Pembina trails school division- eucation assistant handbook

1. Educational Assistant
Handbook
Revised September 2008

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3. Respect for Diversity
All students, regardless of culture, religion, background, physical, and/or learning needs,
should be given the opportunity to participate fully as members of the school community. It
is the responsibility of all school staff, including EAs, to create and contribute to an
environment where all students feel respected, valued, and safe.
4. Commitment to Professional Conduct and Behaviour
As staff members, EAs must follow the Standard of Behaviour divisional document. They
also need to be familiar with the specific practices and expectations in their particular
school. Like all adults in the school environment, EAs act as role models for students. It is
important that they have a clear understanding of what it means to be a role model for
students, as well as an ability to behave in an ethical manner, to demonstrate integrity,
honesty, fairness, and to model respectful conduct appropriate to a school setting.

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Under the direction of teachers and/or supervisors, EAs assist teachers in implementing
these student-specific plans. Being familiar with the purpose and the terminology of these
plans helps to clarify their responsibilities as well as communicate more effectively with the
students, teachers, and supervisors with whom they work. Often students need assistance
with organization of materials and schedules. Educational Assistants seek to learn about
students’ specific learning needs and preferences. This can increase the effectiveness of
their interventions.
Students with individualized plans work toward outcomes that are specific to their needs.
Occasionally a teacher may want to make adjustments to the plan for the student to meet
his or her outcomes. It is therefore important that student progress is carefully monitored
and accurately recorded.
Classroom teachers are responsible for the assessment and evaluation of the student.
Recording and collecting information about student performance as outlined by the teacher
or case manager is an important responsibility of the EA.
3. General Supervision of Students
Another critical role of the EA is to assist in the active supervision of students. All EAs in
PTSD assist with the general supervision of all students in any and all areas of the school,
on the playground, in the bus, in the community, during work experience, in the pool, and
on field trips.
Pembina Trails School Division has a Standard of Behaviour policy that outlines the
expectations of both students and staff in regard to behaviour. All EAs must familiarize
themselves with this document and refer to it when interacting with students.
The supervision of students involves more than just “keeping an eye” on what is
happening. It involves ensuring student safety, reinforcing a positive, welcoming
environment, and resolving situations that may pose a risk to students or compromise their
educational opportunities. Educational Assistants identify safety issues, take preventative
measures, and follow established safety policies and procedures. It also involves
supervising activities, following school-based timetables, guidelines and procedures.
Unstructured times require increased supervision and EAs need to take into consideration
the emotional and physical safety of all the students they are supervising. Supervision
times are also prime learning opportunities for reinforcing positive social behaviours.
Educational Assistants can help students develop appropriate social skills by showing
them how to solve their own problems, manage their own behaviour, and make appropriate
decisions. Educational Assistants can promote the inclusion of students with special
needs by watching for opportunities to involve these students in conversations or activities
with their peers.
4. Actively Monitoring Individual Student Behaviour
Many students who are struggling to learn may “act out” in class and may be disruptive.
Other students have attention or sensory issues that impede their ability to stay focused
and to complete the work expected. These students will learn to monitor their behaviour

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over time but they require prompting and encouragement to be successful. Educational
Assistants provide valuable support to these students.
Some students exhibit more serious behaviours and can compromise their own safety or
the safety of others. Educational Assistants watch for potential problem situations and
prevent escalation of conflict whenever possible. A basic understanding of age-
appropriate student behaviour and the factors that affect behaviour can help to manage
and direct students more effectively.
4.1 Effective preventative strategies are:
ƒ Seeking to diffuse the issue
ƒ Redirecting the student’s attention to something or someone else
ƒ Prompting the student on using identified self-management strategies;
ƒ Showing confidence in the ability of the student to maintain their composure;
ƒ Praising the student for any small sign of self-control;
ƒ Helping the student pre-plan for times that are challenging such as recess
or transition times.
4.2 Dangerous behaviours
The duty of all adults in the school is to act as a prudent parent and to protect all
students from harm. If a student is known to have serious behavioural issues, the
school team needs to develop a safety plan to protect both students and staff.
When students exhibit dangerous behaviours, any EA that is present is expected
to intervene quickly to prevent harm. This may mean that an EA is required to
restrain a student. Restraint is only used if absolutely necessary. All EAs in
PTSD are encouraged to attend the Non-Violent Crisis Intervention workshops
offered by Student Services.
4.3 Bullying behaviours
Bullying is a serious form of behaviour which requires adult intervention.
Educational Assistants are to intervene in all instances of bullying and report all
bullying incidents as well as bystander behaviour to the appropriate teacher.
(Please refer to the Violent Incident Report Form found at the following link:
http://printableforms.valhalla.pembinatrails.ca/files/SU004EmployeeViolentIncident
Report.doc)
4.4 Data collection and reporting of student behaviour
Observing and reporting student behaviour is a critical role for EAs. Teachers
often cannot observe student behaviour while teaching. Accurate reporting is also
essential to develop understanding around individual student behaviour and
planning for success. Effective recording of behaviour is an important skill that all
EAs can learn. Often a template or a chart is prepared to assist the EA in
collecting the appropriate data. EAs may be asked to collect general observations
or specific pre-identified behaviours.

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Some basic guidelines to follow when collecting data on student behaviour:
ƒ Keep observations factual, concise and clear
ƒ Be descriptive by using concrete terms
ƒ Avoid judgment or evaluation of behaviour
ƒ Note time and location
ƒ Note who was also present or involved
ƒ Look for positive behaviours or improvement
5. Operating and assisting with technology
All members of the school staff, including EAs, need to know how to safely operate the
technology and equipment found in most schools. Educational Assistants often operate
audiovisual and computer equipment.
Educational Assistants may also need to learn to use specialized technologies for students
with special needs and special computer software.
6. Other tasks that may be requested of all EAs
The day-to-day tasks of an EA often do not involve just one responsibility, but several at
once. Educational Assistants may be required to assemble or organize support materials
while attending to a student or students. This requires organization and the ability to multi-
task.
At times, EAs work with small groups of students. They follow the directions or the outline
of the task as prepared by the classroom teacher or the resource teacher.
7. Prohibited Activities
While EAs can be a great help to teachers and principals, it’s important to know the limits
of their activities. Legally, EAs are forbidden to carry out many activities.
Specifically, these are:
1. Planning and initiating learning activities
2. Subjective evaluation of students or their work
3. Substitute teaching during hours employed as paraprofessionals
4. Developing specific lesson plans
5. Designing learning centres
6. Choosing or designating learning activities
7. Evaluating and selecting learning materials
8. Evaluating the professional and non-professional staff
9. Evaluating school programs
10.Reporting to parents
Source: Manitoba Regulation 23/2000 of the Public Schools Act.

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GGUIDELINES FOR PROFESSIONAL DEVELOPMENT
FOR EDUCATIONAL ASSISTANTS
Pembina Trails School Division values continuous learning for all staff in the Division. All
educational assistants who have a permanent contract are encouraged to attend the equivalent of
two professional development days each school year.
There are three types of requests for professional development for educational assistants:
I Divisionally-Planned Professional Development sessions;
II. School-Based Professional Development events;
III. Job-Specific Professional Development sessions.
I. Divisionally-Planned Professional Development Sessions:
At times, Student Support Services offers a day of sessions, or the Superintendent may plan a
session for all Divisional staff and invite educational assistants to attend. Educational assistants
who attend these sessions receive their regular salary for the duration of the session. On both
occasions, the School Administrator completes the Student Support Services Professional
Development Reporting Form after the event to inform the Payroll Department of attendance.
This form is available online under “Divisional Printable Forms” at http://printableforms/ .
II. School-Based Professional Development Events:
School Administrators can invite the educational assistants in their school to attend a school-
based professional development session when they deem it appropriate. The same Student
Support Services Professional Development Reporting Form can be used as long as the two-day
maximum per year is not exceeded. All additional sessions in excess of two days are to be paid
for by the school.
III. Job-Specific Professional Development Sessions:
In certain circumstances, school administrators or the Student Support Services Department may
request that an educational assistant participate in additional training that is specific to individual
special needs students, (i.e. medical training, Non Violent Crisis Intervention). These sessions
may occur prior to the first day of school, or during the regular work day. Approval is based on
the requirements of the educational assistant’s current position and divisional needs. This
situation requires the completion of the Student Support Services Job Specific Professional
Development Request Form which the school administrator completes and forwards to the
Student Support Services Department two weeks prior to the activity. Approval for registration
costs is required from the Assistant Superintendent, Student Support Services. Substitutes will
only be provided for identified positions as necessary. This form is available online under
“Divisional Printable Forms” at http://printableforms/ .
The school administrator is responsible for registration. A cheque requisition with the official
receipt for the amount of the registration fee should be submitted to the Assistant Superintendent,
Student Support Services, after the educational assistant has attended the session. Paid time for
attendance relates to regular work hours, i.e. 5.5 hrs./day or 6.0 hrs./day.

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9. Coffee Breaks/Rest Period
Coffee breaks/rest periods will be taken during the school day by educational assistants
in accordance to their respective Collective Agreements. The Principal shall decide when
coffee breaks are taken during the instructional day.
10. Jury Duty
Refer to your respective Collective Agreement at the following link:
http://www.pembinatrails.ca/divisioninfo/union_agrmnts/Collective%20Agreement%20for
%202006-2011%20Draft%20-%202008-4-11%20FINAL%20POSTING.pdf
11. Requirements to Attend Camp
Refer to your respective Collective Agreement at the following link:
http://www.pembinatrails.ca/divisioninfo/union_agrmnts/Collective%20Agreement%20for
%202006-2011%20Draft%20-%202008-4-11%20FINAL%20POSTING.pdf
12. Banked Time Procedures
Educational Assistants should report all banked time to a designated member of the
school’s office staff (Principal, Admin Secretary or School Secretary) and the banked time
shall be recorded on a timesheet and submitted to the payroll department. (Please refer
to the Time sheet – Educational Assistants ST 110 form found at the following link:
http://printableforms.valhalla.pembinatrails.ca/files/ST110-TimeSheetEAs-Sept07.pdf
For time off in lieu of banked time EAs must complete a non-teaching/support staff leave
of absence form, which can be obtained from the school’s office. The form needs to be
signed by the Principal and sent to the Human Resources Department at the Admin
Office for approval. (Please refer to the Non-Teaching/Support Staff Leave of Absence
Request HR 003. form found at the following link:
http://printableforms.valhalla.pembinatrails.ca/files/HR-003-
NonTeachingLeaveofAbsenceRequest.pdf)
Banked time taken must also be reported on the bi-weekly absentee report. (Please refer
to the Bi-Weekly Absenteeism Report Educational Assistants ST 210 form found at the
following link: http://printableforms.valhalla.pembinatrails.ca/files/ST210-Bi-
WeeklyAbsenteeReportEAs-Sept07.pdf)
13. Probation
Refer to your respective Collective Agreement.
14. Temporary Employment
Refer to your respective Collective Agreement.

18. 15. Pembina Trails School Division Hours of Instruction
The below information refers only to actual teaching time and does not represent the
opening and closing time of school buildings.
SCHOOL GRADE A.M. Hours P.M. Hours
Acadia 7 – 9 8:45 11:35 12:40 3:30
Arthur A. Leach 7 – 9 8:50 11:35 12:45 3:30
Bairdmore K – 6 8:45 11:30 1:00 3:45
Beaumont K – 6 9:00 11:30 1:05 3:35
Beaverlodge K – 6 9:00 12:00 1:05 3:35
Bell Time 8:50 12:00 1:00 3:35
Bonnycastle K – 6 8:45 11:30 12:45 3:30
Chancellor K – 6 8:55 11:45 1:00 3:45
Chapman K 9:00 11:30 1:00 3:30
1 – 6 9:00 12:00 1:00 3:30
Charleswood 7 – 9 & 7 – 8 FI 8:55 12:16 1:23 3:23
Crane K – 4 FI 8:35 11:30 12:30 3:20
Dalhousie K – 6 9:00 11:45 1:00 3:45
Dieppe K FI 9:00 11:30 1:00 3:30
1 – 6 FI 9:00 12:00 1:00 3:30
Fort Richmond 10 – 12 8:10 12:05 1:05 3:30
General Byng K – 6 9:00 11:50 1:00 3:45
7 – 9 9:00 11:50 12:55 3:40
Henry G. Izatt 5 – 9 8:45 11:40 12:40 3:25
Laidlaw K – 8 9:00 12:00 1:05 3:30
Bell Time 8:50 12:00 1:00 3:30
Linden Meadows K – 6 9:00 12:00 1:05 3:35
7 – 9 9:00 12:00 1:05 3:20
Oak Park 10 – 12 8:30 12:02 1:10 3:30
9 – 12 FI 8:30 12:02 1:10 3:30
Oakenwald K – 6 9:00 11:45 12:55 3:40
Bell Time 8:50 11:45 12:50 3:40
Pacific Junction K 9:00 11:30 1:05 3:35
1 – 6 9:00 12:00 1:05 3:35
Bell Time 8:45 12:00 1:00 3:35
Ralph Maybank K – 6 9:00 11:45 12:45 3:35
River West Park K 9:00 11:30 1:05 3:35
1 – 6 9:00 12:00 1:05 3:35
7 – 9 9:00 12:00 1:05 3:25

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Pembina Trails School Division Hours of Instruction (cont.)
SCHOOL GRADE A.M. Hours P.M. Hours
Royal K 9:00 11:30 1:05 3:35
1 – 6 9:00 12:00 1:05 3:35
Bell Time 8:50 12:00 1:00 3:35
Ryerson K – 6 8:55 11:45 1:00 3:45
St. Avila K – 6 FI 8:40 11:25 12:25 3:10
Shaftesbury 9 – 12 8:45 12:10 1:15 3:30
Tuxedo Park K – 6 FI 9:00 12:00 1:05 3:35
Van Walleghem K FI & English 9:00 11:30 1:05 3:35
1 – 8 FI & English 9:00 12:00 1:05 3:35
Bell Time 8:50 12:00 1:00 3:35
Vincent Massey 10 – 12 FI & English 8:25 11:59 1:04 3:25
Viscount Alexander 5 – 9 FI 8:40 11:35 12:30 3:15
Westdale 7 – 9 9:00 11:32 12:48 3:20
Westgrove K – 6 9:00 12:00 1:05 3:35
Whyte Ridge K – 4 8:35 11:30 12:50 3:35
16. Attendance and Punctuality
Arrive at school and at your assigned classroom on time. Meet with teachers in their
classes at the assigned time. Please see the Principal or supervising teacher for
school hours of operation.
Ensure that you are with students during assigned time. Any breaks that you require
re: using the telephone/washroom should be taken before your duties commence.
Should the student(s) to whom you are assigned be absent on a particular day,
report to the Principal and/or designate for reassignment.
17. Illness
Pembina Trails SD uses Smart Find Express as its absence tracking and substitute
management system for teachers and EAs. All EAs are expected to use SFE to
report their absences and to make arrangements for a substitute. We prefer that you
use the on-line service of SFE at https://subs.pembinatrails.ca . SFE can also be
accessed by telephone at 488-7260. Every EA will use their employee number as
their access ID on SFE.
18. Leaves of Absences
During Working Hours
Permission to be away during regular working hours must be obtained from the
Principal or designate. In the case of an accident, illness or other serious mishap
that would require that you leave the building, ensure that the Principal or designate

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has granted your emergency leave. Necessary forms must be filled out upon your
return to work and submitted to the Administration Office for final approval and
processing. (Please refer to the Non-Teaching/Support Staff Leave of Absence
Request HR 003 form found at the following link:
http://printableforms.valhalla.pembinatrails.ca/files/HR-003-
NonTeachingLeaveofAbsenceRequest.pdf)
In order to minimize disruption to the learning environment and learning experiences
of students, no leaves will be granted for holidays during the instructional year. This
includes extending regular holiday time at the beginning or end of scheduled school
breaks.
Bereavement
In the case of the sudden death of a family member, contact your Principal/designate
re a possible leave of absence. Necessary forms must be filled out upon your return,
and submitted to the Administration Office for final approval and processing. (Please
refer to the Non-Teaching/Support Staff Leave of Absence Request HR 003 form
found at the following link: http://printableforms.valhalla.pembinatrails.ca/files/HR-
003-NonTeachingLeaveofAbsenceRequest.pdf)
Short Term Absences
Follow divisional procedures and fill out appropriate forms at least two weeks in
advance. This leave should be approved by your Principal and submitted to the
Administration Office for final approval and processing. (Please refer to the Non-
Teaching/Support Staff Leave of Absence Request HR 003 form found at the
following link: http://printableforms.valhalla.pembinatrails.ca/files/HR-003-
NonTeachingLeaveofAbsenceRequest.pdf)

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THE MISSION OF THE
PEMBINA TRAILS SCHOOL
DIVISION
Pembina Trails is dedicated to
educational excellence
through challenging and enriching
experiences for all,
in a safe and caring community.