with email to send a message to a crowd of people (broadcasting). That takes everyone's valuable time. • Remember, just because you are sitting at your computer, doesn't mean your recipient is. Just because you're in a hurry to receive a reply doesn't mean your recipient is in the same hurry. - an emergency to you isn't necessarily an emergency to someone else. • Because it's so easy to send a copy to someone or a group of people, we do so without thinking about what importance it may have for the receiver. Ask yourself if it is truly important to send the message to each individual on your list: if the answer is maybe not, don't send it. • Make Yourself Look Good Online. Like it or not, we are all judged by our communication skills. Remember, this is a school. Any communication that emanates from the school's email server is a reflection of the school, its faculty, staff and students. Take care to present yourself well communicating with concise and proper language. Remember that speed is often the enemy of clarity. • Be sure of your message, be sure of your facts. Email makes the spreading of rumors and dubious facts easier than ever. Please do not add to the amount of misinformation that overwhelms us each day. 145

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APPENDIX 19: ACADEMIC HONESTY POLICY We, as a school, value honesty and academic integrity. We encourage all students to conduct themselves in a responsible way. In this spirit, we expect all students to avoid malpractice. The school believes that instruction in academic and personal honesty is a fundamental part of a studentâ&#x20AC;&#x2122;s education. Honesty and integrity are basic, desirable character traits as recognised in our Code of Conduct and The IB Learner Profile. Academic dishonesty is generally defined as cheating or creating a false impression of oneâ&#x20AC;&#x2122;s work and performance. It is expected that students will demonstrate academic honesty at all times as outlined in school policy. Each student is asked to sign of this policy on enrolment at the school. Academic Honesty Policy in High School Consequences of Academic Dishonesty in High School There are very serious consequences levied by the Cambridge International Examinations, International Baccalaureate Organization and other boards for dishonesty. Students found to have submitted plagiarized or dishonestly produced academic work assessed by IBO will fail to receive a grade in the subject concerned, and will fail to receive an IB diploma as a result. It should be noted that external regulations and subsequent consequences will apply in conjunction with internal school sanctions. At ISHCMC, we take this matter very seriously, too. Therefore, we will teach students how to avoid academic dishonesty through teaching them the use of the Modern Languages Association (MLA) format for crediting sources. We expect students who are in violation after this instruction to face serious consequences. High School students found to have committed academic malpractice will result in teachers imposing the following internal sanctions: First Instance: Any work produced dishonestly will be penalized and will receive a mark of zero for the plagiarized section(s) of the work. The issue will be handled by the teacher concerned, with notification of the violation sent to the Head of High School and a letter will be sent to the parents explaining the consequences of any further academic dishonesty. The piece of work will need to be resubmitted to a satisfactory standard. No additional marks will be granted. Second Instance: Any work produced dishonestly will be penalized and will receive a mark of zero for the work as a whole. The teacher will provide notification of the violation to the Head of High School. The student will meet with the Head of High School. The school will notify parents and provide them with a copy of the malpractice report. Students/Parents will be informed of the consequences for this and any further malpractice. The piece of work will need to be resubmitted to a satisfactory standard. No additional marks will be granted. A record of the malpractice will be kept on file for 12 months. Third Instance: Any work produced dishonestly will be penalized and will receive a mark of zero for the work as a whole. The student and parent(s) will meet with the Head of High School. The student will also serve a one-day internal suspension from classes, losing all credit for work during the suspension, as well as receiving a zero for the work. The piece of work will need to be resubmitted to a satisfactory standard. No additional marks will be granted. A permanent record of the malpractice will be kept on file. Fourth Instance: The student will face a three-day suspension from school and the consequences 146

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attached to that, as well as receive a zero for the work. The work must be resubmitted. A permanent record of the malpractice will be kept on file. Academic Honesty Policy in Middle School At ISHCMC we use MLA (Modern Languages Association) style to identify our sources of information. MLA references can be generated by going to www.easybib.com. Other resources for being academically honest can be found on our OLC course, “Learning Tools.” It is expected that students will demonstrate academic honesty at all times as outlined in school policy. Each student is asked to sign an acknowledgment of this policy. Consequences of Academic Dishonesty in Middle School: First time: The teacher will explain through verbal and/or written feedback why the student’s work is inappropriate, and the student will be required to redo the work until that work meets the criteria for honest work. Second time: A note will be placed in the student’s planner by the subject teacher, explaining to the parents that the child is having difficulty with Academic Honesty. The work will need to be resubmitted, looking for improvement following the feedback and support given by the teacher. The student will also be required to complete a Student Reflection Sheet, which will also contain a section for feedback from the student’s parents. The overall grade for the work submitted may be reduced at the discretion of the teacher. Third time: The student will be referred to the Head of the Middle School who will determine further consequences. These consequences may include detention or suspension.

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APPENDIX 20: UPDATED INFORMATION OF PERSONAL INCOME TAX (PIT) 649A Vo Truong Toan Street An Phu, District 2 Ho Chi Minh City, VIETNAM Phone: 84 8 898 9381 or 84 90 3812 865 Fax: 84 8 898 9382

Memo To:

All Expatriate Employees

From: Tony Shadwell

Cc:

Accounting Department, HR

Date:

Re:

Updated Information of Personal Income Tax (PIT)

3rd September, 2010

Dear All, To bring ISHCMC in line with market trends in Vietnam, the latest Conditions of Service document stipulates that the salaries will be calculated on a gross basis as from 1st August 2010, meaning that the PIT due is calculated on this gross amount and remitted to the Vietnamese government; and the remainder is remitted to individual employees. The calculation for PIT is particularly difficult in this current academic/financial year because: 1. Some items are stipulated in gross actually (and PIT then calculated definitively thereon) 2. Some items are stipulated in gross notionally, but with a guaranteed net amount to be paid for this year only. 3. Some cash payments are stipulated in VND (utilities allowance), while most others are stipulated in USD. 4. Some people receive a cash benefit for accommodation, while others receive a direct housing benefit â&#x20AC;&#x201C; the treatment for these are significantly different when calculating the gross compensation for PIT purposes. 5. The tax tables for PIT in Vietnam tend to assume one uniform treatment for PIT (either net or gross), and the schoolâ&#x20AC;&#x2122;s compensation system does not easily fit within the current framework. There are various regulations that the School attends to on behalf of employees, however there are some regulations that require direct employee input (such as statutory declarations of worldwide income). The School will inform all employees of the necessary legal procedures that need to be completed, as and when required. For those that are interested, an extended explanation of the formal process of PIT registration, declaration and finalization, along with the PIT rates, are provided in the attached Appendix I. Yours Faithfully, Tony Shadwell Business Manager 148

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APPENDIX 20A: TAX REGISTRATION, DECLARATION AND FINALISATION Assignments

Employer

Employee

Tax Registration

Collate all the declarations from each individual and lodge them with the Tax Office.

Monthly Tax Deductions and Declaration

Calculate and deduct tax payable amount from employees’ salary on the basis of the scale of progressive tax tariff; and pay to Tax Office on the employees’ behalf.

Yearly Tax Finalization

Prepare a declaration of PIT finalization form and send to each individual.

Fill in PIT Registration Form Provide a copy of passport

Double-check the amount of taxable income, tax payable, amount of tax withholding or refunding if any.

Important Note: In general, the time-limit for lodging documents of tax finalization shall be no later than the 90th day after the end of the western calendar year (normally, prior to the end of February). An expatriate employee must conduct tax finalization on termination of his/her contract to work in Vietnam and before exiting Vietnam. BASIS FOR ASSESSING TAX ON INCOME BEING SALARY Taxable income being salary shall be fixed as the total amount of salary, remuneration and other income in the nature of salary receivable by employees from employers in monetary or non-monetary forms, and comprising: • •

Salaries and benefits. Allowances, inclusive of responsibility stipends, utilities allowance, accommodation allowance, and accommodation supplement. Bonuses, including one-off bonuses.

•

Taxable income is calculated at the time when the employer pays the salary to the employee. The scale of progressive tax tariff on each portion of income shall apply to income being salary as follows: Tax Bracket

Portion of Annual Assessable Income (million VND)

Portion of Monthly Assessable Income (million VND)

Tax Rate (%)

Up to 60

Up to 5

Over 60 to 120

Over 5 to 10

Over 120 to 216

Over 10 to 18

Over 216 to 384

Over 18 to 32

Over 384 to 624

Over 32 to 52

Over 624 to 960

Over 52 to 80

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Over 960

Over 80

PIT payable = (Taxable income â&#x20AC;&#x201C; Deductions*) x Tax rate (NB: * deductions for family circumstances (4 million dong for own taxpayer and 1.6 million dong for each registered dependant), Deductions for contributions to charitable, humanitarian or study funds, deductions for state compulsory health insurance). Taxable income must be calculated in Vietnamese dong. If taxable income is receivable in foreign currency, then it must be converted into Vietnamese dong at the average trading exchange selling rate of Vietcombank of Vietnam as at the date when the income arose.

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APPENDIX 21: ADMINISTRATOR RESPONSIBILITIES (SAMPLE)

ADMINISTRATOR RESPONSIBILITIES 2010-2011 This is a general overview of “who to go to” for most of the most frequently asked questions. In most cases the first point of contact is the first person listed. Further information on policies and procedures is available in the Faculty Handbook and Condition of Service document. 1

Recruitment/Supervision • Foreign Teaching staff • Vietnamese Teaching Assistants • Administrative Staff • (Secretaries, receptionists, nurses, accountants) • Ancillary Staff (Cleaners, Drivers, etc) Expenditure on resources • On Resources (books, equipment) • On Staff development • On Staff Living Conditions • On Canteen • On Substitute Teachers • On Stationery • On Yearbook • On PTO functions • On School Buildings • On Grounds improvement • On Events/ Activities • On Recruiting Where do teaching staff go for approval to: • Personal Leave • Go on P.D. • Take their class on an excursion • Change their accommodation • Arrange transport • Spend money on teaching resources • Get something fixed in their classroom 151

Head of Section/Sean Claire Steve/Sean HOS/Mr. Tang/ Tony/Sean Mr. Tang/Tony/Sean

HOS, Sean HOS, Sean Tony/Sean Tony/Sean HOS/Sean HOS/ Sean HOS/ Sean Sean Tony/ Sean Tony/ Sean HOS/ Sean Tony/ Sean

HOS/ Sean IB Coordinators/HOS/ Sean HOS Apartment Complex/ Tony/ Sean HOS/ Ms. Diem HOS/ Sean HOS/ Mr. Tang

Faculty Handbook - International School Ho Chi Minh, Vietnam

• • • •

Arrange an advance on their salary Communicate with the B.O.M. Send a fax Leave campus during the day

Tony/ Sean Sean HOS HOS/Section Secretary/Sean

Where do teaching staff take their enquiries about: salaries and conditions Mai/ Steve/Tony • Medical Insurance Ms. Mai/Tony/Sean • Salaries and conditions Mr. Tang/Tony/Sean • Moving furniture Ms. Mai/Steve/Tony/Sean • Travel arrangements (contract related) Ms. Mai/Steve/Tony • Contracts Ms. Mai/ Tony • End-of Contract Home Leave Ms. Mai/Steve/Tony • "My pay is wrong/not there/etc" HOS/Sean • Sick leave Steve/Tony • Wrong step on scale Tony/Ms. Nguyet • Pay is wrong Tony/Ms. Nguyet • Pay is late

Dealing with parents • Complaints about teachers - Junior / Elementary - Middle - High • Complaints about facilities/administration/school - Junior / Elementary - Middle - High • Withdraw students (Temporary) - Junior / Elementary - Middle - High • Withdraw students (Permanent) • Course changes (Middle/High) • Curriculum questions • Health enquiries • Uniform enquiries

HOS/Sean Claire Robyn Oscar HOS/Sean Claire/Sean Robyn/Sean Oscar/Sean Claire Robyn Oscar Chris IB Co/HOS HoF/ IB Coordinators HOS/Clinic Chris/HOS

Staff discipline / supervision • Dress - Junior/ Elementary - Middle - High • Classroom performance - Junior/ Elementary - Middle / High • Teaching Assistants

HOS/Sean Claire Robyn Oscar HOS/Sean Claire Robyn/Oscar HOS 152

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• • • • •

• •

- Junior/ Elementary - Middle/High Secretaries, receptionists Conflict resolution Playground Duty - Junior/ Elementary - Middle / High MS Enrichment Programme After School Activities - Junior/ Elementary - Middle - High Out of school behaviour Punctuality

Claire Robyn/Oscar HOS/Sean HOS/Sean Claire Robyn/Oscar Robyn Louise/ Claire Louise/ Robyn Louise/ Oscar HOS / Sean HOS HOF/IB Coordinator/HOS/Sean

7 Staff Appraisal

Chris/HOS/Sean

Admissions

Import Plan

HOF/HOS/ Tony/Sean HOS/Sean

10 Students Discipline

HOS/IB Coordinators

11 Scheduling students

HOF/IB Coordinators/HOS

12 Curriculum Planning 13 Exams/Assessments • Junior/ Elementary • Middle • High • External (IGCSE/ IBMYP/IBDP)

IB Coordinator/HOS HOF/IB Coordinator/HOS HOF/IB Coordinator/HOS IB Coordinator/HOS HOS/Ms. Bao Thy

14 Daily Bulletin 15 Timetable •

HOS

Development/Alterations

HOS

16 Calendar 17 Website

•

Ms. Hai

Update

Social Committee

18 Staff Social Functions 19 Faculty Meetings • Section Meetings

HOS 153

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• • • • • • • • •

Admin/Academic Admin. Meeting Full Staff Meetings Faculty Meetings IB Coordinators' Meetings Development Team Meeting Financial Team Meeting HR Meeting Staff Negotiating Team Curriculum Teams

Sean Sean HOF IB Coordinators Thuy/Tony/Chris/Sean Nguyet/ Sean/ Tony Steve/ Sean/ Tony Sean/Tony HOS HOS/Sean

20 Teacher Orientation/Buddy System

IB Coordinator/ HOS

21 Parent Information Evenings

Mr. Tuan

22 Booking Facilities: Meeting Room/MPR 23 Parent Groups • Advisory Council • CAS Committee • PTO

Doug/ Sean CAS Coordinators/ Sean HOS/Sean

24 Parent-Teacher/Student Conferences

HOS

25 Arrangements for Teacher Absences

HOS

26 International Organisation • EARCOS • IB • CIE • CIS • MRISA

Sean IB Coordinators Director of Studies HOS/ Sean Louise/ Pia/ Sean

27 Policy Procedures • Development/Implementation

HOS/Sean

28 Visas • •

Ms. Mai/Mr. Tang Mr. Dong/ Mr. Tang

Initial Visa Visa renewals

Ms. Mai/Mr. Tang

29 Work Permits

HOS

30 Reports 31 Newsletter /Yearbook • Compilation • Publishing • Yearbook

HOS Chris Chris + Committee/inc lead person per section 154

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32 Emergency Evacuation

HOS/Sean

33 Accreditation

HOS/Sean Louise/ HOS Claire/Brian

34 Organisation of sports events • Saigon Stingrays • Field Trip • Travel Insurance

HOS

35 Assemblies

HOS/Mr Tang

36 Lockers 37 Safety in buildings & grounds

Claire/H/S Committee/HOS

38 Publications of Handbooks

HOF, IB Coordinators/HOS HOS/Sean

39 End of Year Procedures 40 Utilities • • • •

Electric problems Telephone problems Water problems Problems with bills

Landlord Landlord Landlord Landlord

41 Travel Arrangements • Personal/Holiday • End of contract • School Business/PD

Self Self Ms. Mai/Ms. Quyen

42 Transport •

For school excursions

•

Menu, orders

HOS/Ms. Diem

43 Canteen Health/Safety Committee/Tony

44 Teaching resources • Import plan • Local purchases

HOF/HOS/Tony/Sean/Ms. Quyen HOF/ HOS/Ms. Diem/Sean

45 Staff Development • Budget • IB Registration • Approval

Sean IB Coordinators IB Coordinators/HOS/ Sean HOS

46 Stationery 155

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47 School Buildings and Grounds/Maintenance • Repair • Improvements

HOS/Mr. Tang/Tony/Sean HOS/Mr. Tang/Tony/Sean Rotate “acting” position

48 Sean’s absence

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APPENDIX 22: GUIDELINES OF PROFESSIONAL DEVELOPMENT 649A Vo Truong Toan Street An Phu, District 2 Ho Chi Minh City, VIETNAM Phone: 84 8 898 9381 or 84 90 3812 865 Fax: 84 8 898 9382

Memo To:

All Expatriate Employees

Cc:

Heads of Section, Accounting, Purchasing

Re:

From: Date:

Human Resources 25th August, 2010

GUIDELINES OF PROFESSIONAL DEVELOPMENT

Dear All, The policies pertaining to Professional Development can be found at section 8.14 of the Conditions of Service (CoS) document, and it is recommended that you familiarise yourself with the specifics contained therein. This memo serves to highlight the procedures for applying for Professional Development (PD) and it should be noted that there are a few small procedural changes. GENERAL INFORMATION A total Professional Development pool is created each year which is calculated by allocating $1,000 for each fulltime teacher. In general, this $1,000 PD allowance is provided to each teacher that applies for their entitlement on or before the 31st of March in the academic year in which it relates. After March 31st a discretionary pool may exist; allowing faculty to apply for additional PD funding. To apply for PD, there are two forms that need to be completed (forms are available from each of the Head of Section’s Offices, the HR Office, and the public folder on the school network). • Application for Professional Development / Purchase Order – in order to allow sufficient time for your application to be processed, authorised and monies paid, this form (along with (1) a copy of the course description and (2) an official invoice) must be provided to the HR Assistant (Mrs. Mai) at least ONE FULL MONTH before the registration deadline. For IB Workshops the invoice should be attached instead of course description. Please note that no separate “Purchase Order” is now required. • Leave Application Form – to request cover if you will be absent from the school and this form should be attached to your PD documents. These two forms must be completed and the written approval of the Headmaster / General Director obtained before passing to the HR Assistant for processing, organising payments etc. In addition, you may need to complete a Travel Reimbursement Form upon your return from PD. Please provide to the HR Assistant to claim back your expenses (please kindly refer to the attached Guidelines of Expense Reimbursements for further details). 157

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GUIDELINES ON COMPLETING PD FORMS FORM 1) Application for Professional Development / Purchase Order Proposed Course / Programme – For IB courses, the IB coordinators will register for you on your behalf; all other registrations/course applications should be organised by the individual teacher after the application is approved by the Headmaster / General Director. You need to describe how the knowledge/skills/experience gained from the PD will support the school-wide goals; and for this reason, a course description should be attached to your PD application. Financial Details – You need to outline the estimated costs that you are applying for within the School’s budget. Please indicate your travel plans (preferred date/time and airlines, hotel accommodation etc.) and contact the Purchasing Assistant (Ms Quyen) for assistance if required. Alternatively, if you are planning to make arrangements by yourself and wish to seek reimbursement (after the PD) then you can contact the HR Assistant directly. No assistance can be provided without an authorised application for PD form. As a general guideline, please ask for assistance for any advance payments to ensure the correct procedures are followed and documentation obtained. Authorisation By The Headmaster/General Director – Please note that all applications require the express written approval of the Headmaster / General Director. The Purchasing Assistant will be responsible for arranging your PD payments, and you will be informed of any excess monies payable (compared with the approved PD allowance) that needs to be deducted from your salary. HR will provide email confirmation to the participant and the Academic Administration team that the application has been approved by the Headmaster/ General Director. FORM 2) Leave Application Form Please tick the Professional Development Leave box and complete together with PD application form. Travel Reimbursement Form If you have arranged some/all of your PD travel without the payment(s) being settled directly by the School; or if out-of-pocket expenses have been incurred, then you should complete this form and provide to the HR Assistant. Important Notes • You need to provide details of your claim and attach all official invoices/receipts to the forms for reimbursement; • Accounts or HR will inform you if there are any amounts to be deducted from your salary; • A credit card receipt without the “official receipt” from the suppliers/providers being attached is not sufficient (inside Vietnam this is a VAT invoice; outside Vietnam this is an invoice that clearly shows the school official business name International Education Corporation, IEC); • By law, reimbursement for expenses incurred outside Vietnam can be paid into your US$ bank account or in VND; while all claims for expenses incurred inside or sourced from Vietnam must be paid in VND. For further details of required documents for advance payment and/or reimbursement, please kindly read the attached Guidelines. 158

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We hope that these guidelines will be of assistance to you, and should you have any specific questions regarding the Professional Development procedures, please ask the appropriate Head of Section in the first instance. Yours faithfully, Steve Pham Human Resources Manager

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APPENDIX 22A: GUIDELINES OF EXPENSESE REIMBURSEMENTS 649A Vo Truong Toan Street An Phu, District 2 Ho Chi Minh City, VIETNAM Phone: 84 8 898 9381 or 84 90 3812 865 Fax: 84 8 898 9382

Memo To: Cc:

All Expatriate Employees Accounting, HR, Purchasing Departments

Re:

Guidelines of Expense Reimbursements

From: Tony Shadwell Date:

16th August, 2010

Dear All, This memo serves to highlight the main policies/procedures for purchases made for ordinary school expenses; as well as for contractual expenses such as professional development costs and air travel for home leave. Some procedures have been slightly modified because the School now has additional support staff available to assist Employees. All Expenditure incurred in Vietnam: It is important to remember that any expense either paid directly by the School, or reimbursed to an Employee at a later date is still ultimately the direct expense of the payer, the School. For this reason, it is essential never to use your own name as the buyer when obtaining backup documents for School expenses. There are certain rules laid-down by the taxation authorities in Vietnam pertaining to the documentation required to support any purchase made by the School. Wherever it is possible to do so, the authorities require: 1. The School’s business name “International Education Corporation” is to be clearly identified on a government (“red”) tax invoice. 2. The School’s tax code 0300831291 should be clearly shown 3. The School’s address: 649A Vo Truong Toan St, An Phu Ward, District 2, Ho Chi Minh City. This information is located on the back of your ISHCMC business card. It is also important to note that any expense originating from Vietnam is classified as a Vietnam purchase, regardless of whether the purchase was made online or payment was made to an offshore jurisdiction. The notable expenditure under this category is air travel booked and paid for online. This is still classified as a Vietnamese expense if travel originates in Vietnam. For these cases, when reimbursement is being sought, the Employee is responsible for obtaining the required “red” government tax invoice to support the expense claim. This normally involves personal visit to the airline to request the documentation (following the rules shown above). As a general rule, if a purchase originates from Vietnam and will ultimately be paid for by the School, 160

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then it is recommended that the School makes payment directly to the supplier. The School is then responsible for ensuring that sufficient and appropriate evidentiary documentation is obtained to support the purchase. Reimbursement: By law, reimbursements for expenses incurred in Vietnam will be provided in Vietnamese currency Expenses Incurred Outside Vietnam: The general rule for overseas purchases is to obtain as much documentation as possible. For example, a credit card receipt is not sufficient, nor is a black-and-white print-out of an e-ticket. Where possible, documents need to look like they have been printed on original supplier (colour) letterhead and all correspondences that support the expense should be provided (e.g. quotations from airline/agent, original boarding passes, colour printout of e-ticket, original hotel invoices, course registration invoice, restaurant meal receipts, etc.). Reimbursement: Reimbursement for expenses incurred overseas can be made directly to your USD bank account, or if you wish payment can be made in VND cash. The exchange rate(s) used is as at the day that the reimbursement claim is processed, not the date that expenses were incurred. Air Travel Expenses Expatriate employees have various flight entitlements for home leave and for professional development. For any contractual flights, the School has appointed certain employees to assist in the process – Ms Mai (HR Assistant) and Ms Quyen (Purchasing Assistant). In general, Ms Mai is responsible for calculating allowances and keeping track of allowances used, while Ms Quyen provides direct assistance in travel booking arrangements, payments, etc. Both are located at the very end of the corridor in the Administration Building. Contractual Flight Allowances (Home Leave / Final Departure): The School performs a calculation for returning and departing teachers, normally in March of each year, and a memo is sent out to everyone on or before 31st March. Quotations are received from various travel agents, and are valid at the time requested by the school. Prices can and do change depending on dates requested and seat availability, and a two-week window exists after that date for Employees to check availability of flights and for any changes to the allowances to be made. It should be noted that no advance payments for flight benefits is provided. An employee that chooses to secure arrangement at other times during the year (i.e. not immediately following the School’s allowance calculation) does so at his/her own financial risk, and the allowance amount will not be altered. For tax reasons, if an Employee chooses to travel to a destination other than their Home of Record (in other words a destination not considered to be “home leave” according to the tax laws in Vietnam) and/or chooses to make flight arrangements online, and/or does not provide an official tax invoice/receipt and boarding passes, the School will deduct 10% from the payment to the Employee because these expenses will not be considered to be valid, according to the Tax Department. Claims that are not supported by appropriate and sufficient evidentiary documentation may not be eligible for reimbursement. If there is any doubt whatsoever, please ensure that you seek clarification/authorization prior to any expense being incurred/payment made. Reimbursement for Contractual Flight Allowances: All claims for reimbursement should be forwarded to Ms Mai, HR Assistant, for processing. 161

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Professional Development: The procedures for Professional Development have been simplified and in particular: 1. The application for PD form now serves as a Purchase Order (no need for separate PO form). 2. Once authorized by the IB Coordinator, Head of Section and Headmaster (as relevant), your PD form is then sent to Ms Mai for processing and PR record maintenance. She will forward to Ms Quyen for organizing PD arrangements on behalf of Employees (registration, travel bookings, etc.). 3. In general the School will make all arrangements and payments, in advance, on behalf. Importantly, it is essential to provide as much notice as possible to allow the support staff sufficient time to assist with the PD bookings/arrangements, and for relief teachers to be secured. PD applications are now required to be lodged one month in advance of the intended PD date(s). Reimbursement for Professional Development Expenses: All claims for reimbursement should be forwarded to Ms Mai, HR Assistant, for processing. Online Purchases Using the School Credit Card: There are times when online purchases are necessary. In such cases, it is necessary to obtain as much information as possible, complete a Purchase Order, and once approved by the Headmaster, Ms Quyen can assist with online payments. As with all purchases, an official invoice/receipt will be required that clearly shows the School’s business name (IEC). School-Assisted Travel Arrangements versus Personal Travel: Ms Quyen is available to assist staff with organizing / booking / payment for air tickets and PD arrangements for expenses that will ultimately be paid-for by the School. She can be reached by email Purchasing_Assistant@ishcmc.edu.vn. Please do feel free to avail yourself of this valuable resource within the School; however Ms Quyen is not a travel agent and is not available to assist with personal travel arrangements (i.e. non-contractual bookings). It should be further noted that Ms Quyen will not provide assistance with online flight bookings because she is only authorized to use travel agents approved by the School. Should you choose to organize online flights, please ensure that you follow the guidelines provided elsewhere in this document; and failure to do so may lead to any reimbursement request being denied if the proper supporting documentation is not provided (in particular the “red” government tax invoice). For all reimbursements, please contact Ms Mai, HR Assistant, in the first instance. I trust this information will be of assistance to you, and should you have any specific questions regarding any of the above, please do not hesitate to me directly. Yours faithfully, Tony Shadwell Business Manager

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