Whanau Manual

INTRODUCTION

This administration and organisation booklet is intended to assist all families, new and not so new, to familiarise themselves with 'how things work at Woodhill School.' 

.This information is complemented by the following -

•The School Charter,
•BOT Policy folder,
•Behaviour Management Plan (appendix)
•Scope and Sequence Documents
•New student prospectus/enrolment pack

ABSENCES (STUDENTS)

•See Attendance and Attendance Registers.

Students arriving after 8.30am must go to the office where they will receive a ‘late pass' before proceeding to class.
Any students leaving the school during the course of the day must sign the ‘sign out book' - teachers must record this in their register system. (see attendance register)

ASSEMBLIES

There are two types of Assemblies - Administration Assembly, Monday morning, 8.45am-9.00am and Community Assembly, Friday afternoon, 1.45pm-2.25pm.

Administration Assembly - this assembly sets the tone for the week and outlines any notices or reminders needed. The host class will also present the value for the week. The assembly begins with the National Anthem.

Community Assembly - This assembly is a time to share with our community what we have been doing in school. Each class is on a roster to be the host class throughout the year. Each class nominates a student for a Principals award (as per the weeks value) and recognise two students for a class certificate.

Community Assembly Structure

• 1.45-2.25pm Fridays in the MPR

1. Opening Song/s - 1.45pm-1.50pm (1/2 school songs - led by host class)
2. Principal Awards - 1.50pm-1.55pm
3. Class Awards - 1.55pm-2.05pm
4. Host Class Item - 2.05pm-2.10pm
5. Good Work - 2.10pm-2.15pm
6. Principals Address/Item - 2.15-2.20pm
7. Closing Song - 2.20pm-2.25pm

• Woodhill School has (will build up) a bank of songs that are sung in assemblies. If teachers/classes are introducing a new song as part of their assembly it needs to be ratified by the person in charge of ‘The Arts' before hand.
• If teachers/classes require a special set up, specific personnel to assist (music or ICT...), or a different timetable they must let the Deputy Principal know by Wednesday of that week.

BEHAVIOUR MANGEMENT PLAN

Woodhill school is classified as a Positive school. The Behaviour Management Procedures (BMP) is structured to reinforce positive attitudes and correct behaviour patterns. In order for a successful behaviour management programme to be implemented it is essential that it is congruent with the schools behaviour policy and that the principles are intrinsically understood and implemented. Please ensure the BMP guidelines are adhered to in order to maintain consistency throughout the school. The BMP is attached as an appendix to this booklet.

BELLS

Our bell times are as follows

8:30am           Class instruction begins.
10:20 - 10:40   Morning tea
10:40 - 12:30   Middle block of classroom instruction.
12:30 - 12:40   Lunchtime eating
12:40 - 1:15     Lunchtime break
1:15 - 2:30      Afternoon session

BOARD OF TRUSTEES

The Board of Trustees is the governing body for the school, and their function is set out in various government legislation.  One of their key and most important roles is in the approval of school policy. In essence, the Board approves policy, and the school Management implements that policy.

The BOT meets on the last Monday of the month, in the school staffroom.  Meetings start around 6.00 p.m.

Any interested persons may read BOT minutes, financial and Principals reports.

All staff are welcome to attend BOT meetings.  We are required to give feedback to the Board in curriculum areas, and curriculum leaders are asked to present a summary of their area of responsibility at some stage of the year.

BUDGETS

A number of staff have responsibility for compiling and spending certain budgets, especially curriculum areas. Proposed spending of these budgets is the responsibility of the "budget holder", although any staff member may suggest items worthy of purchase. All staff and budget holders must utilise the Purchase order system - see administration procedures manual 1(a)

BUS MONITORS

The prefects are in charge of checking who is going on a particular bus by ticking off each child's name. There is a duty teacher assigned to each bus where they re check the list and supervise the students by escorting them to the bus to ensure that the children board the bus safely. The prefects monitor the behaviour of students on the bus and report any problems the following day to the teacher in charge of that bus.
There are 3 buses currently running at Woodhill School - 2 ministry funded and 1 parental funded.

CAR PARK

There are two car park areas at school. At the front of the admin building are 8 spaces, 3 of which are reserved for the Principal, Deputy Principal, and Secretary. There are more spaces available in the northern carpark by the school fields. It is envisaged that at least 1 administration carpark is left free for visitors during the day. Teachers are encouraged to park in the same spots each day.

CHARTER

The School Charter is a legal undertaking between the Board of Trustees and the Ministry of Education.

The Charter sets out the aims, purposes and objectives for the school, and includes the National Education Guidelines and the National Administration Guidelines.

The Strategic Goals (SEG and SLG's) direct the school through their action plans - staff need to be familiar with these.

CHAPLAIN

The school has a Chaplain who visits the school each Wednesday. Her role is one of counselling and guiding students who may be struggling with aspects of school or wider life. She does not push religious beliefs. Students are free to request meetings with the Chaplain. Staff are encouraged to utiise this service by referring students to the chaplain for such things as behaviour issues, social issues, personal/family issues, and certain classroom/learning issues. The Chaplain is also available for staff to utilise.

CHOIR

The choir is open to all students, practise is Wednesday lunchtime after lunch eating.

CURRICULUM

A separate School Curriculum Document outlining how Woodhill School deliver the curriculum with special reference to our Key Competency Framework, our Value Framework, our Mission Statement and Core Beliefs, our Base Curriculum, our Unit of Inquiry Framework, our Scope and Sequence functions, and reporting/assessing/planning details and guidelines. It is expected that all teachers are familiar with this document.

DENTAL THERAPIST

Our dental therapist divides her time between a number of local schools. If children need treatment when she is not at Woodhill school, she can be contacted at her clinic in Helensville.

DISPLAYS

Displays of high quality children's work should be exhibited in classrooms and around the school. Evidence of students' written work should be displayed on the walls of the classroom. The teacher in charge of "The Arts" has responsibility for changing these in the hall and admin area.

EARTHQUAKE AND FIRE DRILL (See also Fire Drill)

1. The Alarm System

The continuous ringing of the bell system OR fire sirens; and in case of breakdown of the power, the continuous ringing of the hand bell.
The Principal will be responsible for calling the Fire Brigade immediately the alarm is raised.
2. Routes of Escape

(a) Primary Escape Route.
The normal daily exit route.
(b) Secondary Escape Route.
The door marked ‘Fire Exit' .
Children to move in orderly fashion.

3. Assembly Points and Roll Call

As shown on the maps displayed near the normal daily exits in classrooms, the children are lined up on the field along the bottom of the bank and their names checked.

4. Attendance Registers

The school secretary and/or Principal will bring the attendance register to the marshal area.

EARTHQUAKE DRILL CLASSROOM

1. The command "Drop" is to be used.
2. Children will get under the nearest desk or table.
3. Children kneel on floor, hands behind their neck and head, leaning forward.
4. Teacher is to stand in the doorway ensuring that the door is open.
5. 'Wait' until evacuation is sounded, which is the same as for Fire Drill i.e.
Continuous ringing of bell.
6. Evacuation is to be as for Fire Drill.
7. Principal to notify appropriate authorities.
8. When evacuation sounds proceed to assembly area, keeping clear of ALL
buildings.
9. Teachers must proceed as for Fire Drill.

Please make sure that you are familiar with these procedures!!!

ENROLMENTS

Parents enrol children through the school office, where a decision is made concerning the appropriate class level and room number. There are procedures pertaining to this in the administration manual. Students turning five are encouraged to have school visits, these are set up in communication and consultation with the child, parents, principal and class teacher. There are many diverse needs for a child starting school and therefore a blanket approach to class visits is not appropriate.

FAMILY DONATION

There are essentially 3 parts to the fee structure at Woodhill School in 2010 - School Donation, Stationery Fee, and Activity Fee. These are set at the following rates-

FIRE DRILLS

(See also Earthquake and Fire Drill)

GaTE

• See also SENCO Systems
The school run a Gifted and Talented Education Programme aimed at engaging those students who demonstrate the ability to think and achieve at a higher level than ‘National Expectations.' New in 2010 the staff went through some significant Professional Development in identifying and selecting appropriate students. The programme currently runs on Wednesday and is split into 3 groups - Junior, Middle, and Senior. It is partially Parental funded.

HOMEWORK

Woodhill School acknowledges and respects the fact that each household may have differing views and understandings of homework. To this end an individual ‘Homework Contract' is written for every child in accordance with each families wishes. This contract is constructed during the February/March ‘3 way conferences' between the child, parents/caregivers and teacher.

Homework should be an extension of the classroom programme, or provides background for further classroom exploration, then it has considerable merit.

It is essential that feedback be given to children as soon as possible after it is returned to school - children and parents expect this.

Homework Philosophy at Woodhill School

Homework is a learning strategy and tool that assists and reinforces what we are doing within school. To this end homework should not require extra teaching or explaining from either parents or teachers, it is simply an extension of classroom work and reinforcement for students.
The following framework is a broad framework and guide only - it is acknowledged and embraced that each teacher at Woodhill School has a distinct microclimate within their classroom and this will also manifest itself within the Homework timetable. Teachers are free to make changes to an individuals requirements based on their professional judgements and in the case of permanent changes, parental consultation.

INTER-HOUSE SYSTEM

Woodhill School has an inter-house system comprising of 4 houses - Tui, Kereru, Fantail and Kea. Each house consists of a range of students from Year 1-8.
The aims of the House system are to -

• Provide opportunities for camaraderie and team work.
• Provide a framework and positive environment for behaviour control by way of the school values system.
• Promote healthy competition and allow students to reap its benefits both as winners and losers.
• Allow students to develop a sense of pride and identity for their Whanau within a Whanau.
• Foster the development of leaders across the houses.
• Add variety to the delivery of the curriculum.

Throughout the year various cultural, academic and sporting activities are implemented within the inter-house program.

Respect Awards are counted each term in order to ascertain an overall yearly winner. Points are allocated as follows...

All cultural, sporting, and academic activities/events - 1st - 10 points carried forward, 2nd - 7 points carried forward, 3rd - 5 points carried forward, 4th - 3 points carried forward.

End of term calculations - 1st - 10 points carried forward, 2nd - 7 points carried forward, 3rd - 5 points carried forward, 4th - 3 points carried forward.

I point = 1 respect award

A yearly shield is allocated to the winning house.

INTER-SCHOOL ACTIVITIES

These allow for our pupils to visit other schools and venues from time to time, and to act as hosts, welcoming and saying farewell children from other schools. Planning by teachers must be thorough, and the children must be carefully supervised at all times.

The behaviour of children during interschool visits must be of a very high standard. Where teachers have a concern about the anticipated behaviour of a pupil on a proposed visit, they should discuss this with the Principal. There may be occasions when it may not be appropriate for a child to participate. Children taking part in e.g. sporting exchanges must be able to do so in non-threatening situations. Teachers must ensure that children in their own class not involved in the visit, are properly provided for in their absence.

LIBRARY

A timetable is completed at the beginning of each term. All classes can select one or two 30 minute library sessions per week. These sessions may be used for changing books, promoting books, authors, illustrators or searching for information. The library is open at some lunch times for changing books only. See the Teacher-Librarian for details of issuing books. Teachers can select up to 20 books for use as a class library set. Extra class library books or books for topic use can be requested from the National Library.

LOST PROPERTY

Any articles of clothing found in the playground, if not claimed, will be put into the Lost Property Bins at the end of lunch time by the school prefects. Named articles will be returned to each class within the afternoon session. The lost property bins are located inside the multi purpose room. Children will be regularly encouraged to go through lost property to claim personal clothing, and parents will also be reminded via the weekly newsletter. Teachers are expected to keep their cubby holes outside tidy and free from clothing left behind and run an in-class system for lost property. Any un-named article not claimed within class is to be placed in the lost property bin. The lost property bin is emptied every 2nd week. Articles are washed and utilised within school.

LUNCH PASSES

As a general rule, all children remain at school for lunch. On those occasions when parents want their child to come home for lunch, the school office should be notified by letter or telephone. The child then reports to the office before leaving the school, and is given a lunch pass. They report back to the office when they return.

LUNCH EATING

Lunch eating is to take place under the sheltered area unless weather conditions are so bad that this is not possible. All students must remain seated until a teacher or prefect has let them go following the dotted bell after 10 minutes. Students must wait until they are dismissed - seniors as well!

LUNCH ORDERS

These are run by Super Value on Fridays only - students are to fill in their order on the enveloped provided before 8.30am and place them in the school mail box. One person per class should come to the office at lunchtime to collect the lunches.

MEDICATION

A few children may bring medication to school for small periods of time whilst recovering from sickness - in these instances the medication must come to the office accompanied by a note. The school secretary will administer and/or contact parents if necessary.
The Yearly Permission Sheet gives permission for the school to administer certain medication in the case of bee stings, headaches or asthma - please do not administer these yourself. The school secretary or principal will authorise this type of medication.
For emergency applications of medication eg: epi pen etc... please see the poster board inside the secretary's cupboard.

MUSICAL INSTRUMENT LESSONS – (ITINERANT)

These are funded by the families of those involved - we currently offer keyboard and drums on a Monday and Guitar on a Tuesday and Thursday. A roster schedule of students is circulated at the beginning of each term. Lessons are 20-30 minutes long.

MONEY, INCLUDING SENDING MONEY TO OFFICE

All money is to be sent to the office where it is put inside an envelope outlining its purpose and amount - and posted in the school post box. At no time should teachers handle money. See administration manual.

NEWSLETTERS

These are sent home with the oldest or only child in each family at the school every Friday. Please be sure that all children who should get a Newsletter, do so. They are our main means of communication with most parents. Remember children who are out of the room or absent. Try to spend a few minutes going through the Newsletter with your children so that they are familiar with its contents.

We endeavour to get Newsletters out to classrooms as soon as possible after lunch each Friday.

There is a timetable for classroom contribution to the newsletter - please read its guidelines.

Teachers are encouraged to use the newsletter for school-wide communication with our community.

OUT OF BOUNDS AREAS

In the car parks
Around the library
Any part of the bush area
Children must remain on the school side of the high fence around the main fields.
Children are not to play around toilets, cloak bays, and are not to be inside on fine days.

OUTSIDE HELP

The school has access to a variety of outside agencies: Special Education Service, Resource Teachers: Learning and Behaviour, Reading Clinic, Health Nurse, Speech Therapist , Vision and Hearing Testing.

Teachers who may be concerned about the progress of children, and who believe outside help should be sought, should in the first instance, discuss the particular problem with the Special Needs coordinator and principal.

In all cases, it is essential that full documentation be kept. This documentation needs to be objective, dated, and factual. It may relate to specific instances teachers have observed, specific absence dates, or behaviours which need to be modified. One of the first items the above specialised teachers will ask for will be detailed documentation and observations.

PARENT HELPERS/ROOM PARENTS

The school has a room parent strategy/program in place - below is an excerpt from the prospectus for new and potential families.

Room Parents

In keeping with our ‘Open School' philosophy we have introduced a ‘Room Parents' system across the school this year. The are 2 main functions of the ‘Room Parents'

1. To assist with communication between the class teacher and class families
2. To assist in the development of a roster for parental help within the classroom programme.

As each class has different dynamics and each teacher different styles, strengths and programmes, the ‘Room Parents' programme may run quite differently in each classroom. For more information on the room parent strategy see your child/s class teacher or myself.

Parents are encouraged to be part of their child's schooling and are welcome to help around the school. A timetable should be displayed in your classroom in order for parents who can help to write down a time that suits them to help. Room parents can assist in class programmes helping children or prepare resources that may be time consuming for the teacher. Our ‘open door' policy should be encouraged at all times and parents should be welcomed into the classroom if they want to watch what is being taught or help with activities

P.E. EQUIPMENT

Our school P.E. shed is well stocked to provide equipment for fitness, P.E. lessons and games for all levels of the school. An up to date P.E./Sports Gear Inventory is attached to the inside cover of the P.E. Gear Order Book in the foyer.

Each teacher is responsible for returning all borrowed equipment (as delivered) to the P.E. shed, so that the monitors can store away correctly.

The PE shed system is operated by students in Year 6 each lunchtime - it is overseen by the school prefects and the PE and sports co-ordinator.

PENDANTS/TAONGA

The only jewellery children should wear at school are ear studs (not rings) and watches. However, with a written request to the Principal, a child may be permitted to wear a neck adornment which is of special importance to that child.

PERSONAL BELONGINGS

Regrettably, the Board of Trustees is not liable for teachers' or children's personal belongings which may be stolen.

The Board will provide secure facilities for teachers in classrooms, to enable personal items to be locked away. Staff members who do not have ready access to a lock up cupboard, drawer etc should see the Principal as soon as possible.

Students are not permitted to bring any items of value to school - eg: mobile phone, mp3 players, psp's, laptops etc...

Staff should check their Home and Contents insurance policy to ensure that personal items are covered whilst at work.

PHOTOGRAPH ORDERS

Photographs are taken once a year. Class and staff photos are usually taken around September, October. We use a pre-paid system i.e. parents must pay before they receive the photo. They do get to view a sample at school, however. All orders are to follow the correct money ordering procedures.

POLICIES

The day to day running of the school is governed by the 1989 Education Act, its amendments, and policies approved by the Board of Trustees. The 1989 Act and amendments are kept in the Office. Approval of policies is one of the key roles of the Board of Trustees. Policies are reviewed monthly at Board of Trustee meetings according to a self review timetable. Copies of all policies are available from the office and staffroom.

SCHOOL RULES

All children are made aware of the rules and consequences for breaking the rules. The Behaviour management procedures should be followed and the deputy principal will deal with those who end up in the ‘Wise up' room for the third time.

Woodhill School assumes that there are three types of inappropriate behaviour -

1. Assault - Verbally, Physically, Mentally and Psychologically.
2. Disruption - behaviours that provide a barrier or obstacle to the learning of others.
3. Defiance - lack of compliance in any task set by the teacher. Not concentrating or working in a focussed manner is a defiant behaviour.

School wide Behaviour Management Procedures are linked in with the house system. A peer mediation programme through school prefects will support the behaviour management procedures and inappropriate behaviour will be dealt with following the flow chart diagram. (see BMP appendix)

A school Rules framework utilising the Key Competencies operates within school - make sure that you are familiar with this and it is displayed and referred to within your classroom.

SCHOOL SPORTS

An enthusiastic, and supportive staff provide many opportunities for children to enjoy sporting activities and achieve success. Syndicate games and teacher supervised lunchtime activities supplement challenging physical education programmes.
Our pupils participate in a wide variety of sports to broaden their skills and develop positive attitudes. Such sports include softball, basketball, rugby, netball, soccer, gymnastics, volleyball, cross country, touch and athletics.

Woodhill School is a ‘fair play' school, and these ideals are actively encouraged at all times.

Woodhill School belongs to the small schools sports group, Kaipara schools Sports group, and Norwest Sports Council and participates in many of their field days. We are proud of our success on and off the field at these events, and encourage as many teachers and parents as possible to be involved.

SCHOOL ZONE

There is one, but as parents are free to take their children to whichever school they choose, the actual zone is of no real consequence for those that live within its boundaries. The BOT manage and monitor the school numbers through the Principal using the following as a active guidelines -

1. Student movement between classes during the year is unavoidable.
2. WS aims to limit movement at the mid year point between Room 1 and 2 only.
3. Significant planning ensues when allocating classes at the beginning of the year in order to facilitate the above points and ratios below.
4. Students will only be moved between classes or year groups throughout the year under extraordinary circumstances.
5. WS will work (in the mid term 3-5 years) using the following structure as guidance

SICKBAY

Hurt children will be taken into the sickbay. The duty first-aider will then be notified. Children's names, room number, ailment and treatment will be recorded in sick bay register. The wearing of protective surgical gloves is mandatory when dealing with blood and open wounds. Any medical supplies used up need to be reported to the school secretary. The top cupboards are kept locked. Icepacks are kept in the freezer in the staffroom refrigerator.

STATIONERY

It is expected that most students will use the new stationery system - therefore teachers must order appropriate stationery and hold enough stock within their class to accommodate new students and those who finish books early.

An excerpt from the school prospectus...

Stationery Fee - Our aim with the stationery fee is two-fold - 1) to standardise the stationery, systems, and prices throughout the school and 2) to ensure that every child always has the appropriate equipment to enable their learning. The idea is that your child will be provided with all the stationery that they need throughout the year for the fee of $10 per term. We strongly encourage families to try this system in 2010 knowing that it is in stark contrast to past practices. If families do not wish to utilise this system they will need to contact the school.

STUDENTS’ ARRIVAL AND DEPARTURE FROM SCHOOL

Arrival
If they arrive before 8.00 a.m. they are to go with their bags directly to the front court area, and may play until the 8.30 a.m. bell. If wet, they may go to their own, or neighbouring classrooms...providing their teachers are present.

Departure
Students travelling by bus will undertake a daily roll call by the duty teacher before boarding the bus. Other students must wait on the court area until they are to be picked up by their caregivers or parents.

Bikes
No students are allowed to bike to school

SWIMMING

Every year, usually in Term 1 and 4, our children have swimming lessons at the School Pool. These lessons cover the Aquatics component of the P.E. syllabus.

UNIFORM GUIDELINES

School uniform is compulsory. If a student is not in school uniform a note with the reason should be provided by the parent/s. Uniform should be named and students are to be responsible for taking care of their uniform.
Appropriate uniform should be worn to suit weather conditions. A number of students are in the habit of wearing clothing which may be quite inappropriate. Teachers should be aware of this and call the parents if necessary. The uniform guidelines provided in the enrolment pack are to be adhered to.

VIDEOS/DVD’s/YOUTUBE/POD CASTS…

Any Videos, DVDs etc shown are to be related to current topics of study, and these may cover a wide variety of curriculum areas. The only exception to this is at the end of term, especially the end of the school year, when classes may double up to enable teachers release time to tidy rooms, or to move from one room to another.

All teachers must be aware of the implications of the Copyright Act. A summary of the relevant sections as they apply to schools is displayed near the photocopier.

VISITORS

With the obvious exception of known, prearranged parent helpers in classrooms, and other regular visitors, all visitors to the school should in the first instance be directed to the school office. They must sign in using the visitor's book.

Very occasionally, we may have an estranged parent arrive at school, seeking access to a child when they may not have the legal right to do so as the result of a custody order. These are filed in the Principal's office. In the unlikely event you do see a person acting suspiciously in the school grounds, please notify the office immediately.

WET DAYS

When the weather prohibits the children being outside, 3 rings of the bell will sound. The duty teacher will supervise all the classes during this time. Always check during a wet interval to see if you are on duty. Syndicates should try to have one teacher available to help monitor behaviour in their classrooms this also supports the teacher on duty.