PSI Board Policy Manual
PSI Board Policy Manual (Updated for the 2017 / 2018 School Year)
Version: June 2017 / Updates - J. Burns / Board Final Approval - 5/6/2017
PSI Board Policy Manual
POLICIES Definition Policies are the overarching set of documents leading the school. They are the principles, rules, and guidelines formulated or adopted by the School to reach its long-term goals. Generally, policies do not include operational information or timelines. Action All policies in the Board Policy Manual are established or reviewed on a three-year rotational cycle by the key stakeholders and Board Committees (see page 8 of this document) as part of the Board’s governance role. New policies or revisions to current policies are drafted and presented to the Board’s Governance and Strategy Committee, who then presented final drafts to the PSI Board as a formal recommendation for approval at an official Board Meeting. Once approved, policies are added to the Board Policy Manual in accordance with the official numbering system, including acceptance and review date footnotes. The term ‘policy’ should be used when referring to documents of this type, approved by the PSI Board and and included into this Board Policy Manual.
PROCEDURES Definition Procedures are the specific methods that put policies in action in day-to-day operations of the organisation. They include specific roles, timelines and actions to be undertaken. The term ‘procedure’ should be used when referring to documents of this type and those included into official school handbooks etc. It is important not to refer to these as ‘policies’. Action Generally, procedures are developed by the educational and business leaders of the school and may be developed and refined as needed, as long as they remain aligned to the official policy. Once approved by the administrative team, procedures are placed in the key handbooks listed below. These are used with staff, students and parents across the school community. ● Teacher Handbook ● Expatriate Personnel Manual ● Parent and Student Handbook ● Primary Programme Guide ● Primary Teachers Curriculum Guide ● Secondary Programme Guide ● Substitute Teachers Handbook Summary Together, policies and procedures ensure that a point of view held by the governing body of an organization is translated into steps that result in an outcome compatible with that view. Policies and procedures are designed to influence and determine all major decisions and actions, and all activities take place within the boundaries set by them.
PSI Board Policy Manual
Table of Contents Section 1. The School Policy School Legal Status School Day School Week Emergency Plans Emergency Closing Smoke Free Workplace Respect
(1.000) Policy Number 1.010 1.020 1.030 1.040 1.050 1.060 1.070
Section 2. The Director Policy Director’s Duties Supervisory Responsibilities Conflict of Interest Appointment of School Director Evaluation of the School Director Asset Management Fixed Assets School Inventory and Disposal
(2.000) Policy Number 2.010 2.020 2.030 2.040 2.050 2.090 2.091 2.092
Section 3. Powers and Duties of the Board Policy Authority Responsibilities Board code of conduct and conflict of interest Board composition, membership and term of service Board member orientation Board member compensation and expenses Vacancies on the board Organisation of the board Election of board officers Board subcommittees Roles of standing committees Board-director relationship Annual organisational meeting Regular board meetings Executive sessions Notification of board meetings Agenda preparation and dissemination Rules of order Number of board members and quorum Minutes Policy review Mission statement and philosophy review
(3.000) Policy Number 3.010 3.020 3.030 3.040 3.050 3.060 3.070 3.080 3.090 3.100 3.110 3.120 3.130 3.140 3.150 3.160 3.170 3.180 3.190 3.200 3.210 3.220
Section 4. Financial Matters Policy
(4.000) Policy Number
PSI Board Policy Manual General Budget Policy Financial year Budget preparation Internal budget Ownership of accounts Enrolment fee Aid and grants to the school Fund raising Gifts and bequests Accounting and reporting – accounting systems Audits Inventories School building and grounds Environment Policy Bursaries for students in need of financial support Use of school facilities Petty Cash Procurement Salary Payment Income Tuition & Fees Reserve Fund
4.010 4.020 4.030 4.040 4.050 4.060 4.070 4.080 4.090 4.100 4.110 4.120 4.130 4.131 4.140 4.150 4.160 4.170 4.180 4.190 4.191 4.200
Section 5. The Students Policy Responsive and fair educational opportunities Admission and placement Registration Enrolment priority Early childhood education (ECE) programme Class size Language Teacher’s aide Student attendance/student absences and excuses Student welfare and safety Student behaviour management policy Tobacco, Alcohol and Substance Abuse Student suspension Student expulsion Honour roll Parent/guardianship Student records Access to student records Parental conduct Promotion & Retention of Students Gifted and Talented Policy
(5.000) Policy Number 5.010 5.020 5.030 5.040 5.050 5.060 5.070 5.080 5.090 5.100 5.110 5.120 5.130 5.140 5.150 5.160 5.170 5.180 5.190 5.200 5.210
Section 6. Personnel Policy Staffing Philosophy and Goals Equal Opportunity Employment Policy application
(6.000) Policy Number 6.010 6.020 6.030
PSI Board Policy Manual Professional staff recruitment and selection Teacher services and obligations Sick leave Maternity leave (National Staff) Family leave (Overseas employees) Personal leave Bereavement leave Leave without pay/unauthorised leave Employee Contracts Professional development programme Evaluation of professional staff Employment of the director’s family Salary payment Part-time teachers Salary increment – Full and Part-time teachers Review of Salary Schedule Teaching experience credit Teacher salary schedule payment Expatriate personnel benefits Visa expenses Definition of dependant Medical examination Tuition for dependent children Grievance procedure Non-fulfillment of teacher’s contract Tutoring for pay Staff involvement with decision making Staff with infectious diseases Section 7: Instructional Programme Policy Instructional Goals and Objectives Academic Freedom Cross-Cultural Learning Opportunities Levels of Instruction Curriculum Development Review of Instructional Programmes Graduation Requirements Educational visits Language policy Selection of Curriculum Resources Homework Extra-Curricular & Athletic Programme Assessment Policy Special Education Policy Academic Honesty Child Protection
6.040 6.050 6.060 6.070 6.071 6.080 6.090 6.100 6.110 6.120 6.130 6.140 6.150 6.160 6.170 6.180 6.190 6.200 6.210 6.220 6.230 6.240 6.250 6.260 6.270 6.280 6.290 6.300 (7.000) Policy Number 7.010 7.020 7.030 7.040 7.050 7.060 7.070 7.080 7.090 7.100 7.110 7.120 7.130 7.140 7.150 7.160
PSI Board Policy Manual
Board Manual Policy - Three Year Review Cycle Section 1. The School Policy School Legal Status School Day School Week Emergency Plans Emergency Closing Smoke Free Workplace Respect
(1.000) Policy 1.010 1.020 1.030 1.040 1.050 1.060 1.070
Review Timeline Only as required Only as required Only as Required Annual Annual Only as required Tri-annual
Manager Board Director Director Director Director Board Governance C
When NA NA
Section 2. The Director Policy Director’s Duties Supervisory Responsibilities Conflict of Interest Appointment of School Director Evaluation of the School Director Asset Management Fixed Assets School Inventory and Disposal
(2.000) Policy 2.010 2.020 2.030 2.040 2.050 2.090 2.091 2.092
Review Timeline At contract renewal At contract renewal At contract renewal At contract renewal Tri-annual Tri-annual Tri-annual Tri-annual
Manager Board Board Board Board Board Finance C Finance C Finance C
When 2018/2019 2018/2019 2018/2019 2018/2019 2017/2018 2018/2019 2018/2019 2018/2019
Section 3. Powers and Duties of the Board Policy Authority Responsibilities Board code of conduct and conflict of interest Board composition, membership and term of service Board member orientation Board member compensation and expenses Vacancies on the board Organisation of the board Election of board officers Board subcommittees Roles of standing committees Board-director relationship Annual organisational meeting Regular board meetings Executive sessions Notification of board meetings Agenda preparation and dissemination Rules of order Number of board members and quorum Minutes Policy review Mission statement and philosophy review
(3.000) Policy 3.010 3.020 3.030 3.040 3.050 3.060 3.070 3.080 3.090 3.100
Section 4. Financial Matters Policy General Budget Policy Financial year Budget preparation Internal budget Ownership of accounts Enrolment fee Aid and grants to the school Fund raising Gifts and bequests Accounting and reporting – accounting systems Audits Inventories School building and grounds Environment Policy
(4.000) Policy 4.010 4.020 4.030 4.040 4.050 4.060 4.070 4.080 4.090 4.100 4.110 4.120 4.130 4.131
3.120 3.130 3.140 3.150 3.160 3.170 3.180 3.190 3.200 3.210 3.220
Review Timeline Only as required Tri-annual Tri-annual Tri-annual Tri-annual Only as required Tri-annual Only as required Only as required Only as required 3.110 Annual Tri-annual Annual Only as required Tri-annual Tri-annual Tri-annual Only as required Only as required Tri-annual Tri-annual Prior to authorisation Review Timeline Tri-annual Only as required Tri-annual Tri-annual Only as required Annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Only as required Only as required Tri-annual
NA August August NA 2016/2017
Manager When Board Governance C 2017/2018 Governance C 2017/2018 Governance C 2017/2018 Governance C 2017/2018 Board NA Governance C 2017/2018 Board NA Board NA Board 2017/2018 Governance C September Governance C 2017/2018 Board September Board NA Governance C 2017/2018 Governance C 2017/2018 Governance C 2017/2018 Board NA Board NA Governance C 2017/2018 Governance C 2017/2018 Director 2016/2017
Manager Finance C Board Finance C Finance C Board Finance C Finance C Finance C Finance C Finance C Finance C Board Board Director
When 2018/2019 NA 2018/2019 2018/2019 2018/2019 January 2018/2019 2018/2019 2018/2019 2018/2019 2016/2017 NA NA 2016/2017
PSI Board Policy Manual Bursaries for students in need of financial support Use of school facilities Petty Cash Procurement Salary Payment Income Tuition & Fees Reserve Fund
4.140 4.150 4.160 4.170 4.180 4.190 4.191 4.200
Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual
Finance C Finance C Finance C Finance C Finance C Finance C Finance C Finance C
2017/2018 2017/2018 2016/2017 2017/2018 2016/2017 2017/2018 2017/2018 2016/2017
Section 5. The Students Policy Responsive and fair educational opportunities Admission and placement Registration Enrolment priority Early childhood education (ECE) programme Class size Language Teacher’s aide Student attendance/student absences and excuses Student welfare and safety Student behaviour management policy Tobacco, Alcohol and Substance Abuse Student suspension Student expulsion Honour roll Parent/guardianship Student records Access to student records Parental conduct Promotion & Retention of Students Gifted and Talented Policy
(5.000) Policy 5.010 5.020 5.030 5.040 5.050 5.060 5.070 5.080 5.090 5.100 5.110 5.120 5.130 5.140 5.150 5.160 5.170 5.180 5.190 5.200 5.210
Review Timeline Only as required Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual
Manager Board Director Director Director Director Director Director Director Director Director Director Governance C Director Director Director Governance C Governance C Governance C Governance C Governance C Director
When NA 2018/2019 2018/2019 2018/2019 2017/2018 2018/2019 2017/2018 2018/2019 2017/2018 2018/2019 2018/2019 2017/2018 2018/2019 2018/2019 2018/2019 2018/2019 2018/2019 2018/2019 2018/2019 2018/2019 2018/2019
Section 6. Personnel Policy Staffing Philosophy and Goals Equal Opportunity Employment Policy application Professional staff recruitment and selection Teacher services and obligations Sick leave Maternity leave (National Staff) Family leave (Overseas employees) Personal leave Bereavement leave Leave without pay/unauthorised leave Employee Contracts Professional development programme Evaluation of professional staff Employment of the director’s family Salary payment Part-time teachers Salary increment – Full and Part-time teachers Review of Salary Schedule Teaching experience credit Teacher salary schedule payment Expatriate personnel benefits Visa expenses Definition of dependant Medical examination Tuition for dependent children Grievance procedure Non-fulfillment of teacher’s contract Tutoring for pay Staff involvement with decision making Staff with infectious diseases
(6.000) Policy 6.020 6.030 6.040 6.050 6.060 6.070 6.071 6.080 6.090 6.100 6.110 6.120 6.130 6.140 6.150 6.160 6.170 6.180 6.190 6.200 6.210 6.220 6.230 6.240 6.250 6.260 6.270 6.280 6.290 6.300
Review Timeline 6.010 Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Only as required Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual At contract renewal Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Only as required
Manager
When Governance 2016/2017 Governance 2016/2017 Governance 2017/2018 Director 2016/2017 Director 2016/2017 Director 2016/2017 Board NA Director 2016/2017 Director 2016/2017 Director 2016/2017 Director 2016/2017 Director 2017/2018 Director 2016/2017 Director 2017/2018 Director 2018/2019 Director 2016/2017 Director 2017/2018 Director 2016/2017 Director 2017/2018 Director 2016/2017 Director 2016/2017 Director 2016/2017 Director 2016/2017 Director 2016/2017 Director 2016/2017 Director 2016/2017 Governance C 2016/2017 Director 2016/2017 Director 2016/2017 Governance C 2016/2017 Board NA
PSI Board Policy Manual
Section 7: Instructional Programme Policy Instructional Goals and Objectives Academic Freedom Cross-Cultural Learning Opportunities Levels of Instruction Curriculum Development Review of Instructional Programmes Graduation Requirements Educational Visits Language policy Selection of Curriculum Resources Homework Extra-Curricular & Athletic Programme Assessment Policy Special Education Policy
(7.000) Policy 7.010 7.020 7.030 7.040 7.050 7.060 7.070 7.080 7.090 7.100 7.110 7.120 7.130 7.140
​Review Timeline Tri-annual Tri-annual Tri-annual Only as required Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual Tri-annual
Manager Governance Director Governance Board Director Director Director Director Director Director Director Director Director Director
When 2016/2017 2016/2017 2016/2017 NA 2017/2018 2017/2018 2017/2018 2017/2018 2017/2018 2017/2018 2018/2019 2018/2019 2018/2019 2018/2019
PSI Board Policy Manual
Section 1: The School Policy
Policy Number
School Legal Status
1.010
School Day
1.020
School Week
1.030
School Calendar
1.031
Emergency Plans
1.040
Emergency Closing
1.050
Smoke Free Workplace
1.060
Respect
1.070
PSI Board Policy Manual
1.010 School Legal Status PSI Ukraine is organised as a limited liability company in Ukraine and, in practice, operates on a non-profit basis. PSI Ukraine is owned by Pechersk S International Limited, a BVI-registered company. The school operates in Kyiv, Ukraine. The approval and governance of school policy shall be vested in the Board of directors. (Policy revised 2/3/09)
PSI Board Policy Manual
1.020 School Day The school day shall be determined annually by the Director. The Director is responsible for arranging the schedule for classes. (Policy revised 2/3/09)
PSI Board Policy Manual
1.030 School Week School will be in session on Monday through Friday, except when official school holidays have been scheduled. (Policy revised 2/3/09)
PSI Board Policy Manual
1.031 School Calendar The school year will include a minimum of 175 student contact days. All teaching staff are contracted to work 185 school days per year. Staff are required to attend all professional development days during the school year, including up to two Saturdays. The school year calendar is approved by the Board at the December meeting. (Policy revised 2/3/09)
PSI Board Policy Manual
1.040 Emergency Plans The director shall adopt proper procedures to provide for the safety of the children and personnel of the school in emergencies (i.e., fire, bomb threat). These procedures shall be reviewed with the board during the first semester of each school year. (Policy revised 12/06/2017)
PSI Board Policy Manual
1.050 Emergency Closing The Director is authorized to announce the closing of school if actual or potential hazards threaten the safety and well-being of students and employees. The decision to close school shall be made by the Director or, in his absence, the Principals in consultation with the Board Chairperson when practical. (Policy revised 2/3/09)
PSI Board Policy Manual
1.060 Smoke Free Workplace Pechersk School International is declared a smoke and tobacco free workplace, and all grounds and buildings will be free of smoking and the use of tobacco and tobacco like substances. (Policy revised 2/3/09)
PSI Board Policy Manual
1.070 Respect Respect, understanding and courtesy to our peers and all members of the community must be observed at all times by the staff, students and parents of Pechersk School International. (Policy revised 12/06/2017)
PSI Board Policy Manual
Section 2: The Director Policy
Policy Number
Director’s Duties
2.010
Supervisory Responsibilities
2.020
Conflict of Interest
2.030
Appointment of School Director
2.040
Evaluation of the School Director
2.050
Asset Management
2.090
PSI Board Policy Manual
2.010 Director’s Duties The Director is the educational leader, administrative head and senior professional of Pechersk School International in Kyiv, Ukraine. He/She is responsible to the Board of directors for all aspects of the school. He/She is the Board's chief executive officer, and attends all meetings of the Board except those in which the Director’s own salary or employment is being considered. In order to carry out his/her responsibilities, the Director should have all powers and authority vested by Pechersk School International Board of directors in its chief executive officer. In that spirit and subject to Board supervision and review, the Director has (but is not confined to) the following specific responsibilities: 1. PERSONNEL - Lead the recruitment and selection of all personnel (professional and non-professional) employed by the school. Manage the assignment, orientation, supervision, development, assistance and evaluation of all personnel. The Director may delegate authority and responsibility to assistants and others at his/her discretion, but in every instance he/she is responsible for the proper conduct of the school and its program. 2. FISCAL - Develop and submit to the Board an annual budget in consultation with the Finance Committee. Administer funds in accordance with the approved budget and spending authorisation levels; provide monthly budget and fund status reports to the Board. 3. ADMINISTRATION - Manage all activities related to the successful performance and well being of the staff, student body, the physical structures and grounds, all property of the school and all arrangements and records customary in educational institutions or necessary to the successful and efficient operation of the school. 4. EDUCATION - Lead the development and implementation of the curriculum, ensure the school delivers a high standard of education, foster an environment of continual improvement and ensure all necessary materials and resources are available for teachers and students. It is the responsibility of the Director to convene and chair meetings of the Academic Advisory Board. This Board will meet at least four times each academic year to propose changes in the curriculum suggest academic goals and review academic performance. It will advise the Director on goals for each year, how best to measure performance and the effectiveness of the programme. The Academic Board shall consist of the two principals, the three IB Coordinators, the PTA representative on the Board of directors and one other Board of directors member appointed by the Board Chairperson. (Policy revised May 2007)
PSI Board Policy Manual
2.020 Supervisory Responsibilities The Director is responsible for the supervision of all school employees, including developing and executing an annual, formal, written performance evaluation system. The Director is empowered to dismiss any school employee under contract subject to Board approval and to not rehire any staff at the termination of their contract. In the case of an assistant Director or Principal, the Director should make a recommendation regarding their employment to the Board for review and approval. (Policy revised 26/1/09) (Policy revised June 2016)
PSI Board Policy Manual
2.030 Conflict of Interest Director It is the Director’s responsibility to notify the Board of any potential conflict of interest due to a relationship with a staff member or any provider of service or material. The Director may not administer salary or make any staffing, financial or policy decisions that involve a conflict of interest without Board approval. The Director will sign a code of conduct and conflict of interest statement prepared by the Board at the beginning of each school year. Administration It is the Director’s responsibility to ensure all administration and staff understand any potential conflicts of interest and to implement a system whereby the staff will disclose any concern or conflict to the Director. (Policy revised 26/1/09) (Policy revised June 2016)
PSI Board Policy Manual
2.040 Appointment of School Director The Board shall select a qualified Director who is not a member of the Board for a negotiated contract term not to exceed four years. The contract can be renewed at the option of the board thereafter. Because the relationship between the Board and the Director is crucial to the smooth functioning of the school, the board is committed to devote all or part of at least one executive session at least 15 months prior to the expiration of the Director’s contract for discussing the renewal of the Director’s contract. (Policy revised 26/1/09) (Policy revised June 2016)
PSI Board Policy Manual
2.050
Evaluation of the School Director
The Board shall use evaluation instruments to collect information from the staff and Board members for the purpose of appraising the Director’s performance during the month of May. The chairperson shall make all results available to Board members and will be discussed at an executive Board session in May without the Director present. A discussion of the evaluation results will take place between the Director and at least two Board members including the chairperson within two weeks of the executive Board session. A final written evaluation will be given to the Director before the end of June. (Policy revised 8/6/2015)
PSI Board Policy Manual 2.090 ASSET MANAGEMENT The School’s asset management decisions are consistent with its operational and development strategy and Ukrainian legislation. These include decisions on acquisition, management, and disposal of assets. (Policy revised June 2016) 2.9.1. FIXED ASSETS Fixed Assets are the non-liquid assets that are required for the School's operations with a useful life of over one year with a value threshold defined by Ukrainian legislation. The School’s business office will maintain a physical inventory of all fixed assets and low-cost items as required by law. Depreciation of fixed assets will be determined in accordance with Ukrainian legislation. 2.9.2. SCHOOL INVENTORY PROPERTY AND DISPOSAL 1. Inventory. The School owns portable assets which will be managed in an inventory. The Business Manager or his/her designee is responsible for maintaining accurate, up to date records of all controllable capital assets owned by the School. In conjunction with the Finance Committee and the Director, the Business Manager or his/her designee shall personally oversee the annual physical inventory. Identification. Assets will be labelled to (i) identify them as the property of PSI; (ii) identify assets and non-asset items in an inventory; (iii) track the location of assets and non-asset items. ● Tracking of assets. The Business Office will determine the procedure for managing the location of assets and non-asset items within and outside the School. ●
2. Disposal of Equipment, Materials, and Supplies a. The School will dispose of surplus or obsolete equipment, materials, and supplies no longer required to accomplish its objectives. b. Disposal of such items shall be the responsibility of the Business Manager or his designee after it is assured that they are no longer of any use to the School. c. The head of the department where surplus or obsolete school property is located will inform the Business Manager of assets that are no longer needed. The Business Manager informs the heads of all School departments of the availability of these assets. Assets that can be used elsewhere in the school will be reassigned. d. Assets that are not required by any School departments will be disposed of as follows: ● ●
The Director and Business Manager will determine the value of the asset. Assets with a value of over $5,000 will be offered for sale to the public through advertisements in the school or other newspapers. The asset will be sold to the person or organisation making the highest offer. The Finance Committee must approve the sale. ● Assets with a value between $100 and $5,000 will be sold for the highest bid to staff and parents. Director approval is required. ● with a value below $100 will be donated to charity subject to the approval of the Director.
PSI Board Policy Manual
e. A record of all disposed assets will be maintained by the Finance Office. 4. School property, including facilities may be rented to third parties at a time when not used by the school. See ​Facility Rental Policy, ​2.9.3. 5. All money received from the sale of equipment, materials, or supplies shall be deposited in the general fund of the School and made available to the relevant department through the budgeting process. (Policy adopted 14th June 2011)
PSI Board Policy Manual
Section 3: Powers and Duties of the Board Policy
Policy Number
Authority
3.010
Responsibilities
3.020
Board code of conduct and conflict of interest
3.030
Board composition, membership and term of service
3.040
Board member orientation
3.050
Board member compensation and expenses
3.060
Vacancies on the board
3.070
Organisation of the board
3.080
Election of board officers
3.090
Board subcommittees
3.100
Roles of standing committees
3.110
Board-director relationship
3.120
Annual organisational meeting
3.130
Regular board meetings
3.140
Executive sessions
3.150
Notification of board meetings
3.160
Agenda preparation and dissemination
3.170
Rules of order
3.180
Number of board members and quorum
3.190
Minutes
3.200
Policy review
3.210
Mission statement and philosophy review
3.220
PSI Board Policy Manual
3.010 Authority The Board of directors (Board) exercises legislative authority over the school in accordance with applicable laws. It determines policy; delegates executive, supervisory, and instructional authority to its employees, and appraises the results achieved in light of the goals of the school. (Policy revised 2/3/09)
PSI Board Policy Manual
3.020 Responsibilities The Board shall concern itself primarily with the development of policy, appraisal of results, and strategic planning rather than with administrative details. The application of policies is an administrative task to be performed by the Director and his/her staff, who shall be held responsible for the effective administration and supervision of the entire school system. Matters concerning application of school policy shall first be brought before the Director for investigation before being submitted to the Board. Among the specific functions exclusively reserved for the Board are the following: 1.
Establishment of general policy concerning: a. organisation b. curriculum and instruction c. position, classification and compensation d. admission of students / class size e. governmental and public relations f. employee and student welfare and relations g. fees and tuitions h. overall administration of the school i. election of Board Officers j. evaluation of the Director
2.
Approval of: a. curriculum b. insurance policies covering assets of the school c. personnel policies d. remuneration packages – salaries, benefits, increases e. capital and financial budgets and spending authorisation levels f. expelling of pupils g. employment of certified personnel h. creation, change and elimination of employee positions i. selection, objective setting and evaluation of any Assistant Director or Principal j. establishment of fees and tuition. k. review of school audits l. disciplinary action related to parental conduct m. School Management Framework and annual Strategic Action Plans n. capital building projects o. risk assessments and safety auditing p. child protection policy and associated procedures
For additional information please reference 3.110 and 3.120. (Policy revised 8/6/2015)
PSI Board Policy Manual
3.030 Board Code of Conduct and Conflict of Interest The Board shall annually review Code of Conduct and Conflict of Interest (Appendix F) as part of the new Board orientation in September. All Board members shall sign an agreement to follow the PSI Code of Conduct for the Board of directors as outlined in Appendix F. It is the responsibility of any Board member who discovers a potential conflict of interest to disclose it immediately to the Board. Whenever purchases of supplies, equipment, or services shall be made from those companies wherein the members of the School Board work or hold a proprietary interest, the School Board shall be so informed. If a member of the immediate family or any member of the Board shall be employed in any continuing capacity by the Director, he shall inform the Board of the relationship. The Board member may not take part in policy decisions that involve the Board member's spouse, partner and / or family member. (Policy revised 8/6/2015)
PSI Board Policy Manual
3.040 Board Composition, Membership and Term of Service The Board shall be composed of elected, appointed and ex-officio Members, for a term of thirty-six months. Guidelines for the Board Composition, Membership and Term of Service can be found in The Pechersk School Foundation binder. (Policy revised 4/2/08) (Policy revised 8/6/2015)
PSI Board Policy Manual
3.050 Board Member Orientation The Director and Chairperson of the Board will conduct an orientation for new Board members emphasising the role of the Board, individual Board members duties, responsibilities and Board ethics. Relevant materials will be distributed prior to the orientation. (Policy revised 8/6/2015)
PSI Board Policy Manual
3.060 Board Member Compensation and Expenses Members of the Board shall receive no remuneration and shall not be liable for any action lawfully taken by them in that capacity. Some Board members, however, sign official documents, in an official capacity (for example, Power of Attorney). Here a legal responsibility does apply. The school provides all Board member with a governance indemnity insurance annually to cover such liabilities. Members of the Board shall be reimbursed for all necessary and legal expenses incurred in attending any conferences or in making trips on official business for the school when so authorised by the Board of directors. (Policy revised 8/6/2015)
PSI Board Policy Manual
3.070 Vacancies on the Board Whenever a Board member leaves Kyiv for a period to last at least 3 months, their position is considered vacant. Whenever, between elections, a vacancy occurs on the Board, the remaining members may, by majority vote, appoint a successor to complete the unexpired term until the next election. (Policy revised 8/6/2015)
PSI Board Policy Manual
3.080 Organisation of the Board The Board shall elect four (4) Board officers from among its Members: Chairperson, Vice-Chairperson, Treasurer, and Secretary and their term of office shall be for one year. The Board may, in its discretion, create such other positions as it deems necessary from time to time. The Vice Chairperson, and in his/her absence the Treasurer, will serve as the acting Chairperson in the absence of the Chairperson (Policy revised 8/6/2015)
PSI Board Policy Manual
3.090 Election of Board Officers Board officers shall be elected by the new, full voting Board, through secret ballot and by a simple majority, at the first new Board meeting following the election. (Policy revised 8/6/2015)
PSI Board Policy Manual
3.100 Board Subcommittees The Board may appoint ad hoc committees of the Board to undertake special projects and make recommendations to the Board. The ultimate decisions, however, will continue to be the Board’s. The membership will be determined by the Board Chairperson and may consist of appointed school personnel and community members with special knowledge or expertise. The Board will vote to confirm the appointees on all Ad Hoc Committees. Committees will be dissolved at the completion of their assigned projects. (Policy revised 8/6/2015)
PSI Board Policy Manual 3.110 ROLES OF STANDING COMMITTEES Governance and Strategy Committee – The role of the Policy and Governance Committee shall be to: Provide advice to the Board on areas requiring policy application and development. Act as an agency whereby draft documents are produced and presented to the Board for comment and approval. Advise on the professional development of the Board, appointment of new Board members and arrange for the appraisal of the Board’s performance annually. Provide assistance to the Director on areas of personnel policy applications Provide advice to the Board on areas of personnel management Finance and Risk Committee – The role of the Finance and Legal Committee shall be to: Provide advice to the Board on areas of Budget and Financial management, 2 Provide advice to the Board on areas requiring legal opinion Facilities and Building Committee – The role of the Building Committee shall be to: Act as an agency whereby building options are developed and evaluated; subsequently the Building Committee would present them to the Board for comment and approval. Provide technical advice to the Board in areas concerning buildings. Generally, these Committee will be scheduled to meet once per month in the week following a Board meeting. (Policy revised 8/6/2015)
PSI Board Policy Manual
3.120 Board-Director Relationship The Board believes that strategic governance including policy development (Board Policy Manual) is the function of a school Board and the execution of the policies are the function of the Director. This is an important partnership to be fostered by both parties. One of the primary roles of the Board is to support the Director in developing the educational programme and the daily management of the school. Delegation by the Board of its executive powers to the Director should provide freedom for the Director to manage the school within the Board's policy framework and should free the Board to devote its time to policy-making and appraisal. The Board holds the Director responsible for the administration of its policies, the execution of Board decisions, the operation of the internal machinery designed to serve the school program, and for keeping the Board informed about school operations and problems. The Board shall strive to procure, when a vacancy exists, the best professional leader available for the head administrative post. Then the Board as a whole, and individual members, shall: Give the Director full administrative authority for properly discharging his professional duties, holding him responsible for acceptable results. Act only after considering recommendations from the Director in matters of employment or dismissal of school personnel. Hold all meetings of the Board in the presence of the Director, except those pertaining to his/her performance and contract. Refer all complaints, criticism, and requests to the Director, and discuss them only at a regular meeting after failure of administrative solutions. Present personal criticism of any employee directly to the Director. (Policy revised 8/6/2015)
PSI Board Policy Manual
3.130 Annual Organisational Meeting The Board shall meet in September each year to consider organisational matters such as time and place of meetings, appointment of committees and other items as determined by the Chairperson of the Board and Director. (Policy revised 8/6/2015)
PSI Board Policy Manual
3.140 Regular Board Meetings The Board shall meet no less than once per month during the school year. Special meetings may be called by the Chairperson at any time or upon the request by a majority of Board Members. (Policy revised 8/6/2015)
PSI Board Policy Manual
3.150 Executive Sessions The Board, by the votes of a majority of members present, may during any regular or special meeting when a quorum is present, hold an executive session to discuss certain sensitive matters, such as: Legal discussions concerning the prosecution, defence, settlement, or litigation of any judicial action or proceeding in which the board is a part; The appointment, employment, evaluation, assignment, duties, discipline, or dismissal of an officer or employee or to hear complaints and charges against an officer or employee; The examination of a witness during a hearing, when the presence of any other witness or witnesses would jeopardise the proceedings; Private consultations with the Board's legal counsel; The purchase, exchange, lease, or value of real property and negotiated contracts for prospective gifts or donations. Only Board members and those staff members specifically invited by the Board to attend shall be present at executive sessions. Minutes taken during an executive session shall be held confidential. Members of the Board shall be duty-bound to keep all matters discussed in executive session confidential. (Policy revised 8/6/2015)
PSI Board Policy Manual
3.160 Notification of Board Meetings The Director will notify Board members of meeting dates, times, and venue as directed by the Chairperson. (Policy revised 8/6/2015)
PSI Board Policy Manual
3.170 Agenda Preparation and Dissemination The Director shall prepare an agenda in consultation with the Chairperson for each regular meeting. The Director shall distribute the meeting materials to each Board member at least three working days before meeting. (Policy revised 8/6/2015)
PSI Board Policy Manual
3.180 Rules of Order Robert's Rules of Order shall be the foundation of Board meeting procedures. (Policy revised 8/6/2015)
PSI Board Policy Manual
3.190 Number of Board Members and Quorum The Board of directors is comprised of up to twelve members, with a minimum of five. The school Director, Assistant Director and any Principal or Head, teacher representative, and Parent/teacher Association (PTA) representative shall serve as ex-officio members of the board. The Board may appoint additional ex-officio members when it desires. (Refer to Section 5.6 of the School By-Laws) A quorum of at least five voting members must be present during a Board meeting in order for the Board to fulfil its functions. (Policy revised 4/2/08) (Policy revised 8/6/2015)
PSI Board Policy Manual
3.200 Minutes Minutes shall be kept for all Board meetings and other venues when official Board decisions are made. They shall include no less than: statement of the time, date and place of the meeting members present at the meeting record of decision and call for all votes for closed sessions, the purpose or purposes for which the closed session was held. person who recorded the minutes (normally the secretary, except when absent) Minutes shall be approved by the Board. Except for minutes taken during executive sessions, all minutes shall be considered public records and open for public inspection. After Board approval, copies of minutes of Board meetings will be posted at the school by the Director and on the school intranet site. They shall be available for inspection at the school during regular school hours. (Policy revised 8/6/2015)
PSI Board Policy Manual
3.210 Policy Review The Board directs the Director to recall all parent, teacher and student handbooks and regulation manuals for the administrative updating and review at the April Board meeting. It is the task of the Director to distribute copies of the School Board Policy to new Board members and to make a copy available to the school’s personnel and parent community. This will be kept in the school library. (Policy revised May 2007) (Policy revised 8/6/2015)
PSI Board Policy Manual
3.220 Mission Statement and Philosophy Review The board shall appoint a committee of parents, students and staff members to review the school’s Mission Statement and Philosophy every five to seven years in line with the self study and accreditation cycle. A report from this committee will be submitted to the board at the April meeting. (Policy revised 12/06/2017)
PSI Board Policy Manual
Section 4: Financial Matters Policy
Policy Number
General Budget Policy
4.010
Financial year
4.020
Budget preparation
4.030
Internal budget
4.040
Ownership of accounts
4.050
Enrolment fee
4.060
Aid and grants to the school
4.070
Fund raising
4.080
Gifts and bequests
4.090
Accounting and reporting – accounting systems
4.100
Audits
4.110
Inventories
4.120
School building and grounds
4.130
Environmental Policy
4.131
Bursaries for students in need of financial support
4.140
Use of school facilities
4.150
Petty Cash
4.160
Procurement
4.170
Salary Payment
4.180
Income
4.190
Tuition & Fees
4.191
Emergency Reserve Fund
4.200
PSI Board Policy Manual 4.010 General Budget Policy Pechersk School International is a registered commercial company that has the sole purpose of providing a quality education programme for the enrolled students. The School does not seek to make a profit and all income is used in support of the whole school programme. To make that support as effective as possible, it is the policy of the Board to: a. Encourage advance planning through the best possible budget procedures; b. Provide policy guidance to budgeting and management of School finances, so that adequate financial strength is maintained. c. Ensure adherence to proper accounting and reporting procedures through annual, external auditing. d. Maintain the level of per student expenditure needed to provide high quality education. e. Maintain an operating reserve fund that will respond to unanticipated contingencies per emergency policies established by the Board. It is the Board's responsibility to approve the annual operating budget for the ensuing year. The budget should be adequate to finance ongoing programmes and provide for additions or changes dictated by the projected needs of the School. The school strives to operate on a balanced budget taking into account financial obligations in the short-term and long-term. Recognising this, the Board of directors strives to meet three principles: ● To balance income and expenditure (including student number fluctuations, currency depreciation and inflation); ● To avoid financing negative operating balances from debt; ● To maintain such solvency that is required for the ongoing operation of the school The School bookkeeping will be organised so as to give clear indication of all separate areas of cost and income, as advised by the Finance & Risk Committee and by the School accountants and auditors. The School budget and bookkeeping systems should be maintained in accordance with accepted practices associated with international accounting standards (IFRS) and the laws of Ukraine. Budget Plan The approved budget will be considered as a controlled spending plan for the ensuing year. The Director at his/her discretion may approve up to a US$20,000 without referral to the Board. Approval for variances above this amount must be sought from the Finance & Risk Committee, subject to Board approval. Anticipated and actual variances to the approved budget will be reviewed and reported on a regular basis by the Finance & Risk Committee, and other relevant Board Committees if appropriate. (Policy adopted 17/1/11) (Policy revised June 2016)
PSI Board Policy Manual
4.020 Financial Year The financial year shall be August 1st - July 31st. (Policy revised 8/6/2015)
PSI Board Policy Manual
4.030 Budget Preparation Responsibility The overall responsibility for the preparation of the school budget lies with the Director. The Finance & Risk Committee is responsible for the input of suggestion and review of the budget and its subsequent presentation to the Board of directors. The Board of directors is the final approving authority for the complete school budget. Budget Preparation Flow and Timetable The school budget shall be prepared in two formats; 1. A 5 year budget forecast to enable medium and long term financial planning for school development. 2. An annual (operational and capital) budget. Adequate discussion and examination of the Budget by different Committees involved and subsequently by the Board itself requires adherence to a timetable of stages of budget preparation. The following timetable should be maintained: September (Review)
The Finance & Risk Committee reviews the financial result of the previous years budget. The 5 year forecast is presented and discussed with the Finance & Risk Committee. Expatriate salary and benefits packages are presented to the Finance & Risk Committee for the new school year (this is due to the annual, expatriate recruitment timeline).
October (Review)
The current year budget is reviewed and adjusted for changes that have occurred to begin the new school year (student numbers, fluctuation etc.)
November
The current budget is presented to the Board with any changes / updates for approval (if required). Expatriate salary and benefits packages are presented to the Board for approval.
December
Assumptions for both the 5 year forecast and annual budget (new school year) are presented and discussed with the Finance & Risk Committee. - Student numbers, exchange rates and inflation are predicted. - Tuition fees are included to meet financial objectives. - Salary and benefits increases / changes are included. - Capital expenditure items are included. - The emergency fund amount is established.
February
Budgets for both the 5 year forecast and annual budget new are presented to the Finance & Risk Committee for approval. Finance & Risk Committee makes final decisions on; - Tuition fees and any discount programmes. - National staff salary increases. Balancing school operating income and expenditures are
PSI Board Policy Manual
required. March
Both the 5 year forecast and annual budget are presented and to the Board for approval.
April
The annual tuition fees are distributed to the school community.
(Policy revised 21/03/11) (Policy revised June 2016)
PSI Board Policy Manual
4.040 Internal Budget A. EXPENDITURE SHIFTS. The Director has the authority to shift budget expenditure items within the major categories as defined by the Finance & Risk Committee. Budget changes between major categories are the responsibility of the Board. B. AUTHORISED SIGNATURES. The Director is designated as the Primary Signatory. Secondary signatory is the Chief Accountant of the school. The authorised list of signatures shall consist of the Chairperson of the Board and the Finance & Risk Committee Chairperson. C. CASH ON HAND. Cash may be maintained on the school premises at an amount to be determined by the Finance & Risk Committee in coordination with the Director. D. INTERNAL CONTROLS. Spending authorisation limits are set by the Finance & Risk Committee and reviewed with the Board through the Board Policy Manual (Procurement Policy) ‘three year review cycle’. This includes statements in the General Budget Policy and the Procurement Policy. (Policy revised June 2016)
PSI Board Policy Manual
4.050 Ownership of Accounts All bank accounts, savings accounts, deposit certificates and any other authorised deposit facilities shall be in the name of Pechersk S International Ltd. (Policy revised 26/1/09) (Policy revised June 2016)
PSI Board Policy Manual
4.060 Enrolment Fee An enrolment fee for new students or re-enrolment fee for returning students fee will be established annually by the Board. This fee is payable upon acceptance of a new student's completed registration. The fee is in addition to the established tuition. (Policy revised 8/6/2015)
PSI Board Policy Manual
4.070 Aid and Grants to the School The Board may accept funds from government foundations or private sources, complying with the conditions and requirements connected with the acceptance and use of grant funds. (Policy revised June 2016)
PSI Board Policy Manual
4.080 Fund Raising Solicitations for funds made in the name of the school or any of its organisations must have the Director's approval. Solicitations, canvassing, and fundraising drives which have as their goal $3,000.00 or more must be approved by the Board. Early in the School year the PTA Board Representative presents to the Board their annual events, anticipated fundraising income and funds distribution plan for discussion. (Policy revised June 2016)
PSI Board Policy Manual
4.090 Gifts and Bequests The Director may accept on behalf of and for the school any bequests or gift of property for any purpose deemed to be suitable, and may utilise such property as designated. Gifts or bequests of a value greater than $100.00 must be approved by the Board. (Policy revised June 2016)
PSI Board Policy Manual
4.100 Accounting and Reporting-Accounting Systems The annual accounts shall be approved by the Board and shall be designed in such a way as to provide information required by the Director and Board. All personal expense reports of the Director must be approved by the Board chairperson or his designee. (Policy revised June 2016)
PSI Board Policy Manual
4.110Audits (Current Policy) The accounts of the School shall be audited by an independent auditor at the end of each year. The auditor is selected by the Finance & Risk Committee and is approved by the Board. (Policy revised 12/06/2017)
PSI Board Policy Manual
4.120 Inventories The Director and chief accountant are responsible for maintaining and controlling of capital assets and student materials owned by the school. (Policy revised 8/6/2015)
PSI Board Policy Manual
4.130 School Building and Grounds The Director will maintain School properties in good physical condition; safe, clean, and sanitary and as comfortable and convenient as the facilities will permit or the use requires. The Director shall have the general responsibility for the care, custody, and safekeeping of all School property. He/She shall establish such procedures and employ such means as may be necessary to discharge responsibility. (Policy revised 8/6/2015)
PSI Board Policy Manual
4.131 Environmental Policy The School recognises its activities' impact upon the environment. The school is committed to continuously improving its environmental performance to minimise its impact. The School will aim to minimise any negative effect its operations may have on the environment by implementing good environmental practices that comply with national standards and international best practices. Environmental awareness lead by the school ‘Green Committee’ and actions shall be woven into the interdisciplinary curriculum and co-curriculum and special events through the curriculum review process. Specific school-wide priorities also added to the strategic plan. The School will encourage and support student and community initiatives in the furtherance of good environmental practices. (Policy adopted 13/02/2013) (Policy revised 12/06/2017)
PSI Board Policy Manual
4.140 Bursaries for Students in Need of Financial Support Families have the primary responsibility for bearing the cost of education at PSI. Under certain circumstances the School may decide that financial support will be made available to families. The normal purpose of financial support is to allow students to continue their studies at PSI, in particular in situations where the presence of that child is of crucial importance to the class from an academic and wider organisational perspective. Requests for financial support usually fall into one two categories: New applicants to the School where a place has been offered but parents/guardians are unable to fund the tuition fees. Existing students where a change in family financial circumstances has resulted in difficulty in meeting tuition fees. Financial support is limited to a bursary which should be applied for prior to the start of the school year. Financial awards are made for a maximum period of one academic year. Families requiring assistance in subsequent years must reapply for financial support. Families are eligible for a maximum of one bursary per year. Students from Kindergarten to Grade 12 are eligible for student bursaries. Families are notified, in writing, on application approval that bursaries are provided for a maximum length of three school years. Awards will be made based on the following criteria: Proof of financial hardship based on the assessment of applications and submissions made to take into account income and expenditure, assets and liabilities. Families will be means tested according to the supporting Bursary Application Guidelines and confidential Grant Assessment Form. Academic standing of the student who must demonstrate a satisfactory passing standard. Lowest amount of financial support required to maximise the number of students receiving financial support. New Applicant Bursaries Parents/guardians of new applicants may apply for a bursary if there are available places in the homeroom at the time of application. The maximum bursary for a new student is $7,000. This bursary may continue only if there are no full-fee paying students up to the class maximum in subsequent years. Returning Student Bursaries Each bursary awarded for existing students will have a maximum value of $7,000. A total school budget of $42,000 for such bursaries will be allocated annually. Decisions on awardees are made jointly by the Director, a member of the Finance and Risk Committee and the Board Chairperson. (Policy adopted 5/10/09) (Policy revised 8/6/2015)
PSI Board Policy Manual
4.150 Use of School Facilities Buildings and grounds may be used by members of the PSI community subject to signing and accepting a written agreement giving details of their usage and to the following procedures and limitations: Use of PSI facilities shall not in anyway interfere with regularly scheduled classes or School-sponsored activities. The activity for which facilities are requested must, in the judgment of the Director, be compatible with the facilities requested. Groups using facilities must certify that they have appropriate insurance, which protects the School from liability in case of accident or injury and also covers the destruction or damage of School property and facilities. The School accepts no liability whatsoever for any accident or other injury, whatever the cause may be. Premises are left in the same condition they were in when use was granted. Organisations and groups using facilities will be billed for any charges incurred by the School to restore facilities to their normal condition. Any fees charged for use of the school facilities are set in consultation with the Director. Organisations that are granted regular use of facilities may not leave their property on School premises between scheduled use without special arrangement. All activities must be properly supervised by a named person, usually a parent of the school. (Policy adopted 15/2/10) Reviewed 2015 - No Change - F&R Committee
PSI Board Policy Manual
4.160 Petty Cash Cash holding at any given point of time in the school petty cash balance must not exceed $10,000 unless specifically approved by the school director. The school director has authority to increase the petty cash balance to $15,000. Petty cash is to be reconciled on a daily basis by the cashier. It will be checked weekly by the Chief Accountant. The Financial Controller will conduct a random reconciliation and cash count every month. Cash can only be used to cover expenses which cannot be paid by bank transfer. Cash can only be used for selected budget lines / projects only approved by the administration. Petty cash can only be paid within annually approved limits of spending. Petty cash is disbursed for advances only. Applications are to be made 2 days in advance of purchase. Settlement of petty cash transactions must take place within 3 working days of purchase. (Policy adopted 8/11/10) (Policy revised 12/06/2017)
PSI Board Policy Manual ​4.170 Procurement Procurement relates to the following: a) regular supplied items with an annual value over USD 3,000; b) outsourced services regardless of the value c) single one-time purchases exceeding petty cash limit. The procurement process is overseen by the Business Manager, delegated to the Procurement Officer. A separate Procurement Procedure provides detailed guidelines for purchasing goods and services for the school. (Policy adopted 8/11/10) (Policy revised 8/6/2015)
PSI Board Policy Manual
4.180 Salary Payment As required by law employees' salary shall be paid two times a month in equal parts, unless otherwise agreed by respective employment contract. Salaries are paid by bank transfer to employees' accounts. Currency of the salary payment shall be: ● Ukraine residents are paid in Ukrainian Hryvnia ● Expatriate employees will be paid in UAH but this may be converted to currency based on their individual employment contracts Every employee shall receive a monthly salary slip. The salary slip will show all amounts due, deductibles, payments and final balance per document date. Salary slips are sent to employees by email. At the end of each schooling year every employee shall receive annual income statement showing all amounts earned and paid: ● Gross amount earned, ● Personal income tax paid to state tax administration, ● Net amount in UAH or US$ paid to employee's’ bank account. Advances on salary are at the discretion of the Director and will be considered only in extenuating circumstances. (Policy adopted 17/1/11) (Policy revised 12/06/2017)
PSI Board Policy Manual
4.190 INCOME It is School policy to generate income sufficient to cover Schools’ expenses and long-term development plans. The school does not aim to profit from its operations. The Director and Business Manager are responsible for ensuring that the school has sufficient income to operate the school. The School’s income comes from several sources: ● tuition and school fees paid by parent and/or sponsors of attending students; ● sponsorships and donations received from third parties; ● revenue generated by rental of unused properties and facilities; ● sales of obsolete equipment; ● interests gained on deposits and other financial transactions allowed by law; ● fundraising activities run by the school. Non-operational income refers to any income received by the school other than tuition and fees. Specifically, this refers to: ● ● ● ● ● ●
Donations and sponsorships Income raised through fundraising activities Rental of school facilities Sales of obsolete equipment Interest income on deposits or other financial transactions allowed by law Non-monetary donations.
The school will document all sources of income in an open, transparent way and report it as required by Ukrainian law. Non-operational income will be recorded and reported in accordance with the School budget process.
Non-monetary donations: Before non-monetary donations can be accepted, the value of the proposed donation must be estimated and the tax implications assessed. The non-monetary donation may only be accepted if its value to the school exceeds the tax obligations it creates. The Business Manager or Director must approve the donation before it is accepted. (Policy adopted 16/5/11) (Policy revised 8/6/2015)
PSI Board Policy Manual
4.191 TUITION FEES Definitions.
Tuition fees refer to funds paid by the parents or guardians of students for instruction at Pechersk School International, Kyiv. Purpose. Tuition fees finance the operational costs of the school as well as reserves for expected costs as indicated in the long-term budget. Liability. Parents and guardians of students are responsible for the payment of tuition and fees. This applies in the event of payment default by a third party sponsor, including employers. Calculation. Tuition fees are proposed by the Finance Committee and set by the Board based on the estimated number of students, surplus funds from the previous fiscal year, salary and benefit expenses, operational costs, other expenditures, long and short-term investments, and a contingency. As a non-profit institution, the School does not charge tuition and fees with the expectation of earning profit. Tuition fees are reviewed annually. Payment. Tuition payments may be paid in a single lump-sum or in two installments. Due dates are indicated on the invoice. Tuition payments made by installment or later than 30 days from the date of invoice are subject to an additional financial surcharge. Installment deadlines and payment amounts are defined in the Fee Schedule Table. Parents who risk leaving during the school year are advised to pay by installment. Refunds. Fees are not refundable. Late payment. The School reserves the right to claim late payment charges, interest, legal or other debt collection costs from students who fail to pay in a timely manner. The Finance Committee sets the penalty for late payment. Mid-year tuition. Students enrolling in the school during the school year will pay pro-rated tuition fees according to the Fee Schedule Table. Fees, however, must be paid in full regardless of the enrollment date of new students. Non-payment. The School reserves the right to suspend the student of any parent who does not pay their tuition or fees. Students in debt to the School may not re-enrol for the following school year, and will not be guaranteed a space, until all debts and obligations have been paid in full. Reviewed 2015 - No Change - F&R Committee
PSI Board Policy Manual
4.200 EMERGENCY RESERVE FUND For sound financial planning the School is to accumulate an Emergency Reserve Fund to protect against unexpected increases in maintenance and capital replacement costs. The annual Emergency Reserve Fund will be equal to 25% of the Operational Budget as a cash reserve. A Board decision would be required to increase the amount of this fund, if found necessary. In the event of a proposed use of the Emergency Reserve Fund for capital expenditure purposes, to avoid depleting the fund beyond a prudent level, conscious decisions have to be made, recommended by the Finance Committee for the Board approval, whether to use the fund on a short term basis, or take a commercial loan. (Policy adopted 16/5/2015) (Policy revised 12/06/2017)
PSI Board Policy Manual
Section 5: The Students Policy
Policy Number
Responsive and fair educational opportunities
5.010
Admission and placement
5.020
Admission
5.021
Placement
5.022
Registration
5.030
Enrolment priority
5.040
Early childhood education (ECE) programme
5.050
Class size
5.060
Language
5.070
Entrance Requirements
5.071
Language of Instruction
5.072
Ukrainian Language Policy
5.073
Mother Tongue Instruction
5.074
Additional Language Instruction
5.075
Language Ab Initio
5.076
Teacher’s aide
5.080
Student attendance/student absences and excuses
5.090
Student welfare and safety
5.100
Student behaviour management policy
5.110
Tobacco, Alcohol and Substance Abuse
5.120
Student suspension
5.130
Student expulsion
5.140
Honour roll
5.150
Parent/guardianship
5.160
Student records
5.170
Access to student records
5.180
Parental conduct
5.190
Promotion and Retention of Students
5.200
Gifted and Talented Students
5.210
PSI Board Policy Manual
5.010 Responsive and Fair Educational Opportunities No person enrolled in the School shall, on the basis of race, colour, creed, religion, sex, or national origin, be denied the benefits of, or be subject to discrimination in any educational program or activity. The school Director shall investigate complaints which may be brought against the school in regard to any alleged discriminatory action. (Policy revised 8/6/2015)
PSI Board Policy Manual
5.020 Admission and Placement Admission and placement is based on data submitted as required by the professional staff to determine: ● The potential of the applicant to benefit from the educational services available (including English language proficiency as noted below) ● The capacity of the school to meet the educational needs of the applicant ● Fulfilment of set financial and medical requirements ● The effect on the class as a whole ● Testing of English proficiency for placement in Grades Kindergarten to 12 ● Testing of Mathematics proficiency for placement in Grades 3 - 12 ● Testing of Languages proficiency for placement in Grades 6 - 12 (Policy revised June 2016)
PSI Board Policy Manual
5.021 Admission Children of all nationalities may seek admission to the school. Prospective applicants will be considered unless there is reason to believe that admission is not in the best interest of the applicant or the school. Students with special educational needs will be accommodated wherever possible. However, the School recognises that there are instances where a child may have special needs, (be they academic, intellectual, physical, social/emotional or behavioural) that may require services or resources beyond the school’s ability to provide a meaningful programme for that student. Therefore, it is the School’s sole discretion to accept or re-admit students outside the normal range of ability and progress who might either require specialist teaching the School cannot provide, or need a disproportionate amount of the teacher’s time. Students seeking admission to PSI in grade 12 must enrol no later than three weeks after the start of the first semester or be transferring from an approved high school in which the student was enrolled in an acceptable senior programme of studies. Students enrolling during their senior year must be able to meet the PSI graduation requirements for Grades 9 through 12 and be fluent in English. (Policy revised 2/11/09)
PSI Board Policy Manual
5.022 Placement Initial student class placement will be determined by the Director upon the recommendation of the PSI professional staff. The primary factor to place students will be the age of the student. Previous reports, grades completed and testing may also be requested to assist the Director in making an informed decision. A student may be placed on academic probation for a period of up to 8 weeks to assess his/her suitability to succeed in the academic programme. Subsequent promotion or non-promotion will be determined by the PSI professional staff with the approval of the Director. (Policy revised 2/3/09)
PSI Board Policy Manual
5.030 Registration Prospective applicants must submit the following documentation before registration is completed and enrolment can be determined. Current registration documents include: ● Completed registration form ● Verification of age ● Completed medical profile and immunisation record ● Payment of the Enrolment Fee ● Review of the registration documents (including; reports / transcripts from the current school translated into English (1 year, if the student is entering Grade 1-10, 2 years for students entering Grade 11 or 12) ● Completed reference forms from sending school ● Interview with the appropriate building Principal where possible ● Screening procedures for any special education needs / requirements for all students Grades EC Grade 12 ● Testing of English proficiency for placement in Grades Kindergarten to 12 ● Testing of Mathematics proficiency for placement in Grades 3 - 12 ● Testing of Languages proficiency for placement in Grades 6 - 12 The administration and admissions office regularly review the list of documents and update the requirements as needed. (Policy revised June 2016)
PSI Board Policy Manual
5.040 Enrolment Priority Priority of enrolment is determined by the Director according to the following guidelines: ● Returning students in good standing who have completed re-registration and paid an enrolment fee by 1st May to guarantee priority enrolment. ● Siblings of returning students in good standing who have completed the registration guidelines by 1st May. ● Date of submission of completed registration for dependents of foreign embassy staff and international students with no obvious alternative education provision in Kyiv. ● Date of submission of completed registration for other students (including local Ukrainian students) with priority based on academic competence and English proficiency. Returning students in good standing are defined as those who: ● Have records of satisfactory attendance and discipline in the previous school year ● Possess the academic potential for success and meet the academic programme requirements as outlined in the admission policy ● Have made full payment of all tuition fees from the previous school year. At PSI 70% of all grade level positions are to be held by expatriate students. No single nationality, to include Ukrainian students, should exceed 30% per grade level. Parents are informed by the school, once all steps have been taken to rectify the situation, if a student is not in good standing by 15th March. In the event a class is at maximum capacity, a waiting list is generated by the director. Qualified applicants are placed on a waiting list as of the date of completing all registration requirements including payment of the enrolment fee. Returning students to PSI (and their siblings) must re-enrol by no later than 1st May to guarantee priority of enrolment. (Policy revised June 2016)
PSI Board Policy Manual
5.050 Early Childhood (EC) Programme The Early Childhood Programme shall be for children who have attained the following ages: Early Childhood 3 (EC3) is a preschool programme for children who have reached the age of 3 before 1st September. Early Childhood 4 (EC4) is a preschool programme for children who have reached the age of 4 before 1st September. The Kindergarten Programme (KG) is for children who have reached the age of 5 by 1st September. Verification of age is required prior to enrolment. Children who have attended a school with an IB or similar curriculum will be placed in the grade after the last one completed, provided proper school records are presented. Children turning 3 years old after 1st September but before 1st November may be considered for admission into EC3. In such cases the school reserves the right to review the child’s progress for an 8-week probationary period. In such cases the child must repeat a further academic year in EC3. The school’s decision is final in determining the placement decision in subsequent years. The policy that students entering Kindergarten must turn 5 years old by 1st September during the year of admission will apply. A full day programme is also available for students in EC3 at an additional fee.
PSI Board Policy Manual
5.060 Class Size The maximum class size for ECU3 is sixteen students; for ECU4 and KG it is eighteen students. For reasons of safety and control and to assist these young learners, when these classes have eight or more students, a teaching assistant (TA) will be employed to work with the qualified classroom teacher. The maximum class size for Grades 1 through 12 is twenty students. In Grades 1 and 2, a TA is employed once the class accepts its tenth student. The Director may temporarily allow an additional (two maximum) student into a class / grade to accommodate a sibling of an expatriate family. Other annual changes for unexpected circumstance / extraordinary enrolment situations are to be discussed and approved by the Board. (Policy revised June 2016)
PSI Board Policy Manual
5.070 Language English is the language of instruction and communication within the PSI community. PSI will provide a challenging program in English language for all students. PSI teaches all languages in the spirit of the School’s mission statement and the philosophy of the IBO. (Policy revised 8/6/2015)
PSI Board Policy Manual 5.071 Entrance Requirements English language proficiency is preferred but not required for admissions between ECU3 and Grade 8 in the Primary and Secondary School. Applicant students will be tested to assist in programme development and placement. The PSI programme is designed to meet students’ needs providing the following conditions are met in the Secondary School: Prior to entry into Grades 9 or 10, applicants must demonstrate English language proficiency at the intermediate level. Prior to entry into grades 11 or 12, applicants must demonstrate fluency in English in order to ensure their successful participation in PSI’s programme. The school reserves the right to refuse entry to students applying to attend PSI who do not meet these language criteria. The number of students admitted requiring English language Support is limited by the availability of a suitable programme and EAL staffing levels as determined by the Director. (Policy revised May 2007) (Policy revised 29/08/09)
PSI Board Policy Manual
5.072 Language​ of Instruction PSI is committed to the special place of English as the language of instruction. Students must obtain proficiency in English to obtain the greatest benefit from the PSI curriculum. There is support for those who require extra help and the school may extract students from other classes for extra instruction in English if the student’s level is not sufficiently high to perform well in class. (Policy revised 8/6/2015)
PSI Board Policy Manual
5.073 Ukrainian Language Policy The school provides a special programme for those wishing to study Ukrainian culture and Ukrainian Mother Tongue. (Policy revised 8/6/2015)
PSI Board Policy Manual
5.074 Mother Tongue Instruction The school encourages all students to continue to study the literature and culture of their own country and to arrange instruction in their Mother Tongue. The school may provide some support for the study of other languages as Mother Tongues if it is justified by class size and teacher availability, but in most cases Mother Tongue instruction is the responsibility of the parents with the school helping to identify possible teachers. (Policy revised 8/6/2015)
PSI Board Policy Manual
5.075 Additional Language Instruction An additional language is defined as a modern language learned at school that is not English and is not the Mother Tongue of the student. The school will provide a range of additional language instruction with the objective of: Providing Primary School students the opportunity to study an additional language and learn about a different culture. Providing Secondary School students the opportunity to study an additional language and achieve the level necessary for IB Middle Years Programme certification. Provide Secondary School students the opportunity to succeed in an International Baccalaureate examination in a language other than their Mother Tongue. To achieve these aims and to give as wide a range of choices as possible, the school offers a variety of languages, often at two levels. It is not possible to offer all languages in the school at all levels every year. The school cannot offer beginners courses at each year level in every language. This may limit the student’s choice or may make it necessary for a student to receive tutoring outside the school at the expense of the parents to enter a language course at an intermediate or advanced level. (Policy revised 8/6/2015)
PSI Board Policy Manual
5.076 Language Ab Initio When the demand justifies it, the school may offer a beginners course in one of the school languages for students who require a language course to be able to complete the full International Baccalaureate Diploma in grades 11 and 12. (Policy revised 8/6/2015)
PSI Board Policy Manual
5.080 Teaching Assistant A teaching assistant (TA) may be employed to assist the regular classroom teacher when conditions warrant, as determined by the director. (Policy revised June 2016)
PSI Board Policy Manual
5.090 Student Attendance / Student Absences and Excuses Attendance Policy PSI offers a balanced educational programme that supports students in their cognitive, social, emotional, aesthetic and physical development. Attendance at school is central to progress in all developmental areas. The school will closely monitor student attendance. Parents are advised not to take children out of school except for urgent reasons related to health or family emergencies. Family trips and vacations should be reserved for times when school is not in session. Absence of up to ten days per academic year for the reasons mentioned above is regarded as understandable. Absence of fifteen days per academic year will result in a formal letter, warning parents that the school is very concerned about the number of days of absence, and that the student’s work and overall development will be affected. Parents must meet with the Principal to discuss the problem. Absence of more than twenty days per academic year will result in a formal letter from the school informing parents that the student’s work and overall development may have been seriously affected, that the school will record the absences in reports and transcripts, will not attest to the successful completion of a full academic year, and reserves the right to retain the student at his/her grade level. Absence Policy Students who are absent must provide a written explanation from their parent(s)/physician. When a child is sick or unable to attend school, parents should call the school’s receptionist early on the day of the absence. Attendance is taken at the beginning of each school day. When a student is absent without notification, the parents of the student will be called each day of the absence. Parents should plan their vacations so that their children do not miss school. PSI strongly discourages students being withdrawn from school at times other than the scheduled vacations, to start vacations before the end of term, or to return after classes resume. The responsibility for making up work during these periods is placed on the student. Teachers are not required to make pre-holiday work arrangements for students or to make up examinations missed during such absences. If job-related leave of a parent is absolutely necessary, a prior written request should be made a minimum of two weeks in advance of the vacation. Requests for written work in the case of illness will be granted at the discretion of the teacher. Students absent from school during examination periods will not be given an opportunity to resit exams. If both parents are “out of country”, the school must be informed of a nominated guardian for their child(ren) via the appropriate school secretary. (Policy revised 9/10/08)
PSI Board Policy Manual
5.100 Student Welfare and Safety The safety of students shall be ensured through close supervision of students in all buildings and all school grounds and through special attention to the following: ● Maintaining a safe school environment ● Enforcing safe practices on the part of school personnel and students, particularly in those areas of instruction or extracurricular activities that offer special hazards ● Providing safety education for students as germane to particular subjects, such as laboratory courses in Science, and Physical and Health Education classes ● Providing prompt and competent first-aid care for children in case of accident or sudden illness. ● Providing a curriculum that addresses child safety and security The Director shall develop a safety policy pertinent to these points and attach it as Appendix A. (Policy revised June 2016)
PSI Board Policy Manual
5.110 Student Behaviour Management Policy Behaviour and discipline will be judged by the extent to which the attitudes and actions of the students contribute to or restrict the effective learning in the classroom and the quality of life and functioning of the School as a caring and involved community. The intent is to provide a cooperative and supportive environment where all individuals feel respected, valued and secure. Students are encouraged to exercise self-discipline. To achieve this, the following standards have been established to encourage good relationships among pupils, teachers and parents: ● ● ● ●
Good classroom practices An ordered and calm atmosphere within the School where pupils and teachers feel respected Clear and explicit procedures that enhances good behaviour both inside and outside of the classroom A positive and personalised approach that encourages good behaviour rather than simply punishing unacceptable behaviour through a system of rewards and sanctions ● A consistent, whole school approach to dealing with unacceptable behaviour, both from classroom teachers and administration ● Respect for other cultures and values ● A focus on developing positive social skills (Policy revised June 2016)
PSI Board Policy Manual
5.120 Policy on Tobacco, Alcohol and Substance Abuse PSI is committed to providing a safe and healthy working environment for all students and staff. This means an environment which is free of cigarette smoke, alcohol and drug abuse. Substance abuse impacts on health, safety and performance by causing ill-health, accidents, absenteeism and sub-standard performance. In the context of this policy, “substance” includes alcohol, illicit drugs, prescription and over the counter medication or any other substance which when used can impair an individual’s ability to perform his / her studies. Smoking The PSI campus is a smoke-free environment. Smoking by staff, students or visitors on school premises is not permitted. Note - This includes electronic cigarettes. Staff and other adults supervising student activities and trips outside school are expected not to smoke in situations where they are working with or directly supervising students. Students and staff found smoking on campus will be subject to disciplinary measures. Alcohol PSI is an alcohol-free campus. Alcoholic drinks are not permitted on school premises.Teachers, staff and volunteers who are in the position of ‘duty of care’ are not permitted to drink alcohol at any time to include; over night field trips, fall trips and CEESA trips (as well as any other trips of this type). Students participating in activities after school and trips outside school are not permitted to consume alcoholic drinks. The possession, transport or consumption of alcoholic drinks, or being in a state of alcohol impairment, either in school or on school-sponsored trips, will result in suspension or expulsion. Limited consumption of alcohol on the premises by adults in conjunction with official school functions will be permitted only with the prior approval of the Director. Substance Abuse The possession, distribution, sale and use of illicit drugs or associated paraphernalia, or improper use of other substances, failure to cooperate with a reasonable request to “test” or being in a state of impairment during school time due to substance abuse, will be treated as gross misconduct leading to disciplinary proceedings which may result in expulsion. Prescribed or ‘over the counter’ medicines which could affect a student’s performance or judgment must be declared to and discussed with the School Doctor prior to any use at school. Failure to do so will be a violation of this policy. Testing If the Director has reasonable suspicion that a student is in a state of impairment, he/she may instruct the student to undergo testing administered by the School Doctor/ qualified medical representative. All forms of testing used by the school will be non-invasive. Consent of the student’s parents or guardian will be
PSI Board Policy Manual sought before testing. The student’s parents or guardians will be informed of the test results. Any student who tests positive for the presence of prohibited substances will be in violation of this policy and will be subject to discipline, up to and including expulsion. A student who refuses or whose parents refuse to allow the student to take any drug and/or alcohol test will be suspended pending a decision on disciplinary actions. Any such refusal will be documented and signed by PSI and the student’s parents. Usually, this will be a written final warning prior to expulsion, but may result in expulsion depending on the circumstances of the case, for example, if there has been repeated violation of the substance abuse policy. Adulterated or substituted samples will be considered as a Refusal to Test and will normally be subject to similar disciplinary measures. Depending on the circumstances, this may sometimes result in expulsion. (Policy adopted 21/03/11) (Policy revised 8/6/2015)
PSI Board Policy Manual
5.130 Student Suspension Students may be suspended for the following reasons: ● Possession of weapons ● Use of drugs, alcohol or tobacco on school property or while taking part in a school activity ● Theft ● Destruction of school property ● Abusive and intimidating behaviour ● A pattern of repeated violations of the student code of conduct ● Interference with the educational programme ● Chronic unexcused absence Note - This list provides examples but is not an exhaustive list or all suspension situations. The following guidelines will be in place when a student is considered for suspension by PSI administration: ● Suspensions may be internal (in school) or external (at home) ● Suspension will be from 1 to 5 school days ● Students will receive work from teachers so that the suspension does not negatively impact academic standing ● Parents will be notified. For external suspensions, a meeting with the parents, student and administration will be scheduled before the student is allowed to return to school ● Secondary students suspended more than once in a calendar year will be referred to the School Expulsion Committee for review ● All suspensions are recorded and tracked ● The School provides information on student external suspensions to receiving schools or universities upon request. (Policy revised May 2007) (Policy revised June 2016)
PSI Board Policy Manual
5.140 Student Expulsion A student can be expelled for repeated suspensions or for a single act of gross misconduct. Any student being considered for expulsion will be involved in the following process: The School has systems in place to allow for due process for all students being considered for expulsion. The School reserves the right to legal action when the student’s actions violate local laws. Protocol The Director will convene the School Expulsion Committee to hear the case and notify the parents in writing. Parents will have the opportunity to address the committee prior to the hearing. Parents will be notified in writing as soon as possible of the committee’s decision. The School Expulsion Committee shall consist of: ● A teacher or staff member selected by the student as an advocate who is a ‘non-voting member’ (or selected by the parent in the Primary School) ● The Director ● A school board member agreed by the student (or selected by the parent in the Primary School) ● The school guidance counsellor, the homeroom teacher or the IB coordinator at the student’s level A student will be expelled when a unanimous decision is made by the committee. If there is no unanimous decision, the administration will develop a behaviour management plan for the student including a periodic review to be approved by the committee. (Policy revised April 2007) (Policy revised 1/10/07) (Policy revised June 2016)
PSI Board Policy Manual
5.150 Honour Roll The Director is authorised to establish an academic Honour Roll for Secondary students and will prepare guidelines for implementation and/or participation. Criteria is based on performance against criteria; students are not rank ordered. (Policy revised June 2016)
PSI Board Policy Manual
5.160 Parent/Guardianship Students must have adequate supervision, medical and health care, and the school must have appropriate adults to consult in case of injury, accident and/or behavioural or academic problems. Students admitted to PSI are expected to have usual and customary parent/and or guardianship supervision during their tenure at PSI. They should be domiciled with a parent or guardian over the age of 25 years who is known to the school. Guardians must be officially declared to the satisfaction of the school, accepting all responsibilities of a parenting role. If school officials determine that a student is not domiciled as described above, he or she may be withdrawn from attendance until an agreed guardian is placed. Should the student require a temporary change of guardian while the parent/legal guardian is out of town, the school must be notified in advance as to who the temporary guardian is, and how that person can be reached in case of an emergency. A permanent change in guardianship should be reported to the school, or the student may be subject to withdrawal. (Policy revised 26/1/09) (Policy revised June 2016)
PSI Board Policy Manual
5.170 Student Records Student records are defined to be official records, files and data directly related to children, including all material that is incorporated into each student's cumulative record folder, and intended for school use or to be available to parties outside the school; specifically including, but not necessarily limited to: personally identifiable information, academic work completed, level of achievement (grades, standardised test scores), awards, transcripts, certificates / diplomas, attendance data, scores on standardised intelligence, aptitude, and psychological tests, interest inventory results, health data, family background information, teacher or counsellor ratings and observations, and verified reports of serious or recurrent behaviour patterns. PSI will collect, store, use and dispose of all student and family data following Ukrainian law and with strict confidentiality. (Policy revised 26/1/09) (Policy revised June 2016)
PSI Board Policy Manual
5.180 Access to Student Records The parent, legal guardian and student (if the student is 18 or over) will, upon written request to the director, have the opportunity to receive an interpretation of the records, have the right to question the data, and if a difference of opinion is noted, shall be permitted to file a letter in said cumulative folder stating their position. If further challenge is made to the records, the normal appeal procedures established by school policy will be followed. School personnel having access to the data are defined as any person or persons under contract to the school and directly involved in teaching children. Student transfer records are given to parents at the time of the student's withdrawal from school, provided all school accounts have been settled. The School will exercise a policy of non-disclosure of student records or other pertinent information to third parties unless required under Ukrainian law or where bilateral agreements exist between PSI, individual embassies and the students next school/s. (Policy revised 26/1/09) (Policy revised June 2016)
PSI Board Policy Manual
5.190 Parental Conduct PSI is an orderly and safe school, where relationships between staff and visitors, especially parents, must demonstrate mutual respect and a recognition of shared responsibility for students’ welfare and educational progress. Parental involvement is an important factor in the educational success and in dealing with emerging problems at an early stage. The PSI governing body is responsible for protecting the health and safety of school staff and students. Violence, threatening behaviour and abuse against school staff or other members of the school community will not be tolerated. All members of the school community have a right to expect that their school is a safe place in which to work and learn. Such acts include but are not limited to threatening or actual physical violence, intimidation, unwarranted verbal or written threats of legal or police action, shouting, swearing, inappropriate emails and acts of cyber-bullying. Where such behaviour does occur, school staff must know that their employer will play a proactive role in taking all possible action to deal with it. These include the following stepped sanctions that will be applied according to the severity of the incident: A written warning to parents from the director Referral to the board, which may result in a parent being temporarily suspended from campus Referral to the board which may result in expulsion of the student from the School. The School may seek the involvement of police and/or an employer if required. Advice is given to PSI staff on procedures to follow in dealing with such incidents. (Policy adopted 29/09/08) (Policy revised June 2016)
PSI Board Policy Manual
5.200 Promotion and Retention of Students Students will normally progress annually from grade to grade. Exceptions may be made when, in the judgment of the professional staff, such exceptions are in the best educational interests of the students involved. Exceptions will always be made after prior notification and explanation to each student's parents, but the final decision will rest with the director. In Grades 9-12, students must complete the minimum number of credits for graduation. Students at risk of not meeting those requirements may take on-line courses from accredited programmes under the direction of the school administration. Students who fail multiple courses may be asked to repeat a grade level. (Policy adopted: 11/4/11) (Policy revised June 2016)
PSI Board Policy Manual
5.210 Gifted and Talented PSI aims to provide students with appropriate levels of academic, artistic, and/or athletic challenge. The School uses a range of strategies to support students, with the understanding that all students are served in their mainstream classes, with additional support provided by the extracurricular programmes, off campus options, on-line courses or other strategies. PSI does not offer specific courses or programmes for students who are externally designated as gifted or talented. Nevertheless, students with exceptional talents or abilities will be provided with appropriate teacher support and resources through the School’s differentiated learning programmes. (Policy adopted 13/02/2013) (Policy revised June 2016)
PSI Board Policy Manual
Section 6: Personnel Policy
Policy Number
Staffing Philosophy and Goals
6.010
Equal Opportunity Employment
6.020
Policy application
6.030
Professional staff recruitment and selection
6.040
Teacher services and obligations
6.050
Sick leave
6.060
Maternity leave (National Staff)
6.070
Family Leave (Overseas Employees)
6.071
Personal leave
6.080
Bereavement leave
6.090
Leave without pay/unauthorised leave
6.100
Employee Contracts
6.110
Professional development programme
6.120
Evaluation of professional staff
6.130
Employment of the director’s family
6.140
Salary payment
6.150
Part-time teachers
6.160
Salary increment
6.170
Review of Salary Schedule
6.180
Teaching experience credit
6.190
Teacher salary schedule payment
6.200
Expatriate personnel benefits
6.210
Visa expenses
6.220
Definition of dependant
6.230
Medical examination
6.240
Tuition for dependent children
6.250
Grievance procedure
6.260
Non-fulfillment of teacher’s contract
6.270
Tutoring for pay
6.280
Staff involvement with decision making
6.290
PSI Board Policy Manual Staff with Infectious Diseases
6.300
6.010 Staffing Philosophy and Goals The board of directors recognises that a talented and dynamic staff dedicated to student learning is necessary to maintain a constant improvement in the educational programme at PSI. The board is interested in the staff as individuals and recognises its responsibility for ensuring their success, development and general welfare. The School consistently seeks highly competent, well-trained staff, able to fit each discipline and area of responsibility into a broad and balanced, well-delivered educational programme. The duties of school employees shall be outlined by the director and approved by the board, and arrangements shall be made for the regular evaluation of all staff. This includes: 1. Recruiting the best-qualified people to staff the School within budgetary limits and priorities 2. Developing and managing a staff compensation programme that will attract and retain the best employees within budgetary limits and priorities. Note - Policies exist for Salary and Benefits as well an annual appraisal cycle for all areas of the school. 3. Providing funds (within budgetary limits and priorities) and the opportunity for staff development training programmes for all employees, which will improve performance and enhance retention and promotion 4. Conducting evaluation and continuing professional development programmes that will contribute to the improvement of staff performance. Note - Documented Professional Development Programmes exist for both individuals and staff groups annually. 5. Developing a positive working environment necessary to obtain maximum staff performance and satisfaction 6. Using staff talent as effectively and economically as possible, for the benefit of the total School programme. (Policy adopted 6/12/10) (Policy revised 12/06/2017)
PSI Board Policy Manual
6.020 Equal Opportunity Employment It is the policy of the board of directors that no person regardless of race, colour, religion, sexual orientation, gender, age or national origin be denied the benefits of, or be subjected to discrimination in, hiring practices at PSI. Opportunity for employment, as well as continuation and advancement in employment, shall be afforded equally under the directives and policies of the board of directors and the Ministry of Education and Labour Code of Ukraine. (Policy adopted 6/12/10) (Policy revised 12/06/2017)
PSI Board Policy Manual
6.030 Policy Application The Personnel policies may apply to all staff, unless otherwise stated. Personnel policies may be superseded by host country laws. Teachers include both expatriate and local teachers unless otherwise stated. Expatriate Teachers are those teachers holding a foreign passport who have left their home country and are teaching full-time in Pechersk School International (PSI) in Kyiv, Ukraine: Overseas Expatriate teachers are those teachers who have been recruited internationally and have come to Kyiv as per a teaching contract at PSI. In some instances an Overseas Expatriate teacher may include ones who have come to Kyiv to teach at another international school as an expatriate and subsequently were recruited to teach full time at PSI. Local Expatriate teachers are those teachers who have come to Kyiv for a different reason (for example: a spouse job) and were subsequently hired to teach full time at PSI. For the purpose of defining contractual terms expatriate staff are classed as single or married status. Changes in marital status will be recognised in subsequent contracts. Changing marital status will result in a change in benefits consistent with the new status upon contract renewal with the school. The following terms will also apply: Marriage to a locally resident spouse (regardless of citizenship) will not result in an increase in housing allowance. Locally resident spouses will qualify for medical benefits provide that they do not already receive medical benefits from their employers; Locally resident spouses, children and step children will qualify for summer travel benefits but not repatriation costs; Locally resident step-children do not qualify for tuition-free admission to PSI. Local teachers are those teachers who hold a Ukrainian passport and are teaching full time at PSI in Kyiv, Ukraine. (Policy revised May 2007) (Policy revised 2/3/09) Reviewed 2015 - No Change - G&S Committee
PSI Board Policy Manual
6.040 Academic Faculty Recruitment and Selection On an annual basis, the director will recommend that the board of directors adopt a staffing plan for the programme of instruction offered by the School. The director is responsible for selecting appropriately qualified individuals to fill the academic faculty positions so established. The director establishes recruitment and selection procedures to maintain an exemplary staff to carry out the programme of instruction. Safeguarding and promoting the welfare of children and young people is an integral factor in the recruitment and selection process and is an essential part of creating safe environments for children and young people. Staff selection procedures are designed to deter people from applying if they are unsuited to work with children. Procedures are also designed to ensure that a consistent, fair and thorough process is followed. The director is authorised to recruit the qualified staff in the manner that he/she deems most effective in recruiting high-quality professionals. This may include recruiting trips to the United States, the United Kingdom and/or other sites.
Minimum qualifications for Academic Faculty are as follows: ● A Bachelor degree from an accredited University; ● An official, valid and regular teaching certificate issued by the official education accrediting authority of a State or Country for the subject and/or division, in which that employee will be teaching. The teaching certificate will be periodically renewed as required by the issuing authority educator certification programme at teacher’s own expense. ● Two full years or more of teaching experience in a fully licensed / authorised school, not including student teaching, prior to commencement of employment by PSI. The director has permission to make exceptions to the foregoing when it is deemed to be in the best interest of the School. However, the board will be informed of any commitment of this type. (Policy revised 16/5/11) (Policy revised 14/01/2013) (Policy revised 12/06/2017)
PSI Board Policy Manual 6.050 Teacher Services and Obligations The teacher is expected to provide the functions specified in the latest relevant job description as issued by the School or as may be amended from time to time in the Teacher Handbook, which also includes the Expectations for Professional Conduct at PSI. The teacher is expected to discharge duties in a timely, safe and efficient manner in accordance with good professional practices that demonstrate clear and positive support for the mission and aims of the school. Locally hired teachers are subject to satisfactory completion of an initial three (3) months’ probationary period, which may, at the director’s sole discretion, be extended for another period of up to three (3) months. The extension of employment after an initial or further contract is by mutual agreement between the school and the employee. Teachers must indicate their intention to extend their employment with the school with a further contract by 1st December of the final academic year into which the contract applies. (Policy revised 26/1/09) (Policy revised 14/01/2013) (Policy revised 12/06/2017)
PSI Board Policy Manual
6.060 Sick Leave In the event that illness requires the employee to be absent from his/her duties, the School grants up to ten (10) working days of sick leave per year, paid at 100% of salary rate. A medical certificate is required for absences of more than three (3) days of absence. The director reserves the right to request a medical certificate for the days just prior and / or just after a holiday break. Sick leave absence over ten (10) days are paid according to Ukrainian social security provision. At the director’s discretion, sick leave may be paid at rates higher than social security provisions for extended periods of proven sickness involving uninterrupted periods of absence from work. (Policy revised 26/1/09) (Policy revised 21/3/11) (Policy revised 12/06/2017)
PSI Board Policy Manual
6.070 Maternity Leave (National Staff) The School shall provide maternity leave benefits in accordance with Ukrainian law. (Policy approved 26/1/09) (Policy revised 21/03/11)
PSI Board Policy Manual
6.071 Family Leave (Overseas Employees) Following Ukrainian law, female staff are entitled to maternity leave of 12 calendar weeks excluding holidays on full pay. Staff are entitled to adoptive leave of 12 calendar weeks excluding holidays on full pay. In the case of couples, the period of adoptive leave may be shared. Any staff member whose spouse or partner gives birth is entitled to a paid leave of absence not to exceed five (5) working days. (Policy revised 12/06/2017)
PSI Board Policy Manual
6.080 Urgent Personal Business Leave In special cases, normally for urgent compassionate, emergency reasons, legal matters, etc., an employee may apply for Urgent Personal Business Leave. Paid leave for (i.e., spouse, partner, mother, father, child, next of kin or legal guardian), or unpaid leave may be granted at the director’s discretion. Always remembering that absences should always be avoided if possible. Wherever possible, an application should be made a minimum of three (3) working days in advance. (Policy revised May 2007) (Policy revised 21/10/2014) (Policy revised 12/06/2017)
PSI Board Policy Manual
6.090 Bereavement Leave In the case of serious accident, terminal illness, or death of an immediate family member (i.e., spouse, partner, mother, father, child, next of kin or legal guardian), the School grants the employee up to five (5) days paid leave. The school will not pay such cost if the employee is on home leave or already home or in transit to home for other reasons. (Policy revised 12/06/17)
PSI Board Policy Manual
6.100 Leave Without Pay/Unauthorised Leave All absences not covered by Policies 6.060 through 6.090 shall be considered leave without pay or unauthorised absence. The distinction shall be that leave without pay is applied for in advance in writing and approved by the director, while unauthorised absence is taken without advance approval. In either case, 1/180th of annual salary per day shall be deducted from the employee's next pay. Two cases of unauthorised absence or one case of over one week (5 teaching days) shall be grounds for dismissal. (Policy revised 12/06/2017)
PSI Board Policy Manual
6.110 Employee Contracts Expatriate staff will have an initial contract of two (2) or three (3) years, subject to renewal in increments of one (1) year or two (2) years. The deadline for notifying teachers of their re-employment will be January 8th. Contracts will be invalid unless signed and returned to the Director by January 30th. National staff will receive annual contracts of one (1) year during their first two years of employment. The deadline for notifying national staff of their re-employment will be June 15th. Contracts will be invalid unless signed and returned to the Director by June 30th. After two years of service the employee may be offered open-ended (tenured) employment subject to satisfactory performance. Tenured employees will receive an employment agreement for each school year no later than 30​th​ April. These agreements will define the details of employment for the subsequent year including salary step and position. (Policy revised 21/03/11)
PSI Board Policy Manual
​6.120 Professional Development Programme The School provides ongoing professional development for its staff with the goal of improving student learning and business development. During the course of each school year, the School offers a range of professional development opportunities that serve both the individual professional needs, as a result of the annual performance appraisal process, the school’s learning objectives and the annual strategic goals. (Policy revised May 2007) (Policy revised 29/09/08) (Policy revised 12/06/2017)
PSI Board Policy Manual
6.130 Evaluation of Teaching Staff The Board of directors believes that good teaching is the most important element in a sound educational programme. Teacher evaluation is an essential method of ensuring the quality control of instruction and professional growth. The Board of directors delegates to the Director responsibility for devising and implementing a continuing school programme for evaluating the instruction process, which also focuses on teacher development. This shall take into account the following guidelines: 1. Evaluation should be based on the total performance and effectiveness of the teacher. It must include, but should not be limited only to, classroom observation. 2. All those being evaluated should be aware of the instrument being used. There should be no changes to the instrument once the academic year has begun. 3. At least one written evaluation will be made each year for teachers employed at the school. Each completed evaluation should be reviewed by the teacher and the evaluator and each written evaluation should become a part of the teacher's personnel file. This evaluation will be completed no later than 1​st​ June of each academic year. 4. The evaluation should be a positive process, which enables the teacher to become more aware of his/her strengths and areas for growth. He/she should be assisted in capitalising on his/her strengths and supported in areas where growth and improvement are jointly identified. 5. Findings of the evaluations should be taken into account in the assignment of teaching duties. Exact procedures will be contained in the Teacher Development Programme (TDP) Handbook as set by the School administration. (Policy revised 16/5/11)
PSI Board Policy Manual
6.140 Employment of the Director’s Family In instances where members of the director’s immediate family are candidates for professional employment in the school, the decision to hire shall be made by the Board of directors. If a member of the director’s immediate family is employed by PSI, the Chairperson designates an administrator to evaluate the employee. Disciplinary actions or disputes are moderated by the Board Chair. (Policy revised May 2007) (Policy revised June 2016)
PSI Board Policy Manual
6.150 Salary Payment Schedule For both overseas and expat local hire staff payment is provided once per month prior to the 14th of the month. This allows hryvnya payments to be converted to dollars (through internet banking accounts) and then transferred abroad prior to the end of the month is one single transfer. Local hires receive payments twice a month following Ukrainian regulations. Final Salary Payments of the School Year: For overseas hire staff remaining on the staff for the following school year, the last 2 months' (i.e., June and July) hryvnya payment is made in a single payment in June, in parallel with the June dollar payment. For overseas hire staff leaving the school at the end of the school year, the final hryvnya payment is made in May. The June/July salary payment is made only in dollars. At the discretion of the director, the School may pay a salary advance or up to one month’s salary. The director may also advance up to three month’s salary to an employee making a major purchase, but must inform the board treasurer. Amounts exceeding three month’s salary may only be borrowed with the approval of the Finance Committee. In all cases, repayment must be made in the same academic year by direct deduction from salary. (Policy revised May 2007) (Policy revised 12/06/2017)
PSI Board Policy Manual
6.160 Teacher Salary Schedule Placement The salary schedule as determined by the Board shall be used for individual salary placement. The salary terms and conditions for staff members are individual matters to be referred to the Director on an individual basis as he/she is an agent of the Board and is empowered to sign contracts. If a situation needs review by the Board, the Director will initiate the discussion and make recommendations to the Board. (Policy revised 8/6/2015)
PSI Board Policy Manual
6.170 Full and Part-time Teachers Full-time employees are employed with a regular schedule Monday through Friday from 8:00 to 16:00, of which twenty one (21) to thirty (30) are student contact periods per week with reasonable time off for lunch. Full-time employees also work outside the regular hours as required to perform necessary extra curricular activities associated with the school programme. These activities include but are not limited to educational and sporting activities with the students, meetings with the parents of students, and school community social activities associated with promoting the school. Part-time employees work a regular schedule between Monday and Friday as agreed with the school administration of up to twenty (20) teaching periods per week. Part-time employees also work outside the regular teaching hours as required to perform necessary duties associated with the school programme. These activities include but are not limited to curriculum meetings, professional development days, parent teacher conferences, and school community events associated with promoting the school. Part-time teachers are paid on a pro rata basis calculated on the number of periods taught as a percent of the work week, based upon 30 periods per week maximum and their placement on the salary scale.
(Revised November 2011) (Policy revised 12/06/2017
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6.180 Salary Increment Annual increment steps are given to full-time and part-time teachers and teacher assistants who have completed a full year of employment at PSI, and whose contract is renewed, depending on the financial condition of the School. This provision does not apply to business staff members, substitute teachers or a teacher on a temporary or provisional contract. (Policy revised 15/2/11) (Policy revised 12/06/2017)
PSI Board Policy Manual
6.190 Review of Salary Schedule The Board of directors will review expatriate staff salary schedules on a three year rotation in order to achieve staffing goals consistent with the financial condition of the School. The Governance and Strategy Committee reviews the human resources and salary scale strategies presented by the director, and the Finance & Risk Committee reviews the funds available and these strategies. This joint responsibility requires the committees to work together before board approval. The three year salary schedule review (with the national staff packages) is included in the board policy manual as Appendix C. Note - The three year rotation is also consistent with the review cycle for 6.210. (Policy adopted 6/12/10) (Policy revised 3/04/2017)
PSI Board Policy Manual
​6.200 Teaching Experience Credit Teachers new to PSI may be given up to six years of credit on the salary scale at initial placement based on their teaching experience. Credit for teaching outside PSI includes periods during which a teacher is a full-time employee of a full-licenced, authorised school. Practice-teaching and substitute teaching are not included. (Policy revised May 2007) (Policy revised 12/06/2017)
PSI Board Policy Manual
6.210 Expatriate Personnel Benefits The school provides expatriate staff with a comprehensive benefits package that is reviewed and approved by the board. The Governance and Strategy Committee reviews the human resources and benefits strategies presented by the director and the Finance & Risk Committee reviews the funds available and these strategies. This joint responsibility requires the committees to work together before board approval. These benefits are included in the board policy manual as Appendix A. Benefits for locally hired expatriate teachers differ from overseas hired teaching staff and are included in the Board Policy Manual Appendix B. The three year benefits package review (with the national staff packages) is included in the board policy manual as Appendix C. Note - The three year rotation is also consistent with the review cycle for 6.190. (Policy revised May 2007) (Policy revised 1/01/2013) (Policy revised 3/04/2017)
PSI Board Policy Manual
6.220 Visa Expenses The school bears the visa cost(s) for entry into and continuing residence in Ukraine for overseas expatriate teachers and dependants as long as the employee is under contract with Pechersk School International. The school bears the visa cost for local expatriate teachers, but not members of their family. (Policy revised May 2007) (Policy revised 1/01/2013) (Policy revised 12/06/2017)
PSI Board Policy Manual
6.230 Definition of Dependant An immediate dependant is defined as a spouse, partners or a child (18 years of under) of the teacher who is living with the teacher in Kyiv, Ukraine. This may also include; biological, adopted or foster children. In all cases the teacher must be the legal guardian. (Policy revised May 2007) (Policy revised 1/01/2013) (Policy revised 12/06/2017)
PSI Board Policy Manual
6.240 Medical Examination All teachers at PSI are required to submit to the director the results of a medical examination showing evidence of good health. Examination requirements and participating hospitals are stated by the Ukrainian and expatriate health insurance providers. Any such medical information is treated as confidential information by the director. Ukrainian staff submit medical statements annually as it is required for the health insurance policy. Expatriate staff will submit medical statements prior to renewing their contract. (Policy revised May 2007) (Policy revised 1/01/2013) (Policy revised 12/06/2017)
PSI Board Policy Manual
6.250 Tuition for Dependent Children Expatriate teachers, recruited internationally, who are appointed by PSI and asked to relocate to Kyiv, have their dependant children attend PSI tuition free. This provision applies provided that students meet admission requirements as set forth in the board policy. A maximum of five dependant children of local, full-time permanent employees may apply for admission to attend PSI tuition free. Applications will be reviewed and decided on by the principals and director. Decisions to accept the admissions application or not are governed by the same selection criteria as all local students as set forth in the board policy and following the protocol that no single nationality exceeds 30% in any one grade level and no single ‘dominant language’ exceeds 50% in any one grade level. Siblings of current students on the ‘waiting list’ remain the new enrolment first priority. The Director will accepted student following this policy only if the annual budget supports it financially. If the staff member leaves employment at the school for any reason at all, the student may finish that current academic school year before being required to pay the full tuition fees or leave the school.
(Policy revised May 2007) (Policy revised 1/01/2013) (Policy revised 12/06/2017
PSI Board Policy Manual
6.260 Grievance Procedure The foregoing procedure may be used by staff to resolve grievances regarding the application or interpretation of board policy. It may not be used to grieve administrative rules, decisions or actions, unless specifically related to the application or interpretation of board policy. The spirit and intent of this policy is to provide a process whereby grievances will be handled in a timely manner and informally in the initial stage. When the informal approach does not resolve the grievance, the formal process may be initiated. Informal: The grievance is first brought to the attention of the director orally. The director will respond orally to the staff member within two (2) days. Formal: If the staff member believes that the matter has not been resolved through use of the informal process, the following steps may be followed: 1) Any member of staff may submit a formal grievance to the board in writing, with a request for a hearing before the board. This must be done within five (5) days of receiving the director’s informal oral response, or there can be no further action by the board. 2) The board schedules a hearing at its next regular board meeting. 3) The board hears the grievance in an executive session. The staff member may appear personally at the hearing or may choose to have the board consider the written grievance on its own merits. 4) The chairperson of the board communicates in writing the board’s decision regarding the grievance. This must be done within five working days of the hearing. The decision of the board is final. Definitions: Days = Days when school is in session. Grievance = an alleged misapplication or misinterpretation of board policy. Staff = Employees of the Pechersk School International of Kyiv, Ukraine serving half-time or more under contract.
(Policy revised 12/06/2017)
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6.270 Non-Fulfillment of Teacher’s Contract In the event that a teacher breaks his/her contract with PSI, he/she will forfeit the following items: salary, housing allowance, medical insurance from the last day of employment return trip ticket to country (Overseas-hired expatriate teachers) personal goods shipping allowance (Overseas-hired expatriate teachers) Any other support normally provided by the school will be suspended. (Policy revised 12/06/2017)
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6.280 Tutoring for Pay In some cases, teachers may recommend to parents that a student should receive academic tutorial help outside school hours. Permitting, arranging, and paying for such tutorial assistance is the responsibility of the parents. It is considered unethical and poor professional practice for a teacher or teaching assistant to tutor one of his/her own regular students for pay; therefore, the school will not permit a teacher to serve as tutor for his/her own students. Any tutoring of students for pay will be (1) done outside regular school hours, (2) arranged entirely between the parents and teacher(s) involved (3) permitted on school premises only if reported to the relevant building principal for approval (4) reported to the Primary or Secondary School Principal, in all cases, for transparency. In cases where students are denied admission to the school for educational or language deficiency reasons, tutoring of such students by school employees is strictly forbidden. (Policy adopted 2/11/09) (Policy revised 12/06/2017)
PSI Board Policy Manual
6.290 Staff Involvement in School Decision-Making The board of directors encourages employee participation in decision-making for the School. Such participation shall include, as appropriate, involvement in: ● ● ● ●
policy development administrative rules development departmental budget planning facility improvements
Whenever feasible, the director includes employees In the development of regulations and arrangements for the operation of the School, especially if they will be affected by such provisions. The professional staff is given full opportunity and encouragement to contribute to curriculum development and to the development of policies and regulations pertaining to the instructional programme. The director and employees develop channels for the ready communication of ideas regarding the operation of the School. The director should weigh with care the counsel given and then inform the board of directors of all such counsel in presenting recommendations for board action. (Policy approved 16/5/11) (Policy revised 12/06/2017)
PSI Board Policy Manual
6.300 Staff with Infectious Diseases Employees are required to inform the school of any infectious diseases. Any employee with an infectious disease is handled on a case-by-case basis and in accordance with local law. (Policy approved 16/5/11) (Policy revised 12/06/2017)
PSI Board Policy Manual
SECTION 7: INSTRUCTIONAL PROGRAMME
Policy
Policy Number
Instructional Goals and Objectives
7.010
Academic Freedom
7.020
Cross-Cultural Learning Opportunities
7.030
Levels of Instruction
7.040
Curriculum Development
7.050
Review of Instructional Programmes
7.060
Graduation Requirements
7.070
Educational Visits
7.080
Language policy
7.090
Selection of Curriculum Resources
7.100
Homework
7.110
Extra-Curricular & Athletic Programme
7.120
PSI Board Policy Manual
7.010 Instructional Goals and Objectives The School offers all three of the International Baccalaureate (IB) programmes: the Primary Years Programme (PYP) from ages 3 to age 10 (ECU3 to Grade 5), the Middle Years Programme (MYP) from ages 11 to 15 (Grades 6 to 10) and the Diploma Programme from ages 16 to 18 (Grades 11 and 12). The IB validates the programmes as delivered at PSI by periodic visits to the school, the provision of in-school training with IB appointed consultants, and the training of teachers at workshops in Europe. The programmes of study and grade-level student performance objectives in the School’s PYP and MYP are developed and refined utilising the best traditions of international curricula as source material. The DP course objectives and course outlines are largely determined by the IB. In this way, PSI aims to meet the needs of those students who have come from and may be returning to the United States, UK and elsewhere. All three programmes promote an inquiry-based approach, which forms the basis of all learning at PSI. The acquisition of the fundamental skills of literacy and numeracy receive due emphasis, but our students are also encouraged to apply these skills in scenarios requiring the use of higher-order thinking and problem-solving strategies. Students who do not work toward the full IB Diploma can also earn a high school diploma from PSI. (Policy adopted 8/11/10) (Policy revised 12/06/2017)
PSI Board Policy Manual
7.020 Academic Freedom The board supports the concept of academic freedom for the instructional staff. ‘Academic freedom' is defined as the right of qualified scholars, in their own field of expertise, to pursue the search for truth in its many forms, and to make public their methods and findings. In a school setting, academic freedom also means the right of classroom teachers to encourage freedom of discussion of controversial questions in the classroom and to develop in students a love of knowledge and a desire to search for truth. Teachers should remember that academic freedom is not a guaranteed political right, but rather a necessary condition for the successful practice of scholarship in a free society. Teachers should keep in mind the relative maturity of their students, as well as the need for guidance in studying the issues and arriving at balanced views. Although the School intends to protect teachers from outside 'censorship' or any restraints that would interfere with their obligation to pursue truth in learning, the School also expects controversial issues to be presented in a fair and unbiased manner: the maturity and intellectual grasp of the students must be taken into account. ' Academic freedom' is not absolute, and must be subject to the following constraints: (a) Academic freedom for a given teacher can only extend to questions and discussions within the area of the teacher's own experience and expertise. (b) The question of academic freedom does not extend beyond accepted norms of good taste and behaviour or local cultural norms in order to avoid offence in the community. (c) The exercise of such freedom must not violate the laws or regulations of our host country. From time to time, the educational leadership team may perceive that the pursuit of certain subjects may be contrary to the students’ best interests, or may conflict with the constraints mentioned (a), (b), or (c ) above. In those cases, the director or the principal asks a teacher to desist from further instruction or discussion of that subject. (Policy adopted 8/11/10) (Policy revised 12/06/2017)
PSI Board Policy Manual
7.030 Cross-Cultural Learning Opportunities The School is firmly committed to offering an international education that fosters internationalism. PSI is international not only in enrolment and teaching staff, but also in its outlook and goals, one of which is to foster in young people an attitude of pride in and respect for one's own country while developing an open-minded understanding of the cultures of others. The teaching methods and materials used at PSI are selected to achieve this goal. The School recognises the exceptional opportunities for learning and growth that young people gain from living in a country such as Ukraine. Every reasonable effort is made to take advantage of these opportunities, academically as well as socially and culturally, to promote cross-cultural understanding.
(Policy adopted 8/11/10) (Policy revised 12/06/2017)
PSI Board Policy Manual
7.040 Levels of Instruction Pechersk School International, Kyiv will be organised into 4 sections as follows: Early Childhood: Primary Years: Middle Years: Diploma Programme:
EC3 and EC4 (Ages 3-5) KG – Grade 5 (Ages 5-11) Grade 6 – 10 (Ages 11-16) Grade 11 and 12 (Ages 16-18)
(Policy adopted December 2010)
PSI Board Policy Manual
7.050 Curriculum Development The Director as the educational leader of the School and the Principals are the key figures in all curriculum development at the school level and directly supervise the work of the three IB Programme Coordinators. 'Curriculum change' is defined as a departure from the current course of study with the intent of improving, updating, or expanding the curriculum in order to meet students' needs more precisely. Teachers and Coordinators are responsible for the development of curriculum at unit level. Significant curriculum change e.g. the introduction of a new subject will be the responsibility of the section Principal in consultation with other staff. The section Principal will then forward any recommendations to the Director for administrative review and possible further recommendation and implementation. Suggestions from parents, students, or members of the community should be brought to the relevant section Principal who will then discuss such suggestions with appropriate staff. The Board will not normally be involved in minor changes and adjustments to the instructional programme that remain within the framework of the School's overall educational philosophy and instructional goals. The final approval for major curriculum change is to be decided by the Board upon the proposal of the Director, with the advice of the Principals. (Policy adopted 6/12/10)
PSI Board Policy Manual
7.060 Review of Instructional Programmes It is the policy of the Board of directors to review the effectiveness of the instructional programme and the progress of students. It should constantly be reviewed internally and its quality assessed against results obtained from appropriate standardised tests and external examinations, other indicators of programme quality and regular evaluation visits by external agencies such as the IBO and CIS. The evaluation and updating of the school programme is an on-going process throughout each academic year. The Director, Principals, IB Coordinators and other programme leaders will supervise and coordinate all curriculum evaluation and development work in the schools. The instructional programme will also be adapted when and where appropriate as a result of pedagogical research or IB programme review, in order to meet the educational needs of the students and the requirements of the school community. Regular evaluation of the instructional programme is the responsibility of the ​entire staff under the leadership of the Principals and Director. Results of these evaluations will be presented to the Board as required or in the cycle of programme evaluation a full report on the curriculum will be presented formally by the Director at a designated Board meeting. (Policy adopted 6/12/10)
PSI Board Policy Manual
7.070 Graduation Requirements A rigorous college preparatory curriculum is offered to all students in grades 9 through 12. Students are offered the opportunity to take externally assessed International Baccalaureate (IB) Certificates and IB Diploma award in addition to the School’s High School Diploma. An average grade of 3 or above must be achieved in order to count as a passing requirement. A course must be taught at least 4 times per week in order to be considered a semester course. 1.0 credit is assigned to each course. All courses are offered for one year. To graduate, a student must achieve the following number of credits over four academic years between Grade 9 and 12: Required Subjects English/First Language Mathematics Humanities Science Foreign Language/2nd Language Fine Arts Information Technology Physical Education Electives Total
Credits 4 3 3 3 2 1 1 1 7 25 credits
Students must also complete 2 years of Community and Service in Grades 9 and 10 and 2 years of Creativity, Action and Service (CAS) in Grades 11 and 12. Students transferring from other schools to PSI between Grade 9 and Grade 12 are required to submit previous academic school records. School grades, which may be transferred as determined by the School Counsellor can be awarded credit equivalence. Where sufficient graduation requirements may not be attained on transfer in a subject these may be waived on admission to PSI subject to the approval of the Director on the recommendation of the Secondary Principal. The school administration will report on the students recommended for graduation to the Board of directors at the May Board meeting. (Policy adopted 17th January 2011)
PSI Board Policy Manual
7.080 Educational Visits The School authorises and encourages educational visits as important instructional activities for student learning. PSI’s educational programme supports educational visits through a set of procedures to implement subject, cross-curricular and extra-curricular aspects of the school learning programme. It is a requirement that any educational visit planned at the school must be: Relevant to the curriculum or after school programme activity. Safe, organised and properly supervised Documented and evaluated All school-sponsored trips in country and out of country are governed by the procedural guidelines for field trips found in the Staff Handbook and on the school’s network. (Policy adopted 5/10/09)
PSI Board Policy Manual
7.090 Language Policy Philosophy Students learn language, learn through language, and learn about language in an environment where they explore concepts, solve problems, organise information, share discoveries, formulate hypotheses, and explain ideas. The school promotes a language philosophy whereby: 1.
2.
3.
All students work toward speaking, reading, and writing at least two languages fluently. The acquisition of a second language provides students with the opportunity to grow beyond a single cultural community. The school encourages students to use English for social interactions but also permits students to use their home language for that purpose. There will be no discipline procedures that result from students’ use of their mother tongue in social interactions. Language develops over time through purposeful listening, speaking, reading, and writing tasks across all subjects.
Language of Instruction English is the primary medium of instruction. All PSI teachers support the learning of English through modeling and reinforcement in curricular and extracurricular activities. The school maintains an English-only policy in all classrooms (other than Language B classes) and expects students, teachers, and support staff to use only English during instruction. Students may occasionally serve as translators for other students who do not yet have enough English to understand directions or content. These translations occur only at teacher direction. PSI recognises that language teaching is the responsibility of all English-speaking faculty and staff. Through modeling, explicit teaching and integration, language teaching is contextualised, purposeful and relevant. The primary focus of developing English language is a focus on ways in which language is used to achieve particular results in given circumstances, be they academic or social. Second Language The school offers instruction in languages other than English as student needs and staff availability dictate. A variety of levels of language are offered, both through in-class differentiation and/or through classes split by competency level. Currently, the primary school offers Russian and Ukrainian, while the secondary school offers French and Russian in Grades 6-12 and Spanish ab initio in Grades 11 and 12. Additional languages may also be offered in the After School Activities programme. Mother Tongue Support Literacy in the student’s mother tongue is recognised as an important part of the development of students’ self-esteem and cultural identity and is a key component of successful learning of a second language. The school supports and encourages opportunities for mother tongue development in the community and in the home. The development of mother tongue resources receives budgetary support. Parents and students have access to school resources in order to support mother tongue development at home. In the Primary School, Mother Tongue instruction is part of the After School Activities Programme and the school actively
PSI Board Policy Manual encourages these classes. The secondary school assists students in identifying on-line resources for individualised study and supports the IB Diploma Programme Language A1 Self-Study. At both primary and secondary levels, the school financially supports a Ukrainian Mother Tongue programme taught at weekend. Admissions PSI accepts children with all levels of English proficiency through Grade 10, although non-speakers are limited to the school’s capacity to meet needs in the development of proficiency. Students applying for admission in Grade 11 or 12 must have native or near-native English ability in order to be accepted.
(Policy adopted 21/3/11)
PSI Board Policy Manual
7.100 Selection of Curriculum Resources 1. Objective.
The School shall provide a wide range of learning resources at varying levels of difficulty, with diversity of appeal and presentation of different points of view to meet the needs of students and teaching staff. The primary objective of learning resources shall be to support and enrich the educational programme of the School. 2. Responsibility.
The Director shall delegate the responsibility for the selection of learning resources to the School’s teachers. Responsibility for the final selection of classroom resources shall rest with department heads and other staff under the direction of the Principals and with guidance from the appropriate curriculum review committees. Responsibility for coordinating the selection and making the recommendation for purchase of library materials shall rest with the professional library media personnel. 3. Criteria.
Criteria for selection shall be that learning resources will: a. Support and be consistent with the School Vision and Mission. b. Be chosen to enrich and support the programme learning objectives of the School and the personal needs of learners. c. Meet high standards of quality in: ● Presentation ● Physical format ● Educational significance ● Readability ● Authenticity ● Artistic quality and/or literary style ● Factual content d. Be appropriate for the subject area and for the age, emotional development, ability level, learning styles, and social development of the students for whom the materials are selected. e. Be designed to provide a background of information that will motivate students and teachers to examine their own attitudes and behaviour, to comprehend their duties, responsibilities, rights and privileges as participating citizens in our society, and to make intelligent judgements in their daily lives. f. Provide information on opposing sides of controversial issues so that users may develop under guidance the skill of critical analysis.
4. Other Factors in Selecting Learning Resources a. The selection of learning resources shall be directed toward maintaining a diverse collection representing various views.
PSI Board Policy Manual
b. Recommendations for purchase shall involve the teachers, students, and parents, as appropriate. c. Gift materials shall be judged by the criteria outlined and shall be accepted or rejected by those criteria. d. Selected materials will not be masked, clipped, or altered in any manner inconsistent with the author’s intent. e. Selection of materials shall be an ongoing process which shall include the removal of materials no longer appropriate and the replacement of lost and worn materials still of educational value.
5. Challenged Materials. The School shall provide a process by which any parent or guardian of a student may challenge the appropriateness of the learning resources used in the School’s educational programme. When a complaint regarding a learning resource is received, the School shall try to resolve the issue informally by the class or subject teacher. If the issue remains unresolved the matter may be addressed by the Principal. (Policy adopted: 11/4/11)
PSI Board Policy Manual
7.110 Homework Meaningful, regularly assigned homework is used for varying purposes depending upon grade level. The school views homework as an important link between home and school. It is assigned to make the student increasingly responsible for scheduling and completing his/her work independently. Homework can also help students reinforce what they learn in class, master their skills, and develop individual interests. Homework should never be ‘busy work,’ but should be a learning activity that increases in complexity as the student progresses from grade to grade. Homework is not to be used as a form of punishment. The educational administration (Director and Principals) will set overall guidelines for homework in consultation with teachers. This includes ensuring that students are not overloaded. There are many other learning activities in the life of a student besides homework. School activities, cultural interests, family obligations, and personal interests can be equally educational, and teachers should take care not to overload the students. (Policy adopted: 11/4/11) (Policy revised June 2016)
PSI Board Policy Manual
7.120 Extracurricular and Athletic Programme Properly planned extracurricular activities have great educational value in broadening outlook, deepening social relationships, providing practical experience in various fields, and offering opportunities to pursue areas of particular talent and interest more intensively. They also provide a means outside the curriculum for students to gain the satisfaction of superior performance, while fostering school spirit and morale, and adding to the pleasure of the educational experience. Therefore, the School offers extracurricular activities (ECAs) for students. The scope and variety of these activities may vary from year to year. Continuity is encouraged in the major areas of extracurricular activity (e.g. student publications, dramatics, athletics, and the arts). ECAs may be offered within the school day (e.g., at lunch time), beyond the school day, or on weekends. The School also facilitates the provision of private instruction by non-school specialists at the discretion of the director. The cost of private instruction is met by parents. Inter-school sports events are actively encouraged, with both local schools and other international schools abroad. As an extension of the curriculum at all grade levels, students are also encouraged to become involved in social service activities and community service. The School develops links with local community organisations that can facilitate this involvement. (Policy adopted: 11/4/11) (Policy revised June 2016)
PSI Board Policy Manual
7.130 Assessment The School assesses students in order to gather information about student competencies and to promote future learning. It focuses not only on what students have achieved, but also on the processes they have used to reach their goals and their perceptions of their own success. It promotes a positive attitude towards learning and encourage the pursuit of excellence. It enables teachers to improve their planning of effective teaching strategies and learning situations. Assessment practices in the Primary Years Programme, Middle Years Programme and Diploma Programme are in accordance with the School’s above-stated policy of academic achievement and the principles and recommendations of the International Baccalaureate (IB). Assessment will: ● ● ● ●
Be fair and open Include a variety of methods to meet individual students' learning styles Have both formative and summative elements Include opportunities for students to set their own goals, evaluate their achievements and reflect on their learning process ● Provide a cumulative record that reflects the dynamic nature of learning ● Assist teachers in evaluating the curriculum ● Provide diagnostic information about individual student needs There are two major forms of assessment at PSI: 1. Internal Assessment: These are developed by teachers for use solely by students and teachers for
student evaluation and remediation. They are indicated on curriculum documents, are compatible with the methods and content of instruction, and are used to determine the achievement grades awarded to students on reports to parents. 2. External Examinations and Assessments: The School may enter students for external examinations
(IB Diploma, SAT) and assessments (ISA and MAP) as are deemed appropriate to the aims of the academic programme to provide benchmark information for the school, verification of internal assessment, or information on individual student achievement. Prior to the administration of such assessments, students and parents are informed about the reasons for assessment, what is to be measured, how assessment is to be administered, scored, and interpreted, and what reporting and feedback procedures will be followed. Results of external assessments are shared with parents and trends in data are reported to the community. (Policy adopted 14th June 2011) (Policy revised June 2016)
PSI Board Policy Manual
7.140 Special Education Policy The Special Education programme is designed to help students develop appropriate levels of independence, responsibility and skills in their academic, emotional and social lives at the school, so that they may have full and equal access to all parts of the PSI curricular and extracurricular programmes. PSI is committed to using a range of strategies to support students, with the understanding that all students are served in their mainstream classes, with additional support provided by the Learning Resource Teacher/ Special Education Services Coordinator working together with classroom teachers. The School is committed to the Principles of Good Practice outlined by the IB. The programme is designed to serve a small number of students in need of limited academic assistance or with mild disabilities, which we define as no more than two grade levels below expected performance in any subject area. In addition, students must demonstrate an appropriate level of independence and must meet the school’s social/behavioural expectations. The School reserves the right to exit students whose needs cannot be met once admitted and has a set of protocols in place for that process. PSI stresses the importance of all parties working collaboratively in support of the child. Parents, students, teachers and administration must agree to work together. The School reserves the right to exit students whose needs cannot be met once admitted. (Policy adopted 13/02/2013) (Policy revised June 2016)
PSI Board Policy Manual
7.150 Academic Honesty Both PSI and the IB place a premium on academic honesty. The School views academic honesty as an integral part of supporting and developing the learner profile, especially in creating students who are knowledgeable, principled and reflective. Through both the library programme and in individual courses, PSI students are explicitly taught the value of submitting their own work, the importance of citing and referencing the work of others, behaving with integrity during tests and exams, and working collaboratively with classmates without resorting to inappropriate sharing of work. The School has a set of protocols in place to support student learning in this area. This includes direct instruction, resources, and counselling. In addition, the School maintains a record of infringements of the academic honesty protocols and provides a series of supports and sanctions to support student learning in this area. The guidelines and protocols are published to ensure both parent and student understanding.
(Policy adopted 06/05/2016) (Policy revised 12/06/2017)
PSI Board Policy Manual
7.160 Child Protection Pechersk School International is committed to providing a safe and stimulating environment that promotes the social, physical and ethical development of each child. All members of the PSI community must therefore act in the best interests of the children in our care. This includes: ● Supporting each child’s development in ways that foster security, confidence and independence ● Providing an environment in which children and young people feel safe, secure, valued and respected, including feeling confident to approach adults if they are in difficulty ● Raising awareness of all adults and educating all children in the PSI community regarding the need to safeguard children, including their responsibilities in identifying and reporting possible cases of abuse or neglect ● Providing a systematic means of monitoring and supporting children who may be at risk ● Maintaining a structured procedure for all members of the school community to report suspected abuse or neglect ● Developing and maintaining effective working relationships with other agencies responsible for the care of children and families ● Ensuring that all staff and volunteers at PSI who have access to children have been checked for suitability, including verification of their identity and qualifications
PSI Board Policy Manual
INDEX Academic Freedom
7.020
Academic Honesty
7.150
Access to student records
5.180
Accounting and reporting – accounting systems
4.100
Additional Language Instruction
5.075
Admission
5.021
Admission and placement
5.020
Agenda preparation and dissemination
3.170
Aid and grants to the school
4.070
Annual organisational meeting
3.130
Appointment of School Director
2.040
Assessment
7.130
Asset Management
2.090
Audits
4.110
Authority
3.010
Bereavement leave
6.090
Board code of conduct and conflict of interest
3.030
Board composition, membership and term of service
3.040
Board member compensation and expenses
3.060
Board member orientation
3.050
Board subcommittees
3.100
Board-director relationship
3.120
Budget preparation
4.030
Bursaries for students in need of financial support
4.140
Class size
5.060
Conflict of Interest
2.030
Cross-Cultural Learning Opportunities
7.030
Curriculum Development
7.050
Definition of dependant
6.230
PSI Board Policy Manual Director’s Duties
2.010
Early childhood education (ECE) programme
5.050
Educational Visits
7.080
Election of board officers
3.090
Emergency Closing
1.050
Emergency Plans
1.040
Emergency Reserve Fund
4.200
Employee Contracts
6.110
Employment of the director’s family
6.140
Enrolment fee
4.060
Enrolment priority
5.040
Entrance Requirements
5.071
Environmental Policy
4.131
Equal Opportunity Employment
6.020
Evaluation of professional staff
6.130
Evaluation of the School Director
2.050
Executive sessions
3.150
Expatriate personnel benefits
6.210
Family Leave (Overseas Employees)
6.071
Financial year
4.020
Fixed Assets
2.091
Full time and part time employment
6.170
Fund raising
4.080
General Budget Policy
4.010
Gifts and bequests
4.090
Gifted and Talented Policy
5.210
Graduation Requirements
7.070
Grievance procedure
6.260
Honour roll
5.150
Income
4.190
Instructional Goals and Objectives
7.010
Internal budget
4.040
PSI Board Policy Manual Inventories
4.120
Language
5.070
Language Ab Initio
5.076
Language of Instruction
5.072
Language policy
7.090
Leave without pay/unauthorised leave
6.100
Levels of Instruction
7.040
Maternity leave
6.070
Maternity Leave (National Staff)
6.071
Medical examination
6.240
Minutes
3.200
Mission statement and philosophy review
3.220
Mother Tongue Instruction
5.074
Non-fulfillment of teacher’s contract
6.270
Notification of board meetings
3.160
Number of board members and quorum
3.190
Organisation of the board
3.080
Ownership of accounts
4.050
Parent/guardianship
5.160
Parental conduct
5.190
Part-time teachers
6.160
Personal leave
6.080
Petty Cash
4.160
Placement
5.022
Policy application
6.030
Policy review
3.210
Procurement
4.170
Professional development programme
6.120
Professional staff recruitment & selection
6.040
Registration
5.030
Regular board meetings
3.140
Respect
1.070
PSI Board Policy Manual Responsibilities
3.020
Responsive and fair educational opportunities
5.010
Review of Instructional Programmes
7.060
Review of Salary Schedule
6.180
Roles of standing committees
3.110
Rules of order
3.180
Salary increment
6.170
Salary Payment
4.180
Salary payment
6.150
School building and grounds
4.130
School Calendar
1.031
School Day
1.020
School Inventory and Disposal
2.092
School Legal Status
1.010
School Week
1.030
Sick leave
6.060
Smoke Free Workplace
1.060
Special Education Policy
7.140
Staff involvement in decision making
6.290
Staff with infectious diseases
6.300
Staffing Philosophy and Goals
6.010
Student attendance/student absences and excuses
5.090
Student behaviour management policy
5.110
Student expulsion
5.140
Student records
5.170
Student suspension
5.130
Student welfare and safety
5.100
Supervisory Responsibilities
2.020
Teacher salary schedule payment
6.200
Teacher services and obligations
6.050
Teacher’s aide
5.080
Teaching experience credit
6.190
PSI Board Policy Manual Tobacco, Alcohol and Substance Abuse
5.120
Tuition & Fees
4.191
Tuition for dependent children
6.250
Tutoring for pay
6.280
Ukrainian Language Policy
5.073
Use of school facilities
4.150
Vacancies on the board
3.070
Visa expenses
6.220