Mintlaw Academy. Out of School and Cover Procedures

Transcription

1 Mintlaw Academy Out of School and Cover Procedures August 2011

2 A Staff Absence from school This falls into two categories: Planned absence and Unplanned absence Planned absence can occur for a variety of reasons Appointments Personal reasons CPD courses PSG meetings SQA events Unplanned absence can occur due to Illness Personal/family emergencies Planned absence due to appointment/personal reasons Staff who wish to be absent for personal reasons should make a request to the Rector in the first instance If approved, the member of staff should notify their Principal Teacher of Department/Faculty. Member of staff should complete an Out of School and Cover Request Form and pass to Link Depute While every attempt will be made to meet requests for absence, there may be times of the year when constraints on the cover system may make meeting the request difficult If the school is unable to meet the absence, an application should be made for unpaid leave in accordance with Aberdeenshire Council policy Planned absence due to CPD courses/psg meetings/sqa events Requests to attend CPD events should be made to CPD Co-ordinator using the CPD form (see appendix 1) They will discuss request with CSN Support Services Coordinator (CSN SSC) in order to check the diary to consider whether the member of staff s absence from school will cause staffing problems When approval is given by CPD Co-ordinator, the member of staff should notify their Principal Teacher of Department/Faculty. Member of staff should complete an Out of School and Cover Request Form and pass to Link Depute In both the above instances the decision about whether supply cover will be brought in or whether classes can be covered internally will be made by the CSN SSC and SMT. This applies whether or not funding for cover is allocated. CSN SSC will endeavour to find cover from day 1 of absence if notified in advance that a planned absence will be for the duration of 3 days or more.

3 Unplanned absence Absence due to illness If a member of staff is ill and unable to work he/she or a representative should phone the school before 8 am. A message may be left on the answer machine at any time prior to that. The Principal Teacher of the Department/Faculty is responsible for providing work for classes of absent colleagues In the event that a Department/Faculty Principal Teacher is absent work should be left for classes by a previously nominated member of the department/faculty In the case of a Principal Teacher of Guidance being absent a colleague within this team will be informed and asked to provide work for classes Cover will be allocated using the Daily Cover Information Sheet which will be put in pigeon holes by 8.30 am and a copy will be posted on the staff room notice board. If cover is arranged after 8.30 am the cover sheet will be hand delivered to relevant staff The CSN SSC will provide a copy of the cover sheet to the Admin Assistant, by 9am, who will update the list of absent staff on OTB. This list will include details of staff who are absent for part of the day and indicate the periods they will be out of school If the member of staff knows they will be absent for additional days contact should be made with the CSN SSC as soon as possible, and certainly before 8 am of the next day of absence If the absence is to be long term the Link Depute should be informed and kept updated on the timescale for return to work If the member of staff is to be absent for more than 3 days then every attempt will be made to bring in supply cover The school will endeavour to find specialist cover at all times. General cover will be used as a last resort. Unexpected Absence during the school day If a member of staff finds they have to leave school urgently during the school day they should discuss this immediately with the Rector or Link Depute or in their absence, any member of the Senior Management Team.

4 B Administrative issues Forms Out of School and Cover Request Forms and CPD Request Forms can be found in the Bisley cabinet in the staff room and in the OTB library Issue of Daily Cover Information Sheet This will be placed in pigeon holes before 8.30 am each day. If late notification of the absence of a member of staff is received then this sheet will be delivered to staff by hand. Staff are requested to check their pigeon hole before the start of the school day Allocation of cover and issue of Daily Cover Information Sheet The allocation of cover and the issue of this sheet is the responsibility of the CSN SSC. C Allocation of Cover Cover will be allocated in a fair and equitable way across the school. In general, teachers with less class contact time will be required to cover more classes than staff with a heavier teaching load. Staff will not be asked to cover classes if it takes them over their contracted class contact time. In times of crisis any member of staff may be asked to take classes which results in them being taken to their maximum class contact time for the week The devolved supply days cover budget will be used to fund external cover when the school is informed that an absence will extend for more than three days. After ten consecutive days of absence the Authority pays for cover at present Teachers covering classes will be expected to take part in the learning and teaching process with the class as far as possible In a crisis situation Probationary Teachers may be used for cover Cover should be allocated in the following order: Member of department with available cover time Supply teacher already in school with available cover time Other member of staff with available cover time Principal Teacher of Guidance with available cover time Senior Management Team members with available cover time Record of cover allocated to staff will be maintained on a weekly sheet Any queries about the administration of cover should be made to the CSN SSC in the first instance or to the Rector.

5 Appendix 1 Application For CPD Funding Name Application Date Course Title Course Provider Course Date Course Times Course Venue Course Fee Estimated travel/subsistence costs Total funding requested Please explain how the course will benefit you, your department, and/or the school. Make clear any links to your CPD plan, your department development plan and/or the school development plan. Please return to CPD Co-ordinator. Official use only Application approved / not approved Date:

6 Appendix 2 Mintlaw Academy Planned Absence Out of School and Cover Request Form Name Department/Faculty Date of request Date of absence Brief reason for request Has funding for external cover been provided? Source of external funding/other details Yes No External Code (if known) Is this request associated with a CPD request form? Length of time out of school Yes No Whole day? Y / N If not whole day, please specify eg P1-3 Please indicate classes to be covered and use X for out of school/non-teaching period Mon Date Reg Class Tues Wed Thur Fri Signed..... Date Signed (PT/Faculty Head).. Date Signed ( Link Depute).... Date..

7 Appendix 3 Mintlaw Academy Date Daily Cover Information Sheet Staff Absent Dept. Duration Reason Period am Registration am Period am 12.25pm Period am Period pm Period am Period pm Period am Period pm E:\Website\COVER & OUT OF SCHOOL POLICY\Cover_policy_aug_2011.doc August 2011

8 Appendix 3 Office use only DO NOT COPY DATE Staff absent Dept/ Faculty Duration Reason Supply Teacher Details Name Code Covering

9 Appendix 4 Flow Diagram for Planned Absence Member of staff discusses request for absence with CPD Co-ordinator for CPD event or Link Depute for all other planned absences Permission given Permission not given Member of staff discusses with PT. Out of School and Cover Request Form completed and passed to Link Depute Depute discusses decision with member of staff CSN SSC/Depute decide if classes can be covered internally or if supply staff need to be contacted Internal Cover CSN SSC allocates cover to available staff Supply Cover CSN SSC checks availability of cover staff on Authority database Please Take cover sheet issued by 8.30 am, delivered by hand after 8.30 am Supply staff contacted E:\Website\COVER & OUT OF SCHOOL POLICY\Cover_policy_aug_2011.doc August 2011

10 Appendix 5 Flow Diagram for Unplanned Absence Member of staff phones in ill/family emergency by 8 am CSN SSC allocates cover and issues cover sheet CSN SSC provides Admin Assistant with copy of cover sheet If absence is to last for more than 3 days CSN SSC contacts appropriate supply staff E:\Website\COVER & OUT OF SCHOOL POLICY\Cover_policy_aug_2011.doc August 2011