Administrative​ ​Procedure​ ​155

DISTRICT​ ​EVENTS​ ​-​ ​PROTOCOL Background Every​ ​effort​ ​is​ ​to​ ​be​ ​made​ ​to​ ​have​ ​at​ ​least​ ​one​ ​trustee​ ​in​ ​attendance​ ​at​ ​significant​ ​district​ ​or school​ ​events.​ ​It​ ​is​ ​expected​ ​that​ ​event​ ​organizers​ ​or​ ​principals​ ​will​ ​extend​ ​an​ ​invitation​ ​to​ ​the Board​ ​Chair,​ ​the​ ​ward​ ​trustee​ ​or​ ​to​ ​all​ ​trustees​ ​as​ ​appropriate​ ​to​ ​attend​ ​such​ ​events.​ ​In​ ​some instances,​ ​it​ ​is​ ​desirable​ ​to​ ​invite​ ​special​ ​guests​ ​and​ ​representatives​ ​from​ ​other​ ​levels​ ​of government​ ​to​ ​participate​ ​in​ ​significant​ ​district​ ​or​ ​school​ ​events. Procedures 1.

2.

Protocol​ ​for​ ​Board​ ​invitations​ ​is​ ​as​ ​follows: 1.1

All​ ​requests​ ​for​ ​the​ ​Board​ ​Chair​ ​and,​ ​or​ ​a​ ​trustee(s)​ ​to​ ​attend​ ​a​ ​district​ ​or​ ​school organized​ ​event​ ​shall​ ​be​ ​made​ ​through​ ​the​ ​Board​ ​Office.​ ​The​ ​contact​ ​person​ ​is​ ​the Senior​ ​Administrative​ ​Assistant​ ​–​ ​Board​ ​Matters.

1.2

The​ ​principal​ ​or​ ​event​ ​organizer​ ​shall​ ​notify​ ​the​ ​Senior​ ​Administrative​ ​Assistant​ ​– Board​ ​Matters​ ​of​ ​event​ ​details​ ​once​ ​they​ ​are​ ​finalized:​ ​purpose,​ ​date,​ ​time,​ ​location, audience​ ​and​ ​other​ ​key​ ​details.​ ​If​ ​a​ ​trustee​ ​is​ ​requested​ ​to​ ​bring​ ​greetings​ ​or​ ​make​ ​a presentation,​ ​the​ ​event​ ​organizer​ ​is​ ​to​ ​provide​ ​information​ ​on​ ​the​ ​desired presentation​ ​topic,​ ​other​ ​speakers​ ​and​ ​the​ ​time​ ​allotted​ ​for​ ​the​ ​presentation.

1.3

The​ ​Senior​ ​Administrative​ ​Assistant​ ​–​ ​Board​ ​Matters​ ​will​ ​notify​ ​the​ ​appropriate trustees​ ​with​ ​a​ ​request​ ​for​ ​RSVP.

1.4

The​ ​Senior​ ​Administrative​ ​Assistant​ ​–​ ​Board​ ​Matters​ ​will​ ​confirm​ ​trustee​ ​attendance with​ ​the​ ​event​ ​organizer,​ ​providing​ ​names​ ​(phonetic​ ​spelling​ ​if​ ​necessary),​ ​and​ ​titles of​ ​attendees​ ​and​ ​biographical​ ​information​ ​for​ ​trustee​ ​speaker(s).

1.5

The​ ​event​ ​organizer​ ​is​ ​to​ ​provide​ ​details​ ​of​ ​the​ ​finalized​ ​event​ ​program​ ​and​ ​any subsequent​ ​changes​ ​to​ ​the​ ​program​ ​to​ ​the​ ​Senior​ ​Administrative​ ​Assistant​ ​–​ ​Board Matters​ ​for​ ​confirmed​ ​attendees/speakers.

​ ​ ​ ​ ​Protocol​

2.1.

​for​ ​invitations​ ​to​ ​other​ ​special​ ​guests​ ​including​ ​elected​ ​officials​ ​or​ ​dignitaries

The​ ​event​ ​organizer​ ​(school​ ​principal​ ​or​ ​Communications​ ​department)​ ​is​ ​responsible for​ ​inviting​ ​all​ ​special​ ​guests.​ ​In​ ​instances​ ​where​ ​requests​ ​are​ ​made​ ​from​ ​other parties​ ​for​ ​guests​ ​to​ ​attend​ ​events​ ​at​ ​the​ ​school,​ ​the​ ​school​ ​principal​ ​will​ ​work​ ​with their​ ​Area​ ​Superintendent​ ​or​ ​Area​ ​Director​ ​to​ ​determine​ ​appropriateness​ ​of​ ​the request.

Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1 Administrative​ ​Procedures​ ​Manual

October​ ​2016 Page​ ​1​ ​of​ ​4

3.

2.2.

The​ ​event​ ​organizer​ ​shall​ ​notify​ ​the​ ​Senior​ ​Administrative​ ​Assistant​ ​–​ ​Board​ ​Matters if​ ​an​ ​invitation​ ​to​ ​a​ ​special​ ​guest​ ​has​ ​been​ ​made​ ​or​ ​accepted.

2.3.

If​ ​a​ ​special​ ​guest​ ​is​ ​requested​ ​to​ ​bring​ ​greetings​ ​or​ ​make​ ​a​ ​presentation,​ ​the​ ​event organizer​ ​shall​ ​provide​ ​information​ ​on​ ​the​ ​desired​ ​presentation​ ​topic,​ ​other​ ​speakers and​ ​the​ ​time​ ​allotted​ ​for​ ​the​ ​presentation.

Recognition At​ ​events​ ​organized​ ​or​ ​sponsored​ ​by​ ​the​ ​district​ ​or​ ​its​ ​schools,​ ​it​ ​is​ ​appropriate​ ​to​ ​introduce and​ ​recognize​ ​trustees​ ​before​ ​introducing​ ​and​ ​recognizing​ ​other​ ​elected​ ​officials​ ​or dignitaries​ ​who​ ​may​ ​be​ ​present.​ ​The​ ​Master​ ​of​ ​Ceremonies​ ​is​ ​to​ ​use​ ​the​ ​following​ ​order​ ​of introduction​ ​of​ ​trustees​ ​and​ ​other​ ​dignitaries:

4.

3.1.

Board​ ​Chair

3.2.

Vice-Chair

3.3.

Trustees​ ​in​ ​attendance​ ​by​ ​Ward​ ​from​ ​1-14.​ ​(where​ ​possible,​ ​trustees​ ​are​ ​to​ ​be seated​ ​in​ ​this​ ​order)

3.4.

"Greetings/regrets"​ ​from​ ​trustees​ ​not​ ​in​ ​attendance

3.5.

Chief​ ​Superintendent

3.6.

(if​ ​school​ ​is​ ​hosting​ ​event)​ ​-​ ​Principal,​ ​Vice-Principal(s)

3.7.

Other​ ​elected​ ​officials​ ​and​ ​dignitaries​ ​attending​ ​(highest​ ​to​ ​lowest​ ​rank): 3.7.1

Members​ ​of​ ​the​ ​Senate​ ​representing​ ​Alberta

3.7.2

Members​ ​of​ ​Parliament​ ​(Cabinet​ ​Ministers​ ​first)

3.7.3

Members​ ​of​ ​the​ ​Legislative​ ​Assembly​ ​of​ ​Alberta (Cabinet​ ​Ministers​ ​first,​ ​MLA​ ​for​ ​the​ ​local​ ​jurisdiction​ ​next,​ ​representatives​ ​of the​ ​sitting​ ​government​ ​last)

3.7.4

Mayor

3.7.5

Other​ ​municipal​ ​representatives

3.7.6

Other​ ​dignitaries​ ​(trustees​ ​from​ ​other​ ​jurisdictions,​ ​special​ ​guests)

Greetings​ ​and​ ​Speaking​ ​Order The​ ​most​ ​appropriate​ ​order​ ​of​ ​speakers​ ​will​ ​vary​ ​based​ ​on​ ​the​ ​type​ ​of​ ​event,​ ​number​ ​and nature​ ​of​ ​speakers,​ ​the​ ​keynote​ ​speaker​ ​or​ ​the​ ​ceremony​ ​to​ ​be​ ​performed​ ​(if​ ​any).​ ​However, the​ ​following​ ​speaking​ ​order​ ​is​ ​suggested​ ​if​ ​a​ ​trustee​ ​is​ ​asked​ ​to​ ​bring​ ​greetings​ ​to​ ​an​ ​event sponsored​ ​by​ ​the​ ​District​ ​or​ ​one​ ​of​ ​its​ ​schools: 4.1

Introductory​ ​remarks​ ​by​ ​Master​ ​of​ ​Ceremonies,​ ​including​ ​recognition​ ​of​ ​trustees​ ​and other​ ​dignitaries​ ​in​ ​attendance

4.2

Blessing​ ​or​ ​grace​ ​(if​ ​appropriate)

Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1 Administrative​ ​Procedures​ ​Manual

October​ ​2016 Page​ ​2​ ​of​ ​4

5.

4.3

Remarks​ ​from​ ​Board​ ​Chair,​ ​Vice-Chair​ ​or​ ​trustee​ ​representing​ ​the​ ​Board

4.4

Greetings​ ​from​ ​the​ ​representative​ ​of: 4.4.1

Federal​ ​government

4.4.2

Provincial​ ​government​ ​(if​ ​more​ ​than​ ​one​ ​MLA​ ​is​ ​present,​ ​the​ ​MLA​ ​for​ ​the local​ ​riding​ ​speaks​ ​first,​ ​ministry​ ​representative​ ​second)

4.4.3

Municipal​ ​government

4.5

Chief​ ​Superintendent​ ​or​ ​Principal​ ​(or​ ​both​ ​as​ ​appropriate)

4.6

Keynote​ ​speaker​ ​or​ ​ceremony

4.7

Closing​ ​remarks,​ ​Master​ ​of​ ​Ceremonies

Royal​ ​and​ ​other​ ​Special​ ​Visits Districts​ ​or​ ​schools​ ​occasionally​ ​may​ ​be​ ​included​ ​in​ ​royal​ ​visits​ ​(including​ ​those​ ​of​ ​Canada's Governor-General​ ​and/or​ ​Alberta's​ ​Lieutenant-Governor);​ ​visits​ ​by​ ​the​ ​Prime​ ​Minister​ ​or Premier;​ ​ambassadors;​ ​or​ ​other​ ​prominent​ ​dignitaries.

6.

5.1

In​ ​such​ ​circumstances,​ ​the​ ​formal​ ​protocol​ ​of​ ​either​ ​the​ ​Government​ ​of​ ​Canada​ ​or Province​ ​of​ ​Alberta​ ​takes​ ​precedent.​ ​Information​ ​on​ ​proper​ ​protocol​ ​in​ ​these​ ​special circumstances​ ​can​ ​be​ ​obtained​ ​from​ ​the​ ​Government​ ​of​ ​Alberta​ ​Protocol​ ​Office.

5.2

It​ ​is​ ​expected​ ​that​ ​local​ ​event​ ​organizers​ ​will​ ​ensure​ ​trustees​ ​are​ ​invited​ ​and​ ​properly recognized​ ​and​ ​included​ ​in​ ​the​ ​event​ ​whenever​ ​possible.

Presentations​ ​to​ ​School/Students/Staff 6.1.

7.

In​ ​instances​ ​where​ ​ceremonial​ ​presentations/gifts​ ​are​ ​to​ ​be​ ​made​ ​to​ ​students​ ​or​ ​the school,​ ​efforts​ ​should​ ​be​ ​made​ ​to​ ​include​ ​participation​ ​from​ ​all​ ​dignitaries/special guests.​ ​In​ ​addition,​ ​gifts​ ​should​ ​either​ ​be​ ​directed​ ​to​ ​the​ ​school​ ​itself​ ​via​ ​the​ ​Principal, or​ ​to​ ​each​ ​student​ ​individually.​ ​Due​ ​to​ ​the​ ​large​ ​geographic​ ​areas​ ​that​ ​schools​ ​draw from,​ ​it​ ​is​ ​not​ ​possible​ ​to​ ​distribute​ ​gifts​ ​to​ ​residents​ ​of​ ​a​ ​single​ ​constituency.

Other​ ​Considerations 7.1

Seating​ ​is​ ​to​ ​be​ ​arranged​ ​so​ ​that​ ​the​ ​most​ ​senior​ ​dignitary​ ​is​ ​closest​ ​to​ ​the​ ​podium.

7.2

Provision​ ​is​ ​to​ ​be​ ​made​ ​for​ ​trustees​ ​and​ ​other​ ​important​ ​guests​ ​to​ ​be​ ​greeted​ ​by​ ​staff or​ ​students.

7.3

As​ ​audience​ ​members,​ ​dignitaries​ ​are​ ​to​ ​be​ ​provided​ ​with​ ​reserved​ ​seating​ ​in​ ​the front​ ​row.

7.4

Provision​ ​for​ ​parking​ ​is​ ​to​ ​be​ ​made​ ​for​ ​trustees​ ​and​ ​other​ ​dignitaries.

7.5

For​ ​details​ ​on​ ​School​ ​Blessings​ ​and​ ​Dedications,​ ​please​ ​refer​ ​to​ ​AP​ ​155​ ​Appendix​ ​A –​ ​School​ ​Blessing​ ​and​ ​Dedication​ ​Ceremony​ ​Guidelines​ ​and​ ​AP​ ​155​ ​Appendix​ ​B​ ​– School​ ​Blessing​ ​and​ ​Dedication​ ​Ceremony​ ​Workplan.

Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1 Administrative​ ​Procedures​ ​Manual

October​ ​2016 Page​ ​3​ ​of​ ​4

7.6

For​ ​further​ ​information,​ ​or​ ​advice​ ​or​ ​assistance​ ​in​ ​organizing​ ​a​ ​school​ ​event,​ ​contact the​ ​Director,​ ​Communications.

Approval​ ​Date:

October​ ​24,​ ​2016

Reference:

Section​ ​20,​ ​60,​ ​61,​ ​113​ ​School​ ​Act School​ ​Council​ ​Handbook

Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1 Administrative​ ​Procedures​ ​Manual

October​ ​2016 Page​ ​4​ ​of​ ​4

district events - protocol

October 2016. Administrative Procedures Manual. Page 1 of ... (if school is hosting event) - Principal, Vice-Principal(s). 3.7. Other elected officials and dignitaries ...
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