Administrative Procedure 155

EVENT PROTOCOL

Background

The Superintendent has been given the responsibility to ensure positive external and internal communications are developed and maintained and thus directs that proper protocol is to be followed for events organized by the Charter Board or the School.
The success of a Charter Board or school event depends largely on good planning, as well as having a defined agenda and purpose for the event. If the event is well planned protocols are to flow smoothly.
Protocols will vary from one situation to another, depending on who is involved in the particular event. Accordingly, in the planning for an event, the order of introductions and speakers must be given special attention.

Procedures

1. At least one (1) Director is to be invited to significant public School events (e.g. graduation ceremonies, awards nights, community open-houses, orientation nights for parents). It is expected that event organizers will extend an invitation to all Directors and the Superintendent to attend all such events.
2. Introduce the most senior dignitaries first; for example,
2.1 Members of the Senate representing Alberta
2.2 MPs (cabinet members first)
2.3 MLAs (cabinet members first)
2.4 Charter Board Chair, Vice Chair
2.5 Directors
2.6 Elders and Tribal Council members
2.7 Civic officials (Mayor or Reeve first)
2.8 Other civic councillors and trustees
2.9 Senior bureaucrats and heads of other organizations
2.10 Prominent community members.
3. When organizing an event within the School the introductions will take place in the following order:
3.1 Board Chair
3.2 Vice Chair
3.3 Directors in attendance
3.4 Superintendent, Secretary-Treasurer
3.5 Principal.
4. When organizing the order of speakers, protocols dictate that the most senior dignitary speaks last.
5. Seating is to be arranged so that the most senior dignitary is closest to the podium at all times.
6. Directors are to be introduced at all times.
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7. Provision is to be made for Directors and other important guests to be greeted by staff or students.
8. As audience members, dignitaries are to be provided with reserved seating.
9. Invitations to Directors are to be issued by an individual invitation. The role and expectation is to be defined in the invitation.
10. Directors are to be notified at least two (2) weeks prior to the event.
11. The Office of the Superintendent is to be contacted if a speaker is required at the Charter Board level.
12. The Director invitation is to indicate who will serve as the Master of Ceremonies (MC).
13. When no Director is available to attend, the MC will be advised to express regrets on behalf of the Charter Board.
14. The Office of the Superintendent is to be contacted for any further assistance.

References: Section 25, 26, 33, 52, 53, 196, 197, 222, 225 Education Act Provincial Government Protocol
Federal Government Protocol
Freedom of Information and Protection of Privacy Act