: Parent Communication :
Protocol for the Resolution of Concerns
The Catholic Schools Commission Protocol for resolving concerns or conflicts strives to maintain positive, honest and respectful relationships to address misunderstanding that may occur between members of its school community. When such misunderstandings occur, the central priorities must be:
- The best interests of students who may be affected by the misunderstanding.
- Providing opportunities for the person(s) most closely involved in the misunderstanding to resolve it promptly and conclusively.
Differences of opinion are a normal part of human relationships and offer opportunities for communication, new learning and improved relationships.
In all cases, clear, timely and direct communication assists effective resolution of misunderstandings:
- When you have a concern regarding a matter involving your young person(s) and another student, beginning with your young person's classroom teacher may help. S/he may direct the inquiry further to another classroom teacher or the administration. However, you may believe the situation is more appropriately addressed by the administration. If whomever you decide to consult about a conflict between students is not immediately available, leave phone numbers and times when the teacher/administrator can return your call.
- If you have a concern involving a staff member, please contact that person as your first step. Again, if that person is not immediately available leave information that will assist him/her to contact you. Once in contact with the staff member, state your concern as clearly and calmly as is possible. This is an opportunity to ensure that any missing information is provided to resolve the concern. Most, if not all, differences can be resolved satisfactorily at this level.
In either instance, if your concern is not satisfactorily resolved your next step is to speak with the Principal at the school after informing the staff member that you intend to do so. This action supports honest working relationships between parents/guardians and staff members.
The majority of concerns are resolved at the school level. However, if your concern remains unresolved after discussion with the Principal, again after informing him/her of your wish to do so, contacting the Superintendent of the Catholic Schools Commission is appropriate. The Superintendent will respond, usually following inquiries with the involved parties. You may also contact the Board of Directors of your school through the chairperson.
The Catholic Schools Commission trusts that this process will result in the satisfactory resolution of those concerns which may, from time to time, arise between members of our school community.
Your cooperation with this Protocol is helpful and appreciated. Communication is the key!
Complaints to the School Board of Directors
The procedure to be followed when there are complaints to the School Board of Directors about teachers, staff or administrators:
- Complaints to the school board directors should be made in writing and signed by the person or persons lodging the complaint, with a copy to the individual named.
- When a written complaint about a teacher or administrator is received, the individual named should be notified and given an opportunity for explanation and written response.
- At any point in the complaint process, the individual named should have the right to have a representative present.
- The immediate supervisor should be notified of the written complaint.
- The board of directors should hear personnel matters in-camera.
- The board of directors and administrators should treat all information received as confidential.
- Individual school board directors who receive questions or suggestions from the school community regarding a teacher, administrator or school should advise the person or persons involved to take their questions or suggestion to the appropriate staff member.
- Other then informing the complainants of the complaint process, individual school board directors are advised to avoid acting on a complaint by contacting teachers directly - personally trying to solve problems.
- No documents pertaining to a complaint should be entered into the personnel file of a teacher/staff or administrator when the administration concludes that such complaint was unfounded or that the concerns addressed in the said complaint have been properly remedied.
- When documentation is entered into a personnel file, the teacher/staff or administrator should be advised, in writing, and given an opportunity to enter a written response.
Complaints by a group against an individual or a school
- When a group wishes to address the school board, on any matter, it should notify the board in writing prior to the board meeting. The group should also include a statement of the nature of their business. If the purpose is to make a complaint against a teacher or a school, the chair of the board should advise them of the procedure to be followed with respect to complaints.
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