PG Handbook 2023-2024

THE HSC

PARENTs’ GUILD

H A N D B O O K

Welcome from the pg Chair

On behalf of the Parents’ Guild (PG), I would like to welcome you to another year at HSC. My name is Sadia Ansari, and I am honoured to be the PG Chair for the 20232024 school year.

I have three kids, with the two younger ones still in HSC while the oldest graduated this year and is now starting university. I have been volunteering since my kids started attending the College and have learned immensely from attending monthly meetings as well as lending a hand at every opportunity. This has helped me grow as a person while giving me the opportunity to make amazing new friends.

Traditionally, the PG’s role at the College is to plan and host events to build school spirit while also raising funds that directly impact our children’s educational experience. Towards this goal, we host a multitude of communitybuilding events, including used uniform sales, Monster Mash or Winterfest, and the Staff Appreciation Breakfast. We continually strive to support the College and find opportunities to gather and enjoy time together. Being in the PG is a truly rewarding experience, and I would encourage anyone to join us.

As a family at HSC, you are automatically a part of the PG, and you are always welcome to reach out to us for support. We have parents across all four schools who can help answer your questions or direct you to someone at the College who can. For those with time to spare, we are always looking for volunteers. Any contribution of time is valued and appreciated. Please contact us at pg@hsc. on.ca.

On behalf of the PG, I wish you all a wonderful school year.

Sadia Ansari Chair, Parents’ Guild 2023–2024

WELCOME FROM THE ALUMNI RELATIONS OFFICER AND PG COLLEGE LIAISON

Welcome, HSC families, to the 2023-2024 HSC school year! I am thrilled to continue supporting the Parents’ Guild as their main point of contact with the College as we look forward to a year of exciting community events and celebrations, including our Gently Used Uniform Sales, Winterfest, PG socials, and much much more. I will work alongside the PG to ensure you have the most fulfilling experiences with the College and wider HSC community. Having been connected to the College for over 30 years, my roles have included student, alumni, current parent, donor, and employee. It has been a pleasure to experience the College in so many facets, and I am amazed by how it continuously adapts to its students’ needs and visions.

To keep you updated on everything the PG has to offer, a PG Resource Board is available for you on myHSC. You can find information on upcoming events, volunteer opportunities, meetings, social events, and details of our PG Executive team. The aim of our group is not only to support the College and our students but also to make community connections together.

Alongside Sadia Ansari, Chair of the HSC Parents’ Guild, I am dedicated to creating a positive experience for you as a member of the PG. The Parents’ Guild Handbook is a great resource that outlines key information about the PG and its operations at Hillfield Strathallan College.

If you have questions about the College, HSC philanthropy, or the Parents’ Guild, I can be reached at Bianca.Barton@ hsc.on.ca or 905-389-1367 Ext. 117. Alternatively, my door is always open; feel free to drop by the HSC Advancement Office in the Strathallan Building if you are on campus.

I look forward to a wonderful school year with you and your family!

Bianca Barton ’03 Alumni Relations Officer and Parents’ Guild College Liaison

Mission

The HSC Parents’ Guild (PG proudly supports our vibrant school community and provides opportunities to gather and enjoy time together. We plan and host events that build school spirit while raising funds that directly impact our children’s educational experience.

Guiding Principles

PURPOSE

The purpose of the HSC Parents’ Guild (PG) is to nurture a spirit of friendship and community at HSC and to assist the Advancement Office in raising funds to enhance the HSC learning environment. The PG has been created and exists at the discretion of the Board of Governors, which has delegated the oversight of the management of the PG and its activities to the Head of College and/or their designate, the Director of Advancement.

MEMBERSHIP

All parents and guardians with children enrolled at HSC are members of the Parents’ Guild. Quorum at meetings is defined as all those present. Each member of the Parents’ Guild is entitled to a single vote to be exercised at PG meetings on matters deemed to require a majority decision. Where possible, except in the election of PG Leadership, all efforts will be made to use consensus as a decision making tool.

PARENTS’ GUILD LEADERSHIP

The HSC Parents’ Guild requires leadership to ensure the delivery of their purpose in an effective and efficient manner. Members can self-nominate or nominate a fellow member through the online nominations process. The PG Leadership will work in partnership with the Advancement Office to facilitate their purpose to support a spirit of friendship and community at HSC and to assist in raising funds to enhance the HSC learning environment.

This Parents’ Guild Executive will include the following positions:

» Chair

» Past-Chair

» Vice-Chair

The Executive will work closely with the Advancement Office to facilitate the day to day activities of the Parents’ Guild.

The roles and responsibilities for each Executive position are outlined in the position descriptions document. All positions terms are for one year: July 1 to June 30.

The Parents’ Guild appoint volunteers, dependent upon interest, each year, as school representatives from each of the Montessori, Junior, Middle and Senior Schools, each of whom shall serve as a School representative. There is also an opportunity to serve as the New Parent Chair, which focuses on integrating new families into our school community.

Parents’ Guild Leadership 2023–2024 school year:

Sadia Ansari CHAIR

Wendy Lam VICE CHAIR

Jing Guo

Daniela Roque

PAST CHAIR

Diana Jiang

Vani Balakrishnan

GENTLY USED UNIFORM REPS

Diana Bristow

Lola Olufowobi

NEW PARENT REPS

Jennifer Inrig

Becky Miller

STAFF APPRECIATION

BREAKFAST REPS

Laurie Gatto

Suzanne Schneider

SOCIAL COORDINATOR

Bianca Barton ’03

COLLEGE LIAISON

Parents’ Guild Committee

Roles and Responsibilities

CHAIR

» Acts to build a spirit of community across the four schools.

» Works closely with the Office of Advancement to ensure the activities of the PG are aligned closely to those of the College.

» Participates with the Vice Chair and Past Chair in a discussion regarding fund allocation with the Head of College and Director of Advancement.

» Share in the role of representing the HSC PG at NISPA meetings with the Vice-Chair

» Calls, sets agendas and presides at all PG meetings.

» Provides overall leadership and support to all activities of the PG through a broad committee of volunteer parents.

» Is an advisory member of the Board of Trustees.

» Is an ex-officio member of all sub-committees of the PG.

» Leads the PG to assess progress against HSC’s Strategic Plan.

» Coordinates the impact of the Parents’ Guild friend and fundraising work through goal setting and performance review.

» Assists the Vice Chair and Past Chair as a leader within the PG to set goals and assess progress and performance.

» Attends the annual calendar meeting with the Chair to coordinate events for the next year and communicate space requirements to the School.

» Mentors and supports the Vice Chair, School Representatives, and Coordinators.

» The Chair takes the position of Past Chair in the following year, unless they are unavailable to serve or unless otherwise determined by the Head of College.

VICE CHAIR

» Acts to build a spirit of community across the four schools.

» Works closely with the Office of Advancement to ensure the activities of the PG are aligned closely to those of the College.

» Participates with the Chair and Past Chair in a discussion regarding fund allocation with the Head of College and Director of Advancement.

» Share in the role of representing the HSC PG at NISPA meetings with the Chair

» Coordinate friend and fundraising work of the PG with the Chair, Past Chair and PG volunteers.

» Co-Chairs an event and committee with the Past Chair on an annual or bi-annual fall event, i.e.; Winterfest or Monster Mash.

» Provides budgeting, organizational abilities, and year-end report to PG.

» Assists the Chair and Past Chair as a leader within the PG to set goals and assess progress and performance.

» Mentors the School Representatives and Coordinators by listening, sharing and coaching, welcomes new ideas and respects traditions.

» Assists in the preparation of a year-end report on PG activities.

» Attends the annual calendar meeting with the Chair to coordinate events for the next year and to communicate space requirements to

» The Vice Chair takes the position of Chair in the following year, unless they are unavailable to serve or unless otherwise determined by the Head of College.

PAST CHAIR

» Acts to build a spirit of community across the four schools.

» Works closely with the Advancement Office to ensure the activities of the PG align closely to those of HSC.

» Participates with the Chair and Vice Chair in a discussion regarding fund allocation with the Head of College and Director of Advancement.

» Co-Chairs an event committee with the Vice Chair on an annual or bi-annual fall event, i.e.; Winterfest or Monster Mash.

» Assists the Chair and Vice Chair as a leader within the PG to set goals and assess progress and performance.

» Provides continuity and context between the recent work/events of the Parents’ Guild and upcoming plans/ work.

» Mentors the Chair and Vice Chair.

» The Past Chair cannot continue in a Leadership Steering Committee role in the following year.

SOCIAL CONNECT REPRESENTATIVE

» ○Organize, plan, and execute social events for active PG members.

» ○Supports the PG motto of friendship and community throughout social events, creating welcoming and open community spaces for all HSC families to enjoy.

» ○Supports PG initiatives through social events in order to welcome new parents, increase membership to the PG, and continue the overall goal of recruitment and retention.

» ○Offer a range of activities including but not limited to book clubs, hikes, paint nights, community coffee connections, and supporting local community events.

» ○Works alongside the HSC College Liaison to create and offer events that integrate parents from all four schools, and in particular cases, with faculty and staff.

» ○Offer events at various times of the day, including some evenings, in order to accommodate multiple family schedules and broaden the PG’s community connections.

» ○Mentors and assists a new representative in this role at the end of your term.

NEW PARENT REPRESENTATIVE

» ○Supports HSC throughout the school year by assisting in the integration of new families into the College community

» ○The candidate is an active PG member, has knowledge of HSC, and has family experience with at least two schools

» ○Liaises with both Advancement and Admissions Departments to ensure combined efforts are streamlined and complementary

» ○Acts to ensure new families feel welcome, informed, and part of the HSC community, including those who join during the academic year

» ○Supports Admissions at open houses throughout the year to welcome prospective families

» ○Support Admissions in their welcome initiatives to incoming parents as needed throughout the year

» ○This position is a one-year term and can be held by the same candidate for two consecutive years

» ○Mentors and assists a new representative in this role at the end of your term

DIVERSITY, EQUITY, AND INCLUSION REPRESENTATIVE

» Support the PG by keeping the extended group up to date on any new days of significance that should be added to the calendar

» Organize, plan, and decorate for holidays and/or celebrations on campus

» Organize PG volunteers to assist in campus-wide decorating

» Work alongside the PG leadership team to organize, catalogue, and source decorations for celebrations

» Works alongside the PG College Liaison and PG Executive to stay within budget for supplies/materials

» Supports College sustainability initiatives by purchasing reusable decorations where possible to minimize waste

» Captures photographs and videos of decorations to be shared on myHSC and HSC social media platforms

» Mentors and assists a new representative in this role at the end of your term

» This position is a one-year term and can be held by the same candidate for two consecutive years. Candidates may be able to reapply if no other nominations are made

REPRESENTATIVE

» Collects, organizes and manages gently used uniforms donated by HSC families.

» Coordinates a team of PG volunteers to assist as needed for sales and maintenance of collection.

» Communicates, advertises and organizes sales during the year (HSC New Student Orientation Days prior to the academic year, and possible Spring sale).

» Works closely with the Campus Store to maintain Used Uniform Sales area, and ensure inventory needs are met throughout the academic year. Used Uniform Campus Store inventory must be created in September and physically removed from the Campus Store in June.

» Work with the Advancement department to ensure accuracy of revenue and expenses reporting at monthly PG meetings.

» Mentors and assists a new representative in this role at the end of your term.

» Actively works and coordinates Senior School volunteers and offer a program to gain volunteer hours.

» Coordinates with PG volunteers to keep the PG Used Uniform Portable in a clean and tidy condition, with clothing ready for monthly sales events

» This position is a one-year term and can be held by the same candidate for two consecutive years. Candidates may be able to reapply if no other nominations are made.

STAFF APPRECIATION REP

» Support an event to express parent community gratitude for HSC Faculty and Staff.

» Chairs a sub-committee of PG volunteers

» Calls, sets agendas, and presides at all subcommittee meetings

» Plans and delivers event working in partnership with the HSC Advancement Office and the PG College Liaison and other involved involved departments.

» Provides budget, organizational abilities, and event-end report to PG.

Philanthropy

Hillfield Strathallan College is a “not-for-profit”. As a registered charity, our school can create tax receipts for our donors. Donations to Hillfield Strathallan College help create an enriched learning environment. Every gift to HSC is an investment in the potential of our exceptional students, and we are grateful for the financial support of our donors, parents, alumni and friends.

Together we are providing students at Hillfield Strathallan College with the tools and opportunities to build their futures.

We invite you to learn more about making a difference at Hillfield Strathallan College. For more information, please contact Bianca Barton ’03, Alumni Relations Officer and PG College Liaison at 905-389-1367 x:117 or email: bianca.barton@hsc.on.ca.

PARENTS’ GUILD FINANCIAL SUPPORT OF HSC

Over the years that Parents’ Guild as a community has had a significant impact on the college with both time and treasure. As a not-for-profit, Hillfield Strathallan College is grateful to our generous donors and our community . The Parents’ Guild has great impact year over year on making a difference for our students and the community they live in every day during the school year.

VOLUNTEERING

Volunteering at HSC is a long time tradition and a wonderful way to get connected with fellow parents and your child’s school community. Hillfield Strathallan College and the Parents’ Guild have many opportunities for volunteering throughout the school year. These events benefit the students and the school. Your time is treasure at HSC and can be as little as a few hours for one event, or a longer time commitment over a period of time such as a committee member.

OPPORTUNITIES:

Ongoing .................................................................................................. Event and school related administrative tasks

Monthly ................................................................................................... Used Uniform Sales

October/November ................................................................................. Winterfest or Monster Mash

Ongoing .................................................................................................. HSC Open Houses

May Homecoming

Last two fiscal years presented by the

FY 21/22

23/23

Parents’ Guild Meeting Dates

Tuesday, September 12, 2023 I 9:00 a.m.

Tuesday, October 10, 2023 I 9:00 a.m.

Tuesday, November 14, 2023 I 9:00 a.m.

Tuesday, January 16, 2024 I 9:00 a.m.

Tuesday, February 13, 2024 I 9:00 a.m.

Tuesday, April 2, 2024 I 9:00 a.m.

Tuesday, May 7, 2024 I 9:00 a.m.

Thursday,| June 6, 2024 I Annual General Meeting

Meetings are held at 9:00 a.m. in the P.G. room, 3rd floor of the Strathallan building. Second Tuesday of the month.

Contacting the HSC Parents’ Guild

Email: pg@hsc.on.ca

COLLEGE LIAISON:

Alumni Relations Officer and PG College Liason

Bianca Barton ’03

E: bianca.barton@hsc.on.ca

T: 905-389-1367 Ext. 117

ADMINISTRATION

T: (905) 389-1367

hsc.on.ca

Hillfield Strathallan College

299 Fennell Avenue West Hamilton, ON L9C 1G3