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Policies Home
POLICY NAME:
Procedures for Approval, Implementation and review of Collective Policies
POLICY NUMBER:
106
AWSNA POLICIES AND PRACTICES AREA:                    VERSION:
7                                      1
APPROVED:
November 8, 2021
ASSOCIATED POLICY:
Policy Manual Procedures Policy
ASSOCIATED POLICY NUMBER:
105
Rationale
The BC Waldorf Schools Compliance Administrator (BCWSCA) is responsible for the development, support and monitoring of regulations, policies, and procedures relating to Ministry of Education and Child Care compliance.  The BCWSCA will create and continue to update a shared BC Waldorf Schools Ministry of Education Policy and Procedures Manual.  

Procedure for Creation and Approval

Communication:
BCWSCA will communicate weekly to the Circle of Principals. Communication will include the following:
  1. Area of policy creation/updates for the week.  This will be an invitation to schools to send forward any policy examples to the BCWSCA for consideration. Invitation to submit examples will be highlighted for easy reference.
  2. Any policies in draft form ready for feedback. Policy will be shared as a google document with comment capacity turned on. The word ‘draft’ will appear at the top right corner of the document followed by the latest draft date. BC Waldorf Collective logo will appear in the header.  Policies in this area will remain open to input for one week, unless otherwise stated.
  3. Any policies that are in a final feedback state of redraft.  This area will include policies that have received feedback and have been redrafted.  Policies in this area will remain open to input for up to one week, unless otherwise stated.
  4. Any policies that have been approved.  These policies will be available in the shared google drive and will be available for school access.  Policies will have the word ‘draft’ removed but will include the BC Waldorf Collective logo in the header.
  5. Information about policies in review.  See below for information regarding review process. 

Approval Process
The BCWSCA will send update emails once per week and the Circle of Principals will meet as a sub-region on a monthly basis.  Policies in final draft form will be approved via either of these communication methods and using a spreadsheet to keep track. After approval the word ‘draft’ is removed and the policy is free to use.  

Access to Approved Policies
Approved Policies will remain available as a google document in the shared drive. The aim is that the entire policy suite will be stored in a database available to schools and to the Ministry of Education and Child Care (with permission) by June of 2022.

Procedure for Implementation

Identification
Approved Policies will be stored as google docs in the google drive shared by the BCWSCA.   They are distinguished by the BC Waldorf Collective logo in the header.

Schools can add their own logo to the document as needed.  The BC Waldorf Collective logo represents adherence to the shared agreement about approval and use of policies.  BC Waldorf Collective logo presence will serve the intended purpose of representing a shared policy suite and collective representation to the Ministry of Education and Child Care regarding compliance. 

Implementation
Schools will each have their own process of communication regarding new and updated policies. It is the responsibility of Principals to communicate with their school community according to their own school policy around adoption of new and revised policies. In some cases, a new school procedure for communicating new and revised policies from the BC Waldorf Collective may be required. Policies approved by the Circle of Principals may not be changed without approval by all in the Circle of Principals. Participation in the Collective is voluntary as is use of the policies. Those schools that do not wish to remain part of the Collective or use the policies must communicate this to the BCWSCA.

The BCWSCA will onboard new Principals regarding Ministry of Education and Child Care expectations in relation to shared policies and compliance, including this policy.

Procedure for Review

Policies will be in review for several reasons: due to an agreed upon review cycle; they no longer serve BC Waldorf Schools as is; or the Ministry of Education and Child Care has requested a review. They will enter the redraft cycle at a ‘draft’ form as stated in #2 above. 

The BCWSCA will oversee the review process for the Manual by bringing forth policies in an organized and timely manner, provide time for feedback and approval, and re-date revised and reviewed policies.

Cycle of Review
The Circle of Principals agree to a one year cycle of review for the BC Waldorf Collective MECC Policy and Procedures Manual. After the first one year cycle, this agreement will be reviewed and updated as needed. September 2023 will be the first one year review of the completed Manual.

Policy No Longer Serves or MECC Request for Review
When a policy is recognized as no longer serving schools as-is by either the Circle of Principals, the BCWSCA, or the Ministry of Education and Child Care, and it is not yet time for a review cycle to begin, a Request for Review will be initiated.  

If the BCWSCA or the MECC recognizes a need for review, this will be communicated to the Circle of Principals by the BCWSCA in the next weekly update email or sub-regional meeting, whichever is first. If a Principal would like to request a review of a policy they will notify the BCWSCA so that policy inclusion in the next weekly update or sub-regional meeting can be arranged. Any policy review requests will be under the heading “Request for Review'' in the weekly update email.
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