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1 EASTBOURNE TECHNOLOGY COLLEGE Aims and Principles Aims To

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					                            EASTBOURNE TECHNOLOGY COLLEGE

                                        Aims and Principles

Aims

To:    provide an effective learning environment in which we

-      develop students' commitment to learning,

-      develop students' self-respect and self knowledge,

-      prepare students for successful independence,

-      develop students' sense of community and social responsibility,


To achieve this all our work must be based upon a set of principles - our shared beliefs, values and
attitudes about education at Eastbourne Technology College.


Principles

-      each student is a special and unique individual, they are entitled to have their particular
       needs recognised and addressed,

-      all our students are valued equally,

-      the highest expectations are held of all our students,

-      all students are entitled to experience success

-      positive relationships between teacher and student are at the heart of our work.

-      partnership between teachers and parents, school and the wider community is integral to our
       provision of effective education.

-      all students are entitled to be given access to a broad, balanced and relevant curriculum
       including the National Curriculum,

-      the aims of education for students with difficulties and disabilities are the same as those for
       all students. The help students need in progressing towards these aims will be different.




                                                                                                    1
SENIOR MANAGEMENT TEAM
ROLES & RESPONSIBILITIES




   EASTBOURNE TECHNOLOGY COLLEGE
           BRODRICK ROAD
            EASTBOURNE




                                   2
                      SENIOR MANAGEMENT TEAM
                              Roles and Responsibilities:

Headteacher – Janet Felkin – lead and manage the college.


Deputy Headteacher – Tony Smith

   Manage Key Stage 4 – teaching and learning
   Strategic planning and implementation for curriculum.
   Finance
   Assessment
   Staffing
   Attendance and punctuality - Key Stage 4


Deputy Headteacher – Wayne Jones

   Manage Key Stage 3 – teaching and learning
   Strategic planning and implementation for pastoral
   Admissions
   Professional Development
   Initial Teacher Training (ITT)
   INSET
   GTRP (Graduate Teacher Training)
   Rewards and Sanctions
   Fundraising and charities
   Child Protection Officer
   Attendance and punctuality – Key Stage 3


Assistant Headteacher – Bill Barlow

   Health and Safety.
   Use and development of site and buildings
   Examinations
   Extra curricular provision
   Minibus


Assistant Headteacher – Jane Syred

   Manage SEN support
   Develop Full Service School
   Coordinate the support for the range of learning needs




                                                             3
                                THE ROLE OF THE GOVERNORS

Governors are elected or appointed to serve on a school governing body because they are persons
with a genuine concern for the education of children and young people.

As representatives of parents, teachers, the local community and voluntary or Church bodies,
School Governors have an essential role to play in managing and supporting the school in harmony
with the Community which it serves, and in forming the link between the community, the school and
the Authority.

The 1986 Education Act extended the powers of Governing Bodies in several directions and the
1988 Education Act delegated powers still further to them from the Local Authority. The Authority's
present and future role is now to plan provision overall, determine the resources available, allocate
these to schools as an overall cash limit, offer support and guidance, and monitor and comment on
the results achieved by schools.

The success of a school will depend upon a close partnership between the governing body and the
staff.

It is a partnership between the educated opinion of lay people representing the community and the
professionals whose task is the effective education of the children in the school.

The Governors are obliged to consider:-

(a)   the policy of the Authority as to the secular curriculum for the Authority's schools as
      expressed in the statutory statement made by the Authority within the National Curriculum
(b)   what, in their opinion, should be the aims of the secular curriculum for the School; and
(c)   how (if at all) the Authority's policy with regards to matters other than sex education should in
      their opinion be modified in relation to the School; and to make, and keep up to date, a
      written statement of their conclusions
(d)   the place of sex education and the treatment of political issues
(e)   the times at which the School session is to begin and end on any day and the dates and
      times of School terms and holidays within the Authority's guidelines
(f)   the School's policy on discipline and exclusion from school
(g)   the disposal of such funds as are made available to them for the running of the School.
(h)   the preparation, once in every school year, of a report to parents "the Governors' Report" on
      the way the Governors have carried out their duties in the past school year and to convene
      an Annual Parents' Meeting.
(i)   the appointment or dismissal of staff.

The Governors have various other responsibilities including Buildings and Plant, Health and Safety
issues, Charging Policies for school activities, Religious Education and Acts of Worship etc. etc.

At E.T.C. the Governors have undertaken to work at their various duties through Sub-Committees
and formal links with specified Faculties and Year Teams.




                                                                                                     4
               EASTBOURNE TECHNOLOGY COLLEGE

                             THE GOVERNING BODY

            Name                         Type

            Kamel Al Qadi                Parent

            Janine Bland                 Co-opted

            Ben Bowles                   Teacher

            Rupert Colkett               LEA

            Alan French                  LEA

            Ann Leigh                    LEA

            Mary Ogden                   Co-opted

            Letta Page                   LEA

            Nick Prentice                Co-opted

            Sue Romanis                  Parent

            Terry Sierwald               Parent

            Neil Slater                  Parent

            Gary Stidder                 Co-opted

            Jill Thompson                Teacher

            Barbara Wilson               Staff

            Linda Kirk                   Clerk to the Governors

            Janet Felkin                 Headteacher


Vacancies   2 – Parent
            1 - LEA
            1 – Co-opted




                                                                  5
                         MEMBERSHIP OF SUB-COMMITTEES
                          Italics indicate non-voting members

         COMMITTEE                              MEMBERSHIP
EXCLUSION /APPEALS                Alan French, Ann Leigh, Mary Ogden,
                                  Letta Page, Nick Prentice, Sue Romanis,
FINANCE                           Janine Bland, Janet Felkin, Nick Prentice,
                                  Neil Slater

                                  Tony Smith, Barbara Wilson.
APPOINTED GOVERNORS               Janine Bland, Mary Ogden, Sue Romanis,
PERFORMANCE MANAGEMENT
                                  Review Officer - Nick Prentice
STAFFING                          Janine Bland, Janet Felkin, Mary Ogden,
                                  Letta Page, Neil Slater, Jill Thompson
                                  Tony Smith
STAFF DISMISSAL                   Janine Bland, Mary Ogden,

DISMISSAL APPEAL                  Alan French, Letta Page, Sue Romanis,
PREMISES                          Ben Bowles, Alan French, Mary Ogden,
                                  Barbara Wilson.

                                  Bill Barlow, Lindsay Hawkins
TEACHING & LEARNING               Rupert Colkett, Mary Ogden, Letta Page,
                                  Sue Romanis, Gary Stidder

                               Wayne Jones
FULL   SERVICE        EXTENDED Rupert Colkett, Alan French, Mary Ogden,
SCHOOL                         Nick Prentice and Sue Romanis

                                  Jane Syred - SMT Link member.




                                                                               6
                                 LINES OF COMMUNICATION

1.   The Weekly Staff Bulletin.
     Information about individual students or groups, activities, achievements etc.
     Items for inclusion - Linda - 9am Thursday.
     All staff must read the bulletin and pass on to students appropriate information.
     File copy Staff Library.
     Distribution: Staff pigeon holes - Friday pm.

2.   Teaching Staff Briefing.
     Teaching staff 8.30 a.m. Monday to Friday - Staff Room except on the day before the
     Pastoral Period.
     Update on current issues and urgent items.
     Managed by Janet - inform of items for inclusion prior to meeting.

3.   Daily Bulletin
     To include items for students. To be read to students in tutor time or at assemblies, then
     pinned to tutor notice boards for reference.
     Items for inclusion to Karen Smith 12 pm day before.

4.   Pigeon Holes and Notice Boards.
     All Staff have a pigeon hole in the staff room - individual communications.
     Pigeon holes should be emptied at least twice a day.
     Notice Boards
     Notice boards in the staff room are used for specific purposes, they provide information for all
     staff.
     White Board
     The white board in the staff room is used for communication between staff and is available
     for use by all staff.
     All items should be dated and they will be removed after 2 days.
     Information Screens
     The information Screens are available for use by all staff to provide information about school
     events etc or 'Welcome' statements to visitors. See Richard (RBA).

5.   Internal Memos.
     Pro-forma memos are available from the Office for written communication between staff.

6    E-Mails
     All staff have access to Internet and an E-mail address and should check E-Mails daily.

7.   Letters
     There are standard letters on a wide range of subjects. Details of the letters available are in
     the separate policy documents. The letters are available from the trays in the staff room.
     Inform Paul (PKI) when stocks are running down.

8.   Community Newsletter
     The community newsletter is provided for staff, students and parents. It contains information
     about school events and activities, and details of student and staff achievements. The
     Newsletter is available for use by all staff to communicate with parents. Items for inclusion
     should be passed to Linda by Wednesday 2pm each week for printing on Thursday.
     Distribution: To staff - Staff pigeon holes - Thursday pm.
                   To parents - tutor group Friday am registration.
                   (Absent students should be given a copy on return by their tutor.)
                   All surplus copies to be returned to the office.
                                                                                                   7
9.   Meetings
     There is a timetable of meetings for the academic year - see next pages for Meeting Policy
     and calendar of events for dates of meetings.




                                                                                             8
    MEETINGS POLICY




EASTBOURNE TECHNOLOGY COLLEGE
        BRODRICK ROAD
         EASTBOURNE




                                9
                                       MEETINGS POLICY

Meetings have a development and management function.

AIMS
1.   Facilitate consultation and participation of staff in school decision-making
     and management.

2.     Facilitate the development and use of networks and communication channels.

3.     Provide opportunities for staff to share, reflect upon and evaluate practice.

4.     Provide opportunities for staff development.


                                      SCHEDULED MEETINGS

Daily                       Staff briefing -      8.30 - 8.40am
Weekly                      SMT Admin             Tuesday 12.20 – 1.20pm
                            SMT Planning          Wednesday 3.30 – 6.00pm

Whole Staff Team
Teaching Staff
Management Team
Faculty Teams
Department Teams
Year Teams
Student Council
School Management Team
Technology College Steering Group (Community)
Technology College Steering Group (College)

These are complemented by the following meetings:

Team planning meetings:
organised by faculties and years when required

Committee meetings:
P.F.A.
Resources Centre
Sports Centre
Swimming Pool Trustees

Distribution of agenda and minutes:
- Agendas to be distributed a minimum of two working days prior to meeting.
- Minutes to be distributed within five working days of the meeting.
- Agenda and minutes for all meetings to be distributed to all team members.
- Copies of Faculty Team agenda and minutes to team, TSM + link governors. TSM circulate SMT.
- Copies of Year Team agenda and minutes to team and Wayne. WJN circulate SMT.




                                                                                            10
Meeting                Responsibility for      Responsibility   Responsibility
                       drawing-up and/or       for taking       for circulation of
                       circulation of          minutes          minutes
                       agenda.
Staff Briefing         Contribution from all   Not applicable   Not applicable
                       staff
SMT                    Janet                   Rotate           Rotate
Management Team        Janet                   Rotate           Janet
HoF                    Tony                    Rotate           Tony
HoY                    Wayne                   Rotate           Wayne
Faculty Teams          Head of Faculty         To be agreed     Head of Faculty
                                               in faculty.
Year Teams             Head of Year            To be agreed     Head of Year
                                               in Year.
Resources              Tony                    Barbara          Barbara
Department
Resources              Irene                   Irene            Irene
Committee
Student Council        Chair                   To be agreed     Chair
                                               in team.
Technology College     Tony                    Linda Healey     Tony
Steering (College)
Technology College     Tony                    Linda Healey     Tony
Steering (Community)




                                                                                     11
EQUAL OPPORTUNITIES POLICY




     EASTBOURNE TECHNOLOGY COLLEGE
             BRODRICK ROAD
              EASTBOURNE




                                     12
          EASTBOURNE TECHNOLOGY COLLEGE EQUAL OPPORTUNITY POLICY


1     Providing Equal Opportunities is NOT about treating everyone the same.                It is about
      treating each other according to their individual needs.

      Whilst having many needs in common, boys and girls, women and men, the black and the
      white, the different socio-economic groups, the able and the disabled, the more-able and
      the less-able IN LEARNING and employment have SOME DIFFERING NEEDS.

      Good practice in education is:

      a) Satisfying the differing needs.
      b) Ensuring Equal Access and Opportunity.
      c) Ensuring that particular groups or individuals do not suffer detriment by proxy of their
         gender, ethnicity, class or perceived ability.

 ‘We aim to ensure equality of access and opportunity for learners of all ages, needs and abilities
in a safe and secure environment’ – from ESCC Education Department‟s statement on Equal
Opportunities in Curriculum and School Management.

E.T.C. aims to:

A)    Provide equality of access and opportunities for all students, irrespective of gender,
      disability, race, religion, colour, nationality, ethnic or national origin, marital status, having
      dependants, age, sexual orientation, social class, trade union activity, political belief and
      medical condition, as far as possible (including people living with HIV or AIDS).

B)    Ensure that the principle of equality of opportunity is reflected in the structure and
      management of the school, e.g. in providing positive role modelling and the curriculum and
      organisation, including the grouping of students.

C)    Provide appropriate support for student with special educational needs and students with
      other special needs e.g. students from whom English is an additional language and
      travelling children, in order to give them access to the whole curriculum.

D)    Monitor and review students‟ achievement and destinations by gender, attainment,
      disability, background and ethnicity in order to contribute to the achievement of fairness of
      treatment.

E)    Eliminate all forms of harassment including homophobic bullying and racial harassment,
      which are barriers to effective teaching and learning and to promote good working relations
      among all students and staff.

F)    Promote multicultural education in that the curriculum should respond to the cultural
      heritage of the pupils and prepare all pupils for living in an ethnically and culturally diverse
      society.

G)    Involve parents, carers and the local community as partners in the learning process and
      encourage them to contribute to the development of a learning culture for all.




                                                                                                     13
Statutory Duties

The school has a statutory duty to comply with various legislation such as the Race Relations Act,
Sex Discriminations Act, Disability Discrimination Act, the Children Act and the various Education
Acts.

The Role of Governors

   Governors have specific legal responsibilities for school management and play a significant
    role in policy development and practice within E.T.C.

   Governors have a legal responsibility in the area of equal opportunities, for example, in relation
    to recruitment and selection of staff, special educational needs and sex education.

   The governing body reflects the community that the school serves, for example in terms of
    gender, race, socio-economic background and age.

   The Governors Staffing Sub-Committee will monitor the Equal Opportunity Policy.

Admissions

   The criteria governing casual admissions are applied to all groups including children with
    special educational needs, refugee children, children from traveller families and students with
    English as an additional language.

   E.T.C. welcomes and supports newly arrived students and staff to settle in. Induction,
    interviews and programmes ensure the smooth settling in of new arrivals.

   The school provides new parents with information about school policies and opportunities to
    become involved in their children‟s education.

   The school ensures that all parents have equality of access to information and treatment
    irrespective of gender, race, disability, sexual orientation and socio-economic background.

Uniform

   E.T.C. uniform is chosen on the principle of low cost, high quality and low maintenance.

   The uniform does not discriminate between gender and religious groups.

    Parents who have difficulty in complying with uniform regulations because of financial
    constraints are offered easy payment terms.

Other Provisions

   E.T.C. is aware of the special requirements and observances of different religions that may
    require separate or different provisions.

   Displays reflect the diversity in the society and the world in which pupils live as well as the
    experiences of students.

   Bilingual learners are encouraged to develop proficiency in their heritage language and, where
    appropriate, we encourage students to enter public examinations in them, as well as
    developing English to access the curriculum.
                                                                                                   14
   There are positive role models of ethnic minority and disabled staff and visitors as well as
    gender representation in areas where there is traditionally role stereotyping.


Preparation for a Multicultural & Diverse Society

E.T.C:

   has adopted the LEA‟s policy on Multicultural Education.

   celebrates, respects and fosters cultural, linguistic and individual diversity.

   prepares our students for the reality of living in a culturally and linguistically diverse society.

   ensures that racism, sexism and homophobia and all forms of stereotyping are addressed both
    in the academic and pastoral curriculum

   celebrates the major religious festivals of different groups represented in the school
    community.

E.T.C. teachers:

   ensure that all curriculum areas actively address equal opportunities in terms of access,
    content and resources.

   support the development of pupils‟ self-esteem with regard to their personal and cultural
    identities.

   ensure that the experiences and achievements of disadvantaged groups in society are
    acknowledged and celebrated in the curriculum.

Assessment & Monitoring Pupil Performance

E.T.C. ensures that:

   All students have full opportunity to show what they know and can do.

   Assessment tasks and tests are not culturally exclusive in their content, assumptions and
    reference points.

   Assessment tasks are appropriate to the students‟ competence in English (ie,
    students with English as an additional language – EAL), when necessary the
    involvement of the Bilingual Support Service is sought.

   Decisions relating to exams, tiers of entry and levels of NC tests are based on
    informed and accurate observations and assessment of attainment, not on
    subjective impressions on judgements of student‟s behaviour.

   Students‟ attainments are monitored by ethnicity, gender and disability so that positive steps
    may be taken to remove any obstacles or disadvantages which may impede learning.

   Students are given the opportunity and encouragement to achieve across the whole range of
    activities and to have these achievements assessed and celebrated.
                                                                                                          15
   Stereotypical expectations of the achievements of girls and boys and of different ethnic
    minority groups do not affect assessments of individual student‟s activities.

   Students with special educational needs are well supported for National Curriculum SATs and
    that appropriate modifications and arrangements are available and used.

   Where setting occurs, the progress of individual pupils is continually monitored and setting
    arrangements are flexible enough to allow the movement of individual pupils.

   Students‟ profile or Record of Achievement takes account of bilingual skills, oral and written,
    and out of school community involvement.

Resources

   Faculties and year teams review resources to ensure that they are free from bias and
    stereotypes in terms of contents, language and illustrations.

   Resources are carefully selected to address inequalities and negative attitudes in a
    sensitive manner and develop concepts of justice, fairness and conflict resolution.

   Resources reflect the reality of a culturally and linguistically diverse society. The
    achievements of people from a range of societies and backgrounds are recognised and
    celebrated including people with disabilities.

   Curriculum materials are selected and developed to take account of the students‟
    backgrounds and draw upon their different cultural/social experiences in order to
    enhance their personal and social development.

   Parents, community groups and other              outside   agencies    are   involved    in   the
    development and selection of resources.

   Students are provided with opportunities to explore the richness and multi-ethnic nature of
    British culture within and outside East Sussex.

   A school policy provides guidelines on the display of materials and students‟ work in the
    school. Bill Barlow has overall responsibility for the quality of displays. Stephen Bell provides
    guidance for staff on the implications of policy and the construction of effective displays.
    There is a checklist to ensure that the materials on display reflect positively the achievements
    of men and women, girls and boys, different ethnic and social groups and people with
    disabilities.




                                                                                                  16
Employment

Staffing is a key resource for whole school success including the successful implementation of the
equal opportunities policy. The staffing structure of the school reflects the talent, skills and
abilities drawn from our diverse community and demonstrates the school‟s commitment as an
equal opportunities employer.

The aim of our equal opportunity is to ensure that:

Recruitment & Selection of Staff

   No applicant or employee receives less favourable treatment on the grounds of gender,
    disability, race, religion, colour, nationality, ethnic or national origin, marital status, having
    dependants, age, sexual orientation, social class, trade union activity, political belief, medical
    condition (including people living with HIV or AIDS).

   Staff selection criteria and processes are designed and implemented to ensure that individuals
    are selected, promoted and treated according to their merits (ie, on the basis of their relevant
    qualifications, experience, skills and abilities).

   The selection outcomes and processes are regularly reviewed to check that practice is in line
    with the policy.

   When advertising and providing information about posts, job descriptions and person
    specifications are used as basis for selection.

   All staff and governors involved in appointments are fully trained on equal opportunities in
    recruitment and selection.

Staffing

   All staff are aware of their responsibility in promoting equal opportunities.

   There is shared ownership about the school‟s equal opportunity policy among all staff.

   All forms of harassment are totally unacceptable. Harassment undermines the expectation of
    equal worth and mutual respect, which should characterise all relationships.

   Staff feel empowered to challenge discriminatory language and behaviour both in the staff
    room and in the classroom, without being marginalised.

   Procedures are in place and are promoted for any employee who believes that they have been
    unfairly treated within the scope of the policy.

   Staff relationships are characterised by mutual respect and equal worth.

   All staff are encouraged to develop their skills and potential.

   All induction training refers to the school‟s equal opportunities policy and the role of staff within
    it.




                                                                                                      17
The School in the Community

The school has central role to play in the promotion of equal opportunities in the community
through a positive partnership with parents, governors, employers, other educational institutions
and statutory agencies and support groups.

   Parents are aware of the school‟s equal opportunities policy.

   There is a statement in the school prospectus on equal opportunities.

   Parents from different cultural background are invited into the school to talk about their culture,
    religion or occupation.

   All parents are made to feel welcome and involved in the school.

   The physical environment promotes equality of access.

   E.T.C. liases with parents and other groups in the school community.

   Visitors and adult helpers in the school are briefed about                  the   school‟s equal
    opportunities policy and the code of conduct that is expected of them.

   There is a complaints procedure and this is communicated to all sections of the school
    community,

   E.T.C. promotes its achievements and success                 in   the   school    community.    All
    achievements are equally valued and promoted.

   E.T.C. promotes its links with statutory and voluntary organisations on issues of equal
    opportunities.

   E.T.C. is sensitive to the changing needs in its wider community.




                                                                                                    18
TERMINOLOGIES

(From East Sussex Handbook – Equal Opportunities)

Black: People who experience discrimination and prejudice because of their race, colour or
ethnic origin. It encompasses people from a wide range of communities with huge cultural, social,
linguistic, religious and in some cases, political differences. It is often argued that the term does
not acknowledge the diversity of culture and identify among the groups. However, it is a term that
is generally accepted by most Black people to denote a collective political consciousness and
experience of racism.

Sometimes the word Black is used to indicate people of African-Caribbean origin, so one sees or
hears the phrase „Black and Asian‟. Some Asian people do not wish to be referred to as Black.
Therefore, sensitivity needs to be exercised. The current term in use is „Black and other
minority ethnic‟ people.

Disability: Disabled people and organisations that work with them promotes the social model of
disability rather that the established medical model. Disability refers to the loss or limitation of
opportunities owing to social, physical and attitudinal barriers.

The medical model determines what disabled people can, or more usually cannot, do by referring
to their medical diagnosis. It details what a person with a particular condition needs in order to
function or participate in mainstream society because of their medical condition.

The social model of disability says that it is society at large that constitutes the most disabling part
of being disabled. People are disabled by society‟s reaction to impairment.

Ethnic: It describes the racial and/or cultural nature of people. Not correct to refer someone as
„an ethnic‟. An ethnic minority is a racial/cultural group that has comparatively small numbers
within the general population (even though members of that ethnic group may be in a majority in a
specific geographical area). Everyone has an ethnicity i.e. they have ethnic origins – whether
those are Anglo-Saxon, Celtic, Chinese, African, Indian etc.

Gay: The term was adopted instead of „homosexual‟ and means „good as you‟. Some women
do not wish to be included in this term and prefer the term lesbian. Out: Gay, lesbian and bisexual
people often have to conceal their sexual orientation from most people who know them. „Out‟ is
used to describe individuals who are open about their sexuality.

Heterosexism: Is the assumption that heterosexuality is the norm and natural sexuality for men
and women. All other sexual practices are regarded as deviant. Heterosexism leads to the
oppression of individuals because of their sexual orientation.

Homophobia: A fear and hatred of gay men and lesbians backed up by institutional policies and
power that discriminates against them. It is a form of gender bias since homophobic attitudes and
misconceptions about homosexuality interfere with opening up non-sexist play options for young
children when teachers and parents accept the false assumptions that what a child does
determines his or her sexual orientation.

People of Colour: (American term) All the different national or ethnic groups that are targets of
racism. Use of the inclusive term is not intended to deny the significant cultural and historical
differences among these groups.

                                                                                                     19
Discrimination: Treatment of one individual less favourably than other individuals on particular
grounds: e.g: gender, race, disability and sexual orientation.

Prejudice: An attitude, opinion or feeling formed without adequate prior knowledge, thought or
reason. Prejudice can be prejudgement for or against any person, group or sex. Racial prejudice
is involved when negative judgements are made about individuals or groups of people from
different ethnic background, usually based on negative stereotypes.

Racial Harassment: Behaviour, language and actions which are racially insulting, threatening or
demeaning to the recipient and which the recipient finds offensive and believes to be racist in
intent.

Racial Discrimination: This refers to policies and institutional practices which discriminates on
grounds of colour, race, nationality (including citizenship) or ethnic or national origins. (Race
Relations Act 1976). Similarly, sexual discrimination, on the grounds of gender (Sex
Discrimination Act 1975) and disability discrimination, on grounds of disability (Disability
Discrimination Act 1995).

Racism: Attitudes, behaviours and institutional policies and practices that discriminate on
grounds of race, colour and ethnic origin, either directly or indirectly. In all cases, these will have
disadvantages outcomes for Black and other ethnic minority groups.

Sexism: Any attitude, action or institutionalised practice backed up by institutional power that
subordinates or disadvantages people because of their gender. Gender role stereotyping is often
the cause in sexist attitudes and behaviours.

Sexual Orientation: The term is usually used to describe sexual preference towards people of
the same or opposite gender.

Stereotype:    Over-simplified generalisation about a particular group that usually carries
derogatory implications, taking a particular assumed characteristic of one person (which may or
may not be correct) and applying it to all members of that group.

Tokenism: When people or aspects of their culture are included in the background or in
unimportant roles in written or visual materials, but never as main characters or doing important or
worthwhile things.

Xenophobia: Hatred or fear of people from other cultures and countries. The assumption is that
„foreigners‟ have a negative influence on the majority culture.




                                                                                                    20
                       EASTBOURNE TECHNOLOGY COLLEGE
                               BRODRICK ROAD
                                EASTBOURNE




                          FINANCE POLICY




Prepared & presented to the Finance Sub-Committee on 29th November 2006




(Updated 25.9.06)
                                                                          21
25.9.06
                             EASTBOURNE TECHNOLOGY COLLEGE


                                     FINANCE POLICY
The School's Budget Plan is an integral part of the School's Development Plan. The Budget Plan
states how the school intends to use the funds raised and allocated to it in line with agreed priorities
in the development plan. It is a statement of agreement, by the school's managers, to accept
responsibility for achieving the budgetary objectives.

The school's primary aim is to ensure the delivery of effective learning to its students. Throughout
the year the progress of spending within the Budget Plan must be monitored to ensure that the aims
of the budget are being met and that the finances of the school are being utilised effectively in the
educational interests of its students.

It is recognised that the school's finances are public money and as such are subject to tight controls,
as laid down by the LEA's financial regulations and procedures. In appreciation of this, Governors
and staff are asked to declare any pecuniary interests.


                    RESPONSIBILITY FOR SCHOOL FINANCES

The Governing Body has overall responsibility for the school's finances. In recognising this duty,
they have established a Finance Sub-committee and drawn up a Scheme of Delegation that lays
down the duties and financial responsibilities of the school's staff and officers.

Within this scheme it is the Headteacher, assisted by the Deputy Head (Finance) and the Finance
Administration Manager, is required to:

-      present suggested budget plans for the Finance Sub-committee to discuss and eventually
       recommend to the Governing Body,
-      ensure that the Financial Regulations of the LEA are adhered to within the school,
-      present regularly to the Finance Sub-committee accounts of how spending and income within
       the Budget Plan is proceeding, highlighting any significant projected under- or over-spend
       and identifying options available to redress the over-spend or take advantage of the under-
       spend,
-      advise the Governors on the financial implications of the appointment of staff, staff absence
       and the engagement of supply teachers,
-      advise on methods of making savings and generating income,
-      bring to the attention of the Governors any areas in which the school's insurance cover may
       be deficient.




                                                                                                     22
25.9.06

On a day to day level, the Deputy Head and Finance Administration Manager will ensure that:

-     income and expenditure is monitored and that the LEA's financial procedures are adhered to,
-     all financial transactions are precise,
-     the school records, receipts, collects and banks promptly all monies to which it is entitled,
-     checks and reconciliations are made in terms of bank and LEA financial statements,
-     that the school cheque book is administered correctly,
-     all orders and invoices are processed,
-     that all goods and services are cost effective,
-     all goods delivered to the school are checked, serial numbers recorded and security marked
      if necessary (after trial period),
-     an inventory is kept of all items of school equipment of a portable and "attractive" nature
      valued at over £20, by faculties/departments.
-     that Petty Cash is overseen and controlled,
-     the financial data held on the SIMS system is backed up daily,
-     the staff absence book is kept up to date.

Standards Funds are overseen by the Deputy Headteacher (TSM)
School Fund is administered by Joyce and overseen by Barbara.

A number of staff have responsibility for funds within the whole school budget.
These funds are allocated to the relevant budget accounts when the School Budget Plan is set.
Budget account holders may decide to set up sub-accounts and delegate responsibility for them to
others.

Budget account holders are responsible for:

-     monitoring spending within the relevant budget account
-     endorsing all invoices to confirm that goods have been received and costs are agreed
-     ordering goods via the Finance office (some faculties have alternative arrangements)
-     keep within agreed thresholds of spending
-     ensure that adequate, but not over large stocks are held within their faculty, department or
      area
-     ensuring that their budget account holds sufficient funds to cover monthly reprographic
      commitments
-     overseeing any sub-accounts within their budget account
-     ensuring that the Finance Sub-Committee is informed of any surplus stock and equipment
      that they wish to have written off and must not dispose of such items without the approval of
      the Sub-committee
-     issuing numbered receipts for income collected above the sum of £1.00.




                                                                                                23
25.9.06

                                            THE BUDGET

Eastbourne Technology College aims to provide rich and varied learning experiences for all students
- managing our finances effectively provides us with greater flexibility to organise resources to
facilitate this purpose - this requires whole school management planning involving all parties. All
must play a part in creating the vision by identifying needs, setting priorities, planning, implementing,
evaluating, advising on future directions, needs and policies.

A budget is the means of providing resourcing for decisions about education.

Our budget is led by education aims.

Eastbourne Technology College budget is:
*     part of a whole school approach to planning for development - expressing in financial terms
      how resources will be distributed and managed over a given period.
*     a tool to enable us to prioritise the way resources are allocated.
*     a framework for planning and forecasting.
*     a tool for monitoring expenditure.
*     a framework for reference for later decision making.
*     a quantitative expression of what we expect to achieve in the next year.

Budget planning is a process of logical thought but is not a precise science nor does it guarantee
success. It incorporates available information but also makes use of intelligent guesswork, local
knowledge and assumptions. It does provide a datum from which to measure reality and take
corrective action.


ALLOCATING THE BUDGET

1.     The first draft of the budget will be based on :
       *      historical data,
       *      evaluation of success criteria for those earlier years,
       *      priorities identified in the School Development Plan.

2.     Expenditure will be phased to allow the best effects of Bank interest to be gained.

3.     Some budget headings will be granted a fixed amount to be expended within that heading
       only and virement to another heading is not allowed by the LEA.

4.     Some budget headings will have cash allocated by a formula e.g. capitation budget.
       However, this will be applied only to a percentage of the budgets, with bids operating for the
       balance of the budget.




                                                                                                      24
25.9.06

                                     BUDGET MONITORING

1.    It is intended that the budget be considered as "live" as opposed to a "passive" budget. This
      will involve reviewing the budget on a regular basis with a view to having the ability to vire
      amounts between budget headings. This will be considered at "budget review meetings held
      on a fortnightly basis.

2.    A summary of expenditure will be produced relating actual costs to budgeted expenditure.
      Headteacher, Deputy Headteacher and Finance Administration Manager will review and
      report to Finance Sub-Committee.

      -       significant differences between actual and budgeted spending will be investigated.
      -       proposals for deficiencies or surpluses that accumulate to be referred back to
              objectives and priorities.
      -       areas of high expenditure for investigation into ways of reducing costs.
      -       reasons for deficit/surplus - and build understanding into future budgets.
      -       the Headteacher, the Deputy Headteacher (Finance) and the Finance Administration
              Manager will work with auditors, - checking systems are adequate to allow school
              management to monitor / control spending.

Budgeting -

3 year cycle - check spending in last year, spending for current year, setting up next years budget -
cast forward present spending decisions to see implications for spending patterns in future eg
staffing increments, repair, replacement, improvement etc. on a broad basis for the coming three
years.

                                   EVALUATING THE BUDGET

1.    Cost-benefit analysis - judgement required:
*     value for money not only economy;
*     subjective judgement required - no research available to understand school effectiveness and
      associated costs - very complex inter-relationship of issues.

2.    Success criteria will be built into budget when formulated.
      Example of general success criteria:
*     did we keep to budget plan;
*     did we meet identified priorities;
*     did we further school aims;
*     what was the share of resources between younger and older students;
*     what was the share of resources between able and less able students;
*     what was the share of resources between gender groups - staff and students;
*     maintenance of school for both staff and students.

3     Other approaches to evaluation.
*     examination of the percentages of expenditure and show change between financial years;
*     calculated unit costs to identify changes in spending patterns that might be hidden, or to
      assess expenditure on certain areas.




                                                                                                  25
25.9.06
                              BUDGET PREPARATION TIMETABLE

April to December          Monitor spending within budget accounts and compare to projected
                           spending to identify areas of under- or over-spending.
                           Review by Finance Sub-committee for decision to vire funds to identified
                           priorities.
                           Produce revised budget plan if necessary.

End of December            LEA notify school of Indicative Budget Values and associated data.

January                    Tony and Barbara check Indicative data to ensure accuracy.
                           Barbara calculates LEA projections of funding with particular reference
                           to "in and out" payments e.g. rates, joint agreement, contracted services.
                           Barbara prepares salary projections.
                           Barbara estimates spending in areas of "historical significance" e.g.
                           energy costs.

During February            Finance Sub-committee decide on which areas of the budget will be the
                           subject of incremental budgeting and which will be zero-based.

During March               New financial year set up within the FMS module of SIMS.
                           Janet, Tony and Barbara prepare budget plans.
                           School notified of its Final Budget Share which is used along with the
                           estimated carry-forward to decide on the Final Budget Plan to budget
                           account level.
                           Capitation allowances are calculated and presented to the Finance Sub-
                           committee. Decision is made as to threshold levels for the coming year.

April/May                  Governing Body approve the Initial Budget Plan and estimated carry-
                           forward. The Budget Plan is forwarded to the LEA for approval and
                           published within the school.
                           The Budget is set up within the FMS module of SIMS.

May/June                   LEA confirm and agree the carry-forward. The official Budget Plan is
                           now finalised by taking into account any variance between the agreed
                           and the estimated carry forward.
                           Barbara and Tony prepare the profiles of spending for the financial year.

N.B. for the last two years the Indicative Budget Information and the Final Budget Share Notification
     have been delayed considerably. This has meant that much of what is planned for Dec –
     March had to be completed in March alone.




25.9.06
                                                                                                  26
Finance Policy

Appendix A

Guidelines for Staff: “Everyday” financial transactions.

1) Collection of Monies from Students, Parents or Staff.
On receipt of money, cash or cheque, of a value greater than £1, must issue a numbered, signed
receipt which states:
       the name of the person from whom the money was received,
       the date received,
       the amount collected,
       the purpose for which the money was collected.

Receipt book can be purchased from the Finance office.

Staff should keep a written record of payments made.

In faculties, when money is collected for the replacement of textbooks, broken equipment etc.,
HoFs must provide a receipt book that is made available for all staff.

2) Security of Money Collected/Received.

No monies should be left in classrooms, desks etc. no matter how small the total value.

It is the responsibility of staff to ensure that all monies collected are paid into the Finance office as
soon as possible,

Barbara or Joyce will issue staff with a signed receipt for cash deposited at the Finance office.

3) Security of Valuables.

If staff confiscate items of value from a student, or agree to look after valuables for a student, then
the member of staff is responsible for keeping these items in a secure place. The school is not
insured against such losses.

If a member of staff is in need of a secure place to deposit such items, they should clearly label
the item with their name, the name of the owner and the date on which it should be collected and
ask for the item to be placed in the school safe. The same procedure should be followed for
valuable items of lost property, having informed the Reception Office that such an item has been
found.

4) Petty Cash

The purchase of all goods by the school, should be done, by raising an order. Occasionally, this
will not be possible or convenient, at such times, if staff wish to be re-imbursed, they must be
certain that the purchase has been sanctioned by the Budget Account Holder against whose
account the cost will be debited, and that they collect an itemised VAT receipt.



25.9.06

                                                                                                      27
This receipt must be presented at the Finance office, a Petty cash Slip will be completed, the
member of staff will be re-imbursed and asked to sign that they have received the re-
imbursement. The maximum cash re-imbursement from petty cash is £20.00. Amounts greater
than £20.00 will be re-imbursed by cheque.

N.B. If a receipt for goods purchased is not produced, then no re-imbursement will be
made.

5) Ordering Items
An internal order form for ordering goods is available from Barbara or Joyce in the Finance office,
N.B.THIS IS NOT AN OFFICIAL ORDER FORM.
The form should contain the item(s), a description (quoting catalogue number if relevant), the
supplier, number required and Budget Account to be debited. Repeat orders, which make
reference to a previous order, will not be accepted. All order forms must be signed by the head of
department.
Some faculties who make bulk orders at a certain time of the year have an arrangement whereby
technical staff input orders into the SIMS system.

ALL GOODS BEING PURCHASED MUST HAVE AN OFFICIAL SCHOOL ORDER.
THIS WILL BE RAISED VIA FMS 6 WITHIN THE SIMS SYSTEM, (regardless of
where the goods are being bought).
THE SCHOOL CANNOT REFUND CREDIT CARD RECEIPTS.


N.B. To ensure that the school is always getting value for money, Barbara and Joyce are
always willing to negotiate, or search for, the best price on your behalf. Please ask for this
service especially when planning to purchase a high cost item or large quantities of a
particular item.


6) School Trips
Staff arranging a school trip, in or out of school hours, must re-familiarise themselves with the
school‟s “Trips Policy” in the Staff Handbook.

Barbara or Joyce can advise as to whether any of the costs are VAT refundable. If this is the
case, an account will be opened within the FMS 6 system for the school budget. If not, Joyce will
open an account within School Fund for the trip. All monies collected for school trips and all bills
associated with such trips must be directed through School Fund and not the School Budget
Share.

All invoices and bills associated with your trip should be given to Barbara or Joyce for settlement.

N.B. DO NOT FORGET INSURANCE FOR YOUR TRIP.




25.9.06



                                                                                                    28
7) Receipt of Goods
The Finance office is responsible for the receiving and checking of all deliveries. Staff must collect
the goods when informed that they are available. Not only does this reduce the risk of goods
getting “mislaid”, but it reduces the pressure on the limited space in the Finance office.

All valuable “tempting” items must be security marked and entered on to the school inventory.

All books must be identified with the school name, using an appropriate rubber stamp.

8) Claiming for Travel Expenses
All claims for travel expenses must be made within the half term that the journey took place.

Claims for the re-imbursement of travel expenses must be made on the school Travel Expenses
Claim form. If applicable, you should provide your ticket for the journey, or proof of purchase.
CREDIT CARD RECEIPTS ARE NOT ACCEPTABLE AND REFUNDS WILL NOT BE MADE,
UNLESS YOU HAVE A RAIL TICKET OR RAIL CARD RECEIPT.

Claims of £20.00 or less can be paid from petty cash. Larger amounts will be repaid by cheque.




25.9.06
                                                                                                   29
Finance Policy

Appendix B

SUMMARY ASPECT OF SCHEME OF DELEGATION
(which involves identified monetary amounts)

FULL GOVERNING BODY

Income (Debts)
   The Governing Body may authorise the write-off of debts between £1,000 and £2,500.
   Debts between £2,500 and £5000, may be written off by the Governing Body, after consultation
   with Education Finance.
   Approval of the Cabinet of E.S.C.C must be sought to the write-off of debts in excess of £5,000.

Security of Assets (write off of stock deficiencies)
  The Governing Body may authorise the write-off of stock deficiencies between £1000 and
  £2,500 after consultation with the Finance Section of the Education Department and the
  Director of Legal Services .
  Approval of the Cabinet of E.S.C.C. must be sought to the write-off of debts in excess of
  £2,500.

Ex-Gratia Payments
  The Governing Body shall obtain the Cabinet of E.S.C.C. approval to any ex-gratia payment in
  excess of £2500.
  No ex-gratia payments in excess of £5,000 approved by the Cabinet of E.S.C.C.shall be made
  without the approval of the Secretary of State.

Virements
   The Governing Body must authorise the transfer of funds over £80,000 between Cost Centres.

FINANCE SUB-COMMITTEE

Virements
   The Finance Committee must authorise virements of £50,000 to £80,000 between Cost
   Centres.

Income (Debts)
   The Finance Committee may authorise the write-off of debts up to £1000 and shall maintain a
   complete record of all write-offs.

Security of Assets (write-off of stock deficiencies)
  The Finance Committee may write-off stock deficiencies up to £1000 .

Ex-Gratia Payments
  The Finance Committee may authorise ex-gratia payments up to £1000 and shall maintain a
  complete record of all such payments.



25.9.06
                                                                                                30
HEADTEACHER

Virements
   Virements of up to £50,000 between Cost Centres must be authorised by the Head.

Contracts
  Acceptance of quotations up to the value of £50,000.

Income (debts)
   Writing-off of individual debts up to £1000.

Security
  Arranging periodic independent checks of stocks and recorded stores at least once a year and
  writing-off deficiencies up to £1000.


FINANCIAL & ADMINISTRATION MANAGER

Virements
   The Finance Administration Manager may authorise virements up to £50,000 between Cost
   Centres.




25.9.06

                                                                                             31
Finance Policy

Appendix C

      SCHEME FOR THE DELEGATION OF GOVERNING
                      BODIES
            FINANCIAL POWERS AND DUTIES TO OTHERS
A.        POWERS AND DUTIES RESERVED FOR THE FULL GOVERNING BODY

          Delegation of responsibilities

     1. The Governing Body shall approve a written scheme of delegation of its financial power and
        duties to a Finance Committee and the Headteacher. The scheme must satisfy the
        Governing Body's ultimate responsibility for ensuring that there are adequate operational
        controls in place for all the financial processes within the school/college.

     2. It should be noted that the Scheme of Delegation complements the County Council‟s
        Financial Regulations and Standing Orders relating to contracts and should be operated
        in conjunction with these documents.

     3. The Scheme of Delegation should be reviewed and approved on an annual basis.

     Budgets

     4.     The Governing Body shall approve the management plan and budget annually before the
            start of the relevant financial year and submit these to the Finance section of the
            Education Department by 1st May.

     5.     The Governing Body shall receive and consider regular budgetary control reports from
            the Finance Committee.

     6.      All individual virements in excess of £50,000 shall be initially approved by the Finance
           Committee          and notified to the full Governing Body. Virements in excess of £50,000
           shall be notified to the Head of Education Finance.

     Accounts

      7. The Governing Body shall consider a full report on the school financial position no later
         than four months after the end of each financial year.

     Audit

      8. The Governing Body shall receive and consider any audit reports to the school from the
         County Council's internal auditors.

     Contracts

                                                                                                        32
 9. Tenders other than the most financially favourable to the Governing Body or late tenders
    can only be accepted by the Governing Body who shall record the reasons for their
    decision.

Income

10. The Governing Body may authorise the write-off of debts between £1000 and £2500 after
    consultation with the Finance Section of the Education Department and Director of Legal
    and Community Services. Approval of the Cabinet of East Sussex County Council must
    be sought to the write-off of debts in excess of £2500.


Security of Assets

 11.The Governing Body may authorise the write-off of stock deficiencies between £500 and
    £2500 after consultation with the Finance Section of the Education Department. Approval
    of the County Council's Management and Finance Sub-Committee must be sought to the
    write-off of debts in excess of £2500.

Ex-gratia Payments

12. The Governing Body shall obtain the Education Committee's approval to any ex-gratia
    payment in excess of £500. No ex-gratia payments in excess of £2500 approved by the
    Cabinet of East Sussex County Council shall be made without the approval of the
    Secretary of State.

Voluntary Funds

13. The Governing Body shall receive and consider the audited accounts of all the school's
    voluntary funds no later than four months after the end of the financial year.

 Loans, Investments and Trust Funds

14. The Governing Body shall consider any proposals to borrow monies only with the written
    Permission of the Secretary of State.

Virements

15. The Governing Body must authorise the transfer of funds over £10,000 between Cost
    Centre

Chair of Governors‟ Urgency Powers

16. In the event of urgency powers being invoked by the Chair of Governors, this will be
    Recorded in writing, advised to the Local Education Authority and reported to the next
    meeting of the Governing Body.




                                                                                             33
B. POWERS AND DUTIES DELEGATED TO THE FINANCE COMMITTEE OF THE
   GOVERNING BODY

 General

1. The Finance Committee shall exercise the powers and duties of the Governing Body in
   respect of the financial administration of the school except for those items specifically
   reserved for the Governing Body and those delegated to the Headteacher.

 2. The Finance Committee shall inform the Finance Section of the Education Department when
    the school wishes to meet expenditure of a capital nature from the revenue budget.
    (Guidance on capital expenditure is contained in the Schools Finance Handbook).

 3. The Finance Committee shall report all decisions taken under delegated powers to the next
    meeting of the Governing Body. (Education (School Government) Regulations 1989).

 Audit

 4. The Finance Committee shall inform the County Treasurer's Internal Audit Section if it
    suspects an irregularity affecting resources of the Council or any other funds administered
    by the school.

Budget Procedures

 5. The Finance Committee shall submit a management plan and budget to the Governing
    Body before the start of the relevant financial year.

 Budgetary Control

 6. The Finance Committee shall consider budgetary control reports on the school's financial
    position at every meeting, take appropriate action to contain expenditure within the budget
    and report to the Governing Body. Meetings will be held at least once termly.

 7. The Finance Committee has the freedom to transfer sums of money up to £10000 between
     Cost Centres, except for sums earmarked by the County Council (See Section C). The
     Chair of Governors and the Chair of the Finance Committee each has the authority to
    approve such transfers prior to the next Finance Committee meeting.

 8. The Finance Committee shall report to the Governing Body any financial matters it
    considers significant.

 Contracts

 9. The Finance Committee may enter into operational leasing/contract hire arrangements
    provided the Education Finance Section of the Education department is satisfied that the
    method of finance is appropriate for the asset concerned, and that the best terms available
    have been secured. The Finance Committee shall ensure that the resulting charges can be
    met within the budget for the current and future years.

10. The Finance Committee shall exercise the powers and duties of the Governing Body in
   respect of the Council's Standing Orders relating to Contracts except for those items
                                                                                               34
  specifically reserved for the Governing Body and those delegated to the Headteacher.


 Income

11. The Finance Committee may authorise the write-off of debts up to £500 and shall maintain
    a complete record of all write-offs (See Section C).

12. The Finance Committee shall, at least once a year, review all fees and charges and is
    authorised to implement any changes it considers appropriate save in respect of optional
    extras relating to pupils education which must be determined by the Governing Body.
    (Education School Government) Regulations 1989).

12a.The Finance Committee shall review lettings charges yearly.

Security of Assets

13. The Finance Committee may write-off stock deficiencies up to £500 (See also section C).

14. The Finance Committee shall produce directions as to when council property may be
    removed from the school premises other than for school purposes. All such items should
    be recorded in the Loans Book administered by the Financial & Administration Manager.
    (Staff handbook has details).

Insurances

15. The Finance Committee shall make arrangements for any insurance cover it considers
    necessary.

Ex-gratia Payments

16. The Finance Committee may authorise ex-gratia payments up to £500 and shall maintain a
    complete record of all such payments.

Voluntary Funds

17. The Finance Committee is responsible for ensuring that all voluntary funds are notified to
    the County Treasurer's Internal Audit Section, properly administered and audited under
    arrangements approved by the County Treasurer's Internal Audit Section and are
    accounted for separately from County Council funds.

Loans, Investments and Trust Funds

18. The Finance Committee is authorised to set aside funds which are not required for
    immediate use, in accordance with arrangements agreed with the Finance Section of the
    Education Department.

19. The Finance Committee shall ensure that all securities etc. relating to trust funds are
    deposited with the County Secretary unless the deed otherwise provides.




                                                                                                 35
    FINANCIAL POWERS AND DUTIES DELEGATED TO THE HEADTEACHER

    The Headteacher shall be responsible for:-

 Information and communication systems

 1. All necessary consultations in respect of the introduction of any new information and
    communication system or the development of an existing system.

 2. The standards of control for such systems in operation within the school and for security
    and privacy of data.

 Accounting

 3. The operation of financial processes within the school, ensuring that adequate operational
    controls are in place and that the principles of internal control are maintained.

 4. Ensuring that full, accurate and up to date records are maintained in order to provide
    financial and statistical information and that the figures have been reconciled with the
    school‟s bank account and the County Council's Central records.

 5. Consulting the Finance Section of the Education Department on the development of any
    financial system and links with the central systems.

 Audit

 6. Ensuring that all records and documents are available for audit by the County Treasurer's
    Internal Audit Section and arrange for the accommodation of the auditors.

 Budget Procedures

 7. Preparing a draft management plan and budget for consideration by the Finance
    Committee before the start of the relevant financial year.

 8. Notifying the Finance Section of the Education department of variations in the school
    budget plan approved by the Finance Committee at the beginning of each term.

 Budgetary Control

 9. Regular monitoring of expenditure and income against the approved budget and submitting
    reports on the school's financial position to every (or specify frequency) meeting of the
    Finance Committee. Any actual or potential overspending shall be reported to the Finance
    Committee.

10. Ensuring that all the required monthly reports and closing of accounts information are sent
    to the Finance Section of the Education Department promptly.

10a.The Headteacher has freedom to vire sums up to £5000 between budget headings
    between meetings of the Finance Committee. Such transfers will be reported to the next
    Finance Committee meeting. The Headteacher may make urgent transfers of sums
    between budget headings in excess of those limits (that is, where delay in doing so would
    be detrimental to the school and when it is not reasonably practical to obtain approval from
                                                                                                  36
   the Chair of Governors or the Chair of the Finance Committee, or the Vice- Chair of
   Governors or the Vice-Chair of the Finance Committee in the absence of the Chairs).

  Orders for Goods, Works and Services

11. Ensuring that the arrangements for the ordering of goods, works and services are in
   accordance with the Council's Financial Guidelines and Procedures.

11a.Authorising member of staff to order or receive goods and certify invoices for payment and
   ensuring the appropriate division of these duties between staff. A record must be
   maintained of such authorisations.

Contracts

12. Exercising the following powers and duties of the Governing Body in respect of the
   Council‟s Standing Orders relating to Contracts.

   a)       Ensuring that all contracts and agreements conform with the Standing Orders.

   b)       Acceptance of quotations up to £5,000 in value.

   c)       Receipt and custody of all tenders.

   d)       Authorisation of senior members of staff to open tenders.

   e)       Signing of contracts on behalf of the Governing Body.

13. Maintaining a register of formal contacts entered into, amounts paid and certificates of
    completion.

14. Signing certificates where contracts required that interim and final payment are made on
    such certificates.

  Payments

15. Ensuring that all payments are supported by an invoice or proper account which is duly
    certified by authorised staff before payment.

16. Authorising members of staff to order or receive goods and certify invoices for payment
    and ensuring the appropriate division of these duties between the staff. A record must be
    maintained of such authorities. (See Specification A).

17. Ensuring that invoices, vouchers and other records are retained and stored in a secure way
    and are readily available for inspection by authorised persons.

Salaries, Wages and Pensions

18. Notifying the County Treasurer's Salaries and Wages Section of any matters affecting
    payments to employees of the County Council.

19. Authorising members of staff to certify pay documents and time records, maintaining a
    record including specimen signatures of such authorised staff and sending a copy to the
    County Treasurer's Salaries and Wages Section.

                                                                                               37
 Income

20. Ensuring that all income is accurately accounted for, is promptly collected and banked
    intact.

21. Ensuring that all receipt forms, books, tickets and other such items shall be ordered and
   issued in a form approved by the County Treasurer's Internal Audit Section.

22. Writing-off of individual debts up to £250 in value.

Banking Arrangements

23. Maintaining proper records of accounts in accordance with arrangements approved by the
   Finance Section of the Education Department.

24. Providing monthly reconciled bank statements to the Finance Section of the Education
   Department promptly.

25. Collecting any monies advanced to a member of staff who is to leave the school
    employment.

Security of Assets

26. Ensuring that proper security is maintained at all times for all buildings, furniture,
   equipment, stocks, stores and cash. A record of all cash holdings in the school shall be
   maintained.

27. Keeping an inventory of all items of moveable furniture, equipment, vehicles and plant and
   ensuring such items are security marked where appropriate. (See also Staff Handbook).

28. The receipt, care, safe custody and issue of stocks and stores.

29. Arranging periodic independent checks of stocks and recorded stores at least once a year
    and writing-off deficiencies up to £250.

30. Disposal of unusable or obsolete equipment or materials in accordance with instructions
  issued by the County Treasure's Internal Audit Section.

31. Maintaining a record of all Council property removed from the school premises and shall
   ensure that items to be used other than for school business are in accordance with the
   directions issued by the Finance Committee. (See B14 and Staff Handbook).

Insurances

32. Notifying the County Secretary of any eventuality which could affect the County
    Council‟s insurance arrangements.

   The Headteacher may delegate any of the above responsibilities to another member of
   senior management provided that the Finance Committee agrees a written scheme of
   delegation, although the Head will remain accountable for the action of these staff.

   The Headteacher shall report all decisions taken under delegated powers to the next
                                                                                                38
  meeting of the Governing Body. (Education (School Government) Regulations 1989).

         DELEGATION OF HEADTEACHERS: FINANCIAL RESPONSIBILITIES

Information and Communication Systems

1. The designated Systems Manager shall be responsible for the control of systems and for
   security and privacy of data.

Accounting

2. The Financial & Administration Manager shall be responsible for the financial processes
    within the school, ensuring that adequate operational controls are in place and that the
   principles of internal control are maintained in accordance with this scheme of delegation
  and the Financial Guidelines and Procedures.

3. The Financial & Administration Manager shall ensure that full, accurate and up to date
    records are maintained in order to provide financial and statistical information and that the
   figures have been reconciled with the school‟s bank account and the County Council‟s
    central records.

Audit

4. The Financial & Administration Manager shall ensure that all records and documents are
  available for audit by the County Treasurer's Internal Audit Section and arrange for the
 accommodation of the auditors.

Budget Procedures

5. The Financial & Administration Manager shall notify the Finance Section of the Education
   Department of the variations in the school budget plan, approved by the Finance Sub-
   Committee at the beginning of each term.

6. The Financial & Administration Manager shall submit all required monthly reports to the
   Finance Section of the Education Department promptly.

6a. The Financial & Administration Manager may authorise virements up to £500 between
    Cost Centres.

 Orders for Goods, Works and Services

7. The following members of staff are authorised to issue (sign) for goods, works and
   services as specified. (See Specification A).

  Staff                                      Types of order
  Deputy Headteacher                         All
  Financial & Administration Manager         All
  Finance Assistant                          All

  All orders must be passed through to the Financial & Administration Manager, who shall be
  responsible for the safe custody and proper use of official orders, maintaining a record of
  order books in use and marking orders appropriately when they have been paid.

                                                                                                39
  Contracts

8. The Financial & Administration Manager shall be responsible for ensuring that all contracts
   and agreements conform with the Standing Orders relating to Contracts.

9. The following members of staff are authorised to open tenders in the presence of another
   authorised person:-

  Deputy Headteacher (Finance)
  Financial & Administration Manager
  Finance Assistant
  Site Manager

Payments

10. The following members of staff are authorised to receive goods:-
    Deputy Headteacher
    Financial & Administration Manager
    Finance Assistant
   Site Manager

11. The following members of staff are authorised to certify payments:-
    Deputy Headteacher
    Financial & Administration Manager
    Finance Assistant

   NB: The certifying officer shall NOT be the person who ordered or received the goods.

12. The Financial & Administration Manager/Finance Assistant shall ensure that invoices,
    vouchers and other records are retained and stored in a secure way.

Salaries and Wages

13. The Financial & Administration Manager or Head's P.A. shall notify the County Treasurer's
    Salaries and Wages Section of any matters affecting payments to employees of the
    County Council.

14. The following members of staff are authorised to certify pay documents and time records
    (excluding documents relating to themselves):-

    Deputy Headteacher
    Financial & Administration Manager

Income

15. The Financial & Administration Manager/Finance Assistant shall ensure that all income is
    accurately accounted for, promptly collected and banked intact.

16. The Financial & Administration Manager shall ensure that no cheques are cashed out of
    money held on behalf of the Council and that a suitable receipt if given when cash is
    handed over from one person to another. A receipt will be issued for cash valued £1 and
   over.
                                                                                              40
17. The Financial & Administration shall ensure that all receipt forms, books, tickets and other
    such items shall be ordered and issued in a form approved by the County Treasurer's
    Internal Audit Section.

Banking arrangements

18. The Financial & Administration Manager shall collect any monies advanced to a member of
    staff who is to leave the school employment and maintain a record of all cash holdings in
    the school. (Imprest accounts).

19. The Financial & Administration Manager shall maintain proper records of account in
    accordance with arrangements approved by the Finance Section of the Education
    Department.

20. The Financial & Administration Manager shall provide monthly reconciled bank statements
    to the Finance Section of the Education Department, promptly.

Security of Assets

21. The Financial & Administration Manager shall maintain an inventory of all items of
   moveable furniture, equipment, vehicles and plant and ensure such items are security
   marked where appropriate.

22. The Financial & Administration Manager shall be responsible for the receipt, care, safe
   custody and issue of stocks and stores.

23. The Financial & Administration Manager shall dispose of unusable or obsolete equipment
    or materials in accordance with instructions issued by the County Treasurer's Internal
   Audit Section.

24. The Financial & Administration Manager shall maintain a record of all Council property
   removed from the school premises and shall ensure that items to be used other than for
   school business are so used in accordance with the directions issued by the Finance
  Committee.

25. The loans book will be kept in the Finance Office and returns certified by someone
    independent of the borrower.

   It should be noted that, in the absence of the Headteacher, the Deputies are delegated to
   act. Should one of the Deputies be absent, the other Deputy is delegated to act. In the
   absence of the Financial & Administration Manager, the Finance Assistant is delegated to
   act.



  March 2002




                                                                                               41
UPDATED 25.9.06

Finance Policy

Appendix D

                                  LETTINGS POLICY
  1. The Finance Sub-Committee shall review the lettings charges yearly.

Applications

  1. All applications for use of School premises must be made to the Finance Administration
     Manager.

  2. An application form and a letter of conditions will be sent to the hirer for completion.
     (See Specification B)

  3. The hirer will be advised of the charges at the time of enquiry.

  4. The letting does not come into force until agreed and signed by the Head, Finance
     Administration Manager and Site Manager.

  5. The Finance Administration Manager will liase with the Site Manager and Head of P.E.
     (where appropriate) on all new hirers.

Cancellations

  1. The school will reserve the right to cancel any letting if the accommodation is required for
     urgent official or academic business.

  2. The hirer will notify the school at least 24 hours before the letting is due to take place. Failing
     to do so will result in the hirer being charged for the let.

  3. The Finance Administration Manager will notify the Site Manager of any cancellations or
     alterations to bookings and vice versa.

Conditions

  1. The school premises will be left clean and tidy after use.

  2. The school has a no smoking policy, including the school grounds.

  3. No equipment will be used unless previously requested.

  4. The hirer will be responsible for their own insurance.

  5. The school will not be responsible for Personal accidents, third party claims, loss or damage
     caused by the hirer to the fixtures, fittings, furniture, equipment or school grounds.

  6. The hirer will follow all additional conditions listed in the terms of hire. (See Specification B)

                                                                                                      42
Hire of Field

  1. The field will not be available for hire except for historical cases (i.e. sports centre), or
     special circumstances agreed by the Head, Site Manager and Head of P.E.

Hiring Charges

SEPTEMBER 2006 – AUGUST 2007

                                               YOUTH
          DESCRIPTION              UNIT       GROUPS &             ADULT
                                              CHARITIES            GROUPS
    SCHOOL HALL                    Hour         £12.50               £25.00
     GYMNASIUM                     Hour         £11.50               £22.00
    CLASSROOMS                     Hour         £10.00               £16.00
    THE CENTRE                     Hour         £15.00               £25.00
    USE OF FIELD                   Hour         £10.00               £22.00
   TRAINING ROOM                   Hour         £15.00               £25.00

          CARETAKING CHARGES (Additional charges will be made
to the hirer if the let is likely to involve other labour costs)

Single Time                        Hour N/A                        £8.50
Time and a half                    Hour N/A                        £12.75
Double time                        Hour N/A                        £17.00


    Other facilities and equipment may be available by arrangement at an additional cost.


2. The above charges do not include heating. If heating is required the charge will be £15 per
hour.


25/9/06




                                                                                                     43
Finance Policy – Updated September 20
SPECIFICATION A

Staff List of persons authorised to place orders/payments

Head                                  -   JFE
Finance Officer                       -   TSM
Finance Administration Manager        -   BWI
Finance Assistant                     -   JGA
Finance Clerk                         -   KSM


   Heads of Faculty
   Creative Arts            VST
   Design & Technology      MJO
   English                  PTH
   Humanities               JTH/DDR
   Languages                DLE/DDR
   Maths                    JKI
   P.E.                     BBO
   Science                  PGO
   Learning, Support &
   Development              JSY/CBE

   Departments
   Art                      SBE
   Design & Technology      MJO
   SHO.                     MJO
   I.BU                     MJO
   MWA                      MJO
   Drama                    TRY
   Guidance                 KWE
   I.T.                     JWE
   Media                    MBR
   Music                    VST/WJN
   Pastoral                 LLY
   Reprographics            PKI
   Resources                CWA

   Community Heads
   PRO
   WPR

   Sundry Accounts
   Building Maintenance     LHA/DEA
   Furniture & Equipment    TSM/BWI
   Equipment Maintenance BWI
   Examination Fees         FTA
   Publicity                MBR
   ROA/Rewards              TSM/WJN
   Standard Funds           TSM
   Energy/Postage/Misc/Telephones/Transport/Water/Sewerage and other non-departmental
                                                                                        44
accounts BWI/JGA/KSM




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