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Event Protocol

Background

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

Protocols will vary from one situation to another, depending on who is involved in the particular event. Accordingly, in the planning for an event, the order of introductions and speakers must be given special attention. 

Procedures

  1. When organizing a public event at which dignitaries are present, introduce the most senior dignitaries first:
    1. Members of the Senate representing Alberta
    2. MPs (cabinet members first)
    3. MLAs (cabinet members first)
    4. Board Chair
    5. Trustees
    6. Mayors and Reeves
    7. Councilors
    8. Senior bureaucrats and heads of other organizations
    9. Prominent community members
  2. When organizing an event within the schools of Division, the introductions will take place in the following order:
    1. Board Chair
    2. Vice-Chair
    3. Trustees in attendance
    4. Superintendent, Deputy, Assistant
    5. Principal, Assistant Principal
  3. When organizing the order of speakers, protocols dictate that the most senior dignitary speaks last.
  4. Seating is to be arranged so that the most senior dignitary is closest to the podium at all times.
  5. Trustees are to be introduced at all times.
  6. Provision is to be made for trustees and other important guests to be greeted by staff or students.
  7. As audience members, dignitaries are to be provided with reserved seating in the front row.  
  8. Invitations to trustees are to be issued by an individual invitation to the Division Office.  The role and expectation is to be defined in the invitation.
  9. Trustees are to be notified at least two (2) weeks prior to the event.
  10. The Office of the Superintendent is to be contacted if a speaker is required at the Board or Division level.
  11. The trustee invitation and Division Office notice is to indicate who will serve as the Master of Ceremonies (MC).
  12. When no trustee is available to attend, the MC will be advised to express regrets on behalf of the Board.
  13. For assistance, contact the Office of the Superintendent. 

References:

Sections 20, 60, 61, 113 School Act

Provincial Government Protocol

Federal Government Protocol

Board Policy 12 Role of the Superintendent

 

Revised January 2014