School meetings Policy - Scoil Naomh Áine, Rathgarogue

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School meetings Policy

Plans and Policies

Introductory statement
This policy outlines current practice in relation to meetings.
This policy was developed by the staff of Scoil Naomh Áine, Rathgarogue in consultation with the Board of Management and the Parents’ Association.  Its purpose is to provide information and guidelines to all staff members, Board of Management members, parents and guardians.  It aims to ensure that meetings are effective and use time well, procedures are widely known and that meetings ultimately improve teaching and learning.

Preparing Agendas
The Principal is responsible for organising and convening staff meetings. A draft agenda will be circulated by the Principal, submissions invited and final agenda circulated. Outside speakers may be invited to address meetings.

Who Attends Meetings?
Permanent teachers, temporary teachers and long-term substitute teachers are entitled to attend. In shared situations, when meetings clash, teacher(s) involved generally attend meetings with base school. All Special Needs Assistants attend for relevant issues.
Conducting Meetings
The Principal will generally chair all meetings. The Deputy Principal will keep minutes. Minutes will be kept of all meetings. Meetings should start and finish on time. Mobile phones should be on silent or switched off.

Frequency of Meetings
At least once a term or as deemed necessary. In line with DES circular 14/04, at least one staff meeting per term will have equal time inside and outside of school hours. Croke Park Hours will be used for Staff Meetings as is required.

School Development Planning
The extra hours required by Haddington Road Agreement may be utilised for School Development / Planning
Attended by all teaching staff, permanent, temporary and long term substitutes.
  • SNA’s attend where relevant topics are to be discussed.
  • Development/Planning meetings will be chaired by the Principal or by Curriculum coordinators.
  • The Deputy Principal, Assistant Principal II or the Curriculum Coordinator will take minutes.
  • Minutes will be kept of all meetings.
  • Frequency as per DES guidelines.

Subcommittee meetings
Attended by members of teaching staff, permanent, temporary and long-term substitutes and SNA’s.
  • Convened and chaired by co-ordinators.
  • The Deputy Principal, Assistant Principal II or the Curriculum Coordinator will take minutes.
  • Minutes will be kept of all meetings.
These meetings occur as and where necessary between planning days at times agreed by all. The extra hours required by Haddington Road Agreement may be utilised for these meetings.

Parent/Teacher Meetings (See Parent Communications Policy)
In line with terms of circular 14/04 formal Parent/Teacher meetings will take place once every year.
Parents are allocated a time for their Parent/Teacher meeting. If it is unsuitable, the parent can request an alternative time.
Times are co-ordinated where there are siblings attending school.
Meetings take place in classroom/support room.
Notes are kept by teachers on formal Parent/Teacher meetings
All pupils receive an End of Year written report.

We operate on the basis of consultation and teamwork and an atmosphere of mutual respect, courtesy and approachability. To avoid disruption to teaching and learning, meetings should be by appointment. Meetings can be one to one or team based.

Other Home School Links (See Parent Communications Policy)
We utilise the following to allow maximum feedback from home to school and vice versa.
  • Introductory evening for parents/guardians of incoming pupils.
  • Monthly school newsletters.
  • School website/homework journals.
  • Text a Parent is used extensively to inform and remind parents of school issues / activities
  • Evening meetings e.g. Parents’ Association, information re. Sacraments, curricular and extra-curricular activities etc.
  • Parents/guardians are invited to attend ceremonies and celebrations throughout the year.

Informal Parent/Teacher Meetings
1      Communication between parents and teachers is encouraged
2     Arranging parent/teacher meetings within the school day while children are in school is difficult.  However, parents are welcome to speak to the Principal or teacher(s) at a pre-arranged time.
3        Meetings with the class teacher at the class door to discuss a child’s concern/progress is discouraged on a number of grounds
A teacher cannot adequately supervise his/her class while at the same time speaking to a parent
It is difficult to be discrete when so many children are standing close by
It can be embarrassing for a child when his/her parent is talking to the teacher at a classroom door

Occasions occur where a parent needs to speak to a teacher urgently. Sometimes these meetings need to take place without prior notice. The Principal will facilitate such meetings making every effort to ensure that the children in the class do not lose out on any of the teaching/learning time.
If parents wish to drop in lunch boxes, sports gear etc, this can be facilitated through the secretary’s office as it is important to keep class interruptions to a minimum.

Outside agencies
By appointment. All relevant staff attend.

All members of the school community have a right and a responsibility to attend relevant school meetings. All members of the school community are encouraged to engage in a respectful manner at all meetings, and be mindful of the dignity of all present.

Policy Ratified by the Board of Management of Scoil Naomh Áine in January 2020 and will be reviewed in 2024.  


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