Policies and Procedures

The following are policies developed specifically for students, families, and staff of the Seven Summits Centre for Learning.

Parental and Learner Volunteer Components

Seven Summits Centre for Learning relies on volunteer involvement to allow the Centre to keep program fees as low as possible and to have a variety of courses, programs and workshops. Seven Summits Centre for Learning expects all families to volunteer for the Centre.
Administration will work in conjunction with mentors and the community to implement our parent volunteer component. A list of required volunteers and associated activities will be available to parents to fill in once their child(ren) has(have) been accepted to the Centre. All volunteers working directly with the learners will complete a criminal record check. All volunteers must check in and out in the volunteer book and with an administrator or mentor upon arrival and departure.
The Centre would not be in existence without the help, dedication and countless hours of numerous community, board, and staff volunteers. To show our ongoing appreciation and to instill a community­minded ethic, learners are expected to give back to the
community by way of volunteer hours. Learners will work with their mentors and administration to set up volunteer opportunities that addresses their passions, interests and needs. Learners can complete their volunteer hours doing one activity or a multitude of activities. Volunteer hours can be fulfilled inside or outside Centre hours. Learners must fill out the volunteer hour logbook and have it signed by the supervising adult to ensure they show completion of their hours. Learners are expected to fulfill a
minimum of 50 volunteer hours (Bronze), but will be rewarded with certificates, commendations on their transcripts and other awards for completing 75 (Silver), 100 (Gold) and 125 (Platinum) volunteer hours per year.

Withdrawal from the Centre

Before any learner withdraws from the centre or from any course he/she must have permission from his/her parent(s)/guardian(s) to do so. All property owned by Seven Summits Centre for Learning or SelfDesign must be returned and all accounts must be cleared before the learner may withdraw.

Emergency Closures of Centre

If the Centre Administrator determines the Centre should not operate, a message will be posted on the website and our Facebook page by 7am and a notice will be posted on the front door. If the Centre Administrator determines that the day should be shortened,
parents will be called unless parents have signed a form to indicate the learner is allowed to go home without a phone call or if the parents cannot be reached. Most likely causes for closure would be power outage, no heat, no water, severe weather and flooding.

Attendance

The Centre is open for learners from 8:00am­3:00pm. Learners are expected to be ready to work at 8:30am. Lunch is from 12:15­ -2:45pm. Dismissal is at 2:45pm.
Learners attending Red Mountain Academy will have extra mandatory homework blocks in the fall and spring.
Parents are asked to phone (250­362­7772) or email (
info@sevensummitslearning.com​) to report any absences, late arrivals, or early dismissals. This notification should be made prior to 8:30 am.
Unreported absences will be checked by a mentor or administrator by calling the numbers provided by the parents/guardians. A message will be left if there is no response. Parents are asked to contact the centre as soon as they receive such a message to confirm the whereabouts of their youth.
Attendance information will be given to parents/guardians during final reporting periods. If attendance is a concern to the centre, parents/guardians will be contacted in between reporting periods.
Being a centre with a flexible blended learning environment there is a lot of leeway in being absent from the centre. However, if absences interfere with the learner’s ability to complete work and courses, a meeting will be called with the learner, parents/guardian,
mentors and administration to determine the best way to move forward to give the learner the best chance of success in their learning endeavours. It is up to the learner to make up any missed work during absences, and to talk with their mentors to work out a plan for their missed work either beforehand or afterwards.

Off­Campus Privileges

All learners at Seven Summits Centre for Learning may leave the centre during their lunch break. They must be back and ready to work at the end of the lunch break. Abuse of this privilege may result in the privilege being rescinded. If a learner wishes to
leave the centre at other times of the day, permission must be sought from one of the mentors or administrators. With written parental consent at the beginning of the year, each request is determined on a case by case basis by the mentors and/or administrators. Learners must sign in and out on the designated form located just outside the office. In some cases, an email, written note or phone call from the learner’s parent will be required in order to allow the learner to leave.

Homework Expectations

Although homework may not be formally assigned each day, some home study should be done. This time should be spent not only in completing assignments given during the day, but also on reviewing the day’s work in all subjects or fulfilling their volunteer component. Parents/Guardians should talk with their learner at least weekly, but preferably nightly to discuss the learner’s progress and strategies for achieving learning plan and meeting deadlines for assignments, projects and exams.

Misuse of Technology

Laptops and other electronic devices are an essential part of learning at Seven Summits Centre for Learning. These tools also present inherent risks to the safety and well­being of learners if the technology is used inappropriately. Learners must abide by the
Centre’s Code of Conduct and the Centre’s Acceptable Use of  Technology Policy.

Safe and Caring Learning Environment

Inappropriate Behaviours

Seven Summits Centre for Learning is a drug­free, alcohol­free, tobacco­free and weapon­free Centre. This applies to all Centre­sponsored activities beyond regular Centre hours, as well as to the regular Centre hours.
Inappropriate behaviour can consist of, but is not limited to:
● drug use
● alcohol use
● tobacco use
● e­cigarettes/vaping
● firearm possession
● bullying, cyber­bullying, harassment, and marginalization
● threat and intimidation
● violence in any form
● abuse in any form
● discrimination in any form including race, colour, gender, religious beliefs, sexual orientation, ancestry or national origin
● retribution against a person who has reported incidents
● rudeness
● swearing
● fighting (or play fighting)
● lack of respect for others, including teasing
● throwing objects
● defiant behaviours, insolence
● public displays of affection that are too overt in a romantic or sexual nature
● unauthorized leaving of the centre’s ground
● littering

Forms of unacceptable conduct cited above are only examples and are not intended to be an all­inclusive list.

Consequences:

​These will be applied in a fair and consistent manner, respecting individual rights, responsibilities, age, maturity; and be restorative rather than punitive in nature.
Inappropriate behaviour may have one or more of the following consequences:
● review of the expectations
● restorative acts to the centre, community, centre personnel or others involved
● suspension of inclusion in activities, events, training etc.
● parents notified
● meeting with parents
● short­term (in­school or home) suspension up to 5 days
● long­term (over 5 days) suspension
● consultation with police and/or fire department
● expulsion
Learners are expected to abide by the School Code of Conduct and the Participation Agreement when travelling to and from centre and when participating in centre activities off­site. Accordingly, learners may be disciplined for violations that occur off centre property and outside of instructional hours if such violations adversely affect  learners or the operation of the centre.
Rising Expectations:

We believe that as our learners become older, more mature andmove through successive grades, our expectations of them rise. There should be increasing personal responsibility and self­discipline.

Expulsion

Expulsion should be viewed as a last resort. Every effort will be made to rehabilitate the learner to make the appropriate decisions both for this program and for life. We are an organization that assists learners to adapt rather than an organization to be feared as an autocratic system that takes advantages of the unequal power balance between the learner and the system.

Expulsion should be considered as a consequence only in these two serious situations:

    • Following a willful and pre planned major act that poses a threat to the psychological, emotional, physical, and legal well being of the members of the Academy and the Seven Summits organizations.
    •  When several attempts at changing an unacceptable and/or disruptive behaviors have been tried and have failed (Habitual Offender)
Procedure:

As soon as possible after the offense has been committed, the learner is informed both verbally and in writing about the serious nature of the misconduct. He or she is given this information at a meeting that includes the appropriate representatives from the  following bodies:

● The Seven Summits Learning Centre
● The Red Mountain Academy (if applicable)
● The Home Stay Parents (if applicable)
● The Coaches (if applicable).
At this meeting, the learner is told, in clear language, the following:
● The precise nature of the offense
● The dangers associated with the offense
● The behavioral chances expected and required
● The time frame to implement these changes
● The assistance the student will receive in implementing the changes
● That failure to implement these changes satisfactorily may result in an expulsion from the program
The meeting will appoint one of the adult representatives to monitor the learner’s progress and to act as his/her advisor. Before the meeting takes place, the learner’s parents will be notified and will be required to confirm, in writing, that they have been fully informed and that they understand the process. The parents will also be advised that should an expulsion be implemented, and the learner is residing with a homestay family it will be their responsibility to make the financial, travel, and other arrangements to get their child home safely and in a timely manner.
At the pre set date, the learner, the monitor, and the committee will meet again to determine the next stage in the process. These are the options:
● If the student has made the necessary adjustment, the case may dropped
● If the adjustments are only partly met but the situation has improved enough, a new time frame may be set
● If the adjustment to date is less than satisfactory or the condition has worsened, the learner may face expulsion.
It is expected that the learner’s monitor will keep the learner, his/ her parents, and the Committee informed on the progress.
The monitor can recommend time extensions and the involvement of outside resources such as counselors, medical officers, etc. It will be the monitor’s responsibility to make a recommendation on how to proceed.
If an expulsion is implemented, and the learner is residing with a homestay family it will become the learner’s parents’ responsibility to make the necessary organizational and financial arrangements to get the learner back home safely. The parents will have been notified of this responsibility at the following times:
● during the admission process
● at the beginning of the expulsion process (see above).
The expulsion will be conducted in an impersonal, professional, business­like manner.

Dress and Physical Appearance

Learners should dress tastefully and in a socially acceptable  manner befitting a learning environment. The centre supports ideals of educated, healthy, safe, responsible and respectful living. Dress and appearance which disrupts the educational process will not be permitted. Dress should not offend anyone. Reference to vulgarity, illegal drugs, alcohol, promotion of violence or disrespect to any group, is considered unacceptable.
Hats may be worn in the centre, however, the staff reserves the right to ask learners to remove their hats in the classroom, at assemblies, and at other learner gatherings.
Inappropriate slogans or badges will not be permitted on clothing or personal belongings.

Communication between the Centre, Learner and Families

Learners are more successful in school when the important adults in their lives work together to support the efforts of the child. A concerted effort is made by the staff of the Centre to keep parents informed of skills, topics and activities being pursued and the
success each learner has achieving them.
Conferences, open houses, report cards, the master plan, shared google folders and newsletters are some of the ways parents can learn about the Centre experiences of their learner. A newsletter is emailed once every two weeks. In it you will find upcoming events, notification of changes of schedule and other pertinent information of programs and needs at the Centre.
The staff at the Centre welcomes parents to drop in, phone or email with any particular concerns.

Parent Advisory Council (PAC)

Meetings will be held three times a year: September, January and May/June. Dates will be announced in our newsletters, on our website and Facebook page. All parents/Guardians are invited to attend. These meetings will be a time for input from parents for feedback and ideas. All Parents/Guardians are eligible to be elected to the executive of the PAC. Parents/Guardians are encouraged to take an active role in the Centre.

Miscellaneous

Visitors: Visitors to the centre are always welcome. Please report to an administrator or mentor upon arrival.

Vandalism: ​Learners need to respect the centre building and facilities, and all other facilities used by the centre. Learners who willfully deface or damage any part of the building or equipment will be expected to make restitution for the damage done.

Accident Reports: Learners sustaining injury during centre activities must report the accident immediately to the adult in  charge. Where no specific adult is in charge the report should be made to an administrator or mentor.
Clubs and Sports: Clubs in the centre are open to all learners who have an interestand/or are qualified to join. Each club requires a mentor or adult sponsor.
Lost and Found:  A lost and found is kept and at the end of each semester all unclaimed items are destroyed or donated to charitable agencies.
Littering and Recycling:  A clean and healthy environment is necessary for properliving. At the centre a sincere effort must be made by all to keep the building and grounds clean. Discarded items should be placed in the appropriate garbage or recycling containers.
Lockers:  Learners are assigned lockers and must sign our locker contract and give us their locker combination. When it is deemed necessary by the administration, lockers can be opened by centre staff. Learners are responsible for the security of their personal  items.
Centre books and other items:  All items belonging to the centre should be cared for and returned in good condition. All sign­out protocol should be followed for items taken off centre ground.

15 Passenger Van Use Guidelines

1. Seven Summits Centre for Learning should ensure that operators of 15­passenger vans are trained, experienced drivers (“…15­passenger vans should be operated by ‘experienced drivers’ and noted that a commercial driver’s license is required to transport people for commercial purposes.”)
2. Driver’s will provide Seven Summits Centre for Learning with a driver’s abstract when they start to drive for Seven Summits Centre for Learning and then every September thereafter. For obtaining a driver’s abstract call 1­800­663­3051 with your driver’s license number and an email address to which they will send the abstract. The phone line is open from 8am­7pm.
3. Driver’s will report any driving violations, convictions, or accidents within fifteen (15) days of any offence, conviction or occurrence.
4. Driver’s will fill in their driver log for hours on duty. All drivers operating under Seven Summits Centre for Learning’s safety certificate must operate within the hours of the service permitted by regulations. All drivers must be familiar with these regulations.
5. Drivers must ensure that they have done and recorded the required van safety check prior to driving the van.
6. As part of the safety check drivers must ensure that the tires are inflated to proper levels. (“…the NHTSA study found that 74 per cent of passenger vans had significantly miss­inflated tires. By contrast, 39 per cent of passenger cars were found with significant inflation problems. NHTSA research has consistently shown that improperly inflated tires can change handling characteristics, increasing the prospect of a rollover crash in 15­passenger vans.”)
7. While driving 15 passenger vans, driver must obey all posted speed limits. Furthermore, when loaded to >50% capacity (8 passenger or greater) drivers should not exceed 80kph on windy roads.
8. Seven Summits Centre for Learning should have safety  inspection paperwork in each Centre vehicle.
9. All occupants must wear seat belts at all times (“…people who wear their seat belts are about 75 percent less likely to be killed in a rollover crash than people who don’t.”)
10. If possible, have passengers and cargo forward of the rear axle.
11. Avoid placing loads on the roof. Seven Summits Centre for Learning will not have roof racks on any vans owned by the Centre. Seven Summits Centre for Learning will not use roof racks on any vans used by the Centre.
12. Drivers should be well rested and not use cell phones while driving, limit conversations with passengers, and limit drive time to eight hours per 24­hour period.

13. Seven Summits Centre for Learning vans should be equipped with tires suitable for potential road conditions found in the West Kootenay Boundary area: studded winter tires during winter  months and all seasons during all other months.

14. Seven Summits Centre for Learning will have a designated person to oversee the centre’s vehicle(s). Usually the Operations Manager. This person will ensure all paperwork, log books, driver’s abstracts and maintenance care logs are accurate and up to date.
15. A file will be held at the Centre for each driver of the Centre’s vehicle(s). A file will also be kept for each vehicle under ownership of Visions for Small Schools Society.

Board/Staff Conflict of Interest Guidelines

A conflict of interest is a breach of an obligation to the Centre  which has the effect, or intention, of advancing one’s own interest or the interest of others in a way detrimental to the interest of the Centre. Conflicts of interest and the appearance of conflicts of
interest must be avoided.
The proper operation of a democratic charitable board and any endeavour it operates requires that elected and appointed directors, staff and contractors be independent, impartial and duly  responsible to the organization. To this end, it is imperative that:
● Board decisions and policies are made through the proper channels of the organization’s structure.
● Board, staff and contractors’ positions shall not be used for personal gain and for gains of others associated with board members.
● The organization’s membership and public have confidence in the integrity and independence of the organization’s elected and appointed board members and officers, staff and contractors.
PURPOSE:
● It is the purpose of this policy to establish recommended rules or guidelines for all board members and officers; elected and  appointed, and staff and contractors to follow when such issues should arise. This policy does not override the statutory requirement of any Court Rulings issued in determination of Conflict ofInterest and Bias. In the event of conflict with the Organization’s Policy,Legislation and Court Rulings, the latter two shall prevail.
PROCEDURE:
1. Board Members, staff and contractors shall declare to the Board, at the first opportunity, their interest in any matter or thing that is before the Board or staff that may pose a disclosure of conflict.
2. If a question of a possible conflict of interest of a member of the board, staff and contractors is raised to the Board by someone other than that particular board member or staff/contractor, the Board shall notify the member or staff/contractor in writing as soon as possible.
3. The Board shall determine whether it is in the best interest to seek legal advice for the organization in cases of possible conflict of interest.
4. If legal advice is sought by a member of the board or staff and contractors from his or her own legal advisor as to conflict of interest the cost of such advice shall be paid for by the member or staff and contractors.
5. Board Members and staff and contractors shall not communicate information designated confidential to anyone unless such information has been declared public by the Board or such information is protected by the Freedom of Information Act.
6. Board Members shall not use the position of elected or appointed officer to secure special privileges, favours or exemptions for  themselves, their associates, relatives, or any other person.
7. Staff and contractors shall not use their position to secure special privileges, favours or exemptions for themselves, their associates, relatives, or any other person.
8. Board Members shall avoid any situations that could cause a reasonable person to believe that the elected and appointed officers have brought conflict of interest, bias or partiality to a question before the Board, Organization or staff.
9. Where a Board Member is appointed by the Board as a representative of the Board in a capacity to liaise between another Organization and the Board, a conflict or bias shall not arise unless the board member is a member of the other organization and is also appointed as a member of that Organization’s Board of Directors wherein the Board Member shall leave the place of  discussion and the meeting.
10. Board Members, for a period of twelve (12) months after leaving office, must abide by these ethical standards of conduct listed above, except those related to confidential information which shall apply in perpetuity.

11. Staff and contractors, for a period of twelve (12) months after leaving an employment or contract position, must abide by these ethical standards of conduct listed above, except those related to confidential information which shall apply in perpetuity.

12. Board Members and staff and contractors, prior to declaring a conflict of interest at a Board Meeting must complete the form, attached to this policy, and submit it to the President of the Board and accordingly declare briefly the nature of the conflict or bias to the Board before leaving the place of discussion and meeting.
Board Members and staff and contractors shall not assume that activities not covered by or specifically prohibited by these ethical standards of conduct, Conflict of Interest or by any legislation, are therefore condoned. It is the onus of the elected officers and staff
and contractors to seek clarification if in doubt.