governors election - The British School Manila

THE BRITISH SCHOOL MANILA
Operated by British Education, Inc.
Parent Governor
election manual

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Table of Contents
Section
No.
Title
Page
No.
1. Message from the Board Chair ………………………………. 2
2. Parent Governor…………………………………………………… 3
2.1 Qualifications and qualities ……………………………………………….. 3
2.2 Tenure of office ………………………………………………................. 3
2.3 Powers and functions…………………………………………………………. 3
2.4 Remuneration……………………………………………………………………… 4
2.5 Vacancy………………………………………………………………………………. 5
3. Election for Parent Governor………………………………….. 6
3.1 Election guidelines……………………………………………………………. 6
3.2 Election calendar and procedures …………………………………… 8
a. Invitation until announcement of candidates…………… 8
Invitation and expressions of interest…………………. 8
Acknowledgment of candidacy…………………………….. 8
Announcement to the School community……………. 8
b. Candidate information ………………………………………………… 8
c. Ballots distribution………………………………………………………. 8
d. Casting of votes ………………………………………………………….. 9
e. Counting of votes ……………………………………………………….. 9
f. Announcement of the elected Governors……………………. 9
3.3 Briefing and welcome ……………………………………………………… 9
4. Annexes ……………………………………………………………… 10
4.1 Annex 1: Declaration of candidacy form……………………… 11
4.2 Annex 2: Sample ballot………………………………………………….. 12
4.3 Annex 3: Return envelope and delivery receipt…………….. 13
PARENTGOVELECTIONMANUAL1213-FINAL-MY-AN

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1. Message from the Board Chair
An effective school system depends to a considerable degree on an effective school
board. To this end, the Governors of BSM welcome the support and involvement of the
school community.
The vision of the school is to deliver the highest standard of education in the Philippines,
for British children, and for English-speaking children of other nationalities.
The important role of parents in the school’s governance is referred to in the school
mission statement: “Our students will be provided with an environment where close and
effective partnerships between teachers, support staff, parents and the governing body
ensure that every child admitted will benefit from the curriculum on offer.”
The Board of Governors of BSM is composed of both appointive and non-appointive
members. Currently, there are 4 non-appointive portfolios being those for Parent,
Alumni, Marketing and Image, and PTA.
The Board usually meets 10 times a year. Board papers are issued to Governors a few
days before each meeting, to keep the actual meetings shorter and more productive.
As Board Chair, I invite parents to consider participation in elections as a candidate
whenever a non-appointive Board vacancy occurs.
All elected candidates receive a warm welcome to the Board, and their commitment to
the school is greatly appreciated.
Simon Bewlay

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2. Parent Governor
2.1 Qualifications and qualities
Candidates for Parent Governor will have the following qualifications and
qualities:
a) a parent of a child enrolled at the School for at least twelve (12) months,
whether continuous or broken, at the time of filing of Declaration of
candidacy (Annex 1);
b) is not currently a Board member of another educational organisation
similar to the School;
c) willingness to commit his or her time to discharge the powers and
functions of the Parent Governor; and
d) demonstrated qualities appropriate for a Parent Governor such as good
human relations, organisational skills and sound judgment.
2.2 Tenure of office
The Parent Governor will serve for two (2) years beginning from the regular
February Board meeting after the election and ending on the same month two (2)
years thereafter.
2.3 Powers and functions
The School Board functions as a whole to assume executive responsibility for the
administration of the School, as maybe delegated by the Council of Trustees.
The School Board’s general functions may be summarised as:
a) Executive: The School Board sets strategic development plans and goals,
whether educational, financial or administrative, to preserve the School as
a centre and example of educational excellence. It implements them
through delegated authority and responsibility to the Head of School. The
School Board also ensures that the School operates within the terms of the
existing memorandum of understanding with the Philippine Department of
Education.
b) Legislative/policy-making: To enable the School Board to achieve its
strategic development plans and goals, it sets and develops policies, rules
and regulations to serve as guidelines for the general management and
administration of the School.
c) Staffing: The School Board selects the Head and, through the Head,
appoints and manages the teaching and support staff, establishes salary
structures, terms and other conditions of employment, and sets personnel
policies.

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d) Appraisal: The School Board self-evaluates the effectiveness of its own
performance and the strategic developments plans and goals set.
e) Public relations: The School Board is responsible for keeping the School
community informed of relevant developments, regulations, financial
commitments and other pertinent matters. Conversely, it also keeps itself
informed of the needs, suggestions and reactions of the parents and
external parties to school programmes and policies.
As a member of the School Board, the Parent Governor will have the following
accountabilities and key tasks:
To work alongside the other Board members to effectively discharge the
School Board’s general functions as described above.
To attend monthly School Board meetings.
To familiarise himself or herself with school communication channels and to
make suggestions for improvement.
To support the Head of School in developing and implementing school
development plans.
To act responsibly in maintaining confidentiality and in accordance with the
ethics expected of a School Board member.
To avoid any conflict of interest, whether actual or potential, and to make
appropriate disclosures to the School Board.
As a Parent Governor, he or she will have the following specific functions:
To act as a representative of the School parent body.
To provide a point of contact for information flow between parents and the
School Board.
To attend termly new parent welcome evenings to represent the School Board
and to inform parents of communication channels.
To give feedback to the Head of School and later to the School Board on
relevant concerns raised by parents.
To assist in resolving parent issues if they cannot be pre-empted or concluded
through the usual channels of communication.
To attend parent information evenings as may be requested.
To be available by phone, email or in person to talk to parents as the need
arises.
2.4 Remuneration
Members of the School Board do not receive any remuneration for their work.
However, actual and necessary expenses incurred while engaged in the business
of the School and as approved will be reimbursed in accordance with existing
policies.

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2.5 Vacancy
The School Board believes that a Parent Governor will serve for the full term of
office. However, vacancies in the Parent and other non-appointed portfolios may
be created in any of the following instances:
a) Resignation
The School Board fully understands that resignation may be prompted by
relocation, health, incapacity and other compelling reasons.
In such cases, resignation will be effected through the filing of a letter of
resignation addressed to the Board Chair who will then inform the School
Board. A vacancy will be declared upon the School Board’s acceptance of
the Parent Governor’s resignation.
b) Removal
Any Governor, whether appointed or elected, can be removed by the
Council of Trustees. This is premised upon the ultimate authority of the
Council of Trustees under the School’s By-laws to revoke any delegated
authority previously given to the School Board.
Any non-appointed Governor can be removed by a majority vote of the
School Board present at any regular or special meeting called for that
purpose, for conduct prejudicial to the best interests of the School;
provided however that prior to the vote, he or she will be entitled to notice
and hearing before the School Board.
c) Other reasons
A vacancy may likewise be created for other reasons beyond the control of
the School Board.
Should a vacancy occur on the School Board among the non-appointed
Governors, then it shall be filled by a majority vote of the School Board, until
such time as a re-election can be arranged and the successor has assumed office.

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3. Election for Parent Governor
3.1 Election guidelines
The following election-related guidelines address some of the possible questions
that the School community may have.
a) Declaration of Candidacy form (Annex 1)
The form is available in the School’s website or Reception area. Annex 1 in
this manual may also be used for this purpose.
In the accomplishment and submission of this form, a candidate must:
tick the particular Board portfolio for which he or she is interested.
complete and sign the form.
submit it in a sealed envelope to the Executive Personal Assistant and
Office Manager, Ira Calayan, who will forward the completed candidacy
form to the Board Chair.
b) Candidate information
The candidates may each use a half-page of the 8 th February edition of the
Lion’s Roar to introduce themselves, perhaps mention why they are
interested in running for a particular portfolio, and any other information
they feel may be of relevance and interest to parents.
No flyers, signs or other candidate information materials will be posted or
distributed by the School or candidates within or outside the School
campus.
The School may however make appropriate election-related
announcements.
c) Order of listing of candidates in the ballots
The names of qualified candidates will be listed in the ballots in the order
of filing of the declaration of candidacy. The specific time of submission
will be taken into account if forms are submitted on the same day.
d) Ballots distribution: undelivered, replacements or additional
ballots
Immediately after the initial 5-day delivery period of ballots by a courier,
parents must contact Roselle Binua, Personnel and Legal Officer, at
telephone no. 860-4800 local 1151, to request for pre-numbered ballots if
they remain undelivered. Additional ballots or replacement ballots for
those lost may also be requested. Lost ballots will be cancelled.

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e) Votes counting
This will be done at the School’s board room by the Election team.
Administrative procedures have been set to ensure an orderly and
accurate counting and appreciation of votes.
Attendance at the Board room during the votes counting will be limited to
the Election team, and School’s Personnel and Legal Manager who will coordinate
with and assist all those involved in the entire Governors
elections process.
Members of the Board and Head of School can witness the votes counting
if they so desire.
f) Elected candidates
The candidate for a particular elective portfolio who receives the highest
number of votes will be declared elected.
If only one qualified candidate filed the Declaration of candidacy form
(Annex 1), he or she will be considered elected for that particular portfolio
without the necessity of proceeding further with the elections.
g) No further election proceedings
In the event that no candidate has filed the Declaration of candidacy form
(Annex 1), an appointment, as mentioned in section 2.5, will be made by a
majority vote of the School Board, until such time as a re-election can be
arranged and the successor has assumed office.
h) Election team
This is composed of volunteers from the school support staff who will take
charge of administrative tasks related to the election process. During the
votes counting, this Election team will be under the supervision and
control of the School’s legal counsel.
i) Electoral panel
The Board Chair may constitute this panel that will be composed of three
(3) Governors, whether past or present, and who are not candidates for
the present elections.
This panel may be consulted by the Board Chair on election-related
matters not governed by this manual.
The Board Chair may also request the panel to assess the candidates’
qualifications and qualities, and to make appropriate recommendations to
the Board Chair.

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3.2 Election calendar and procedures
The election process starts on Friday, 18 January 2013 and is completed upon
issuance of certification on the official results of the elections. Barring unforeseen
circumstances, the School will endeavour to meet the election calendar below.
a) Invitation until announcement of candidates
Friday, 18 January 2013
Newsletter announcement from the Head of School regarding the Parent
Governor elections.
Invitation from the Board Chair to interested and qualified candidates.
Availability date of the Parent Governor election manual at the School’s
website or Reception desk.
9 p.m., Friday, 1 February 2013
Cut-off time and day for submission of expressions of interest (Declaration
of candidacy form: Annex 1)
Tuesday, 5 February 2013
Board Chair’s written acknowledgment to the candidates for their
expressions of interest.
Friday, 8 February 2013
Newsletter announcement from the Head of School to the School
community regarding the list of qualified candidates.
b) Candidate information
Friday, 8 February 2013
One-half page information from the candidates to be released in the Lion’s
Roar.
c) Ballots distribution
from Saturday, 9 February 2013
to Thursday, 14 February 2013
Regular delivery dates of ballots and return envelopes by courier.
from Friday, 15 February 2013
to 10:00 a.m., Tuesday, 19 February 2013
Parents’ requests for undelivered, replacements or additional ballots.

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d) Casting of votes
from Saturday, 9 February 2013
to 12 noon, Thursday, 21 February 2013
Completed ballots in sealed envelopes are to be dropped in the ballot box
in the designated areas.
e) Counting of votes
from 12:01 p.m., Thursday, 21 February 2013
to counting of the last vote cast
Bell rings to end receipt of ballots and to transport the ballot box to the
Board room.
Actual counting of votes.
Preparation of certificates of votes counted.
Preparation of the certifications on the official results of the Governors
elections.
f) Announcement of the elected Governors
Thursday, 21 February 2013
Board Chair’s phone call, text or verbal message to the Head of School.
Board Chair’s phone call to the candidates.
Board Chair’s announcement to the School Board and Council of Trustees.
Friday, 22 February 2013
Board Chair’s newsletter announcement to the British School community.
3.3 Briefing and welcome
Friday, 22 February 2013
Briefing for elected Governors given by the Board Chair.
February 2013 Board meeting: welcome for the elected Governors to The
British School Manila Board of Governors.

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4. Annexes
(please refer to the succeeding pages)

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4.1 Annex 1
The British School Manila
Declaration of Candidacy
for
(please tick)
□
□
□
Parent Governor
Alumni Governor
Marketing and Image Governor
Date of filing
: ___________________________
Name of candidate : ____________________________________________
Delivery address
: ____________________________________________
_____________________________________
I certify to the following:
□ I am the parent of __________________________________________;
□ I have been a parent at The British School Manila for at least twelve months at
the time of filing this declaration of candidacy, my child/ren having been enrolled
at the School since school year _______________;
□ I am not currently a Board member of another educational organisation similar to
the School;
□ I am willing to commit my time to discharge the powers and functions of the
above portfolio; and
□ I possess qualities appropriate for the above portfolio, such as the following:
(please use separate sheets if necessary)
________________________________________________
________________________________________________
________________________________________________
________________________________________________
□ Attached is my CV.
Signature
Printed name
: ______________________________________________
: ______________________________________________

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4.2 Annex 2
Sample ballot
• With pre-assigned & control numbers, & authentication
BALLOT NO. 1213- (control no. here)/authentication-initial by Pers. & legal section
THE BRITISH SCHOOL MANILA
Operated by British Education, Inc.
GOVERNORS ELECTION
Thursday, 21 February 2013
School Year 2012-2013
Candidates for Marketing and Image Governor: (Pls. tick the appropriate box)
□
□
□
MRS. / MR. ______________________________________
MR. / MRS. ______________________________________
MRS. / MR. ______________________________________
Candidates for Parent Governor: (Pls. tick the appropriate box)
□
□
□
MRS. / MR. ______________________________________
MR. / MRS. ______________________________________
MRS. / MR. ______________________________________
Candidates for Alumni Governor: (Pls. tick the appropriate box)
Note:
□
□
□
MRS. / MR. ______________________________________
MR. / MRS. ______________________________________
MRS. / MR. ______________________________________
1. Casting of votes (re: submission of ballots) ends at exactly 12 noon on Thursday, 21 February 2013,
after which the counting of votes will begin.
2. In case of alteration in the tick mark/s, please initial both the original and new tick marks to avoid
confusion.

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4.3 Annex 3
Return envelope
THE BRITISH SCHOOL MANILA
RETURN ENVELOPE
Please enclose your completed ballot
in this envelope, seal and drop it in the
ballot box at the Drop off area, Level 0 (from 7:00 a.m.
to 8:00 a.m.) or
at the Reception desk (after 8:00 a.m.)
Delivery receipt
DELIVERY RECEIPT NO. SY1213- ________
THE BRITISH SCHOOL MANILA
36 th St., University Park, Fort Bonifacio Global City
Taguig, Metro Manila
Tel. nos. (632) 860-48-00
ADDRESSED TO:
Mr. / Mrs. /Ms. __________________________
No. ___________, ____________ Subdivision
_________ City
______________________________________________
Received from The British School Manila the following
documents
for the Governors Elections
Qty.
Doc. description
1 white envelope 1 letter from the Board Chair with attachment
1 ballot form
1 return envelope
Note: For any queries, please look for Roselle Binua of the School
Personnel & Legal section (local 1151).
RECEIVED BY: (PRINTED NAME) _________________________
(SIGNATURE) _________________________
TIME & DATE: ________________________________________