AP 155: Event and Visit Protocol
Administration of Policy and Legislation
Background
The Superintendent is responsible for establishing and maintaining effective internal and external protocol communication processes. All staff are expected to follow consistent and appropriate protocols, demonstrating hospitality and respect when hosting events and welcoming dignitaries. Proper protocol may vary depending on the nature of the event and those involved.
Procedures
With respect to visiting royal dignitaries:
1. While rare, school boards or schools occasionally may be included in royal visits (including those of Canada’s Governor-General and/or Alberta’s Lieutenant Governor); visits by the Prime Minister or Premier; senior cabinet ministers; ambassadors; or other prominent dignitaries.
1.1. In such circumstances, the formal protocol of either the Government of Canada or Province of Alberta takes precedent;
1.2. Information on proper protocol in these special circumstances shall be obtained from the Government of Alberta;
1.3. The Superintendent shall be contacted in these instances; and
1.4. Local event organizers shall ensure Trustees are properly recognized and included in the event whenever possible.
With respect to special visitors and notable dignitaries:
2. The Division, in recognizing its responsibilities to share educational experiences, welcomes visitors to the school system where appropriate; therefore, staff shall adhere to the following:
2.1. Clarity in communication is essential for a successful visit; schools and senior administration shall receive as much notification as is possible with respect to any event;
2.2. Visits to schools by persons from outside the school system shall be arranged by such officials as the Superintendent may appoint, and in consultation with the Principals and teachers concerned;
2.3. The Principal or designate shall ensure that school-based Invitations to Trustees are provided to the Office of the Superintendent for distribution to the Trustee(s); notably
2.3.1. The Superintendent shall be contacted in advance if the Trustee is expected to speak in a formal capacity;
2.3.2. The role and expectation for Trustees shall be defined in the invitation;
2.3.3. The Superintendent or designate shall be notified, when possible, at least two (2) weeks prior to the event;
2.4. The Superintendent may extend to visitors, at Division expense, such courtesies as the Superintendent deems appropriate; and
2.5. Provision shall be made for Trustees and other important guests to be greeted by staff or students.
With respect to general visitors:
3. All visitors to a school are expected to make their presence known to the Principal or designate.
4. Signs indicating this expectation, and the direction to the school office, shall be posted at each unlocked entrance, and at other visible points in the school.
5. Notable dignitaries and special guests shall be made to feel welcome by staff and students.
Event Protocol - Introductions
6. Elders, who are in attendance, shall be introduced immediately following the Treaty Acknowledgment; this introduction may occur separately from the order of introductions.
7. Public events shall respect an order of introductions that honours the most significant dignitaries first, as defined by the Government of Canada’s Table of Precedence for Canada, and the Alberta Order of Precedence.
8. For clarity, Schedule 155A: PSD Table of Precedence may be used to determine the order of precedence for PSD events; notably,
8.1. Trustees are to be introduced at all times; and
8.2. When no Trustee is able to attend, the MC shall express regrets on behalf of the Board.
Event Planning and Organization Considerations
9. Seating shall be sufficient for the number of guests expected.
10. Passageways to an event location shall be clean, well-represented in appearance, and feature student examples of learning wherever possible to do so.
11. Proper protocols for fire and safety shall be observed.
12. Invitations shall be intentional with respect to the invited individual’s role and reason for attending an event.
13. Invitations to event guests shall be distributed in a timely manner; notably,
13.1. Invitations may be coordinated through the Division office, when determined to be appropriate to do so.
14. School administration shall endeavor to utilize student hosts, as appropriate to do so; notably,
14.1. Hosts shall be selected as representative ambassadors to their school and shall be appropriately trained to provide relevant information to guests.
15. Signage for parking, seating and relevant directions shall be clearly visible; and
15.1. Additional signs that direct guests to washrooms may be required.
16. Sound and visual projection shall be tested in advance of an event and shall ensure that those presenting may be heard by all members of the audience; notably
16.1. Media cables shall be secured to avoid tripping hazards.
17. The Canadian Flag shall be displayed in accordance with the Position of Honour of the National Flag of Canada and as provided for in Administrative Procedure 158: Flag Protocol.
18. The National Anthem shall be played or performed at public events as deemed appropriate to do so and as per Administrative Procedure 208: Patriotic Exercises.
19. Treaty Acknowledgment shall proceed as per Administrative Procedure 159: Treaty Acknowledgment Protocol.
20. Dignitaries that require introduction shall have predetermined seating at or near the front of the presentation and dignitary seating areas shall be clearly marked.
21. Dignitaries may require an established parking location that is clearly marked.
