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Communications Protocol

When an adult member of our school community (parent, teacher, staff, volunteer, etc.) has a concern  regarding any aspect of the school, the following steps should be taken to address these concerns: 


Step 1 

Preferably, you should approach the adult party or parties directly involved with the issue to  discuss the concern in a private conversation. For example, a parent concerned  about classroom issues should make an appointment with the class teacher as a first step to addressing the  issue, if possible. If you are not comfortable speaking directly to the other party, please skip  to step two. 


Step 2  

If you do not feel there is a resolution to your concern following your conversation with the  other party (or if you have skipped Step 1 because you do not feel comfortable speaking to  the party directly involved with the issue), please schedule a meeting to speak to the Education Director (for issues related to teaching and learning) or theHead of School (for issues related to school operations) about your concern. Your concerns are important to the school and we are committed to  a timely resolution for all issues. A meeting by appointment is preferable and can be scheduled through the office.  

If  your concern directly involves the Head of School, the Care Coordinating Group is designated to act in place of the Head of School throughout the process described below. 

Step 3

The Head of School will listen to your concerns and complete the Communications Protocol  Form during that meeting in order to record a summary of the issue, the steps taken to date  to address the issue (if any), and the desired outcome. The Head of School will also discuss  with you the level of confidentiality you require regarding the concerns you are bringing  (e.g., do you wish to remain anonymous) and will outline the limitations, if any, that your  wishes regarding confidentiality may place on the ability to follow through with resolving  the issue. 

Step 4

After the meeting with the Head of School, he/she will investigate and within 24-48 hours  after the meeting will provide a response. If no immediate resolution is possible, you will  be notified of the course of action planned and a timeline for pursuing resolution of the  concern. It is the duty of the Head of School to keep you informed throughout the process  and to facilitate as quick a resolution to your concern as possible. 

Step 5

Depending on the nature of your concern, the Head of School may refer the issue to the  individual, committee or authority best suited to resolve the issue in a timely manner (e.g.,  the Human Resources Committee for interpersonal conflicts; the Care Coordinating Committee for  pedagogical issues; the Sunrise Education Society Board of Directors for business-related  concerns; etc.). (For concerns directly involving the Head of School, the Sunrise  Educational Society Board of Directors will always be notified in addition to any individual,  committee or authority chosen to resolve the issue.) It is the responsibility of the Head of  School to make this determination and to ensure that the body the issue is referred to acts in  a timely manner to address the issue. The Head of School is also responsible for ensuring  that any parties with a conflict of interest are not involved in considering or influencing a  resolution to the issue. The body that the issue has been referred to will follow procedures  mandated by school policies to resolve your concern. The Head of School will ensure that the procedures to be followed are explained to you fully.

Step 6

Appeal Process

1. Requests for appeal may be directed in writing to the Vice President of the Sunrise  Educational Society within 7 days of notification of the original decision.  

2. The Vice President of the Sunrise Educational Society will then form an ad hoc  committee consisting of two Board members, one or two Faculty members plus the  Vice President of the Society. Potential Appeal Committee members must not have  had hearing, nor have influence or bias toward or into the original decision. The Vice  President of the Society will chair the Appeal Committee and has discretion as to its  make-up and structure. 

3. The Appeal Committee will meet within 5 working days of the request for appeal to  decide whether or not to hear the appeal. If the committee decides to hear the appeal,  the appeal process should be completed within 21 days of the appeal request. The  complete appeal review process must not exceed 21 days.

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