Board Policies & Administrative Procedures

Administrative Procedure 155: EVENT PROTOCOL

Background

The Superintendent has been given the responsibility to ensure positive external and internal communications are developed and maintained. Proper protocol is to be followed for events organized by the Division or its schools.

The success of a Division 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) trustee is to be invited to significant Division or 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 trustees and the Superintendent to attend all such events.
   
   
2. Introduce the most senior dignitaries first; for example,
   1. Members of the Senate representing Alberta
   2. MPs (cabinet members first)
   3. MLAs (cabinet members first)
   4. Board Chair
   5. Trustees
   6. Elders and Tribal Council members
   7. Civic officials (Mayor or Reeve first)
   8. Other civic councilors and trustees
   9. Senior bureaucrats and heads of other organizations
   10. Prominent community members.
       
       
3. When organizing an event within Division schools the introductions will take place in the following order:
   1. Board Chair
   2. Vice-Chair
   3. Trustees in attendance
   4. Superintendent, Assistant Superintendent(s), Secretary-Treasurer
   5. Principal and Vice-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. Trustees are to be introduced at all times.
   
   
7. Provision is to be made for trustees and other important guests to be greeted by staff or students.
   
   
8. As audience members, dignitaries are to be provided with reserved seating in the front row.
   
   
9. Invitations to trustees are to be issued by an individual invitation to the Division Office. The role and expectation is to be defined in the invitation.
   
   
10. Provisions for parking are to be made for dignitaries and trustees.
    
    
11. Trustees are to be notified at least two (2) weeks prior to the event.
    
    
12. The Office of the Superintendent is to be contacted if a speaker is required at the Board or Division level.
    
    
13. The trustee invitation and Division Office notice is to indicate who will serve as the Master of Ceremonies (MC).
    
    
14. When no trustee is available to attend, the MC will be advised to express regrets on behalf of the Board.
    
    
15. The Office of the Superintendent is to be contacted for any further assistance.

Reference

Section 33,52,53,197,222 Education Act

Provincial Government Protocol

Federal Government Protocol

Freedom of Information and Protection of Privacy Act

Approved: August 21, 2018

Last Updated: October 7, 2019