Parent Handbook

Notes To Parents

This handbook is for each family who has children registered at St. Francis de Sales School.

At the beginning of each new school year, a new staff listing for the current school year, together with any new revisions are added to this handbook.  I ask that you review this handbook so that you will have all the current information should you need to refer to this handbook.

Please familiarize yourself with the contents of this handbook.  If you are new to the school it is hoped any questions you have regarding school expectations are answered.   If not, please feel free to contact the office.

Family Statement of Commitment


"Motivated by a Christ-centered vision of humanity and human history, our school promotes the formation of the whole person.  Such formation embraces not only intellectual, but also physical, emotional, moral and spiritual dimensions of human growth.  Intellect, emotions, creative ability and cultural heritage have a place in the life of the school.  Human knowledge and skills are recognized as precious in themselves, but find their deepest meaning in God's plan for creation."  From PHILOSOPHY OF EDUCATION FOR CATHOLIC SCHOOLS IN THE PROVINCE OF B.C. by Catholic Bishops of B.C.


All families will be required to complete a Family Statement of Commitment.  Partners (home, school, parish) in Catholic Education must work together to provide an environment where faith and learning go hand in hand leading the young people to be the best they can be.


The following statements support the goals and philosophy of our Catholic school and need to be accepted and supported by all members of the community.  Read them carefully.  They ask you to make a commitment to the values and ideals of our school community.  If you have any questions or concerns regarding this commitment form, please bring them to the Principal, Pastor or the Chairperson of the Education Committee who will gladly discuss them with you.  By returning the signed statement with your completed application, you accept the responsibility of this commitment.


  1. Parents and guardians agree that they and their families will exhibit conduct consistent with Catholic denominational standards.  The determination of whether any conduct contravenes these standards is the right of the Board of Directors of the Catholic Independent Schools of Vancouver Archdiocese.
  2. All students are required to participate in our religious education curricular and co-curricular progrms including liturgical celebrations, retreats, prayer, etc.
  3. Parents/Guardians are expected to support the Religious Education Program and participate in it as required.
  4. Regular school attendance and full participation in all aspects of the academic program of the school are required of every student.  Each student is expected to strive toward the development of his/her full academic potential.
  5. Each family is expected to support and participate in the fund-raising activities of the parish/school.  This means each family shares in the responsibility of educating our Catholic children.
  6. Each student is expected to know and follow school policies on behaviour.
  7. Parents/Guardians are expected to know and support school policy and procedures.
  8. Parents/Guardians are expected to attend at least one orientation session which will focus on the philosophy and goals of our school.
  9. Parents/Guardians agree to accept the responsibility for the cost of tuition, supplies and other school activities.
  10. If any of these conditions are not met the school reserves the right to:  refuse admission, or remove the student from the school.

Staff Listing 2018-2019

Pastor Rev. Thomas Smith
Assistant Pastor Fr. Tomson Egirious
Principal Mrs. Irene Wihak
Vice-Principal Mr. Greg Chapman


Kindergarten  Mrs. Emma Gough

Grade 1

Mrs. Cindy Taylor

Grade 2


Mrs. Gina Luongo & Mrs. Maria Wagner


Grade 3

Mrs. Naomi Panganiban

Grade 4A

Grade 4B

Mr. Michael Penney

Mrs. Elizabeth Castro

Grade 5 Mrs. Jane Douglas
Grade 6 Mrs. Liesl Knoll & Mr. Greg Chapman
Grade 7 Mr. Greg Chapman & Ms. Rose Adamovic
Preschool Teacher - 3 & 4 Yr. Olds Ms. Maria Chondroyannos
Preschool Assistant Ms. Pauline Genio & Ms. Alyssa De Leon
Librarian/IT Mrs. Kelly Kerrigan
French Ms. Rose Adamovic
Music Mrs. Denise Fawcett
Learning Resources Teacher Mrs. Carla Pereira/Ms. Rose Adamovic
Gym Teacher Mrs. Maria Wagner
Office Mrs. Barb Nicholson, Mrs. Ornella Hatzisavva, Mrs. Jennifer Tatu
Maintenance Mr. Trevor Bencze
Custodian Mr. Peter Timbang
Education Assistants Mrs. Tamara Maludzinska, Mrs. Sharon Kazun, Mrs. Anasuya Das, Ms. Liliana Toderita, Mrs. Amelia Hara, Ms. Sonia Burrow, Ms. Kimberley Di Francesco, Ms. Lauren Fernandes, Mrs. Sandra Bird, Ms. Toni Di Persico, Ms. Alyssa De Leon, Mrs. Jennifer Tatu
School Nurse TBA

Parish Education Committee

 Pastor  Rev. Thomas Smith
 Chairperson   Mr. James Lota
 Vice Chair  Mrs. Rene Mrzljak
 Secretary  Mrs. Nancy Custodio
 Maintenance  Mr. Franco Caligiuri
 Parent Participation  Mrs. Hanna Critoph
 Communications/EPC Liaison  Mr. Nathan Cabalfin      
 Treasurer  Mrs. Grace Retino

Superintendent's Office

Superintendent   Deacon Henk Luyten
Associate Superintendents   Ms. Lesya Balsevich & Mrs. Sandra Marshall

Director of Evangelization & Catechists

    Mr. Michel Gloanec
Director of Learning Support          Ms. Jennifer Tong

Admission Policy

(Excerpt from Section 400 General School Administration, Policy No. 401

  1. Children presently enrolled in the school if they and their families meet
  2. the expectations of the school.
  3. Siblings of children already in the school, whose families are practicingCatholics active in the parish.
  4. Children whose families are practicing Catholics active in the parish. Siblings of children already in the school, whose families are practicing Catholics active in other parishes.
  5. Children whose families are practicing Catholics coming into the parish,who have been attending Catholic schools elsewhere.
  6. Children whose families are practicing Catholics active in other parishes.
  7. Children whose families are either non practicing Catholics or not active in their parishes.
  8. Non-Catholics. Siblings of non-Catholics cannot be given priority over Catholics. Addendum to Admissions Policy: (Revised June 2007) Placement at St. Francis de Sales will be based on the child’s needs as determined by the school’s assessment, in the best interests of the child. Parents’ views will be considered but are not determinative.

School Day Schedule

(School Mass each Friday at 9:15 a.m. unless notified otherwise.)

 08:55 AM  Bell - All students proceed to their classrooms
 10:30-10:45am  Recess
 12:00pm  Play time
 12:35pm  School wide run
 12:40pm  Bell to enter, use washroom, wash hands, eat lunch
 12:55pm  Devotions
 1:00pm  Afternoon classes start
 3:00pm  Warning bell rings
 3:05pm  Students dismissed
 3:15pm  Outside supervision ends
 3:30pm  All students must be collected unless in a sports practice

Note: 2:00 p.m. EARLY DISMISSAL last Monday of each month

St. Francis de Sales School - School-wide Expectation and Setting Matrix

see Page 2 of the student information in  PDF below.

Office Referral Form

see Page 3 of the student information in PDF below.

Student Deportment


A) Generally – To demonstrate by all actions a respect for self, classmates
and teachers. In speech, in actions and behaviour, to carry out all work
and play according to the rules established by the staff for maximum safety
and maximum learning.

B) Specifically

  1. Reasonable quiet should be maintained.
  2. School uniform must be worn in class.
  3. Respect must be shown for all property. 
  4. Responsibility must be assumed for willful damage.
  5. Students’ desks and cubbies should be kept tidy.


A) Generally – In addition to the above general statement, children should
demonstrate a respect for the community property and be aware of the
unique way the facility is provided for and maintained. They should have a
sense of responsibility for property.

B) Specifically – Use of the facilities.

  1. Reasonable quiet around the school at all times
  2. Respect for the facilities.

C) Personal Safety Rules and Property Rules

  1.  No one is allowed in the gymnasium without permission.
  2. No food is permitted in the gymnasium.
  3. Only indoor runners may be worn in gymnasium.
  4. No running in the halls or on stairs.
  5. No gum in school.
  6. No littering inside or outside the building.
  7. Problems at recess, noon hour or before school should be reported to the teacher or supervisor on duty.
  8. Written notice is required before leaving the school grounds during school hours. Students leaving the grounds must be accompanied by an adult.
  9. Established fire and earthquake drill procedures must be followed.
  10. Students shall only allow entry to the school to school employees. If anyone else desires access to the school, the student shall call another staff person within the school to permit such entry.

* A timetable will be sent home in the fall notifying you of Physical Education &
Library periods.

Attendance and Punctuality

Regular attendance and punctuality are very important to every child’s success, and we ask your co-operation in this regard.

Students are expected to be in attendance from 8:55 a.m. to 3:00 p.m. Monday –
Friday (with the exception of statutory holidays, Pro-D Days, Catholic Educator Days, Religious Feast Days, and scheduled early dismissal days). The school requires notification for any absence from school.

At St. Francis de Sales, we have initiated a two-note system for tracking student absences. Please send one note to the classroom teacher and one note addressed to the principal to the office.

Absentee Notes are required for:

  1. Sickness
  2. Reasons other than sickness

Sickness: When your child returns to school after being absent due to sickness or for any other reason, please provide two notes to the school – one to the classroom teacher and one to the office. In your notes, please state the reason for their absence and give the dates of his/her absence from class. This is of utmost importance due to the school grant. This applies even if a phone call has been made to the school advising staff that the student is absent.

Vacation Time: Holidays during the school year are not encouraged, as this may interfere with the student’s progress in the regular program. If the school incurs a financial loss of any part of the Government grant due to a pupil’s absence, other than for sickness, the parents/guardians will be responsible for making up the loss and will be billed accordingly. Family emergencies and crises will be dealt with at the discretion of the Principal. If you are planning to remove your child from class to take vacation time during the school year, please notify both the classroom teacher and the office as early as possible using our two-note system. Please be reminded of the following statement on the registration form signed by the Parent/Guardian at the time of registration.

Please note the following changes have been made to the Attendance Policy:

"The school is not responsible for supplying homework for students who are taken out of school during the school year.  Parents should have their students keep a journal and read daily.  Any curriculum missed by students during this time cannot be assessed on the report cards.  Teachers are not responsible for providing individual families with work that will be missed when students are away, except in the case of illness/family emergency."  This was approved by the PEC on Wednesday, April 13th, 2011.

“We understand that we are responsible for ensuring that our child attends school regularly and if the minimum of 600 hours attendance between September and May 15 is not reached and the Provincial Government Grant is lost, in whole or in part, we will reimburse the school for the amount lost.” Kindergarten hours total 350 hours.


Absence of Parent/Guardian: If you are absent during the school year and if you are leaving your children in the care of an alternate care giver for a short time, please notify both the class room teacher and the office using our two-note system. Please advise on the school note where to contact you in case of an emergency.

Leaving For Lunch: All students are expected to stay at school during the lunch hour. If you are taking your child home for lunch or treating him/her to a restaurant lunch off of the school premises, please advise the classroom teacher and the office using our two note system. Students leaving the school grounds need to be picked up from the office and signed out by their parent, guardian or designated person. Students cannot leave the school grounds unaccompanied during the lunch hour. They are required to stay on the school grounds.

Dental and Medical Appointment: As far as possible, these should be made
outside of school hours.


Students arriving late to school must sign a ‘late slip’. A call home will be made after 3 late arrivals without a valid reason.


Your child is expected to respect God, others, themselves and the property belonging to others and to themselves. Appropriate action will be taken in the event this is not done. Parents will be informed. Students should conduct themselves in accordance with the school wide expectation and settings matrix and follow the Student Deportment guidelines contained in this handbook.

A. Detentions

May be given at the discretion of the individual teacher.

B. St. Francis de Sales Policy on Suspension & Expulsion

The CISVA Policy No. 426 Suspension and Expulsion is followed (see
Appendix A). In addition, in accordance with principles of natural justice
and procedural fairness, any behaviors identified through the school
Office Referral system may constitute reason for suspension or
expulsion. Each case will be determined by the principal on an
individual basis. Parents will be notified in writing. Any appeal of the suspension/expulsion must be submitted to the PEC
chair in writing within 7 days.

Student Uniforms



Tunic  - Coquhan plaid tunic (Kindergarten – Grade 3)
Skirt    - Coquhan plaid kilt (Grades 4 – 7)Socks   Navy knee high socks only
Tights  - Navy tights only
Blouse - Uniform blouse, short or long sleeve, white only or white golf shirt with school crest
Sweater - Navy, crested cardigan or V-neck pullover


Pants - Navy twill dress pants or navy cords
Shirt   - Dress shirt, short or long sleeved, white only or white golf shirt with school crest
Socks - Navy socks only
Sweater -  Navy, crested cardigan or V-neck pullover


T-shirt - Oxford grey, crested
Shorts - Navy, from Neat Uniform
Track Suit - Navy – optional for gym, mandatory for all children participating in team sports
Socks  - Navy Sports Socks – optional (no white socks)


Two pair of running shoes – one pair for gymnasium, one pair for outside wear. Dress shoes – navy or black shoes for indoor wear – no plastic shoes or pastel colours.


Must be conservative – no jean jackets, large prints, army fatigues, etc.


Girls Navy walking shorts with cuff (from Neat Uniform)
Boys Navy walking shorts without cuff (from Neat Uniform)
Boys & Girls Navy ankle socks may be worn with the shorts
Note: Girls may not wear pants under their uniforms during class time.


" No jewelry is permitted other than a stud or small hoops for pierced ears,
medical alert bands, watches and crosses.
" Make-up, including nail polish, is not permitted.
" No artificial colouring of hair is allowed.
" Hair accessories must be one of the following colors: Coquhan tartan, black,
navy blue, dark green, white or dark red. (revised Policy Handbook – June


" Personal music equipment i.e. Walkmans, electronic games and equipment
and related toys are not permitted at school unless designated by a teacher.
" Students are not permitted to bring personal cell phones or pagers to school,
on field trips or to sports events.

Care of School Property

In the event of loss or damage done to school property by a student, the student responsible is expected to pay for replacement or repair of it.

Lost & Found

All uniforms, P.E. clothes, coats, books, backpacks, lunch boxes, etc. should be clearly marked with your child’s name. Unclaimed articles can be found in the lower gym and will be disposed of at the end of the year.

School Library

We are very proud of our library, our librarian, our helpers and our books. Please have your child respect the books and those who work there; otherwise, library privileges will be taken away from them.

Children are responsible for the library books, which they sign out. Therefore,
replacement costs for books, which are lost or destroyed, will be billed to the child. These costs must be cleared by the end of the school year. (minimum $20.00 charged).

Text Books & Classroom Library Books

Children have access to many textbooks and classroom library books during the course of the school year. Respect for these books is very important.  Children who lose or destroy books, which have been lent to them, will be billed for replacement costs.  These costs must be cleared before the end of the school year. (minimum $20.00 charged).  Families will be charged replacement cost plus 15% to cover the cost of preparing the book for library/classroom use.


Your child’s bicycle must be put in the rack provided and locked.

School Supplies

Please be sure your child has the specified supplies for their grade and that they are replenished as necessary. The children cannot do their best without these necessities. Please remember that these supplies are for appropriate school use only.

Sending Money to School

Please place the correct amount in an envelope and print clearly on it: child’s name, child’s grade, amount of money enclosed, purpose for which it was sent. Children should be discouraged from bringing pocket money to school. The school accepts no responsibility for lost or stolen personal items

Vehicle Traffic & Parking

There are “No Stopping Zones” directly in front of the school on both sides of the street. Anyone stopping in these zones will be subject to ticketing by the R.C.M.P. Please help the school parking patrol by honouring these signs. This is for the safety of your child. No parking or pick-up at the back of the school or in the lane is allowed.

Please note:
One way entrance from Balmoral into church parking lot for after
school pickup. Exit through lane. Please respect cones.

Admission to the School Building

Persons not registered as staff or students of St. Francis de Sales School must report to the front office, sign the registration book and display the appropriate guest tag while present in the school building.


All doors are kept locked. Students may not open doors for anyone other than fellow students or school/parish staff. Students may not open doors for parents.

Visitors at the School

Visitors are expected to wear visitor/service tags at all times when entering the academic/gym wings of the school. A sign-in binder is located at the office counter. If an intruder enters without consent a prearranged intercom signal will be used if possible. Staff will lock down all classroom doors.

Exiting the School Grounds during School Hours

The office requires notification when a student is not in attendance. If your child is leaving the school grounds, please send notes to the office and to the teacher advising the school of his/her pending departure.

In the interest of personal safety, the parent / guardian / or adult designated in writing by the parent must come to the office to collect the student and to sign the student out before the student can exit the school grounds.

Playground Supervision

Each teacher has specific times assigned to playground duty either in the morning, at recess, at lunch hour and/or after school. The times for supervision are agreed upon among the staff and posted in the staff room. Active supervision is required. Staff must wear safety jackets and carry the First Aid Pouch at all times. Accident reports are to be filled out in the binder in the Nurse’s Room. Students should stay in designated areas only. Staff encourages Reverence, Respect and Responsibility.

Playground Supervision Guidelines for Parents

The following information is to advise of the expectations we have for the playground supervisors and the rules the children are expected to follow:

  • If at any time you are unable to do your participation duty, please phone the school office at (604) 435-5311 to let us know as soon as possible so that we can make other arrangements.
  • If it is pouring down rain and it is obviously an indoor day for the students, then you need not come to the school. If the weather looks like it could go either way, please come to the school and we will let you know at that time.
  • Please show up by 12:00 noon and be waiting at the front door. The vest and the cones are stored under the stairwell near the front door. These can be taken out.
  • All children exit the building through the side door – NOT THE FRONT DOOR - at recess and lunch.
  • The children are to walk, not run, across the street.
  • If you working in the playground area, you should do a brief walk about before the children arrive looking for any items that may be of danger and to make sure that the equipment looks safe and sound.
  • Only a supervisor or a Grade 7 student is allowed to enter onto the street to retrieve a ball, etc.
  • The playground area is designated for K – Gr. 4 only, unless special days have been arranged for other grades.
  • The tree area is for Gr. 2 – 7.
  • All supervisors have been given a map showing the play field and grade designation.
  • All students must ask permission to go into the school to use the washroom, etc. and must enter through the front doors of the school. No student may leave the playground for any reason without proper written authorization.
  • We must keep our eyes and ears open to situations that may be causing problems with the children. Sometimes, if you feel that a problem could be arising, your presence is enough to stop the situation from escalating.
  • If a situation is out of control or needs further interaction with a supervisor, make sure the children are safe first, then come and get one of the school employees to assist you.
  • No student may approach any vehicle, at any time, including that belonging to their family.
  • When the bell goes for the children to go in, remind the children to bring in the cones and any items that they may have found. If anything gets left behind, please bring the items into the office.
  • All Grades enter the school through designated doors.

Abuse Protocols

Each teacher is given a copy of “The B.C. Handbook for Action on Child Abuse and Neglect” and follows guidelines as prescribed. Incidents are reported on a “SFdS Incident Report” and are kept in the Principals’ confidential file. The appropriate Government Agency is notified as legally required by the responsible staff member.

Parent Helpers

Everyone benefits from the assistance given to the school by our parent helpers. Many individuals help throughout the day. Parent helpers, like all visitors, are required to sign in and out at the register in the office. (Knowing who is in the building is especially helpful in the event of an emergency.) They must wear visitor badges while they are in the school building to identify themselves to staff and students.

As a parent helper, please remember:

  • Parent helpers are not allowed to freely enter rooms designated for Staff only – i.e. the Staff lunchroom and the office.
  • Parent helpers must also respect our school rules pertaining to teacher privacy.
  • Parent helpers need to address issues pertaining to their child during privately scheduled appointments with the teacher.

Admission to Staff Room

Students and non-staff are not permitted to enter the staff room. At all times, the staff room is for the exclusive use of staff members only. Personnel in the staff room should remain undisturbed for the duration of their stay there. Knock on the door for emergencies only.

During recess and lunch the students should approach the supervisor on duty or their Peer Helpers for assistance. Parents requiring assistance should leave a message at the office.

Teacher Privacy

There are no partitions in the classroom to mark off the “office space” of the
professional in the classroom. Please be aware that a teacher’s desk deserves the respect of a private office.

The desk is his/her workspace. It must remain undisturbed. With exception of the teacher / principal, it is off limits to other staff members, students, parents and visitors.

Emergency, Change of Address & Telephone Numbers

A phone number must be provided for emergency situations.

If the number is changed, please notify the office in writing immediately.

If you are going to be out of town, we ask that you advise us as to what procedure to follow and who to contact.

If at any time during the school year there is a change of address or phone number, please notify the office in writing. This is of particular importance in case of emergency.

Field Trip Policy

Since field trips are of both educational and recreational nature, the students are encouraged to participate, however, the final decision is left to the parents. Students must have the written consent of parents to participate. Permission slips must be signed and returned to school.

  1. Take a head count prior to leaving the classroom and report to the office.
  2. It is recommended that in primary there be one supervisor/6 children; in intermediate one/ten. For Primary special needs one supervisor/2 children.
  3. Have the children in pairs (buddied).
  4. The method of transportation for a field trip shall be at the discretion of the classroom teacher based on the circumstances of the particular event and will be approved by the Principal.
  5. All drivers have a valid B.C. driver’s license, and carry valid insurance.
  6. Pick up children from the classroom. Be sure students return with the drivers they went with unless officially reassigned by classroom teacher. (Teachers, list those who are travelling in each vehicle and send to the office). Drivers must carry the student ID provided by the teacher with them in their vehicle. This should only be opened in case of emergency and must be returned to the school at the conclusion of the field trip. Requests for specific drivers will not be considered if not requested in writing at least 24 hours in advance of the field trip. All children shall be properly restrained with a seat belt (one belt per child) and booster seat if applicable and no children shall be driven to events in any front passenger seat with an airbag
  7. Be sure to notify teacher if parent is taking his/her child directly home from a field trip / sports event.
  8. Children are to be driven directly back to the school immediately following the field trip / sports event (no side trips).
  9. Primary children must be accompanied by a supervisor to the washroom. Intermediate students to be accompanied by another student.
  10. Classroom teacher should carry complete ID lists and First Aid bags on every field trip and do a head count at least every hour.
  11. All students should have tags with the school name and telephone
    number only.
  12. Those who are in charge (both supervisors and teachers) must be
    attentive to the needs of the students rather than socialize with each
  13. When a field trip return is much later (1/2 hour) than expected, have a
    contact person notify parents of those on field trip. Reformatted April, 2009 Page 29 of 54 Parent / Student Handbook
  14. Be prepared to assist immediately in the case of an emergency.
  15. Swim Regulations – Children 7 and under and/or under 48” tall must be accompanied by a parent or other designated adult, if they wish to swim. The ratio is 1 adult to three children.
  16. Siblings may not accompany classes on field trips when the parent is
    attending as a supervisor.

Please note for your peace of mind, there is additional liability coverage provided for volunteer drivers up to $10,000,000 through I.C.B.C./Archdiocese policy.

Notes to Field Trip Permission Slip

Please download on page 7 of the PDF form.

Safety and Security

Food Allergy Anaphylaxis

Food Allergy Anaphylaxis Policy (updated September 2014)

There are many children in our school community who have severe, life-threatening allergies, to nuts, peanuts and eggs (anaphylaxis). Anaphylaxis is a medical condition that causes a severe reaction to specific foods and can result in death in minutes. To keep the school safe we ask all children to refrain from bringing peanut butter or nuts to school for snacks or lunch. (There are also children with allergies to dairy and gluten, to whom the school provides alternatives when possible.)
Ensuring the safety of anaphylactic children in a school setting depends on the cooperation of the entire school community. To minimize risk of exposure, and to ensure rapid response to emergency, parents, students and school personnel must all understand and fulfill their responsibilities. St. Francis de Sales School policy clearly lays out a division of responsibilities for all parties in the school setting: parents of an anaphylactic child, classroom teacher, public health nurse, the anaphylactic child and all other parents and students.

It is expected that all parents will respond cooperatively to requests from the school to eliminate allergens from packed lunches and snacks. Parents will encourage their own children to respect anaphylactic children and school policies. Students will avoid sharing food especially with anaphylactic children and follow school rules about washing hands and keeping allergens out of the classroom. 


A)   Parents

  • Must inform the school principal/vice principal of their child’s allergy
  • Give a copy of the care plan as dictated by child’s allergist and/or doctor to the school
  • Ensure child wears EpiPen and MedicAlert bracelet to school and school events
  •  Must present a letter of explanation from their allergist if their children are no longer allergic or no longer require the use of an EpiPen.
  • Must sign a written acknowledgment that they are aware of this policy.

B)   School

  • Provide school staff with a photo of the child and a description of the child’s allergy
  • Ensure that all food items intended for birthdays and special occasions, such as cakes, doughnuts and cupcakes, are not allowed in the school during school hours
  • Training and awareness sessions as outlined below
  • Each year there are awareness sessions for students and training for all staff, which includes a demonstration on the use of the EpiPen or autoinjector.
  • As a quick refresher on a periodic basis, teachers will practice use of the EpiPen during scheduled staff meetings.
  • Substitute teachers will be advised to review the Anaphylaxis Alert posters for children in their class and to review emergency protocol with a designated staff member in the primary or intermediate grades.

C)    Child

  • Must have on their person their auto-injector (EpiPen) at all times, as well as wear a MedicAlert bracelet stating their allergy.


I have read and understood the policy regarding anaphylaxis.

DATE  ____________________________________  PARENT SIGNATURE__________________________________________________

Food Allergy/Anaphylaxis Policy Addendum:
Approved June 2005

“All food items intended for birthdays and special occasions, such as cakes, doughnuts and cupcakes, will no longer be allowed in the school during school hours.”

Medication Guidelines

Saint Francis de Sales School guidelines regarding medications at school:

Prescription and over the counter medications may not be administered by school staff without the written instructions of a doctor. If a child must take medications during the school day the following procedures must be followed:

  1. The medications must be in the original container.
  2. The medications must be given to the teacher and must be held by the teacher during the day including extra curricular activities.
  3. A doctor’s note with instructions for dosage and signature of the doctor must accompany the medications.
  4. The school requests a waiver signed by parents/legal guardians accompanied the medications.

No child may have medications in their bags, lunch kits or pockets during the school day.

Medications which are for Medical Alert conditions or on-going medical conditions require forms to be completed by both parents and doctors. These forms are available from the school office.

Reference: Fraser Health Authority and School District 41.

Personal Information Privacy Policy for Parents and Students

Information on Privacy protection in British Columbia, privacy principles and school procedures in protecting your child’s privacy information is attached in Appendix B.

Children's Safety

Bags with wheels have now been prohibited in the school building due to a safety issue within the school.
Students bags must be able to fit into student cubby.

Athletics Policy

Philosophy of Athletics

CISVAEAC (Catholic Independent Schools of Vancouver Archdiocese Elementary Athletic Commission) policy guidelines state:

“Athletics provide learning situations that are difficult to duplicate in a classroom setting. Students have the opportunity to learn about and practice self discipline, teamwork, fair play, loyalty, tolerance, humility and many other positive characteristics in an open, lifelike environment. In the Catholic school setting, these opportunities must be permeated with those Christian values that are the foundation of our schools.

The physical and psychological talents given to each athlete are a gift from God. As such they must be developed and shared. Athletic programs should challenge both the individual athlete and the team to strive for excellence and develop their talents to the highest degree, just as the individual student and class is academically challenged to excellence according to their talents. The challenge to excellence is the striving to master the skills of the game and should lead to a respect for the other teams that are striving for the same goal.

The modeling of the Coach is a major factor if the athletic program is to be successful in inculcating the Christian values of the school. It is the coach that must teach by example: a respect for the rules of the game, a respect for officials and opponents, self control, self discipline, patience with those less talented, a willingness to put others forward, a tendency to affirm others, and a willingness to put the good of the team ahead of personal glory.

The word ‘competitive’ is sometimes misused to describe all that can be wrong with athletics. It is important that the word is used correctly; athletics are competitive. It is not the competitive nature of sports and the keeping score that creates problems. The problems are caused by the means that are used to achieve a higher score. Striving to be the best within the letter and spirit of the rules and within the letter and spirit of the philosophy of the school will help students learn important lessons about life. However, when the need to win supersedes the rules and the good of the individuals on the team, more harm than good is done and it would be better not to participate.”

The mandate set out in the CISVAEAC policy handbook provides the guidelines for the athletic program at St. Francis de Sales School. Athletics at the elementary school level seeks to facilitate the development of the whole child. It promotes life skills to develop children into healthy, productive individuals.

St. Francis de Sales School Athletics Policy is meant to assist the principal in
communicating the school’s expectations of its athletes, coaches, teachers,
supervisors and spectators.

For your general information, information from the CISVAEAC Athletics Policy has been reprinted here.

Administration of the Athletics Program

The Catholic School principal must insure that the school’s sports program is
consistent with the philosophy of his/her school and the CISVAEAC Philosophy of Sport. It is imperative that the sports’ program compliment the ‘Character and Mission of Catholic Schools.

Due to the teaching aspect of sports in regard to planning, preparation, practice, and evaluation, the principal must ensure that coaches are developing, monitoring and implementing long and short range goals within the sports’ program.

It is only through the principal’s commitment to the positive aspects of the sports’ program that we can challenge our coaches, players and parents to grow in their commitment to our faith community. The Principal, therefore, must:

  1. Define policies regarding participation in sports’ programs and procedures pertaining to participation by taking an active role in the development of same policies.
  2. Communicate to all participants’ expectations regarding the kinds of behavior expected of them.
  3. Communicate his/her expectations to parents and coaches as well as players.
  4. Support and encourage those aspects of the sports’ program that are aimed at deepening the players’ understanding of Sportsmanship.
  5. Ensure that an authorized representative of the school other than the coach is on hand to supervise all competitors and all spectators at all times in the home field / court.
  6. Ensure that every school team is coached or supervised by a staff member. During competition, every school team must be accompanied by a teachercoach or the teacher.
  7. Ensure that when unfavorable conditions require postponement of a contest the team concerned will notify the other team as soon as possible. Other than acts of God, a coach may reschedule a game once without defaulting.
  8. Ensure that all competitors are covered by an accident insurance policy.
  9. Ensure that the loss of instructional time due to competition in sports’ programs will be kept to a minimum. (The principal must realize that due to circumstances beyond the control of athletic tournament organizers, some loss of instructional time may be necessary (i.e. Track and Field)
  10. Instruct the student body in its role as host and its responsibilities to opposing teams – polite and courteous behavior.

The Role of the Coach / Teacher Supervisor

A coach / teacher / supervisor bear the greatest responsibility for the conduct of his/her players on and off the field / court of play.

The coach / teacher supervisor’s influence on players’ attitudes and behavior is unequalled and extends to the student body and school community. It is essential that the coach subscribe to the values of sportsmanship and teach its principles through word and deed.

The coach / teacher supervisor must be aware that athletics is a part of Catholic education and as such must complement the “Character and Mission of the Catholic School.”

The Coach / Teacher Supervisor must:

  1. Act in a manner consistent with Catholic faith values. He/she will treat his/her players and the opponents with respect.
  2. Emphasize values of sportsmanship and fair play; he/she will inspire a love for the game.
  3. Emphasize the need to conform to the spirit as well as the letter of the rules.
  4. Teach his/her players their responsibilities concerning items 1, 2 & 3.
  5. Actively supervises the players travelling to and from the game, on and off the field/court play.
  6. Take appropriate disciplinary measures when players display an unwillingness to live up to their responsibilities.
  7. Report to his/her principal any breach of desirable practices on the part of students, coaches, and/or spectators.
  8. Be a host to visiting teams; they are guests and should be welcomed.
  9. Provide for social interaction between coaches and players before and / or after contests. Competition is emphasized on the field / court.
  10. Provide competent official(s) who have displayed an ability to deal fairly with all aspects of competition, who have complete knowledge of the rules, and be sure they are aware of their responsibilities as stated in Section 5, p.33.
  11. Respect the official’s judgment and interpretation of the rules. Seek clarification at appropriate moments in the contest or following the game. Remember public protests only lead to similar behavior from players and spectators.
  12. Publicly shake hands with the officials and opposing coach before and / or after a game.
  13. Realize that it is imperative that the school endeavor to honor all commitments.
  14. Ensure that the loss of instructional time is kept to a minimum
  15. Ensure that when unfavorable conditions require postponement of a contest, the team concerned will notify the other team as soon as possible.

The Role of the Players

Players are expected to follow the lead of their coaches and to act in a manner that is consistent with the highest principles of sportsmanship and our own Catholic faith issues.

Players must come to know school sports as an integral part of their education but not view sports as the main focus of school. Sports are not to be used as an excuse for poor academic performance. Rather it is expected that the athlete will use the lessons of commitment to challenge striving and learning in the classroom as well as on the field of play.

The role of the player in elementary school sports is as a student first and a player second. The goal is to become a student-athlete.

The player must:

  1. Show respect and appreciation for a coach’s time and effort.
  2. Treat opponents with respect.
  3. Shake hands with opponents before and/or after a game and wish them well.
  4. Exercise self-control at all times; the player must abide by decisions made by coaches and officials at all times.
  5. Respect the official’s interpretation of rules and regulations.
  6. Realize that only team captains should seek clarification from officials regarding infractions.
  7. Accept both victory and defeat graciously.
  8. Congratulate opponents in a sincere manner following a contest.
  9. Accept seriously the responsibility of representing the school, realizing that it is a privilege not a right!

The Role of the Spectators

Spectators include everyone watching a game.

Believing that sportsmanship is a byproduct of a spirit of tolerance and goodwill and the centering of attention on the good qualities of all involved, and believing that conduct is an important part in the school athletic program, a spectator must act in accordance with these policies.

A spectator at a CISVAEAC athletic event must: 

  1. Exhibit exemplary behavior at all times.
  2. Maintain and exhibit poise, self-discipline, and restraint during and after the contest.
  3. Conduct himself/herself in such a manner that attention is drawn not to himself, but to the participants playing the game.
  4. Regulate actions at all times so as to be a credit to the team he supports, knowing the school receives the praise or blame for spectator conduct, since the spectator represents the school in much the same manner as the athlete.
  5. Support all reasonable moves to improve good sportsmanship.
  6. Treat the visiting teams and spectators with respect.
  7. Avoid actions, which will offend the individual athlete.
  8. Accept the judgment of the coach.
  9. Respect the property of the school.
  10. Display good sportsmanship by acting graciously in victory and defeat.
  11. Appreciate the good play of both teams.
  12. Show sympathy for an injured player.
  13. Regard the officials with respect.
  14. Direct energy to encouraging the team rather than belittling the officials.
  15. Believe that the officials are fair and accept their decisions as final.
  16. Consider it a privilege and duty to encourage everyone to live up to the spirit of the rules of fair play and sportsmanship.
  17. Realize that privileges are invariably associated with great responsibilities and that spectators have great responsibilities.

The Role of the Officials

Competent officials are essential for a smoothly functioning and fair contest. They determine, to a great extent, the behavior of the spectators.

A competent official will:

  1. Place the welfare of the players above all other considerations.
  2. Accept his position in an unassuming manner. Theatrics and over-officiating is never acceptable.
  3. Know the rules thoroughly and give informed interpretations to the players and coaches whenever necessary.
  4. Maintain confidence and poise, controlling the game from start to finish. Attending to spectator’s comments detracts from an official’s efficiency.
  5. Publicly shake hands with the coaches of both teams before the contest.
  6. Work cooperatively with fellow officials, scorers and timers for an efficient contest.
  7. Never attempt to “even-up” or compensate for previous mistakes.
  8. Never exhibit emotions or argue with a player or coach when enforcing the rules.
  9. Move swiftly and decisively when reacting to a violation and be explicit in communicating the nature of the foul. 

Athletic Policy

  1. Organized school sports should be fun for members of all ages and all levels of ability.
  2. The structure of the Athletics Program follows CISVAEAC Athletics Policy.
  3. Each participant should be allowed to develop at his or her own speed.
  4. Each participant shall be given the opportunity to learn the proper techniques of the sporting activity.
  5. Each participant will be given the opportunity to train and compete.
  6. The school shall ensure that the volunteer coaching is the highest quality available.
  7. Each participant shall be taught good sportsmanship and team spirit.
  8. Full participation by athletes and their families is encouraged to better enable the school team to meet its objectives.
  9. Each athlete competes individually for his/her own success but as a team, they compete in order to field the strongest team for school points. The coach will have the final say in this matter.

Protests and Disputes

All complaints must first be made to the coach and principal. Please present your protests or concerns in writing to the school principal.

Individual Events

Placement of athletes into individual events will be under the authority of the Coach. The Coach’s decision on the placement of athletes into individual events may be made before or during the competition. Any changes are under the authority of the Coach.

Team Events

Placement of athletes on teams will be under the authority of the Coach. Teams may be formed before or on the day of the competition. Any changes are under the authority of the Coach.

Coaches’ Authority

Coaches’ authority prevails during all practices and competitions. Any questionable acts by the Coaches may be forwarded in writing to the school principal who has the authority to discuss and/or investigate the questionable action.

Coaches are available to discuss concerns after practice and after competitions.Please do not interrupt the coaches during practice times or during a competition.

Athletics Attire

Proper gym strip is mandatory. Students will not be permitted to participate in athletic activities without it. School track suits should be purchased by team members. Team jerseys are loaned to team members for a small deposit, which is refunded at the end of the season. If they are lacking proper attire, parents will be notified.

At St. Francis de Sales School, the athletic program follows both the guidelines set out by the CISVAEAC and the criteria administered by the Ministry of Education for the Province of British Columbia.

At the school, the Physical Education instructor organizes sports during instructional time (physical education class) for the children as part of the athletic program. During non-instructional time (before school, during lunch break, after school) the Physical Education instructor co-ordinates volunteers to coach and supervise competitive sports. To enforce CISVAEAC policy, volunteer teachers must be recruited for the activity to go forward during non-instructional time.

Saint Francis de Sales will be participating in the following sports:

Volleyball*: Sept. – Nov, Div/zone tournament Sept. – Nov.
Basketball: Jan. – March, Intramural/ Invitational Jan. – March
Crosscountry*: October, Zone/system meet October
Badminton*: March – April, Zone play downs final tournament March – April
Track & Field*:  April – June Final system meet June

* Indicates CISVA play

The competitive sports listed above give children access to sports that they may have limited access to outside of school. These activities provide the opportunity for many children of many different skill levels to actively participate.

  1. Any sport that involves inter-Catholic school competition must be approved by the CISVAEAC. The CISVAEAC approves inter-school competition, organizes leagues and facilitates final tournament / meet / championships.
  2. The CISVAEAC will ascertain through entry forms the number of teams / participants each school will provide in any league so that leagues / tournaments etc. can be organized and scheduled well in advance.
  3. Age – Eligibility (eligibility for all sports with the exception of Track and Field and Cross-Country.) Senior – 13 years and under as of December 15 of the current school year. Junior – 11 years and under as of December 15 of the current school year. Juvenile – 10 years and under as of December 15 of the current school year. Team sports – students who are overage by one year may play either with their grade or the grade above. They may not play at both levels.
  4. Playoff structure will be set by director in agreement with CISVAEAC before the start of each season of league play. Home-gym / field advantage will be granted to the team finishing higher in the league standing. Where two teams finish in equal positions teams may play in neutral location or decide home by a coin toss.

Player / Participant Responsibilities

  1. All athletes, coaches and officials follow guidelines set forth in the CISVAEAC Athletics policy.
  2. As a player participating in organized school athletics, there will be zero tolerance for any overly aggressive/physical play as it compromises any player’s right to a safe and enjoyable game.
  3. Any punching, kicking or similarly violent act will result in immediate ejection from the game and will be subject to review.
  4. Participants are required to conduct themselves in a sportsmanlike manner.
  5. Any questionable incidents during games require follow up by a written incident report by the coaches present during the competition and/or activity.
  6. Participants involved in incidents should issue apologies

Spectator Responsibilities

  1. All spectators at CISVA events should follow the CISVAEAC policy guidelines – “The Role of the Spectator”.

Parish Education Committee (PEC) Meetings

Meetings are usually held second Wednesday of each month (September to June) at 6:30 p.m. in the staff room. The role of the PEC is to assist the pastor in the operation of the school as per CISVA Policy No. 110 Responsibilities of Education Committees. It is composed of seven members. Five are elected and two are appointed by the pastor as per CISVA Policy No. 111 Term of Office. Members are elected or appointed for 2-year terms for a maximum of 4 consecutive terms. Monthly agenda and minutes are posted on the hallway bulletin board.

Mandatory General Parent Meetings

There will be a minimum of one mandatory general parent meeting held each year for the purpose of discussing the school’s finances, fundraising, school policies, parent participation and various school programs and sporting activities. It is mandatory that at least one parent or legal guardian from each family attend this very important meeting. Please note that the compulsory nature of this meeting is also indicated in the Family Statement of Commitment put out by the Archdiocese and signed by all parents of children attending a CISVA school.

School News Bulletin

A news bulletin will go home most weeks, usually on Tuesdays. To it will be attached appropriate permission slips for student field trips, etc. A copy will be posted on the bulletin board in the front hall and on the school website.

School Closures, etc.

In case of poor weather an announcement will be made on two AM radio stations CKNW (98 on the dial) and 1130 regarding school closures, event cancellations etc.

Religious Feast Day

This will be taken on or close to the St. Francis de Sales January 24th Feast Day. Please check your school calendar.

Professional Development Days

Will be announced in the school calendar.

Change of Address & Telephone Numbers

If at any time during the school year there is a change of address or phone number, please notify the office in writing. This is of particular importance in case of emergency

Appointments with Staff

Please make appointments with staff members to discuss concerns regarding your child. Scheduling meetings, both major and minor, is the most efficient use of staff time. Thank you for your co-operation in this matter.

Staff Meetings

Staff meetings are held on the last Monday of the month at 2:15 p.m. (N.B. – 2:00 p.m. dismissal). In addition, most alternate Mondays at 8:00 a.m.

Student Progress Reports

Three times during the school year you will receive a written report. Apart from the regularly scheduled parent conferences, appointments to see teachers should be made through the office or by sending in a written request.

Major Complaints

(As per CISVA Policy Manual, Policy No. 302 Major Complaints, see Appendix C)

Most complaints can find an easy resolution by discussing the problem with the person directly involved first. When you have a complaint about an issue at school please make an appointment to speak to the staff member concerned first.

If the outcome of your meeting does not meet your satisfaction, place your complaint in writing and submit it to the office for the principal to review. The Principal will clarify the issue of disagreement to determine what policy/policies of the school or CISVA can be applied to resolve the issue. An appointment will be arranged with the principal to discuss your concerns. The Principal will provide a resolution to the issue. After the Principal has made a judgment on the issue, both parties will be promptly notified of the resolution in writing.

If the Principal’s resolution is not accepted, the matter may be appealed to the Parish Education Committee. The appeal must be submitted in writing no more than seven days after the Principal’s decision has been received. Upon receiving the complaint, the Parish Education Committee will form a subcommittee with authority to make a decision regarding the appeal.

If your issue has not been resolved to your satisfaction then you may write an appeal to the Board of Directors.


Please refer to your Parent Handbook found on the school website, if you would like to review this form and much more information.

It is your responsibility to ensure that your hours are completed and recorded using the Track It Forward system implemented in 2016. Your current email should have been sent to so that a profile could be created.

It is of particular importance that a total of 50 participation hours are required for each family for the school year.
Failure to complete the  will result in forfeiting the post-dated cheques (see last page for details).  There are some exceptions to this policy in special circumstances and they shall be decided on an individual basis at the Principal's discretion in consultation with the PEC.

Details of Parent Participation Hours:

  • Hours may be completed in either term.
  • Your $800 Parent Participation cheque will be cashed June 15 if you have not fulfilled your hours.
  • Your $400 Fundraising cheque will be cashed June 15 if you have not worked at two fundraisers.
  • When logging in your hours - which you must do as soon as they are completed, rather than leaving all the inputting until early June - be sure to click on YES if the work you did was for a fundraising event.
  • You will be notified if your cheque will be cashed.

Duty Description Information Sheet

Please refer to your Parent Handbook found on the school website, if you would like to review this form and much more information.

It is your responsibility to ensure that your hours are completed and recorded using the Track It Forward system implemented in 2016. Your current email should have been sent to so that a profile could be created.

It is of particular importance that a total of 50 participation hours are required for each family for the school year.
Failure to complete the  will result in forfeiting the post-dated cheques (see last page for details).  There are some exceptions to this policy in special circumstances and they shall be decided on an individual basis at the Principal's discretion in consultation with the PEC.

Details of Parent Participation Hours:

  • Hours may be completed in either term.
  • Your $800 Parent Participation cheque will be cashed June 15 if you have not fulfilled your hours.
  • Your $400 Fundraising cheque will be cashed June 15 if you have not worked at two fundraisers.
  • When logging in your hours - which you must do as soon as they are completed, rather than leaving all the inputting until early June - be sure to click on YES if the work you did was for a fundraising event.
  • You will be notified if your cheque will be cashed.

Parent Participation Guidelines


Please check the school website Track It Forward for duties or job requests that will help fulfill participation or fundraising hours throughout the year.

All donations (monetary and in-kind) can only be credited to fundraising hours and cannot be carried over to parent participation hours.  Only the physical fundraising hours may be transferred on to parent participation hours.

Personal donations out of ones own pocket are credited five (5) fundraising hours for $200.00 value or 1 hour for $40.00 value.  Donations solicited through companies are credited (5) hours for $250 or 1 hour for $50.00 value.  All donations must be new and must have receipts.  If personal donation is used towards fundraising hours, tax receipts will not be issued.  If a tax receipt is requested, donation may not count towards fundraising hours.

Please be reminded that children are not permitted to accompany parents while fulfilling parent paritcipation or fundraising duties (per PEC decision 6/01).

Group IA: Commitment for the entire school year will complete your hours

The following positions will complete your commitment for the entire school year. The total number of hours contributed may vary, but signing up for one job in Group IA will fulfill your participation commitment to the school.

***Please note that this does not include your obligation for working at two fundraisers. 

The Parish Education Committee is composed of seven (7) members. Five (5) are elected and two (2) are appointed by the Pastor. The term of office shall be two (2) years, renewable three (3) times consecutively (maximum of eight (8) years.) The committee meets on the second Wednesday of each
school month starting at 6:30 pm. Each member is given specific duties namely:






Parent Participation Liaison

Communication Officer

and is also asked to serve on subcommittees.

Overall Hot Lunch Coordinator

One person is to act as overall program coordinator for all of the hot lunches.
This involves committing to one Wednesday each month for the entire school year. Ensures that one person is required to act as coordinator for Hot Dog Day, Pizza Day, Pasta Day and Subway Day.

Log Student Orders

A two-person team is required to log the student orders onto excel.

Hall Rental and Functions Coordinator

One person is asked to coordinate and schedule monitors for all the hall rental functions.

Parking Patrol Coordinator

This job requires one person to commit for the entire school year. It consists of scheduling parent participants for the shifts required as well as training participants, maintaining records and reporting to the Principal when concerns arise.

Parish Video Library Coordinator

This duty entails a year-long commitment to oversee and coordinate the running of the Parish Video Library.

Young People Liturgy of the Word Coordinator (YPLW)

To collaborate with the Religious Education Coordinator to schedule and plan the YPLW program for the Parish.

*Overall Fundraising Coordinator and Fundraising Committee Member* no longer applicable....stay tuned for update

Events may be planned once or twice each year. It is the responsibility of the coordinator to establish subcommittees for the event and to liaise with the subcommittee and the school to ensure the event is wellorganized
and runs smoothly. Ongoing meetings will be held throughout the year.

Group IB: Commitment for one year and may complete your hours

*STAY TUNED FOR UPDATES........The following jobs are a year long commitment. Any one of the following jobs may complete your hours if you attend regularly.

***Please note that this does not include your obligation to work at 2 fundraisers.
***Please log all your hours on to Track It Forward, as additional jobs may be necessary if you do not attend regularly or if you are not required on some dates.

Library Assistants

This job requires approximately two to three hours per week (or every second week) with a full year commitment. You may choose Monday morning or afternoon, Thursday morning, Friday morning or Friday afternoon. Hours  worked count as hours earned.


Parish Religious Education Program (P.R.E.P.)

Assisting with religion classes at the school every Tuesday evening for the parish. You may assist by teaching, or helping in the office. This requires a weekly commitment for the year on Tuesday evenings.

RCIA/Adult Faith Formation

The pastor and P.R.E.P. Coordinator can provide more details if you feel you are interested in helping in this area.

Pasta Sauce

This job is part of the Hot Lunch program. Preparing the sauce involves shopping for the ingredients and preparing the sauce in the school kitchen. Two parents work together and prepare enough sauce for two pasta days. The Food Safe course is desirable.

Group IC: Commitment for one year and will need other jobs to complete hours

Hot Lunch Program: This is a year long commitment. You may need to make other choices to complete your hours. If you are attending weekly, you may find that one job will fulfill your commitment. Please record your hours and ensure that the requirements are met.

***Please note that this does not include your obligation for working at two fundraising events.

Hot Lunch Orders

The job of opening hot lunch envelopes with the student orders and cheques. Actual hours to be counted. Label Brown Bags

This is one time per month job after the hot lunch listings have been done. A parent is needed to write the student names and grade on bags. Actual hours to be counted.

Hot Dog, Pasta, Pizza and Subway Day Helpers

These monthly positions (Wednesdays) usually require five hours each of work. Please keep a record of hours worked, however, as you may need additional duties if a lunch is cancelled one or more times. Half time or split shift help is also appreciated and counted on an hourly basis.

Group II: May complete your hours for the entire year

***Several choices in this group may complete your hours.
***Please note that this does not include your obligation for working at 2 fundraising events.

School/Parish Fundraiser Helpers

These types of events may be planned once or twice a year. These events rely heavily on aid from school parents. There are variety of duties include work that can be done at home or on the day of the event. Special notices are sent home requesting your help. Watch the weekly school bulletin for such  requests.

Parking Patrol

Parents are required to patrol the school and church parking lots at the start of school each day, at Kindergarten dismissal and at 3:00 pm dismissal. You will be wearing the parking patrollers vest, and observing that parents are safely dropping off and picking up their children from school each day. You
will remind drivers of the parking regulations, and remind them of the safety rules. Note: Each half hour slot will receive one hour credit. Patroller shifts that you may volunteer are for the entire year (Sept to June) or for half year term (Sept to Dec or Jan to June): every school day Monday to Friday from 8:30 to -9:00, and 2:45 to 3:15.

Playground and Field Safety Check

A walk around the play area and field is required every morning between 8:00 to 8:45, if possible. A safety check is made of playground equipment and grounds to be sure there have been no dangerous objects left during the night. NOTE: One hour credit will be granted for each time.

Maintenance or Cleaning

Various maintenance jobs requiring assistance arise throughout the year. Actual hours spent will be counted. Please indicate your special talent or skill that would assist the school. Custodial help is also needed after school Monday to Friday from 3:00 to 5:00 pm.

Note: Help is also needed on the Christmas, spring and Summer Breaks. If you have difficulty completing your hours, you may arrange with the Parent Participation Coordinator to fulfill the whole year’s requirements during one of these breaks.

Classroom Assistant At Home

You may help as a classroom assistant by doing various jobs at home as required. Actual hours spent will be counted

Arts/Crafts/Sewing/Set Design

As required for various jobs throughout the year. Actual hours spent will be counted. Classroom auction projects will count for fundraising hours, as well as parent participation hours.


If you have knowledge in a specific extra-curricular sport, please indicate if you are able to take on a “coach’s role.” Supervisors are also required for special meets and events. Please watch the weekly bulletin. We will request help at the beginning of a new sports season. Actual hours spent will be

Office Help

Help is needed every morning (i.e. photocopying, sorting, late slips, filing, etc.) and on-call as needed throughout the year (i.e. registration). Actual hours spent will be counted. September start-up is done the last week of summer holidays. This involves a variety of jobs.


Young People’s Liturgy of the Word

This job involves conducting liturgy (presiding) for children ages three to seven at the Saturday 5:00 pm and Sunday 9:00 and 11:00 am masses. Alternatively, you may also choose to help set up, clean up and assist the teacher. This job requires a commitment for the whole school year at one mass per month. Presiding will merit one hour per mass in participation hours, while assisting will merit half an hour in participation hours. You must be scheduled to preside or assist to receive credit for hours attended.


General School Activities/Special Events

Parents are needed to assist the teachers to run specific school events such as Play Day, Classroom Activity Days, driving on field trips, supervising on field trips. Notices of request for assistance will be sent home as they occur.

Uniform Sale – Used

Once a year in Junewe hold our own Used Uniform Sale for two days. Parents are needed to organize and then sell at the sale. Actual hours spent will be counted.

Recycle Juice Boxes Coordinator

Collecting and returning juice boxes weekly from the school. Actual hours spent will be counted.

Hall Rental Monitor

This job is essential to enable the parish to realize funds needed to subsidize our students’ tuition. It involves supervising the inside area of the school during weekend hall rentals (usually Saturday nights) There are two shifts. The 7:00 to 11:00 pm shift requires two people to be monitors and counts for four hours. The 11:00 pm to 2:00 am shift requires two people and each will be awarded four and a half hours for a three-hour duty.

Parish Video Library Helper

This job involves helping with the church video loan program. One hour each week after mass is required for the 9:00 am and the 11:00 am mass. You will be in charge of checking out the videos and seeing that they are returned.

Group III - Option to pay in lieu of parent participation & fundraising hours


Non Participation: You are required to submit two cheques if you are unable to participate in any of the school activities. Please send in the cheques in the amount of $800.00 and $400.00 dated June 15 for parent participation and fundraising program respectively.

Parent Participation Program For All Families:

Regular Participation hours
Post-dated cheque payable June 15, 2018 $800.00
Note: Failure to complete the 50 hours on each term will result in forfeiting the post-dated cheque.

Fundraising hours
Post-dated cheque payable June 15, 2013 $400.00
Note: Failure to complete two fundraisers will result in forfeiting the post-dated cheque.

***These cheques will be destroyed (or returned if requested) at the end of the school term providing hours have been completed.

New Policies

Fundraising Policy: Tickets and Gift Card Donations -  All donated tickets and gift cards will be stored in the school safe. They may not be picked up until the day after the fundraising event. Printed receipts of the tickets will be stamped with the official school stamp and issued through the office in order to be considered valid. At the event itself, there will only be a description of the donated tickets or gift cards on display. All donated gift cards must have a receipt attached.

 Policy adopted December 9, 2015


Student Records Policy

December 9, 2015

St. Francis de Sales School


Independent school authorities are well served by policies and practices regarding student records. Such policies and practices will benefit independent school students, parents, office staff, administrators, and authorities by providing guidance for the collection of information and its storage, use, transfer, and protection. Legal and public expectations regarding the confidentiality, disclosure and transfer of school student records are increasing, as are societal concerns regarding school record keeping and storage.


The legal framework for the development of this Student Records Requirements and Best Practices Policy is provided by section 6.1 of the Independent School Act, Sections 9 and 10 of the Independent School Regulation (the Regulation), the Student Records Order (I 1/07) (the Order), and the Personal Information Protection Act (PIPA). Section 9(2) of the Regulation obliges independent school authorities to, subject to the requirements of the Order, (a) establish written procedures regarding the storage, retrieval and appropriate use of student records, and (b) ensure confidentiality of the information contained in the student records and ensure privacy for students and their families.


In addition to the above, the Office of the Inspector of Independent Schools and FISA BC have collaborated in producing the Student Records Requirements and Best Practice Guidelines for Independent Schools, Ministry of Education, June, 2012, which serves as a guide for independent school policy development in this area.


The school authority may add, modify, or remove portions of St. Francis de Sales School Student Records Requirements and Best Practices Policy when it is considered appropriate to do so, if it is not in conflict with legal requirements and government policy.


St. Francis de Sales School is committed to ensuring that student records are handled in accordance with all legal requirements.



The purpose of this document is to define policy and to determine procedures for the collection of student information and its storage, use, disclosure, transfer and protection.


  1. Policy Statements: The following policy statements are provided to inform all parties who collect, store, use, disclose, transfer and protect student information.


St. Francis de Sales School will:


1.1 Ensure that the principal is responsible for the establishment, security and maintenance of the Student Record and Student File (as defined in this policy) for each student registered in the school according to the procedures defined in this policy.

1.2 Only collect, use or disclose personal information with the consent of the individual student or legal guardian, unless otherwise authorized under PIPA.

1.3 On or before collecting personal information, disclose to the individual student verbally or in writing the purposes for the collection of personal information.

1.4 Only collect, use or disclose personal information for purposes that a reasonable person would consider appropriate in the circumstances and that fulfill the purposes disclosed by the school or are otherwise permitted under PIPA.

1.5 Secure Student Records and Student Files with access within the school authority restricted to those individuals who, by the nature of their work, are required to have access to the information.

1.6 Provide access to personal information about an individual student to the individual student (if capable of exercising PIPA rights), and to a parent or legal guardian of the individual student during school hours and under the supervision of the principal or designate.

1.7 Subject to legal requirements, ensure that personal information will be retained only for the period of time required to fulfill the purpose for which it was collected.

 1.8 Inform parents that concerns, complaints and questions about personal information handling policies and practices of the school authority may be directed to the school’s Privacy Officer by calling the school office.


Definitions and Student Record Components

2.1 Elements of the Student Record:

i. The Permanent Student Record (PSR), as defined in the Students Records Order (I 1/07):

  a. Form 1704, PSB 048 (revised 1997) completed according to the Permanent Student Record                     Instructions that are effective at the time of completion; and

  b. Student Progress Reports for the two most recent years or an official transcript of grades;

ii. All documents listed as inclusions on Form 1704 (see 2.2 below);

iii. A copy of the student’s current Student Learning Plan, if any; and

iv. A copy of the student’s current Individual Education Plan (IEP), if any.


2.2 Permanent Student Record (Form 1704) Inclusions


The following inclusions must be listed on Form 1704, including document date, title and expiry date or date rescinded (if applicable), and copies of the documents listed must be filed with the PSR:

  1. Health Services information as indicated by the medical alert checkbox, such as diabetes, epilepsy, anaphylaxis producing allergies, and any other condition which may require emergency care;
  2. Court orders as indicated by the legal alert checkbox;
  3. Other legal documents, e.g. name change or immigration document;
  4. Support services information (e.g. psychometric testing, speech and hearing tests, adjudication requirements for completing assessment activities)
  5. Current IEP and/or Case Management Plan (CMP) where applicable; and
  6. Notification of a student being home schooled.


The following inclusions may be listed on PSR Form 1704, including document date, title and expiry date or date rescinded (if applicable) and if listed, copies of the documents must be filed with the PSR: 

  1. Records of information which an educator deems relevant and important to the educational program of the student;
  2. Award information; and
  3. Standardized test scores (if deemed relevant and important to the educational program of the student). If the above optional inclusions are NOT listed on PSR Form 1704, then they may be included in the Student File (see section 2.3, viii below).


2.3   Student File

Additional items must (see i below) or may (see ii – viii below) be included in the school’s student records as part of the Student File. These items include:

  1. Student eligibility information (required):

a. Legal name of child – verify the original and file a photocopy or scanned copy of birth certificate or similar legitimate identification document;

b. Official name(s) of parent(s) or guardian(s) with home and work contact information; and

c. Form A: Verification that parent/guardian is legally admitted to Canada and a resident of BC and student is eligible for funding

  1. Care Card number;
  2. Emergency contact numbers;
  3. Doctor’s name and contact information;
  4. Previous Student Progress Reports (other than the two most recent years required in the PSR);
  5. Serious discipline reports (e.g. copies of letters to parents/guardians regarding discipline matters and corrective actions taken);
  6. Reports of important meetings/discussions relating to the student; and
  7. Standardized test scores, records of information which an educator deems relevant and important to the educational program of the student and award information IF NOT listed as inclusions on the PSR (see section 2.2 above).

2.4 Sensitive Student Information. This may include information which by its nature requires that school staff observe a high level of confidentiality. Examples include:

 i. Psychiatric reports;

ii. Family assessments;

iii.Referrals to or reports from school arranged counselling services; or

iv.Record of a school-initiated report of alleged sexual or physical abuse made to a child protection social worker under section 14 of the Child, Family and Community Service Act.

3. Procedures

3.1 The principal or designate will be responsible for:

i. Updating the PSR Form 1704 as information changes and the student progresses through the system;


ii. Ensuring that electronic copies of documents are stored on a server in a physically secure location. If information is accessed through the Internet, an encrypted connection (https://) must be established before authenticating. Access is restricted to those employees (such as designated records clerks, administration, teachers, and counsellors) who, by the nature of their work, are required to have access; and


iii.Ensuring that the school authority takes necessary precautions to safeguard against deprecated or obsolete forms of storage. The electronic storage of PSRs and other personal information requires the school authority to have an adequate backup plan and recovery strategy for potential hardware failure and database corruption.


3.2 Student Record and Student File Retention:


  1. Student Records – Active Students
    1. Student Records are locked in fireproof cabinets. Access is restricted to those employees (such as designated records clerks, administrators, teachers, and counsellors) who, by the nature of their work, are required to have access.
    2. The school authority protects personal information from unauthorized access, collection, use, disclosure, copying, modification, or disposal, or similar risks. Procedures for such protection are outlined in sections 5 and 6 below.
    3. The principal or designate will regularly review Student Records to ensure that the information is current and complies with legal requirements. Required inclusions must be listed on the PSR – see section 2.2 above.


  1. Student Records – Inactive Students
    1. Unless another school requests a Student Record (see section 6 below), the school authority archives Student Records for 55 years after a student has withdrawn and not enrolled in another K-12 school, or graduated from the school.
    2. The archived Student Records are stored securely and in a manner that ensures their preservation from calamity (fire, flood, etc.) Access is limited to the principal or designate.
    3. The designated records clerk keeps a record of Student Records that are destroyed (shredded) after 55 years.


  1.  Student Files – Active Students
    1. Student Files are locked in cabinets in each school. Access is restricted to those employees (such as designated records clerks, administrators, teachers, and counsellors) who, by the nature of their work, are required to have access.
    2. The school authority protects personal information from unauthorized access, collection, use, disclosure, copying, modification, or disposal, or similar risks. Procedures for such protection are outlined in sections 5 and 6 below.
    3. The principal or designate will regularly review Student Files to ensure that the information is relevant and important to the educational program of the student.


  1. Student Files – Inactive Students
    1. The school authority archives Student Records for 55 years after the student has withdrawn and not enrolled in another K-12 school, or graduated from the school.
    2. The archived Student Records are stored securely and in a manner that ensures their preservation from calamity (fire, flood, etc.) Access is limited to the administration or designate.
    3. The principal or designate is responsible for determining the relevancy of the contents in Student Records before being archived.


3. Currency of Student Records


Student eligibility information (see Appendix I) will be updated during student registration each year. As stated above, the principal or designate will regularly review Student Records and Student Files to ensure that the information is current and complies with legal requirements.


3.4 Security of Student Information Off Campus


The principal is responsible for ensuring that personal information taken off campus is safely stored and that personal information is protected.


3.5 Handling of Sensitive Student Information


Access to Sensitive Student Information is restricted to the principal or a person or persons authorized by the principal to access such information defined in section 2.4 of this policy. The principal or designate will obtain parental consent (written, dated and signed) for the collection, use and disclosure of Sensitive Student Information, including psychiatric reports and family assessments, and will store these as highly confidential documents with restricted access. Sensitive Student Information will only be disclosed or transferred in accordance with the law. The principal is responsible for ensuring that school initiated reports under section 14 of the Child, Family and Community Service Act are retained only for the purpose of child protection proceedings and that information is not disclosed to third parties or transferred to other schools. Such reports are strictly confidential and should only be stored where the principal or designate can access them.


4. Use of Student Personal Information


The school authority may use an individual student’s personal information for the following purposes, assuming that the school has disclosed such purposes to the individual student verbally or in writing on or before collecting the personal information:


4.1 To communicate with the student and/or the student’s parent or legal guardian, to process a student’s application, and to provide a student with the educational services and co-curricular programs provided by the school authority.


4.2 To enable the authority to operate its administrative function, including payment of fees and maintenance of ancillary school programs such as parent voluntary groups and fundraising activities.


4.3 To provide specialized services in areas of health, psychological or legal support, or as adjunct information in delivering educational services that are in the best interests of the student.


5. Access to and Disclosure of Student Records


  1. a. A student (capable of exercising PIPA rights) and a parent/legal guardian of a student is permitted (unless restricted by a court order) to: a. Examine the Student Record and Student File kept by a school authority pertaining to that student, while accompanied by the principal or designate to interpret the records; and

b. Receive a copy of any student record upon request. The school authority reserves the right to recover the direct cost of copying records. An entitled person may access and verify personal information in the Student Record and Student File pertaining to the particular student with appropriate notice to the school administration. Access will be provided during school hours.


  1. Access to a Student Record or Student File will only be granted, upon assurance of confidentiality (with consent), to professionals who are planning for or delivering education, health, social or other support services to that student. Consent will be obtained in writing, listing the name and date of birth of the student, the name and signature of the parent/guardian, and the date of the request.


  1. When applicable, graduating students will be provided with interim and/or final transcripts for Grades 10, 11 and 12 courses when graduating, and upon future request of the graduate. Copies will be mailed directly to institutions of higher learning or as requested by the graduate. The school authority reserves the right to assess a reasonable fee for transcript requests.


  1. In the case of a request for personal student information from separated or divorced parents, the school authority will be guided by the legal custody agreement, a copy of which should be provided to the lead administrator. In cases where the principal is unsure if the non-custodial parent is entitled to access personal student information, the school’s legal counsel will be consulted for a recommendation.


6. Transfer of Student Records


  1. On receipt of a request for student records from a school, a Board of Education, or an independent school authority from within British Columbia where the student is (or will be) enrolled, the school authority will transfer that student’s PSR (including declared inclusions), the current Student Learning Plan (if any), and the current IEP (if any) to the requesting institution. The school authority will retain a copy of the PSR, indicating the school where the records have been sent and the date of the student record transfer.
  2. If the requesting institution is outside British Columbia, a photocopy of the PSR will be sent (including declared inclusions), along with the current Student Learning Plan (if any), and the current IEP (if any).
  3. Requests for a student’s record from a public school require that the public school administration provide a copy of the PSR (including declared inclusions) and current Student Learning Plan (if applicable) and IEP (if applicable) to the independent school authority. The original PSR must be retained by the public school.

The school authority will only transfer sensitive, confidential information (e.g. psychiatric assessments) after dated and signed parent/guardian consent has been obtained.

  1. The school authority will not transfer a record of a Section 14 Child, Family and Community Service Act report of alleged sexual or physical abuse made to a child protection social worker.
  2. A summary of a former student’s school progress may be provided to prospective employers, at the written request of a former student. The school authority reserves the right to assess a fee for this service.
  3. A Student Record will be reviewed when a student transfers. The principal will ensure that the documents listed as inclusions are still required inclusions (eg. not expired or rescinded) or still deemed to be relevant and important to the educational program of the student. Expired, rescinded, or irrelevant inclusions will be removed from the Student Record and the documents themselves will be shredded.




(THE ABOVE STUDENT RECORDS REQUIREMENTS AND BEST PRACTICE GUIDELINES FOR INDEPENDENT SCHOOLS were developed in consultation with the Federation of Independent School Associations, June 2012.)


Student Supervision Policy and Procedures


Supervising teachers are required to:


  • Wear a safety vest obtained from the staff room.


  • Be out on the playground by the designated time (8:30 am, 10:30 am, 12:00/12:30 pm, 3:05 pm). Be punctual. Dismiss your class a couple of minutes early on days when you are on supervision so you can be on duty by the scheduled time. Begin collecting coats and vests before the time when your supervision starts, so that you are outside at the scheduled time.


  • Be an active supervisor – try to anticipate dangerous situations. Circulate from the field, to the forest, to the Adventure Playground area including the swings and washrooms, and back to the field. 


  • Be the last person to enter the school. Ensure that the door is closed behind you.


  • Require students to ask permission to use the outside washrooms before entering, and ensuring the doors to the building remain open at all times.


  • Ensure that the safety patrol students perform their roles as expected.


  • Ensure that the students show respect to their patrollers.


All other teachers are required to:


  • Move to their classrooms when the bell rings.
  • Greet students in the hallways or doorway when you first see them in the morning.
  • Ensure students remain in the school until the 3:05 bell rings, unless it’s a special occasion.


Before School Care Students:


  • Are expected to play outside on the playground under regular teacher supervision starting at 8:30.


After School Care Students:


  • Are expected to play outside in front of the school only – not on the field or playground – from 3:05 until 3:15 under regular teacher supervision. They must then return inside to the office area. At this point, they are under the supervision of the After School Care program supervisor. They are then escorted to a designated classroom space for their snack and afternoon programs.




Teachers are required to be in the school and available to parents, students or the principal at least one half hour before and one half hour after designated school hours, 8:30 am to 3:30 pm.


Teachers are required to be available to help students with either secular or religious education issues, individually and in small groups. Supervision of students in the gym, library, computer lab, activity room, hallways, classrooms, playground, church, sporting events, and fieldtrips is also required.


Policy adopted December 8, 2015


Walkathon Fundraising

A minimum amount of walkathon pledges has been set to $50.00 per student to offset the cost of field trips.
Students who do not raise the minimum pledge of $50.00 per student will be charged for each extracurricular
activity. (Walkathon donations help subsidize the cost/student of fieldtrips.)

Procedures in the Event of an Accident

Staff members assess the student and do a rapid body search.

They get help if needed and send a student if no other adult is nearby.

A first responder brings the student to the First Aid Room and attends to them. We use a revised form to make a second assessment.

First responder:

Calls the parent, or has the office notify the parent that the student is injured, if it warrants immediate communication. All head injuries are reported to parents.

-       fills out remainder of the accident report form.

-       checks to see if parents have been notified.

-       Gives copy of the form to the classroom teacher.

Classroom teacher/office staff monitor pain levels.

Classroom teacher puts note (“ouch report”) in child’s agenda or zipper bag to let parents know what happened if a phone call is deemed unnecessary.

Classroom teacher or principal call parents to check on progress of student, depending on the nature of the injury.



First Aid Training is renewed every three years.

Staff will participate in review training provided by the public health nurse in September, which is further reviewed in January and late March.

Procedures are review monthly at Early Dismissal Staff Meetings.