Administrative Procedure 160
AP 160 - Event Protocol
The Superintendent has been delegated the responsibility to ensure positive external and internal communications are developed and maintained. Proper protocol is to be followed for events organized by the Board or its schools.
At least one trustee should be invited to significant division or public school events (e.g., graduation ceremonies, awards nights, community open houses, orientation nights for parents). It is expected that event organizers will extend an invitation to their trustee(s) and their senior administration liaison. A liaison list is distributed to administrators by the Superintendent at the begining of each school year. The Board assigns one trustee to serve as the liaison for its Christian alternative programs.
Protocols will vary from one situation to another depending on who is involved in the particular event. Accordingly, in the planning for an event, the order of introductions and speakers must be given special attention.
- Introduce the most senior dignitaries first, for example:
- Members of the Senate representing Alberta;
- MPs (cabinet members first);
- MLAs (cabinet members first);
- Civic officials (Mayor or Reeve first);
- Board Chair;
- Other civic councillors and trustees;
- Senior bureaucrats and heads of other organizations; and
- Prominent community members
- When organizing a school event within the division, the introductions will take place in the following order:
- Board Chair;
- Board Vice-Chair;
- Trustees in attendance;
- Superintendent, Associate Superintendents;
- Directors of Learning or Secretary Treasurer; and
- Principal and Vice-Principal(s).
- When organizing the order of speakers, protocols dictate that the most senior dignitary speaks last.
- Seating should be arranged so that the most senior dignitary is closest to the podium at all times.
- Trustees should be introduced at all times.
- Provision should be made for trustees and other important guests to be greeted by staff or students.
- As audience members, dignitaries should be provided with reserved seating in the front row.
- Invitations to Trustees should be addressed to the Trustees by name and sent to the Central Office. The role and expectation should be defined in the invitation.
- Provisions for parking should be made for dignitaries and trustees.
- Trustees should be notified at least two (2) weeks prior to the event.
- The office of the Superintendent should be contacted if a speaker is required at the Board or division level.
- The Trustee invitation and Central Office notice should indicate who will serve as the Master of Ceremonies.
- When no trustee is available to attend, the Master of Ceremonies will be advised to express regrets on behalf of the Board.
- For assistance, contact the Office of the Superintendent.
Royal and Other Special Visits
While extremely rare, school boards or schools occasionally may be included in royal visits (including those of Canada’s Governor General and/or Alberta’s Lieutenant Governor), visits by the Prime Minister or Premier, senior cabinet ministers, ambassadors or other prominent dignitaries. In such circumstances, the formal protocol of either the Government of Canada or Province of Alberta takes precedence. Information on proper protocol in these special circumstances can be obtained from the Government of Alberta. Central Office must be contacted in these instances.
In these circumstances, it is expected local event organizers will ensure local trustees are properly recognized and included in the event whenever possible.
ASBA Protocol Document