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AAGSA CONFERENCE TSAA PRESENTATION SEPTEMBER 2006

AAGSA CONFERENCE TSAA PRESENTATION SEPTEMBER 2006. TSAA – Tasmanian Schools Administrators’ Association. “The united voice of Tasmanian School Administrators”

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AAGSA CONFERENCE TSAA PRESENTATION SEPTEMBER 2006

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  1. AAGSA CONFERENCETSAA PRESENTATIONSEPTEMBER 2006

  2. TSAA – Tasmanian Schools Administrators’ Association • “The united voice of Tasmanian School Administrators” • Objective is to provide an effective network of members for the purpose of fostering interschool relations and providing appropriate professional development • Two key aims are to promote the position of School Executive Officer as one of significant professional responsibility and to raise the profile of the SEO as a significant consultative group

  3. Membership of TSAA • Membership is available to the Senior Administrator in all schools and colleges. • 215 members from 217 schools • Affiliated Groups are AAGSA, Clerical Associations and TSAA regional groups • TSAA Executive: • Four representatives from the North West Region • Four representatives from the Northern Region • Eight representatives from the Southern Region • Representing primary, secondary, district high and colleges on a rotation of two years

  4. Consultation with Department of Education • Representation on numerous committees for projects relating to School Administrative Officers. These committees include: • School Administration Improvement Project (SAIP) • Student Assistance Scheme Strategies Project (STAS) • School Administrative Systems Project (SASP) • Student Information Management Systems (StIMS) • Statewide Department of Education Calendar • School and college records • School Administration Learning & Recognition Framework (SALRF) • School Finance System Project (SFSP)

  5. Professional Learning • The TSAA Annual Conference 2006 was an outstanding success and was attended by 200 delegates, including School Executive Officers, administrative clerical officers, Department of Education representatives, and interstate delegates. Sponsorship of $60,000 in cash, goods and services was received. The conference was opened by Minister for Education, Honourable David Bartlett and the keynote speaker was the Secretary for Education, John Smyth. • Conference 2007 will be held in Launceston from 11th to 13th July at the Country Club Casino • Regional professional learning days/forums have been well attended • Professional learning opportunities create network opportunities, support members, increases communication and provide opportunities for the sharing and growth of the skills of members

  6. SAIP • The SAIP Project is a partnership between the major stakeholders with an interest in school administration. The members of this partnership and their representatives for 2006 – 2007 are: • TSAA:, SIX ELECTED REPRESENTATIVES, CHAIRPERSON AND PAST CHAIRPERSON • SCHOOL CLERICAL ADMIN. ASSOCIAITON • TASMANIAN PRINCIPALS ASSOCIATION • COMMUNITY AND PUBLIC SECTOR UNION • BUSINESS SUPPORT SERVICE • HUMAN RESOURCES MANAGEMENT BRANCH • INFORMATION MANAGEMENT BRANCH BRANCH OFFICES

  7. Kerrie Moss – Director Human Resources is the new Chairperson of the SAIP Committee • SAIP is currently in its 6th year • $50,000 recurrent funding for this project What is the role of this body? • Ongoing consultation & communication • Key personnel from Dep. Of Education address the committee on a regular basis • BSS – play an important role for all admin staff • Meet 6 – 8 weekly intervals

  8. SAIP – purpose and goals for 2006: • Foster increased communication between Schools, Branches and Corporate Services • Represents the issues impacting on school administration staff • Provides the DoE with a sounding board for new initiatives • Advises and comments on policy development and implementation • Supports change management and the implementation of new initiatives • Supports and encourages the professional development of SEOs and other non teaching staff • Provides an opportunity for networking and utilising the expertise/knowledge within the committee

  9. Regular Agenda Items for SAIP Committee: • HR Issues • Cluster Update • School Education Report • Financial Reporting • SALRF Review • School Admin. System Project Update • StIMS Project • Professional Learning • Plus current topics relevant to school administration, e.g. building regulations, records and archiving

  10. SEO Support Programs • The South – Succession training – 10 schools are participating in this pilot, SEO to assist clerical staff to gain the skills necessary to enable them to assume the role of SEO in an acting capacity when needed – funding of $2,000 per school – total funding $20,000 • The North – Buddy Program – utilising SEO as “buddies” who are also involved in the mentoring program. Provide specific on the job training to new SEO’s preferably by an experienced SEO – funding of $5,000 • The North West – Handover period – preferably taking place during the last week of the outgoing SEO’s time at the school – funding of $5,000

  11. Administrative Award – 4 in total • Administrative Achievement Awards for non senior clerical staff • Two awarded to the South and one each in the North and North West • $500 was awarded to individuals to be used for professional learning opportunities for ALL non senior clerical staff in the awardee’s school, including the winner • Mentoring Program • This program has now been in operation for over 4 years – providing support to newly appointed School Executive Officers during that crucial 6 – 12 months in their new positions.

  12. Celebration of SAIP Achievements 2000 – 2006: • SALRF Framework • Mentoring Program • Increased Professional Learning opportunities • Ongoing $50,000 funding • Funding of TSAA delegates to attend interstate conferences • Greater Recognition of work of Admin Staff in schools • Greater shared sense of understanding of what goes on in schools • Huge improvement in channels of communication • Opportunity for healthy debate • Administrative Achievement Awards • Jump Start Program • Familiarisation Visits Central Office • Workforce & Recruitment planning • Standardisation and uniformity • Greatly improved support for colleagues

  13. Student Information Management System (StIMS) • The Student Information Management System (StIMS) is one of a number of components of SASP designed to provide school staff with detailed and up-to-date information that is required for the effective management of schools • The Steering Committee have been meeting over the last 2 years and has two representatives from the TSAA • After a rigorous and exhaustive tender process a product has been selected. MXL’s eMinerva is the product’s name and it works in collaboration with Timetabling Solutions product, Timetabler Version 7.0

  14. StIMS uses a secure system through which school staff will enter, maintain, and access the essential information they need about students. It will replace and augment the information currently handled within the SSS module of SACS Web based application Features and benefits of StIMS includes a single database, easier enrolment and data validation, more accurate data, a flexible system allowing school decision-making, a flexible and easy to use reporting system, and built-in Dynamic Alerts

  15. Trialing in a small number of schools is expected to take place early in 2007, followed by piloting of the rollout process • Rollout to all schools is not expected to begin before September 2007 and will be negotiated with schools to suit their individual requirements and in conjunction with the School Finance System Project • Timetabler V7.0 is similar to SACS Timetabler currently used in schools and is being rolled out to schools in advance of eMinerva in the second half of 2006

  16. School Finance System Project (SFSP) • Project is guided by the SASP Steering Committee. A new finance package is required to replace the existing finance module of SACS. • The SASP Steering Committee has approved the use of Technology One Financials as the accounting package used by the Department • A SFSP Reference Group has been established and includes representatives of six Principals and four SEO’s and a project team • Information Forums were held over July and August to meet all interested school staff, including Principals and School Executive Officers, to discuss the proposed strategy to replace the SACS Finance Module and gather information

  17. The SFSP Reference Group and Project Team are currently working on business system analysis, chart of accounts, and addressing the issues raised in the information forums • Consultation and communication are key threads for the successful implementation of this project • The SFSP Reference Group is also the Reference Group for the StIMS business rules

  18. Education in Tasmania • Early Learning Centres • Special Needs Schools • Primary Schools – Kindergarten to grade 6 • High Schools – grade 7 to grade 10, some with VET courses for year 11, 12 & adults • District High Schools – Kindergarten to grade 10 or 12 including TCE & VET • Colleges – grades 11, 12 , 13, TCE and VET, and Open Learning

  19. Current Position Descriptions • School Executive Officer Level 4 Salary $40691 – $44079 with 5 increments. Primary Schools up to 400 students and District High Schools up to 300 students. Primary Schools up to 300 students and District High Schools up to 100 students are part time and also only work 42 weeks. • DUTIES: • Assist in the management of school accounts, including the physical handling of cash and cheques and their security. • Provide general clerical and administrative support to the Principal/ Specified Teacher. • Provide advice on general financial procedures to the Principal/ Specified Teacher. • Arrange minor works and repair and maintenance of school facilities and co‑ordinate hire and security of school facilities. • Undertake administrative typing and computer operations as required. • Supervise assigned staff.

  20. School Executive Officer Level 5 Salary $45787 - $47483 with 3 increments. Primary Schools 400 – 700, District High Schools 301 – 500, High Schools up to 500 students • DUTIES: • Provide administrative advice, support and services to the Principal. • Maintain school records of expenditure and receipts. • Schedule and supervise the work of office, cleaning and grounds staff. • Oversight the maintenance of the school or college inventory and arrange for servicing and repairs as required. • Liaise with departmental branches, public bodies, school council, parents and friends groups and other community services. • Deal with inward and outward correspondence and supervise the maintenance of school records.

  21. School Executive Officer Level 6 Salary $49177 – $50871 with 3 increments. Primary Schools 701 – 900, District High Schools 501 – 700, High Schools 501 – 700 students. • DUTIES: • Supervise and co-ordinate the work of office, cleaning and grounds staff. • Provide administrative advice and support to the Principal. • Oversight the preparation of financial statements and resolve complex financial issues. • Manage the school/college inventory and arrange for servicing and repairs as required. • Liaise with and report to as required departmental branches, public bodies, school council, parents and friends groups and other community services. • Supervise procedures associated with dealing with inward and outward correspondence and manage school records.

  22. School Executive Officer Level 7 Salary $52566 – $55915 with 3 increments. Primary Schools >900, District High Schools 701+, High Schools 701+ • DUTIES: • Manage and co-ordinate staff of the school office and school attendants to provide consistently high levels of administrative, financial management and operational outcomes. • Provide high level executive support, research and advice on all administrative issues and liaise with Departmental staff and community representatives. • Manage, develop and provide advice on the school’s administrative, financial, physical and human resources including assigned school residences. • Liaise with Central Office branches and units on administrative matters including HR management, financial planning, facility management and information services. • Analyse complex resource management issues and initiatives that will affect the school as a whole and prepare associated reports, correspondence and submissions. • Develop and implement procedure statements and guidelines for the use of all staff to ensure the efficient administration of the service.

  23. Administration Manager Level 8 Salary $60935 - $62607 with 3 increments. All Colleges • DUTIES: • Manage and co-ordinate the College’s non-teaching staff to ensure high level administrative and operational outcomes. • Research, develop, implement and maintain policies and procedures to ensure effective administrative and support services to the College. • Provide high level advice and recommendations to the Principal and Senior Management Team, and guidance to all College staff and contractors, on administrative and related issues. • Manage the College’s service delivery contracts and liaise with service providers and other public agencies in regard to College requirements and needs. • Undertake a project management role for infrastructure development projects within the College. • Manage and co-ordinate the college hostel operations, including acting as first position of contact with the College for parents and hostel staff. • Liaise with other schools, colleges, Central Office branches and other government departments on the development of effective and appropriate programs, services and procedures. • Ensure the efficient dissemination of information to all College staff, including the dissemination of Departmental and government policies and procedures. • Manage the College’s budget and provide advice and reports to the Senior Management Team on current and predicted expenditure trends and associated statistics.

  24. Re-Classification • Employees who consider that their position may be incorrectly classified should first discuss the matter with their Principal/Manager. Where employees consider that they have a case then they should prepare a submission and forward it to their Principal/Manager. • If a Principal/Manager considers that a position within their establishment may be incorrectly classified, they should include a submission as outlined below with reference to the Establishment Variation process. • The submission (from either the employee or the Principal/Manager) should include: • A dot point summary documenting how the job has changed in relation to the current Statement of Duties (and if applicable local task list), noting that an increase in volume, change in technology or work assigned as an opportunity for individual professional development would not be considered sufficient grounds for reclassification.

  25. A brief statement against issues 1-7, which are required for the assessment of the classification of a position. • If supported, the Principal/Manager should follow the process detailed in Establishment Management. Please note, any additional cost as a result of the reclassification will be borne by the Principal/Manager's cost centre. • If not supported, the Principal/Manager must still forward the submission to the relevant Branch Director including reasons why the submission is not being supported. • If the Deputy Secretary (Corporate Services) decides that a position is to be reclassified it will be advertised and filled in accordance with merit. • Schools/colleges must pay the difference in level out of the School Resource Package. All College Administration Managers have been reclassified from level 7 to level 8. A significant number of Primary and High School Executive Officers have also sought and been reclassified, as have some clerical staff in schools.

  26. Workload Issues • In 2005 the TSAA, CPSU and Department of Education formed a working party to look at workload issues • Outcome was a negotiation between the CPSU and the Department of Education for increased interim hours to support school administration in Primary Schools and District High Schools • No additional interim hours for High Schools or Colleges • Primary schools were then able to be open for the whole school day each week day

  27. Department of Education and CPSU still negotiating a log of claims, including increased hours for school administrative staff • Schools have lived through an enormous amount of change over the last two years, after the Department adopted all recommendations of the Atelier Report, and the implementation of the Essential Learnings. • The Essential Learnings Framework is the curriculum framework for learners from Kindergarten to Year 10 in Tasmanian Government schools. It is also in use in many non-government schools. • The Essential Learnings for All Report (Atelier Report) follows a major review of the way the department provides for students with special and/or additional educational needs.

  28. To The Future • New Minister for Education • New Secretary for Education • Refining Our Curriculum • Ministerial Taskforces – Reporting to Parents Taskforce and Engaging School Communities Taskforce, • The Student at the Centre and Supporting Improving Schools

  29. Special thank you to Leonie Johnson for the use of her SAIP Material • Acknowledgement to the SFSP Project Team and the StIMS Project Team for material used in this presentation • Acknowledgement of material used from Department of Education Intranet Debra Scott TSAA Chairperson

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