WE
Connect
Collaborate
Celebrate
Principals will have the opportunity to connect with colleagues across the CPPA region.
CPPA communicates in a timely and effective manner.
CPPA utilises strong links to advocate and provide pathways for action
CPPA fosters and celebrates our bi-cultural identity
CPPA induction of new members is clear and robust
Leaders are stronger when leading together.
Procedural Guidelines
Responsibilities/Job Descriptions
- Receive all emails / correspondence / reports and circulate as appropriate
- Coordinate the activities of the sub committees
- Share the workload equitably amongst all Executive members
- Maintain links with the NZPF, MOE, University of Canterbury, NZEI, sector leaders
- Communicate the CPPA’s position to the media
- Set agenda and chair monthly CPPA executive meetings.
- Attend NZPF President’s Moot – With Senior Vice first time, Junior Vice second year.
- Attend APPA Conferences on behalf of CPPA.
- Review / implement strategic direction of CPPA and Committee structure and leadership.
- Liaise with other principal groups – e.g. Ellesmere, Mid Canterbury and North Canterbury
- Appointments – work with Ministry on key seconded appointments for assessment and leadership, senior positions.
- Represent CPPA on Canterbury Education Forum, fellowship selection committee, primary initial teacher education liaison committee. Sit on appointments panel of Southern Regional Manager and other groups as required.
- Represent and speak for CPPA at College of Education principal’s liaison day and NZEI Registering teachers graduation
- NZPF Moot and other strategic meetings with MOE, are attended by the President in their first year of office accompanied by the Immediate past president and in the second year of office accompanied by the vice president
- Send a welcome letter to all new principals on their appointment and to those acting principals who are appointed to that position for a period longer than 1 term.
- Provide support for the president and act on his / her behalf, as delegated, in his / her absence. Immediate vice president acts as chairperson in this instance.
- With the President, act on the response committee to respond to critical issues.
- Monitor spending activity
- Prepare annual budget
- Prepare monthly income and expenditure reports
- Receive invoices
- Arrange for payment of accounts
- Send invoices
All Executive members will be given the responsibility and delegation to:
- Take action within existing brief/portfolio
- Keep the Executive informed of actions and involved in major decisions
- Provide written reports to the Executive
- Prepare material for circulation to wider membership
- Participate in decision making
- Approve allocation of tasks to Executive members and allocation of tasks to any other persons
This is a paid position and is usually the role of the President’s PA
- Compile reports and minutes for the monthly meetings in appropriate CPPA Google Shared Drive and email reminding Executive members to look.
- Attend monthly Executive meetings and take minutes
- Send out reminder via email for monthly meetings, advising venue and requesting reports, apologies and agenda items
- Arrange catering for lunch at the monthly Executive meetings
- Receive correspondence and table at meeting
- Receive emails and respond as required
- Send out emails via the CPPA email tree to all CPPA members
- Forward any invoices received to the treasurer to action
- Write up any letters and reports as required by the President
- Book meetings between CPPA Working Party groups and the Ministry including meetings with the Secretary of Education
- Organise travel and accommodation where relevant
- Arrange events where needed
- Liaise with membership where relevant
- Co-ordinate Fellowship awards – Application form sent out in August
- CES have been nominated to run the CPPA Executive Elections
- Nominations are called in September, elections, if held, members notified of the link to vote in first week of term 1 and elections close after 2 weeks.
It is recommended that all potential exec members be encouraged to discuss this with their BOT and that the Board agree to support this as part of professional development so any travel expenses to attend exec meetings should be met by the employing board as they would any other PD.
Any fair and reasonable expenses incurred while conducting delegated business for CPPA, should be able to be claimed back through application to the treasurer.
The following are examples:
- Photocopying expenses
- School Administration staff time (only if not able to be undertaken by the executive secretary)
- Mileage for conducting CPPA business (excluding exec meetings) – eg: collection of hire equipment or guest speakers from the airport or hotels for PLD activities.
- Reimbursement for expenses incurred eg: gifts for speakers
- Reasonable entertainment expenses for liaison with sponsors
And
- Other reasonable costs incurred in the process of conducting business for the CPPA with prior approval from the President or Vice President.
- Members of the Programme (PLD) committee will not be charged for entry to professional development sessions in acknowledgment of the work they need to be doing to organise these events
- In addition a discretionary fund will be used to support reimbursement of relief costs to the school, not the member, for small school Principals, or principals with teaching DP’s to attend executive meetings.
Each year the President and one other executive member attends the APPA conference with expenses paid by CPPA. The executive members are chosen in order of the length of time they have served on the executive.
Previous APPA Conference attendees:
2007 – Hobart – David Taylor (President), Jeanette Shearer
2008 – NO Conference
2009 – Gold Coast – John(President)
2010 – Perth – No one
2011 – Adelaide – John (President)
2012 – Trans Tasman/Melbourne – No one
2013 – Cairns ICP – Rob Callaghan
2014 – Sydney – No one
2015 – Sydney – Rob Callaghan (President)
2016 – Trans Tasman/Auckland – No one
2017 – Brisbane – no CPPA members attended
2018 – Perth – Marg (President) Suzi and Pene attend
2019 – Adelaide – Shane (President)
2020 – TransTasman/Melbourne
2021 – Darwin
2022 – NSW
2023 – Tasmania
Membership Contestable Funds
1 – Conference Attendance Reimbursement Fund
All members are eligible for refund of $250 and executive members $500 of the conference registration costs for a national or international conference with a focus on leadership. This may be claimed only:
- After attendance at the conference
- On production of the registration receipt
- For one conference in any calendar year.
2 – Conference Presenters’ Fund
Purpose:
The fund has been created to member principals wishing or invited to present their work to an overseas conference. The presentation must showcase best practice leadership, teaching and learning in New Zealand schools and contribute positively to educational outcomes for students in primary education.
Funding:
$8,000 is available each year though this amount can be adjusted depending on funding available to the CPPA Executive.
Decisions about the amount approved for any one applicant is dependent on the funding available to them from other sources, costs and any previous funding the applicant may have received in the last four years from CPPA.
Eligibility Criteria:
Principals-
may apply for amounts up to $2,000 in any calendar year.
must be a financial member of CPPA.
The applicant’s Board of Trustees must support their presentation at the conference.
Applications:
Copies of the following must be attached to applications which need to be sent to the CPPA Secretary by the first day of Terms 1 or 3:
Abstract of conference presentation
Details of costs to be incurred.
Details of all financial support from other sources.
Details of any other funding or subsidy received by the applicant in the previous 4 years.
Applications need to be signed by a representative of the Board of Trustees.
Process:
Once applications are received they will be considered by a sub committee of at least 3 people set up by CPPA Executive who will make recommendations to the next Executive meeting.
Applicants will be notified in writing once the Executive have considered recommendations.
Expectation:
That any successful applicant presents at a CPPA workshop
Principles and Practices
Support, Advocate, Develop, Communicate
To provide support and monitor principal welfare to members.
Practices:
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- The team will respond to direct requests or indirect referrals from other members
- Complex requests/referrals will be referred to the principal mentor/s employed by the executive or directly to the president
- Mentor reports are received by the president who will synthesise the data to provide a statistical report to the executive regarding type and amount of support provided.
- Other support will be provided by acknowledging and supporting schools and individual members when dealing with trying or traumatic events. Support will be provided through phone calls, morning teas, flowers, cards as deemed appropriate.
- Pastoral liaison group co-ordinator will update the liaison group leaders when there are executive membership changes necessitating this.
- Pastoral Liaison group co-ordinator will be informed by the leaders of any action taken, or concerns relating to a member of their group.
- Pastoral liaison groups will be monitored and leaders will report to exec regularly on the amount and type of contact made with their groups. It is expected that contact will be made at least twice a term
Principles:
The functions of the team are to advocate on behalf of the principals of Canterbury and to liaise with relevant key stakeholders in the local and national education community.
Practices:
Response: A response team made up of the President, Vice President, Immediate Past President and/or other executive members where appropriate and delegated by the president will undertake to:
- Take urgent action as required
- Gather information and prepare action plans
- Communicate actions and/or plans to the executive and membership at the earliest opportunity
- Maintain contact through regular, scheduled meetings, with the General Manager, MOE Canterbury and the Secretary of Education.
Liaison
- Ensure CPPA representation at meetings with key stakeholders related to education, representatives may be co-opted from outside the executive
- Representatives are required to report briefly in writing to the CPPA executive at least annually, providing information about their representation and indicating their willingness to continue in the role
- A register is kept of the organisations and representatives and is regularly updated by the Advocate team leader who will make contact with representatives who have not presented a report in that year.
- Ministry of education and key stakeholders are encouraged to approach CPPA Executive for suggestions of representatives rather than approach the sector directly, this will ensure CPPA is kept in the loop and may make suggestions for the representative to present to the stakeholder.
- Develop Sponsorship relationships
Principles:
The team will work collaboratively, with the ability to delegate some tasks to a paid administrator, to plan and deliver a programme of professional development and collegial support for members.
The team will commit to collaboration across the sector for excellence in educational leadership
The four pillars of the programme will be Collaboration; Communication; Hauora; Ako
The value of tradition will be recognised whilst being future focused
A continuum of professional learning will be shared with members and regularly updated (practice??)
Practices:
- A 3 year programme of work including business as usual will be developed, it will be shared with members on the website and will be regularly updated
- The programme will include:
- Presentations to assist principals with their management responsibilities – eg: ERO, Legal, Health & Safety, Finance, Banked Staffing
- A biennial teachers conference will be held in January
- An annual principal and leadership conference will be held in March and will provide an opportunity for sponsors to display their products
- An annual 2 day conference running from Sunday to Tuesday will be held at Hanmer, the focus will be on both professional learning and Hauora
- A social occasion will be held once a term to facilitate the aim of promoting collegiality and networking
- The AGM will be held in March
- The annual Fellowship will be announced at the annual Christmas dinner
- Fellowship recipients will present their research at a meeting the year following the completion of the fellowship, sabbatical research presentations by local members may be included at this meeting
- A combined meeting to be held once a year with the Senior Leaders Network.
Principles:
Communication with members is a priority and is achieved through a variety of methods including email, website, and direct approach from executive members with responsibility for specific pastoral liaison groups.
Practices:
- An accurate membership database will be maintained to ensure timely and efficient communication with members.
- Every member school will be allocated to a pastoral liaison group which will have an exec member appointed to be the lead contact person for that group
- Email communication is regular and may be disseminated to various sub-groups within and beyond the CPPA (Exec, Members, Sponsors, Stakeholders and professional partners)
- In principle, no commercial advertising, (other than for business partners) requiring payment for a product or event, will be sent via the email tree.
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- Commercial advertising for free, education-related seminars will be accepted on a case by case basis, at the discretion of the communications team, with the information being sent out once only.
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- Advertising and communication on behalf of members for PLD being run by their school will be accepted on a case by case basis, with information being sent out once only.
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- A designated person from the communication team will extract snippets from each executive meeting and forward these to the president for his/her communication with members.
- The President will communicate directly with members twice a term.
- A website will inform members of executive structure and functions, the professional learning programme and will be a repository for relevant resources
- All relevant CPPA documentation will be available to members via the resource section of the website
- All new members will receive a welcome letter from the president which outlines how to access information through the website and cloud repository. This letter will be copied to the relevant pastoral liaison executive member for that school.
- From time to time the committee, at the request of the executive, will conduct surveys to ascertain membership opinion.