6. If a concern relates to the Principal and has not been first resolved by discussion, or if someone feels uncomfortable directly approaching the Principal, they can contact the Board’s presiding member.
GUIDELINES FOR FORMAL COMPLAINTS
Formal complaints or serious allegations must be made in writing.
All parties will respect confidentiality, including avoiding the use of social media to promote a point of view.
When making a formal complaint, details should be given based on facts, be clear about the people involved, the date of events and include what steps have been taken to try and resolve the matter.
The letter should be sent to the Principal if the complaint relates to a staff member, student or parent/caregiver. If related to the Principal, the complaint should be sent to the Presiding Member of the Board, or if about the Presiding Member, sent to another Board Member. Contact details are available at the school office.
● More general complaints or those which are unlikely to lead to disciplinary action against a staff member will be resolved informally.
● Potentially sensitive matters or more serious complaints which could lead to disciplinary action against a staff member may be referred to the Board for consideration in-committee, with a view to determining the required level of Board or Presiding Member involvement. In this case, advice from NZSTA will be sought.
The Presiding Member:
● Ensure the Concerns and Complaints process is followed.
● Verify with the Principal that any staff (or others) identified in the complaint are aware of the situation and that there have been attempts to reconcile.
● Ensure the Principal has notified the school insurance broker
● Acknowledge the letter of complaint within 7 days and advise the board process, or redirect the complainant to the Principal, Team Leader or staff member as appropriate.
● Inform the Board. Any member who has a conflict of interest shall take no further part in the process.
● Request a full report from the Principal outlining all actions taken, advice received, meetings held and decisions made. The Board will determine if the report fully satisfies it of a full and fair process. If so, the Presiding Member will notify the complainant. If not satisfied, the Board will meet and discuss in-committee whether or not to meet the complainant and delegate responsibility to members of the board as deemed appropriate. The Board delegates meet with the complainant to discuss the complaint in full; clarifying, investigating and verifying. Support persons will be confirmed by the Board delegates as welcome to attend the meeting. The Board delegates report back to the full Board with actions/decisions to consider. In-committee minutes are recorded.
● Advise the complainant in writing of its provisional decisions and factors considered in reaching them, within 21 days of complaint receipt, unless otherwise agreed by all parties. Complainant is given opportunity to comment before the Board’s final decision is reached and given.