Board Policies

POLICY

The Board of Trustees is committed to Public Education and its Trustee members shall conduct themselves ethically and responsibly in carrying out the duties that they have been elected to fulfill. It is expected that all interactions related to the operations of the Board is characterized by mutual respect, which acknowledges the dignity and worth of all individuals.

GUIDELINES

Board Oath of Office

Every Trustee shall take and subscribe to the official oath prescribed by the Oaths of Office Act before commencing his/her duties and shall deposit the oath with the Secretary of the Board.

Code of Ethics

The Board’s Code of Ethics (found in Appendix A) will be read aloud at an appropriate time during the Annual Organization Meeting. 

Code of Conduct

1. Trustees shall represent the best interests of the entire Division. While Trustees are elected from specific wards, their primary responsibility is to represent the best interests of Sturgeon Public Schools as a whole, ensuring that decisions benefit the entire Division, not just their ward.

a. Trustees for Sturgeon Public Schools shall conduct themselves in an ethical and prudent manner, which includes proper use of authority and appropriate decorum in group and individual behaviour. Each Trustee shall behave in a manner that demonstrates respect for the dignity and worth of all individuals.

2. Trustees shall honour their fiduciary responsibilities, which supersede any conflicting loyalty, including but not limited to the following: 

a. any loyalty a Trustee may have to any other advocacy, interest or political groups;

b. loyalty based upon membership on other boards or staff;

i. the personal interest of any Trustee  who is also a parent or guardian of a student in the organization; and

ii. being a relative of an employee of the organization.

3. Trustees shall carry out their responsibilities as outlined in Policy 3 with diligence. 

a. Trustees shall endeavour to work collaboratively with fellow Board members to further the work of the Board.

b. Trustees must be mindful of the fact that they are accountable to exercise the powers and discharge the duties of their office honestly and in good faith. Trustees shall exercise the degree of care, diligence and skill that a reasonably prudent person would exercise in comparable circumstances.

c. While using social media, Trustees shall be responsible for posts, sharing of posts and comments made, ensuring they are interpreted correctly and reflect the Division appropriately. Trustees must recognize that their online activity and interactions with the public on social media can dramatically affect the general public’s perception of the trustee, the Board, The Sturgeon Public School Division, employees and schools within The Sturgeon Public School Division.

d. Trustees shall limit the use of technology for personal purposes during Board meetings or while representing the Board, to remain fully engaged in the matters at hand. 

4. Trustees shall avoid any conflict of interest or bias with respect to their pecuniary interests:

a. By understanding pecuniary interest in a matter before the Board, as defined in the Education Act (S85).

b. By filing with the Board’s secretary, a disclosure of interest statement as required by the Education Act (S.86), and updating forthwith if changes occur,

c. By complying with the Education Act (S88) which may involve the disclosure of pecuniary interest and/or abstaining from voting on the matter, and/or refraining from discussing the matter, and/or leaving the room while discussion occurs.

d. By determining whether he/she has a conflict of interest or personal bias requiring him/her to recuse him/herself from addressing a particular matter before the Board of Trustees. In making the determination respecting conflict of interest or personal bias each Trustee shall consider the following:

i. Whether a reasonably well-informed person would conclude that the Trustee has a substantial personal interest in the matter;

ii. The Trustee’s interest in the subject matter of the vote must go beyond that which he or she may have in common with other members of the community;

iii. The Trustee’s interest in the matter must be something that will serve his or her own personal ends; and

iv. Where there is such an interest, it must be so related to the subject matter of the vote before the Board of Trustees that a reasonably well-informed person would conclude that the interest may well influence the Trustee’s vote and exercise of his or her public duty.

5. Trustees shall act in accordance with all applicable legislation, including but not limited to the Alberta Human Rights Act, the Criminal Code (Canada), the Education Act, the Access to Information Act (ATIA), the Local Authorities Election Act and the Occupational Health Safety Act. 

6. Trustees must arrange their personal and professional affairs in such a way that promotes public confidence in their integrity and actions. Trustees should take care to avoid situations that may create an appearance of a conflict of interest or lack of transparency.

7. Trustees are prohibited from using their influence to advocate on behalf of others, including family, friends or organizations, before the Board. Trustees must avoid serving as agents for personal, family or third-party interests.

8. Trustees shall not use Division resources, including property, equipment, services or staff, for any election-related activities. Trustees must also refrain from using their position to advance their own candidacy in elections.

9. Trustees shall not accept gifts or benefits that could appear to influence their decision-making or that could create a conflict of interest. Trustees may only accept gifts or benefits received as part of protocol, provided their value does not exceed a reasonable amount.

10. Trustees shall observe confidentiality regarding information received as Trustees.

a. According to the Access to Information Act (ATIA), all information a Trustee receives regarding the School Board’s mandate and functions are considered records under the control of the School Board. All records containing personal information about an identifiable individual such as employee information, student information or information in letters to the School Board, must be kept confidential and may only be released in accordance with ATIA. Employee information, student information or information in letters to the School Board must be kept confidential and may only be released in accordance with ATIA. Information received by individual Trustees in their capacity as trustees must also be processed and treated in accordance with ATIA.

b. Trustees shall not use Board information for their own direct benefit or advantage. This requires that Board deliberations during in-camera or closed board planning meetings be kept confidential as required by law.

c. As outlined in Policy 7: Board Operations, Trustees shall be provided with computer technology for the duration of their term. The device is owned by the Division and is loaned to trustees for the purpose of engaging in Division-related business only. Trustees are responsible for the reasonable protection and safety of the equipment and are expected to keep devices secure to ensure confidentiality of documents and/or correspondence. The assigned technology device is for the exclusive use of the trustee and shall not be used 
or accessed by anyone other than the trustee.

i. Trustees must comply with Administrative Procedure 870: Responsible Use of Technology Resources; and

i.ii. Sign and agree to the terms in 870: AP870 - Exhibit 1 - Responsible Use of Technology Resources Protocol Staff.

Violation of Code of Conduct

11. Trustees are encouraged to pursue conciliatory measures as the first means of remedying behaviour or activity that they believe violates Trustee Code of Conduct. 

a. Conciliatory Measures

i. advise the Trustee that the behaviour or activity appears to contravene Trustee Code of Conduct;

ii. encourage the Trustee to acknowledge and agree to stop the prohibited behaviour or activity and to avoid future occurrences of the prohibited behaviour or activity; and;

iii. if addressing the Trustee privately does not resolve the matter, requesting the Chair to assist in informal discussion of the alleged complaint with the Trustee in an attempt to resolve the issue. In the 
event that the Chair is the subject of, or is implicated in a complaint, request the assistance of the Vice Chair.

12. If a resolution is not achieved and a complaint is to be filed, the complaint process is found in Appendix B.

13. The Board may impose sanctions on Trustees who violate the Code of Conduct found in Appendix D. 

References:

APPENDIX A - Code of Ethics
APPENDIX B - Code of Conduct Complaint
APPENDIX C - Code of Conduct Hearing 
APPENDIX D - Code of Conduct Sanctions

Policies:
2: Role of the Board
3: Role of the Trustee
7: Board Operations
Administrative Procedure 717: Workplace Violence and Harassment
Education Act: Sections 64, 85, 86, 87, 88, 256
Board Procedures Regulation 82/2019
Access to Information Act (ATIA)
Access to Information Act Regulation 133/2025
Oaths of Office Act, 2014

History

2019 Jan 30 Initial Approval
2020 Jan 29 Reviewed
2022 Feb 23 Reviewed
2022 Mar 23 Amended
2025 Sep 24 Amended