AMERICAN SCHOOL OF WARSAW BOARD OF · PDF fileChris Biedermann, Peter Chudy, Clay Crawford,...

AMERICAN SCHOOL OF WARSAW BOARD OF TRUSTEES MEETING MINUTES

Monday, 25 September 2017 6:00pm, Multi-Purpose Room

________________________________________________________________________________

Trustees in attendance: Rob Batchelder (Chair), Artur Banaszak, Raymond Banks, Chris Biedermann, Peter Chudy, Clay Crawford, Chrissie Graeber, Massimo Merighi, Simeon Netchev, Elin Witschas Thomassen, Audrey Ting, Jon Zurfluh (ex officio)

Regrets: N/A ASW Administration: Michael Sheehan, Laura Berntson, James Young, Bart Kryger,

Carol Jordan, Marzena Kalbarczyk, Jim Matter, Mike Nieman, Stephen Sidaway, Irene Sendra, Cecelia Cienska, Ligita Stawarz

Others present: Erin Keane, Carl Beach, Stephen Miele, Jessica Sirotin Quorum present: Yes _________________________________________________________________________________

A CALL TO ORDER AND APPROVAL OF MINUTES Meeting called to order at 6:00pm. Chair Rob Batchelder welcomed the Board, the invited guests and community members to the first meeting of the year. He then invited all Trustees to briefly introduce themselves to all in attendance. The Director then introduced new Admin team members (Bart Kryger, Ligita Stawarz, Mike Nieman, Cecelia Cienska), new members of the ASW Teachers Association, both those present at the meeting tonight (Erin Keane and Stephen Miele) as well as the names of others who joined the TA team this year (Chris Celinski, Lada Martinez, Monika Bar, Denny LaBarge). The Chair then reminded all about the Public Comment section in the meeting agenda and invited those interested in presenting a comment to the Board to sign up for a timeslot. He then thanked the school administration, faculty and staff for a wonderful start to the new school year. The Trustees were then invited to share questions or comments with regard to the agenda for the evening. A member proposed that two items, namely the faculty appraisal results (from the HR report) as well as IB benchmarking metrics (from the Upper School Report – IBDP results), be more deeply discussed at the executive session. MOTION TO MOVE THE TWO AFOREMENTIONED POINTS AS DISCUSSION ITEMS TO THE EXECUTIVE SESSION AND ADOPT THE AGENDA AS AMENDED – ARTUR BANASZAK. MASSIMO MERIGHI SECONDED. ALL IN FAVOR. MOTION CARRIED UNANIMOUSLY. As no further comments were voiced, the Board proceeded to approve the minutes from the Board retreat held September 1-2, 2017. MOTION TO APPROVE THE MINUTES FROM THE SEPTEMBER 1-2, 2017 BOARD RETREAT MEETING – MASSIMO MERIGHI. ARTUR BANASZAK SECONDED. ALL IN FAVOR. MOTION CARRIED UNANIMOUSLY. B CONSENT ITEMS B1a-g. School Reports Chair Batchelder reminded all about the purpose of having the consent agenda, its role being to save time during the meeting and to enable the adoption of routine items without further discussion.

There being no amendments, comments or questions to the proposed consent agenda, the Board proceeded to approve it as proposed. MOTION TO APPROVE THE CONSENT AGENDA AS PRESENTED – RAYMOND BANKS. ELIN WITSCHAS THOMASSEN SECONDED. ALL IN FAVOR. MOTION CARRIED UNANIMOUSLY. C SCHOOL ITEMS C1. Director’s Report (Informational) C1a. Report The Director highlighted the following items elaborated on in his written report: Revised Organizational Chart - to be adopted by the Board as an action item later tonight; Appraisal Report – a generalized look at the appraisal data that is currently under review and discussion by the HR Committee; Upper School Report focusing on IB results and college placement; Future planned travel/PD for the Director that involves three CEESA-organized events, a MYP training and AAIE conference. The Director extended his thanks to the Board for allowing him to attend TEDGlobal in Tanzania earlier in the school year – he considered the workshop a profound experience and one that he is drawing upon daily, reflecting on his leadership. C1b. Organizational Chart The Director highlighted two changes to the organizational chart introduced as of this school year: the elevation of three directors under Teaching and Learning (Cecelia Cienska – Learning Support, Ligita Stawarz – Service Learning, Michael Nieman - EAL) to the A-Team Functional Support level and re-alignment of IT staff with direct lines under the ICT Director. The former movement was based on thorough consideration of the role these functional support members play across the PK-12 program whereas the latter resulted from a review of the overall IT structure, lines of reporting, and the collaborative role of the entire IT team – both instructional and support staff. There being no objections or comments with regard to the presented Chart, the Board voted on its approval. MOTION TO ADOPT THE REVISED ASW ORGANIZATIONAL CHART AS PRESENTED – ROB BATCHELDER. CHRISSIE GRAEBER SECONDED. ALL IN FAVOR. MOTION CARRIED UNANIMOUSLY. C2. Upper School Report IBDP Coordinator Carl Beach was invited to take the floor to share the highlights from the Upper School’s written report with a focus on the annual IB results and HS profile/university placement. Mr. Beach emphasized that ASW continued to perform exceptionally well against the IBO world average with all students averaging 3 points above the world’s average. He also noted that the 2017 cohort accommodated many more students with learning needs than in previous years (10% of the total), providing multiple venues and different type of testing. In terms of university placement, Mr. Beach assured that based on the collected data regarding first and second choice admissions for the past three years, ASW continues to be a school where students are able to meet their university admission goals and study in their areas of interest. He emphasized the significant role of college guidance and counseling not only in the process of university applications, but around the entire decision-making process and future planning. A question was raised with regard to potential ways to increase the number of full IBDP participants and thus decrease the number of those who opt out of the DP. Mr. Beach responded that while all

students are encouraged to strive for a full DP diploma, there are cases where students’ previous educational institutions did not offer sufficient preparation to ensure successful completion of a full IBDP. Nevertheless, ASW’s HS creates an appropriate environment to increase the number of full program participants. He noted that this positive trend continues, as the 2017 IBDP cohort was ASW’s largest with 84% partaking in the full DP, a 38% increase from 2016 and 11% increase from the previous largest cohort. Another question/comment referred to the benchmark of achievement that ASW uses to assess the IB results. A trustee was interested to know if we consider expanding the benchmarking options to include comparisons against selected US/EU and possibly the most prestigious local schools. His comment was that while the world average has long been used as the standard benchmark, ASW is considered as a very competitive school and therefore should be benchmarked against schools of a similar high standing. Mr. Beach’s comment was that while many schools consider this question, there is not an easy answer. It would be hard to compare ASW with other schools relying only on numbers, and not knowing their character, curriculum content, mission, or student structure. Many schools produce various numbers that may increase their attractiveness. The world average seems to be the least “polluted” benchmark and it takes into account many valuable factors, such as the languages taught, inclusivity, student assessment, that make a school competitive, therefore it proves to be a valuable tool to evaluate our progress in IB performance. When asked about the number of students who have matriculated at their first or second choice universities, HS Principal Sheehan responded the exact data would not be available until mid of next year as there were students who took a gap year or would skip a year for other reasons. A trustee then asked for some reflections with regard to a new nine-period schedule piloted the previous year. HS Vice Principal Laura Berntson shared that the current model is meeting the goals and needs of the Upper School by providing more contact time in both MYP and DP subjects, developing more community time for HS, enabling MYP students to take all eight MYP courses all year round and an additional language, if desired. She added that a survey would be sent out later in the school year to students and staff to gather further feedback about the schedule’s potential shortcomings. C3. Teaching and Learning Report (Informational) C3a. Report TL Director Carol Jordan summarized her written report as submitted in the packet. The report included an overview and updates on major points of focus for Teaching and Learning at this time, to include well-advanced engagement in CIS-NEASC reaccreditation process, IB PYP and MYP implementation, the role and responsibilities of the Learning Leadership team members, Professional Development program. D PUBLIC COMMENT One community member, Ms. Monika Michoń-Kłodowska, signed up for public comment. Ms. Michoń-Kłodowska, a parent of two MS students, raised a concern allegedly shared by a large group of parents, regarding school photos. She reported that many parents consider this year’s offer rather costly and, given that the photographer comes from the US, that they are also concerned about the photographer’s availability to the students who will be absent during the scheduled photo week. She also mentioned that from what she had heard from other parents, many in the community would be happy if the HS Photography teacher who used to take yearbook photos in the past could continue to do that. As a final note, Ms. Michoń-Kłodowska informed the Board that a petition had been prepared that is now being signed by many parents who are dissatisfied with the school’s decision about hiring a new yearbook photographer.

Chair Batchelder thanked Ms. Michoń-Kłodowska for presenting her views and noted they will be taken under advisement as Director Zurfluh examines and responds to the concerns when they are presented to him. The Director asked that the parent letter be delivered to him once it is signed. (At this point a ten-minute break was announced and some senior administration departed) E BOARD COMMITTEES E1. Finance Committee E1a. Report (Informational) FC Chair Christine Graeber provided an update on the first meeting held by the Committee on September 11th where the following topics were considered: FC ToR and goals for the current school year (to be approved by the Board tonight); Risk Management (to be further discussed during the executive session); Revised budget for 2017-2018; Draft Financial Report for 2016-2017 that will be reviewed by the FC, the Director and FoD Director to reflect the changes to the increased revenue and optimized expenditures; Chapter 4 (Financial Management) of the Policy Manual – revision timeline and prioritization of policies to review/develop; new BoT Finance reporting by cost center. E1b. Finance Committee Terms of Reference (Action) Finance Committee Chair Graeber provided brief background to the presented ToR. The FC goals come from the large action plan designed on the second day of the recent BoT retreat. All the meeting dates have been carefully selected to give enough time for discussion and Board decision. Asked about the rewrite of Chapter 4, Ms. Graeber informed that the revision process would be divided into two parts – one to be completed in January (and shared with Governance Committee for vetting and then presented to the Board for adoption), the other one in May. The Board voted to approve ToR for the Finance Committee. MOTION FROM THE FINANCE COMMITTEE TO APPROVE THEIR TERMS OF REFERENCE FOR THE 2017-2018 SCHOOL YEAR – ROB BATCHELDER. MASSIMO MERIGHI SECONDED. ALL IN FAVOR. MOTION CARRIED UNANIMOUSLY. Ms. Graeber then informed all that last school year’s audit is underway. The auditors have been provided context for bilateral negotiations. They have been invited to the BoT November 6 meeting to give an overview presentation of the audit’s results. Ms. Graeber also shared that there is a subset folder for Audit Materials in the general FC folder on the google drive. With regard to the 2017-2018 budget, a trustee asked for clarification about an increase in planned expenditures in PD and Director/Board categories, respectively, not to challenge the numbers but to better understand the reasons for the increase. The Director explained that the main reason for the increased budget this year is the re-accreditation cost as well as a need for additional mandatory training in PYP and MYP areas as required in the course of the programs’ implementation process. In fact, the overall budget (less the accreditation and MYP/PYP implementation expenses) is under what was budgeted last year. As a final note to her report, Chair Graeber encouraged the trustees to provide feedback regarding the new reporting format. The first impressions were positive, trustees liked the new visuals, the new format was considered more digestible and clearer. Any further ideas and comments will be channeled in writing to the FC Chair.

E2. Governance Committee E2a. Report (Informational) GC Chair Raymond Banks summarized his written report. He emphasized that the goals for the Committee fully support the general BoT goals for this school year. Collaboration with other committees is the key element that will guide the Committee’s work. In this spirit, GC will jointly work with Finance on Chapter 4 of the Policy Manual. The Committee will also adopt a more comprehensive approach to Trustee recruitment and retention. Election succession for 2018 has been included in the report for the Board’s information. E2b. Governance Committee Terms of Reference (Action) The Board was walked through the proposed GC ToR. It was suggested that in order to give the Governance Committee enough time to digest the proposed changes/revision to Chapter 4, the completion of the first tranche’s revision originally planned by Finance Committee for late January should potentially be rescheduled to December. Also, all revisions related to time-sensitive issues should be presented to GC in advance of the December date. GC Chair Banks also shared that the Committee would be closely watching the meeting placement on the overall BoT committee meeting calendar as he believes that GC meetings should be planned as last after all other committees have met as in most cases GC is the final policy review body before any new/amended/revised policy is brought to the Board for adoption. The Board then proceeded to vote on the ToR for the Governance Committee. MOTION FROM THE GOVERNANCE COMMITTEE TO APPROVE THEIR TERMS OF REFERENCE FOR THE 2017-2018 SCHOOL YEAR – CLAY CRAWFORD. PETER CHUDY SECONDED. ALL IN FAVOR. MOTION CARRIED UNANIMOUSLY. E2C. Revision to policy 10.01 – Guidelines for Serving on Board Committees Director Zurfluh provided background to the policy’s rewrite. The new wording clearly explains the purpose and goals of having community representatives on board committees but also precisely describes the recruiting process as well as the voting rights of the engaged community members. It was emphasized that the community representatives (students, faculty, parents) will not be firm committee members but occasional contributors. Each committee will be a decisive body when it comes to the final approval of any candidates. Since the above policy pertains to operational issues, the revised version was presented only for the Board’s information. E3. Human Resources Committee E3a. Report (Informational) HRC Chair Simeon Netchev highlighted two items the Committee focused on during its meeting on September 20, namely the recent employee action and HRC Terms of Reference. A further discussion over the first topic was moved to the executive session. E3b.Human Resources Committee Terms of Reference. HRC Chair Netchev walked the Board through the proposed goals and steps forward for the Committee in 2017-2018. It was agreed that the HR and FC joint meeting dates still require further discussion and affirmation. The Board then voted on the ToR for the Human Resources Committee.

MOTION FROM THE HUMAN RESOURCES COMMITTEE TO APPROVE THEIR TERMS OF REFERENCE FOR THE 2017-2018 SCHOOL YEAR – SIMEON NETCHEV. PETER CHUDY SECONDED . ALL IN FAVOR. MOTION CARRIED UNANIMOUSLY. E04. Ad-Hoc Strategic Plan Committee E04a. Report (Informational) No additional comments to the report were presented. E4b. Strategic Plan Committee Terms of Reference (Action) SPC Chair Artur Banaszak elaborated on the Committee’s goals for this school year focusing on phase 2 of the strategic planning process. He informed the Board about the Committee’s recommendation to consider engaging NoTosh to continue the process through its finalization. Therefore, the Director had been asked to reach out to NoTosh as a potential consultant with a request for proposal. The final decision regarding the consultant for the second phase of the strategic planning process will be taken in October. The Board then voted on the ToR for the Ad-Hoc Strategic Plan Committee. MOTION FROM THE AD-HOC STRATEGIC PLAN COMMITTEE TO APPROVE THEIR TERMS OF REFERENCE FOR THE 2017-2018 SCHOOL YEAR – ROB BATCHELDER. RAYMOND BANKS SECONDED . ALL IN FAVOR. MOTION CARRIED UNANIMOUSLY. E5. Board Items E5a. Board Path Forward 2017-2018 (Action) Director Zurfluh informed the Trustees that the corrected version of the document is in the meeting packet. The only item that is still missing from the table is the date of the HRC/FC joint meeting. Deep dive full Board is Feb 3rd 2018 was then formally confirmed as the date for a mid-term full Board deep dive meeting. MOTION TO APPROVE THE PATH FORWARD AS PRESENTED – ROB BATCHELDER. CHRISTINE GRAEBER SECONDED. ALL IN FAVOR. MOTION CARRIED UNANIMOUSLY. E5b. Board Goals 2017-2018 (Action) The Board reviewed the goals developed during the 1-2 September retreat. All the listed goals are articulated and fleshed out in the Board committees’ terms of reference. It was agreed that since all goals have been assigned to committees and incorporated in their steps forward, there is no need to keep specific dates in the overall goal chart. It was decided that the dates be removed. ROB BATCHELDER MOVED THAT THE PRESENTED BOARD GOALS BE APPROVED ONCE ALL THE DATES ARE STRIPPED OUT OF THE TABLE. CHRIS BIEDERMANN SECONDED. ALL IN FAVOR. MOTION CARRIED UNANIMOUSLY. F CLOSURE F1. Announcements Artur Banaszak expressed his appreciation for having received the meeting materials the week prior

to the Board meeting, allowing him sufficient time to review before the intervening weekend. At this point the open session was formally adjourned. The executive (Board only) session followed after a 10-minute break. Adjourned 8pm.

AGENDA

ASW BOARD MEETING

Date: 25 September 2017 Time: 6:00 p.m. Location: MPR Meeting called by: Rob Batchelder, Chair Attendees: ASW Board, ASW A-Team 6:00 pm – 6:30 pm

A Call to Order 1. Agenda 2. Minutes (Board Retreat - 09/1-2)

Action Action

B Consent Items 1. Agenda

a. Admissions Report b. Human Resources Report c. Communications & Marketing Report d. Finance & Operations Report e. ICT Report f. Elementary Report g. Athletics & Activities Report

Action*

C School Items 1. Director Report

a. Report b. Organizational Chart

2. Focus - Upper School Report 3. Teaching & Learning

a. Report

Informational Action Informational Informational

6:30 pm – 6:45 pm D Public Comment (Please sign in for public comment.) BREAK (Excuse A-Team)

7:00 pm – 8:00 pm E Board Committees 1. Finance Committee

a. Report b. ToR

2. Governance Committee a. Report b. ToR c. Revision to 10.01 - Committees

3. Human Resources Committee a. Report b. ToR

4. Ad-Hoc Strategic Plan Committee a. Report b. ToR

5. Board Items a. Board Path Forward (Adopt) b. Board Goals (Adopt)

Informational Action Informational Action Informational Informational Action Informational Action Action Action

F Closure 1. Announcements

If required G Executive Session

*Items can be pulled from the consent agenda prior to vote via motion to the chair or in advance by notifying the chair or the Director on the day preceding the meeting. Pulled items will become part of Action Agenda below.

Board Report

September 25, 2017 Division/Department: Admissions Author: Veerle Raskin

Action Items Item/s Policy Reference Recommendation None Admissions policy 8.01

Report TOTAL CURRENT ENROLMENT Current enrolment stands at 995 (enrolment statistics attached), an increase vis-à-vis end-of-year enrolment of 974. Compared with 2016-2017 end-of-year enrolment, this represents:

- 89.5% return rate (without graduating class). The five-year average return rate is 85%. - 19% new students (average over the past five years: 21.5%)

o 15% - US Embassy (2015 - 27%) o 55.5% - Corporate supported (2016 - 25%) o 26% - Private Pay (2016 - 43%) o 3.5% - ASW faculty (2016 – 4.5%)

Throughout the application season we experienced two challenges: a higher than expected return rate and robust numbers of applications. This impacted space availability and, as a consequence, waiting lists were opened at several grade levels. At the end of the school year, 54 students were waitlisted. Over the summer we have accommodated some of these, primarily siblings of admitted students, while staying within maximum class size. To date, spaces are available in Kindergarten, and Grades 6, 7 and 11. What we have clearly observed in admissions in the past months is the growth in the foreign business community in Warsaw. This is reflected in the corporate - private payer ratio: corporate payers accounted for the majority of the new admitted students. Noticeable as well has been increased interest from host country families for international education, as a reaction to the changes in the Polish school system. Going forward, with the student enrolment increase and growing number of waitlisted students, we would like to give clearer guidance to the admissions process. We are reviewing the admissions policy and have presented recommendations for changes to the Governance Committee. The suggested changes would allow us to better manage waiting lists and enrolment on the basis of clear priority rules.

NATIONALITIES 54 nationalities are currently represented at ASW. The largest nationality groupings are listed in the table below. Country (based on student's first nationality)

Number of students % of student body

Poland 217 21,8%

United States 214 21,5%

South Korea 102 10,3%

China 41 4,1%

Netherlands 30 3,0%

Sweden 30 3,0%

Portugal 26 2,6%

Israel 25 2,5%

Spain 22 2,2%

Germany 19 1,9%

India 18 1,8%

Russia 15 1,5%

Turkey 15 1,5%

Vietnam 15 1,5%

Ukraine 14 1,4%

United Kingdom 13 1,3%

Canada 12 1,2%

Italy 12 1,2%

Ireland 11 1,1%

Hungary 10 1,0%

34 other countries 134 13,5% There have been no major Year-on-Year changes in the nationality composition of the ASW student body. Notable is that after a decade of slow decrease, Swedish and Dutch student numbers have grown again, from 21 to 30 and 18 to 30 respectively. The group of Vietnamese passport holders decreased from 23 to 15. Host country nationals make up 31.3% of the total student body: 17.5% are single Polish passport holders, 13.8% dual passport holders. In order to preserve and enhance the international diversity of the student body and with the increasingly complex nationality identity of families, there is a need to not only reflect on the nationality cap quota under the admissions policy but also establish clear criteria for determining student nationality. We will explore criteria or sets of criteria to adopt for use during the application process in the future. As part of this process we will be reviewing and potentially reclassifying the nationality status – from an admissions point of view - of currently enrolled students in order to come to ‘clean’ baseline numbers. The newly established guidelines would affect only future incoming students and have no effect on students currently enrolled.

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section grade No limit Nat. Cap LS Cap EAL Cap

PK3 1 14 14 15 14 N/A 14 14 1 0 1 5 0 0 14 0PK4 1 14 14 15 14 8 6 14 0 0 0 2 0 0 12 2

K 3 16 48 54 48 16 23 39 1 3 0 0 0 0 37 2Grade 1 4 16 64 80 64 40 20 60 2 2 0 0 0 0 58 2Grade 2 4 18 72 80 75 54 20 74 1 0 0 1 0 0 70 4Grade 3 4 18 72 88 72 58 13 71 1 0 0 0 0 0 69 2Grade 4 4 18 72 88 88 77 11 88 1 0 5 0 0 0 83 5Grade 5 4 18 72 88 84 70 14 84 1 0 1 2 0 0 81 3Grade 6 4 20 80 88 78 64 13 77 0 0 0 0 0 1 73 4Grade 7 4 20 80 88 68 57 10 67 1 0 0 2 1 0 61 6Grade 8 4 20 80 88 87 71 15 86 1 0 0 4 1 0 81 5Grade 9 5 20 80 88 88 79 9 88 0 0 4 2 0 0 82 6

Grade 10 5 20 80 88 86 73 13 86 0 0 0 4 0 0 84 2Grade 11 4 20 80 88 75 65 9 74 0 0 0 0 0 0 70 4Grade 12 4 20 80 88 75 72 1 73 0 0 0 0 0 0 73 0

988 1124 1016 804 191 995 10 5 11 22 2 1 948 47

OriginalBudget 961OriginalBudget(paid) 914

Waiting ListTarg

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Board Report

September 25, 2017

Division/Department: Human Resources Author: Marzena Kalbarczyk HR Director

Action Items Item/s Policy Reference Recommendation None

Report Overall Rationale: This report identifies key activities undertaken by the Human Resources Department over last few months. At the same time the report aims to highlight areas of priority in relation to activity for 2017-18 school year. Executive Summary: Staffing Report No of Faculty and ADMIN who left last June

12

No of new Faculty and ADMIN hired 2017-18

12

ASW Projekt Spółka staff Sept 1st Headcount

53

Total Headcount ASW and Spółka 270

Demographics of New/All Faculty and ADMIN We successfully recruited 12 educators with an average of ten years’ of incoming work experience (min 2 years, max more than 20 years). During recruitment we received more than 600 applications and we completed our hiring process by the end of March.

Nationalities by category New OH/LH Faculty and ADMIN (12)

All OH Faculty and ADMIN Nationalities (97)

1

Local Hires Faculty and ADMIN Nationalities (50)

All OH Faculty and ADMIN by STATUS (97)

Next Steps: Constant review of data including demographics and develop discussion around recruiting priorities for the 2017-2018 school year. Planning of coordinated recruiting efforts and alignment of practices to demographic based goals. Board Support/Action: Awareness of hiring dynamics and market trends. Involvement and additional updates via the Human Resources Committee.

2

New Faculty Orientation Rationale: Providing overview and feedback to the Board about this year’s orientation process including survey results. Each year HR Department coordinates New Faculty Orientation Program. This year the number of new teachers was much lower than last year, therefore we had more time designated to each person. The players involved were HR Department, School Director, Principals, Tech Coaches, Social and Academic Buddy and Orientation Team Leaders. New Faculty Orientation focuses on three key success factors:

● Introduction to all critical information prior and after arrival to Warsaw ● Socialization with ASW community and culture; ● Building network within and across school and disciplines.

The overarching goals for orientation are to: ● Reinforce new faculty’s decision to join ASW by providing a welcoming and helpful

first experience in Poland. ● Model effective instructional design and teaching practices. ● Help new faculty prepare for their first week of class. ● Ensure successful assimilation to ASW, consistent with best practices in onboarding

new employees, by showing them the resources, people, systems and materials they need to succeed.

● Provide an opportunity for new faculty to connect with their peers. ● Enable easy assimilation with ASW culture and context. ● Offer seamless introduction to the role, IT, security training etc.

After the HR welcome and filing all necessary paperwork, the induction process started by joining the assigned structure, where the direct supervisor illustrated his/her role, introduced other fellow workers and specific activities. As in years past, after the process ended, new faculty were requested to complete an online survey. The questions concentrated on evaluation of overall Orientation programme, HR support, social and academic buddies support, orientation Team support in house searching process, and also offered space for “ad hoc” comments. New faculty feedback enabled HR to identify points of concern and improvement areas for future. We received 7 responses and overall evaluation was very positive (see below). (1- strongly negative, 5 - strongly positive)

3

SUMMARY of open questions: Areas of improvement:

- Consider assigning competing agents for finding a home. At times it felt like our agent was just waiting for us to give in and take one of her places as opposed to trying to find the right fit.

- In the first 4 days we were only allowed 4 hours to look for a place to live. I think that the orientation could have been a couple of days longer so that we could have had time to look for housing. Perhaps a tour of possible areas could be offered in the first couple of days? Also, I don't think my social buddies knew that they were assigned to me, as they have not talked with me about non-work or about doing anything.

- More clear overview how realtors operate and possibility of connection with multiple realtors.

Positive comments:

- One of the best introductions and assistance for all schools I have worked at internationally (8 schools in total)

- The overall kindness and supportiveness of the staff - I can tell that you have put a lot of thought into how to best transition and welcome

new teachers, and I very much appreciate everyone's time and support. All paperwork and items provided in advance were appreciated as well. The orientation team did an amazing job of helping us settle in and feel comfortable and safe.

- Everyone's helpfulness! All of my questions have been answered, and everyone has been friendly and introduced themselves. Also, having all the meals provided made it easier to focus on the other parts of the day. Thank you!

- Thank you all for making it such a smooth transition! Next Steps: On the 15th of September, HR organised a closing breakfast for new faculty and ADMIN giving them an opportunity to express opinions and concerns in open discussion. Based on the survey results and open discussion, HR will provide adjustment plan for the following year’s program. Board Action/Support: Awareness of the process and, if necessary, potential involvement and update via the Human Resources Committee. Appraisal Summary Last year we conducted the first annual performance appraisal for all Faculty, TA and support staff employees. The average results show that the majority of employees meet the expectations defined for respective positions.

4

Summary of Goal Areas Selected by Faculty - 2016-2017

5

Summary of average Appraisal results of Teaching Assistants, by evaluation standards. Ranking scale between 1 - 4 1 Unsatisfactory 2 Partially Effective 3 Effective 4 Exemplary

6

Summary of Appraisal for ASW Support staff and ASW Projekt by competencies. Ranking 1 - 5 1 – Unsatisfactory performance relative to Expectations 2 – Needs Improvement in Achieving Expectations 3 – Fully Achieves Expectations 4 – Frequently Exceeds Expectations 5 – Consistently Surpasses Expectations

7

This year’s appraisal schedule was communicated to all on September 8, 2017. Please see the timeline details in the table below.

New Faculty Member

Returning Faculty Member

Support staff and TA

Human Resources

1st Quarter

Self-reflection and meeting with supervisor and selection of PE

Two observations - one formal and one informal

BE affirmation by November 1

Meeting with supervisor on past year PE and current year PE selection

Goals Setting completed by November 1 Meeting with supervisor on past year and current year goals and Professional Development plan.

Documentation of appraisal assignments, goals setting and BE Improvement plans Appraisal Forms available o n Public guiding document folder.

2nd Quarter

Evidence gathering for PE


Quarterly meeting with supervisor and regular feedback

Documentation and follow-up on BE Improvement plans. Reminding direct supervisors about quarterly meetings.

3rd Quarter



Quarterly meeting and regular feedback.

Documentation and follow-up on BE Improvement plans. Reminding direct supervisors about quarterly meetings.

4th Quarter

Final reflection of PE summary - share with supervisor - sign-off by June 10

Final reflection of PE summary - share with supervisor (and/or optional self-selected peer) - sign-off by June 10

Final meeting and year end summary/signature by June 30.

Compile aggregate data, all Forms filled and delivered to HR on BE and Performance Appraisal, results and improvement plans.

Next Steps: Monitoring schedule of 2017-18 appraisal process. Updating Appraisal Forms and procedures,if necessary. Board Action/Support: Awareness of the process and, if necessary, potential involvement and update via the Human Resources Committee.

8

Other Items: Multi-year plan for salary & benefits process revision - main assumptions.

● A scheduled periodical salary and benefits satisfaction review including survey, every two (2) years

● Equity and Market-Based Salary adjustments annually (CEESA school reports for OH and HAY salary report for support staff)

● Analyzing salary structure of all employment groups alternating with salary and benefits review every two years. (For example: faculty salary pay scale is determined by level of education and experience, new Teachers receive one step in the salary scale for each year of full-time experience, up to a maximum of 12 years)

● Revision of current distribution of staff on schedule (For example: how many employees are on maximum of scale?)

● Comparing cost of salaries vs. total compensation costs ● Revision of current Job placement on schedules for support staff using HAY

methodology ● Planning in advance potential HR risks associated with ASW legal and tax status

Personnel Report Long Term Leave

ES Office Assistant long-term sub (maternity leave of Weronika Lewczuk) - filled by Kushtarbek Mamytaliev. MS Learning Support Teacher sub position, offered to Marcin Kowalski, replacing Jonica Asteros during her maternity leave. Service Learning Assistant - filled by Teodor Ajder, replacing Marcin Kowalski. Replacements ES Teaching Assistant Grade 1 - filled by Aleksandra Skołożyńska, replacing Kinga Uggla. ES Teaching Assistant Grade 5 - filled by Monika Szkoda, replacing Nicolas Lucek. MS Teaching Assistant - filled by Donald Arleth, replacing Olimpia Hanspol, who moved to Admissions. New positions One-to-One Teaching Assistant – filled by Joanna Romaldowska. Internal movements Kasia Kołodziejczak has been promoted to the position of Theatre Manager. Michał Kłobukowski has been promoted to the position of Database Administrator. Dominik Woźniak has been promoted to the position of Technology Services and Assets Supervisor. Summary of major activities in upcoming months:

● Revise Salary & benefits survey for all employee groups ● Present ASW HR goals and activities to HR Committee (accomplished on Sep 20)

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● Send out salary and benefits satisfaction survey to all employee groups (OH Faculty/ADMIN, LH Faculty/ADMIN, support staff, TA & Lifeguards, ASW Project) - survey sent on September 19; due date for completion is September 25

● Analyse data from 2017-18 employee salary & benefits survey and all prior surveys and reports (Paul Cabrelli’s report and support staff engagement)

● Present survey results and recommendations to HR Committee - Oct 12 ● Present financial implications of salary and benefits revision to HR Committee - joint

meeting with Finance Committee - Oct 16 ● Finalize for Board adoption - Salary & Benefits for all employment groups - Oct 30 ● Request eligible faculty to declare their employment intentions for the coming school

year. ● Create and announce recruiting calendar. ● Post all vacancies on ASW website and selected recruiting agencies’ websites

(Search Associates, ISS and TIE).

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Board Report

25 September 2017

Division/Department: Marketing and Communications Author: Agnieszka Świetliczko


Report ASW CORE VALUES Rationale: In this section we explain how the newly adopted ASW Core Values are being incorporated into school’s everyday life. Executive summary: One of the goals stated in the Communications Plan 2017-2018 was to “Clearly communicate newly adopted American School of Warsaw Core Values.” Here is a list of the actions we took:

- To make the core values an integral part of an everyday thinking for all students, faculty and staff we put the values on the display in the Hall of Flags and asked the teachers and students to share their stories. By doing so, everyone will have a chance to reflect on the values.

- We created a collection of graphics/visual resources representing the values and asked teachers to put them in their classrooms, email signatures and used in outgoing communication. We included the graphics with the values in publications such as the calendar and MS/HS student agenda.

- On the ASW website we updated the Mission statement page to incorporate the values - https://www.aswarsaw.org/about-us/values-and-mission

- For social media we created a hashtag #ASWvalues - this allows uses to see all relevant posts that demonstrate/highlight our core values.

- ASW Director’s message is always linked to one of the core values Board Support/Action: an awareness of the efforts underway. WEBSITE - Rationale: A short update on the recent website changes. Executive summary: In order to keep the website up-to-date:

- we have gone through and changed time-sensitive information;

https://drive.google.com/drive/folders/0B81u8vVEsKyeajFneWV4b1VrZVE?usp=sharing

- we have updated the Faculty & Staff directory to remove employees that have left and added new ones.

- we have updated/refreshed slideshows and other images to reflect changes in the school, to the student body etc.

- we have added a Director’s Welcome Message to the Director’s page Board Support/Action: an awareness of the efforts underway. NEWSLETTER Rationale: A single school newsletter was created to consolidate all previous outgoing communication. Executive summary: ENotes is a school wide newsletter launched at the end of last school year. The main objective for the newsletter was to streamline school communication and to reduce the number of emails sent out from ASW to parents. To limit the number of outgoing emails we combined divisional newsletters previously sent out separately by each Principal on different days of the week, with the Director’s message, PTO and Athletics and Activities. We also added a new section called ‘School Wide’ - this is where messages addressed to the whole community are placed. So far, the Nurse's Office has placed its announcements there, and so has the Library informing all about its new book arrivals. Statistics show our decision proved to be right. With the previous system of separate divisional emails, the average open rate (the number of recipients who open the email) was between 37,5% - 53,5% (exact data: PTO - 53,5%, ES - 48-53%, MS/HS - 38,6 - 42,5%, and Athletics and Activities - 37,5%). The average open rate for the new eNotes is between 50,2% - 53,8%. The eNotes email is sent out to all parents, faculty and staff every Wednesday afternoon. It is also published on the school’s website https://www.aswarsaw.org/community/newsletter . Board Support/Action: an awareness of the efforts underway. PUBLICATIONS:

● 2017-2018 School Calendar was created and delivered to all ASW families. To save paper and money, this year calendar format was changed to smaller, double-sided pages. The core values were incorporated into the calendar’s design. The calendars were distributed to all families. Admissions received extra copies as give-away material for new families.

● Student agenda - for Middle and (some) High School students was also reduced in size for ecological and economic reasons. Core values were added into the publication.

Board Support/Action: an awareness of the efforts underway.

https://www.aswarsaw.org/community/newsletter

Board Report

September 25, 2017

Division/Department: Finance & Operations Author: Jim Young


Report Purchasing Department ISS Shipment which arrived on August 2, 2017 was complete. All 557 boxes arrived. Nothing was damaged. We received only 6 discrepancy reports from the entire school. Some small items missing such as wheels to book shelves, lid for a box and some books. Books were ordered directly through Amazon and the other items will come with the second shipment in November. Exact date has not been confirmed yet since we are waiting for delivery confirmation from one of the Vendors (Heinemann). Second ISS shipment will consist of orders which were scheduled for second shipment, items reported missing from 1st shipment and late orders placed by ASW in August/September 2017. No critical supplies were delayed until second shipment. Facility Summer Projects Immediately following the last day of school the facility team set out to execute the list of approved project. Together 25 projects were executed by outside contractors with ASW oversight and support. Please find the list of projects below: ES Closet Removal - E146, E147 Completed

Repair of the cracks and painting of the library's entrance Completed

Repairs to the hall before library Completed

Raising up to the roof a fire proof wall between library and the hall Completed

Shades for E 021 Completed

Two venting windows for library Completed

Exchange of the motor in the small gym - gym dividing net system Completed

Smoke release window for the cafeteria Completed

C156 area ceiling painting (C158 painted instead) Completed

Stair & platform repair southeast side of pool Completed

Replacement of Theater’s chiller Completed

Replacement of the shrubs in the center of the parking lot Completed

Build Wall in HS Stairwell Open

Enhance the existing garden Completed

Shades for C 107 Completed

Black-out blinds - C-101 Completed

Library painting Completed

Antistatic flooring for IT room Completed

Swimming pool filter bed replacement Completed

Carpet Replacement - approx 400m2 Completed

BMS Bid Process - external assessment, proposed solution, and prepare RFP Open

Repair and painting of fencing (Powsinska road) Completed

Anti-bird strips with needles and nets (Main Entrance) Completed

Splitting ventilation systems in the HS science rooms (H112a, H212a) Completed

Exchange of the PAS equipment in the swimming pool area and connecting it

to the school PA system (project from the year 2016-17 / 2.01.2017) Completed

Enhancement of paved road at back entrance Completed

IT project Consultant for development of Data center Completed

Board Report

September 25, 2017 Division/Department: IT Author: Irene Sendra


Report

PowerSchool expansion updates Rationale: Consolidate PowerSchool as a central system for Student Data and communication with Parents. Executive Summary: As one of the goals from last year, IT continues to work on developing PowerSchool as the central system for all the data regarding our present, future, and past students. During the summer holidays, IT collaborated with CHQ (extra-curricular software) in order to integrate with single sign on with our PowerSchool Parent Portal. This allows our ASW community to manage students’ after school activities in a seamless way. At the moment, parents only need to login in PowerSchool and click on the A&A button on the left menu in order to enroll their kids on any program. At the end of last academic year, IT uploaded the invoices to PowerSchool. This allows parents to easily login into PowerSchool in order to see and download their invoices in both currencies: USD and PLN. At the moment, we are working with the Business Office to create a short video in order to guide parents through the system. The PowerSchool gradebook has also been setup in order to fulfil the MYP and DP requirements for assessment. Now, all the assignments will be assessed against the MYP and DP criteria. The course names also have been changed in order to reflect MYP subject categories. In comparison to previous year, PowerSchool has seen a significant increase in usage by both parents and students. We take this as a sign that PowerSchool is becoming the system of reference for our community (See Fig.1 for details).

http://chqgroup.co.uk/

Fig. 1: PowerSchool Parent/Student Access Statistics during 08/22-09/20 of 2016 and 2017. Next steps:

- Work to develop a full integration with Admissions workflow so we can automatized processes and communications among different departments and parents

- Transcripts and report cards created in PowerSchool - Clean course catalogs for next year - Develop a process for annual course offerings

Board Support/Action: Awareness of the current situation and future actions regarding Developments on PowerSchool as our central data system.

General opening of year deployment and new student laptop refreshment plan Rationale: Provide ASW students with quality technology to enhance their learning Executive Summary: As per IT Board Report on May 2017, ASW initiated an alternative laptop refreshment plan for 2017-18. In order to more efficiently utilize laptops for a longer period of time, we provided grade 6 and grade 9 students with new assets (MacBook Air 13-inch 1.6GHz dual-core Intel Core i5, 128GB flash storage/8GB RAM/Intel HDGraphics 6000) that they will carry through to the upper levels. As it was previously mentioned, this changed will allow us to use the laptops within their entire safe life span of 4 years (see Table 1 for details).

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Grade ES 6 7 8 9 10 11 12

Laptop age 1 New 2 New 2

Using 2016-17 Graduate students and 8th grade

laptops

Carrying over their laptops from 2016/17

Table 1: Table with 2017/18 laptop refreshment. Over summer, IT prepared all student laptops by installing all the software that is required for their courses and also providing with the right login details for the network. This year, laptops were handed out to the Upper School students during the first 3 days of school. Summer purchases also included 101 iPads, 8 iMacs and another 50 MacBook Airs (MacBook Air 13-inch 1.8GHz dual-core Intel Core i5, 256GB /8GB /256 SDD/ Intel HDGraphics 6000).

● iPads: ○ 85 for ES where all 2nd generation have been replaced with 5th generation iPads. This will

allow students to connect their iPads to the network in any place of the school without any problem.

○ 15 for Upper School that have been distributed within two towers that will be booked by teachers to include in their lesson plans.

○ 1 for Learning Support Department. ● iMacs

○ 4 for the Library, 2 setup as working stations for students and guests and 2 to replace librarians old PC desktops.

○ 4 for Design Center setup as working stations for students that need special software for design and 3D printing.

● MacBook Air: ○ Laptops older than 3 years and used by teachers, admin and staff have been replaced

during the first weeks of school. Next steps:

- include all the iPads into the Apple School Manager System and purchase all applications via Volume Purchase Program for Education.

- Re-purpose old ES iPads to be used by teachers and in the library as search stations. - Re-image teachers/admin/staff for Teaching Assistants that currently are using more than 4

year old 11” MacBooks. - US Tech Coaches preparation of iPad Training for teachers

Board Support/Action: Awareness of the current situation and future actions regarding Summer Laptop Refreshment Plan

Shift from Moodle to Google Classroom Rationale: Transition away from Moodle in order to have a consistent and effective communication platform between students/teachers and teachers/parents within the Google Suite of tools. Executive Summary: As it was mentioned in the previous IT board Report, ASW shifted this year from Moodle to Google Classroom as a Learning Management System. This shift helped to provide an effective learning platform where the communication between students/teachers and teachers/parents is fluid and seamless.

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At this moment, all teachers in Middle and High School are creating their own virtual Google Classroom by adding all the students and inviting parents as guardians. The Tech Coaches have provided several workshops to teachers and training sessions to students in order ensure a smooth transition. Next steps:

- Training in Google Classroom for parents and introduce the role of guardian. - Finally, remove Moodle from our system by the end of 2017

Board Support/Action: Awareness of the work that has to be done to ensure a smooth transition between the platforms at ASW.

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Board Report

September 25, 2017 Division/Department: Elementary School Author: Jen Munnerlyn


Report Growth in the Elementary School This Fall we began school with record enrollment in the Elementary. Our Pre-Kindergarten (PK3 and PK4), Grade 4 and Grade 5 are especially full, with children still on the waitlist. Successfully managing this growth has been a topic of consideration for all in the ES this year. In addition, we have focused on the following goals as we launch into the 2017-18 year: Creating a Caring Community:

- On Monday, August 21, the Elementary opened our doors to returning families for an “ES Meet and Greet” event from 1-3 PM. The day provided a time for parents and their children to meet their new teachers, see last year’s teachers and find and connect with friends prior to the first day of school. This event reduced the stress of starting school for families and children and led to a smoother opening on August 22.

- As a staff, we are committed to ensuring that our communication with parents is consistent and supportive. Our Back To School Night, while early, was a time for us to see our new and returning families face-to-face to assure we develop partnerships and support systems right from the beginning of the year. Record attendance by parents and anecdotal feedback after the evening, indicate that the event was successful.

- In addition, we maintained the ES Entryway photo board, where all 440 student photos are displayed. This year, we will also host a friendly competition to see who in our community can name the most children. The challenge will be set out to all parents, students and staff as a way to highlight the importance we place on knowing each member of our ES “Family”.

Strengthening a Differentiated Approach to Curriculum

- With the 2-day on-site PYP Training for all staff on August 16 and 17, we successfully completed the required Category 1 training. While a mandated event, the excellent facilitators- led by our PYP Coordinator Miranda Rose- helped the ES Staff learn more about leading our children through the Primary Years Program. A key component of all sessions was the emphasis on meeting students where they were and helping each grow via differentiated instruction. To do this well, the ES is focused on three key areas when developing our Program of Inquiry:

- Formative Data- We will use pre-assessment data to understand what our students already know how to do and what we need to teach them next.

- Collaborative Unit Design- By engaging whole teams in unit planning, we will ensure equitable access to the curriculum for all students. In addition, shared understanding of student abilities will allow teachers, teaching assistants, EAL and Learning Support teachers to support every student in the grade. Flexible groups, small focus sessions, and differentiated tasks to support all learners will be created at the PYP planning meetings this year.

- Connecting our Single Subject and Additional Language Teachers to the PYP Units- On Tuesdays and Thursdays this year, under the guidance of our PYP Coordinator, Grade Level PYP Learning Leaders will host meetings to share unit plans and provide a collaborative setting for the PE, Art, Music, Polish and French teachers to join in designing learning experiences which connect or compliment the Unit of Inquiry. This transdisciplinary approach is new for our staff and offers a unique opportunity for the specialist teachers to offer differentiation and other strategies to their colleagues as a way to engage our learners and connect our curriculum.

Developing Teacher Leaders in the PYP

- As we tackle complex problems and attempt new solutions, the Elementary school requires more distributive leadership to ensure staff is supported. A new team leader group: the PYP Learning Leaders are learning how to lead teams more effectively. To do this well, the PYPLL have started a book study using The Art of Coaching Teams by Elena Aguilar, and each will attend an off-site Teacher Leadership Training course this Fall.

- In addition, each Elementary team has taken the time to develop common understandings and working norms to allow for more productive and connected meetings. With these processes grounded in the ASW Core Values, our school Mission, the PYP Learner Profile and our goals, we feel certain our collaborative capacity will improve among staff this year. In the end, all of our efforts are aimed at ensuring students are at the center of all we do.

Next Steps:

- October 3 and 4th: PK-Grade 5 Parent-Teacher-Student: 3-Way Conferences will continue our partnerships with parents in the Elementary as families take an active role in collaborating with teachers on learning goals for the year.

Board Action: An awareness of the work undertaking by the Elementary Staff to ensure the start of school was successful.

Board Report

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September 25, 2017

Division/Department: Activities and Athletics Author: Jim Matter/Stephen Sidaway


Report Elementary Activities Policy reference: 7.05

Rationale: A new system of elementary enrolment was implemented for fall ESAs ( Elementary School Activities) in order to provide an equitable system of placement, take enrolment, and to communicate with parents on a timely basis.

Executive summary: The new CHQ signups has changed the process that we have students and their parents sign up to activities and athletics in all grades PK-12. The new system will allow students, parents, teachers and administrators to see what activities and athletics any one student is participating in on any day. The ability to track students allows greater confidence in ensuring all students are accounted for and safe on our campus after school hours. The attendance app allows coaches and advisors to record attendance whilst in the gym, on the field from their smartphones or tablets. The introduction of this software allows us to send dedicated messages to all parents/ participants or target a specific activity or sport. Training is ongoing for all involved. The random allocation of students into activities during the signups ensures more equity for all students. For those that are not successful in gaining a space in an activity, they will have a higher chance in the next season as they remain on the waiting list and have a higher priority in the next round. Next Steps To train Activity Office Staff and to train coaches and activity leaders on how to best utilize the tools this system offers. Board Action An awareness of a system change in order to better serve the needs of the ASW community. Increased Risk Management for Overnight School Based Trips Policy reference: 7.08 Field Trips and Travel Policy reference: 8.09 Child Protection Policy

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Rationale A systematic checklist has been adopted whereby all school trips are evaluated in terms of risk assessment, duty of care responsibilities, and emergency protocols. This is signed off at various levels of trip leaders and administration, and the school director. Executive summary All school-based trips are being planned and assessed by administrators using on–line shared documents that guide planning. Trip leaders work with the Activities and Athletics Office to complete these documents and to either approve or deny a trip. The standardized documents serve to initiate conversations regarding safety, assign specific duty of care to teachers. This also allows us to have a record of all information and travel aspects of every trip. The trips are all approved by ASW security with consultation from the regional security officer of the US Embassy, the school principals and finally the director. Post trip reviews and reports are also becoming standard practice. Various site visits are also being conducted by teachers and the Activities and Athletics Office. Next Steps Continued refinement of these tools including after-trip reflection meetings for all those involved in planning and executing a school trip. Continued training in Child Protection: As of September 25, 29 staff members (coaches, teachers and administrators) have completed various levels of an on-line child protection training administered by EduCare. By June 2018, all faculty and staff will go through this training in order to strengthen our child safeguarding practices. Board Support/Action A Board and community awareness of the priority ASW places on achieving the best and safest travel policies and procedures. 2017-2018 Co-curricular activities calendar Policy reference: 7.05 Co-curricular activities. Rationale The Athletics Office has started its fall season with a series of competitions. Multiple events are scheduled at ASW and at other schools. Some of these involve overnight travel to one of 10 countries that serve as hosts for these events. Executive Summary A full calendar of co-curricular events is planned for the 2017-18 school year. This involves all aspects of travel and hosting arrangements within the safety guidelines the school and leagues and associations adhere to. This is a very fluid process as best safety practices are situational and cover a wide scope of activities. The Activities and Athletics Office continue to plan, execute and evaluate these events that are on schedule to occur. We strive to achieve the desired results that these co-curricular programs provide. In order to do so, we ensure that we safeguard our students while giving them exposure to the tremendous educational opportunities that our co-curricular programs provide. Making the world our classroom is a reality with these programs. Next Steps Continuous evaluation and monitoring of these events and trips through established and new feedback loops such as surveys for teachers, students, and parents.

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Board Support /Action Awareness of the full co-curricular calendar that Activities Office plans and the larger school subscribes to, and the extensive range of opportunities that are provided for ASW students; the partnership of ASW parents, students and teachers who work together to coordinate and facilitate safe educational programming.

Board Report

September 25, 2017

Division/Department: Director’s Office Author: Jon P. Zurfluh

Action Items Item/s Policy Reference Recommendation 2017-2018 Organizational Chart Policy 2.03 Adopt

Report It has been a wonderful startup to the year!

Organization Chart Before you is revision to organizational chart for 2017-2018. The two distinctive changes include the elevation of 3 directors under Teaching and Learning to the A-Team Functional Support level and the re-alignment of IT staff with direct lines under the Director of ICT. The former was decided toward the end of last year and reaffirmed during summer edits when considering the key role that these functional support members play across the PK-12 program. Shifting the voice and agenda of A-Team to accommodate the additional members was appropriate to making sure their voice and efforts are aligned with broad school planning. Their work in June and again in August as part of the A-Team retreat confirmed the need for their involvement and the critical contributions that they can make to our work in embracing core values and achieving mission in the context of our strategic goals, now and in the future. The IT re-alignment was based on review of the overall IT structure, lines of reporting, and the important collaborative role of the entire IT team, both instructional and support staff. Part of this assessment was also due to the untimely passing of Pawel Wojnicki, a key player on that team. Dr. Sendra has worked with me to make some shifts and adjustments to job descriptions and lines of authority in this structure and it became clear that the team was incomplete without clear lines of reporting that included the Co-Directors of Digital Learning. While we have many examples in functional departments of staff with multiple lines of reporting, the primary line must be aligned with the collaborative aspect of how support and instructional staff collaborate toward school and departmental goals. Collaboration with divisional principals is affirmed in assuring that staff meet divisional needs while staying within the boundaries of agreed scope of responsibility and cooperation required at the department level. Collaboration between managers is implied and expected in this structure such that directors and principals can coordinate their efforts in overseeing staff that work across traditional boundaries in serving the needs of students.

Appraisal Report Please give attention to the appraisal report enclosed within the HR report. As noted at the HR Committee meeting, this is a generalized look at the appraisal data that is currently under review.

We noted in the HR Committee that we would return at their next meeting with an expanded conversation around this information and the potential for expanded reporting to the board through HR Committee process. For now, the report contained in the HR Report is an executive summary that satisfies the terms of Policy 6.06. Given the stipulations of this policy, which direct its administration under Human Resources, we believe this satisfies both the letter and intent of the policy. We will continue our processes to improve and expand our appraisal protocol, which is also part of the goals of the policy. I’m currently reviewing systems that may support this process to further integrate our process of goal setting and accomplishment of goal targets in the context of all staff. This is consistent with the outputs of the engagement survey of teaching assistants and support staff, and is consistent with the overall aim of Performance Enhancement (PE) in the faculty appraisal.

Focus Area - Upper School Report Of particular attention is the Upper School Report which has been pulled to the Action Agenda for deeper consideration. While this report does not have action items associated with it, we want to put focused attention on some of our most important outcomes: IB Results and College placement. The comprehensive report provided by the Upper School team addresses these two areas in some detail and, while it will not include a formal presentation, we hope for a robust conversation regarding this informative report.

Professional Development My thanks again to the board for allowing me to attend TEDGlobal in Arusha, Tanzania. It was a profound experience and one that I’m drawing upon daily, reflecting on my leadership. I’m hoping for an opportunity to share about this experience in more depth. As you can imagine in the wake of this experience, I’m quite happy that we have recently started organizing our own TEDxYouth experience here at ASW. Thanks to the work of student leadership in partnership with Carla Staffa, we plan to have our own iteration of a TED style conference in January. More details will come in due course. You can find the listing here on the TED website: https://www.ted.com/tedx/events/23961 Future planned Travel/PD for Director: CEESA Governance Training - October 13-15 CEESA Business Managers - October 19-20 MYP Pedagogical Leadership Training - January 26-28 AAIE 52nd Annual Leadership Conference - February 4-7 CEESA Regional Conference - March 14-17 Recruiting schedule TBD.

https://www.ted.com/tedx/events/23961

AmericanSchoolofWarsaw2017-2018DRAFTOrganizationalChart

Director

J. Zurfluh

DirectorofFinance&Operations

J.Young

Accounting

A.Janota-Bzowska

Security

M.Mozanski

Facility

L. Czajkowski

Purchasing

A. Zygmunt(M.Chrzanowska)

DirectorofTeaching&Learning

C.Jordan

DirectorofServiceLearning

L.Stawarz

DirectorofEAL

M.Nieman

DirectorofLearningSupport

C.Cienska

Library

B.McCombM.James

ESPrincipal

J.Munnerlyn

IBPYPCoordinator

M.Rose

LiteracyCoach

H.Laffay

UpperSchoolPrincipal

M.Sheehan

HSVicePrincipal

L.Berntson

MSVicePrincipal

B.Kryger

IBDPCoordinator

C.Beach

IBMYPCoordinator

E.Swanson

PerformingandVisualArtsCoordinator

N.Pavlos

DesignCenterCoordinator

A.Campbell

DirectorofAdmissions&Registrar

V.RaskinNursing

M.Dypczynski

DirectorofHumanResources

M.Kalbarczyk

DirectorofCommunications&

Marketing

A.Swietliczko

DirectorofICT

I.SendraCo-DirectorsofDigital

Learning

S.Senrick,K. Sheehan,S.May,C.Staffa

DatabaseAdministrator

M.Klobukowski

SystemsAdministrator

M.Pytel

TechnologyServicesandAssetsSupervisor

TBD

DirectorofAthletics/Activities

J.MatterS.Sidaway

DirectorofAquatics

B.Szuter

ESActivities&SoccerProgram

N.Riley

ChiefAdministrativeOfficer

B.Waliszkiewicz

Cabinet Cabinet+FST=A-TeamFunctionalSupportTeam

Board Report

September 25, 2017

Division/Department: Upper School (Middle and High) Authors:

Michael Sheehan Laura Berntson Bart Kryger Kristine Raggio Tim Munnerlyn Carl Beach


Report IBDP Results - May 2017 Rationale: The annual IBDP results provide a worldwide benchmark of achievement and curriculum delivery. The purpose of this report is provide an update on the May 2017 results as well as provide an understanding of trends and developments from the past six years. Executive level summary: The May 2017 IBDP Cohort was ASW’s largest with 62 students (84% of total enrollment) partaking in the full IB Diploma, a 38% increase from 2016 and 11% increase from the previous largest cohort (2014). Of those 62 students, 97% earned marks sufficient to satisfy the requirements of the full diploma. In addition, in keeping with our mission, the 2017 cohort also accommodated the most students with learning needs (10% of the total), providing multiple venues for testing as well as scribes and readers (see fig. 1).

Fig. 1 - 6-year Overall Participation and Overall Score in the IBDP ASW continued to perform exceptionally well against the IBO world average, with all students averaging 3 points above the world’s averages (ASW average = 33 total points; World average = 30 points). This represents a 5.7% dip from last year’s average score of 35, but when taking into consideration all student’s scores from both years, the decrease is lessened to 4.3% (2016 average = 34.62; 2017 average = 33.10). Given the larger cohort size, this discrepancy in scores between the years is reasonable. Additionally, when compared to previous years with similar size cohorts, ASW 2017 IBDP class proves statistically similar for overall scores with many noteworthy improvements in other areas (see Fig. 1). For one, overall bonus points (which are calculated through a combined score of Theory of Knowledge and the Extended Essay) have steadily increased since 2014, with 2017 getting closer to an average of 2 bonus points. Finally, 2017 saw the continuation from last year of no students receiving a “2” or below in any subject. Combined with a slight increase in the percentage of students receiving a “6” or higher in any subject as well as , the class of 2017 illustrate that many gains were made in the delivery of the IBDP curriculum (see Fig. 2 and Fig. 3).

Fig. 2 - 6-year data and analysis of TOK and EE Bonus points (as well as IB Diploma students with approved learning needs)

Fig. 3 - 6-year analysis of subject scores Nevertheless, the data illustrates one major area for the IBDP program at ASW to work on: IB predictions. In 2017, we over-predicted scores, which led to higher expectations for the students and the community. However, the major concern is not perception but accuracy in our assessment and evaluation of achievement within the program (see Fig. 4 and Fig 5). We have already taken steps to rectify this by shifting away from topic reporting to reporting on the IBDP’s Assessment Objectives for each subject. This will serve two purposes: 1. provide a more objective and IBDP aligned method of reporting of achievement for each subject; 2. align with MYP assessment and reporting. Both purposes should help provide teachers, students, and parents with a better understanding of how a given mark aligns with the criteria of the subject, allowing for more accurate predictions.

Fig. 3 - 6-year data of Difference between Awarded and Predicted Overall Scores - a negative number indicates an over-prediction.

Fig. 3 - 6-year analysis of Predicted versus Awarded overall IB Diploma scores. Plots above the line indicate an over-prediction; plots below the line indicate an under-prediction. Next Steps: Continue data collection, analysis, and reflection. Board Support/Action: An awareness of the May 2017 IBDP results, data gleaned from the past 6 years, and steps taken to improve implementation of the program. HS Profile Updates/University Placement Rationale: Looking each year at university placement data ensures that we are effectively helping our students reach their dreams and goals. Executive Level Summary: Though there are variations each year in SAT, ACT and IB averages, as well as other non-quantifiable elements of the class composition, we continue to be a school where students are able to meet their university admission goals. In the spring we collect data regarding first and second choice admissions and have been comfortably above 85% of students receiving offers of admission from either their first or second choice university over the past three years:

2015 2016 2017

Admitted to 1st Choice 82 81 72

Admitted to 2nd Choice 18 6 17

Combined Total 100 87 89

https://docs.google.com/document/d/1wTAU9XTlRvRAwdNHjUAeKXOQXc-HxhPaZj7cPvNOIA4/edit?usp=sharing

An additional indicator of the health of ASW’s university application program is the success our highest achieving students have in gaining admissions to highly selective universities across the globe. University admissions from the Class of 2017 included offers from Cambridge, Oxford, Brown, Seoul National, Sciences Po, Hong Kong University, St. Andrews, Erasmus University and many other selective-entry universities from around the world. As ASW students apply all over the world, the counselors make an effort to be available for students outside the August-June school year. This is especially important for applicants to Korea, Poland, and the UK. Applicants to the UK typically hold conditional offers which are not confirmed until the release of IB results in early July. This means that students need guidance in navigating the process of confirming offers, making plans to attend an Insurance choice, or entering into the Clearing or Adjustment process. Though some offers were missed in 2017 (see above IB report), at this time, all students who were seeking to enter university in 2017 have offers - with the exception of students applying to South Korea who are still awaiting university replies. A final indicator of success is that our students are able to study in their areas of interest. Whether the interest is medicine, veterinary science, business, economics, visual arts, or music, ASW students are able to write applications that make them competitive applicants. Next Steps: The counseling team will continue the programming which is already in place: counseling seminars to cover university research and application topics, special student sessions on creating high quality applications, career fairs, university fairs, parent sessions on understanding the application process, but we will also work to implement additional programming in the areas of student wellness and healthy and productive decision making with the goal to help students dream as big as possible while developing the skills and the positive frame of mind necessary to make those dreams a reality. Board Support/Action: An awareness of the need to provide counseling supports not just around university applications, but around the entire decision-making and future planning process which precedes a student’s university application in addition to an understanding of the broad range of ASW student’s university destinations. Schedule Implementation and Reflections Rationale: To help provide insights into how the new schedule is working in the Upper School, a short summary is provided here. Executive Level Summary: Last year (2016-2017) the MS/HS piloted a new 9 period schedule. Throughout the year the effectiveness of the schedule was evaluated with data including the requirements stated by the IBO and through feedback from staff, student and parent surveys. In order to find ways to adjust the new schedule to even better meet the needs of the Upper School, a committee was formed consisting of equal numbers of MS and HS teachers and one administrator. Data was looked at extensively, other administrators were collaborated with, and further surveys were administered. After many hours of meeting time, our current schedule was developed and proposed to the broader Administrative team. We have now been working under this new schedule for the past month. First impressions are indicating that the current model is meeting the goals as determined by the committee after evaluating all of the data collected. Some advantages of the new schedule include: more contact time in both the MYP and DP subjects which is more in line with what is required by the IBO, the development of a community time for HS (in the past all assemblies and other community events came from class time), time allotted to implement the newly developed Advisory program in the MS, less crowded lunches most days of the week, the ability for MYP students to take all 8 MYP

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https://docs.google.com/document/d/1EcHi8te8hT3Zc72D9NLvDZU9Dn7VnYbnr0KnbhGR8sQ/edit?usp=sharing

subjects year round and an additional language if desired, and the creation of time that can later support the implementation of the MYP Personal Project in grade 10. Next Steps: Even though the schedule is very complex to the eye, students and teachers seem to be following it with ease. A survey will be sent later in the school year to staff and students with the goal of gathering further evidence of the new schedule’s successes and challenges. We do not foresee any overhauling changes for next and future year’s schedules at this point. Board Support/Action: An awareness of the complex scheduling needs for our community, and an understanding of how thoughtful, inclusive, and thorough we have been in developing this schedule which is designed to even better support students in their pursuits toward success and ability to live our mission/core values at ASW.

Board Report

September 25, 2017

Division/Department: Teaching and Learning Author: Carol Jordan


Report CIS-NEASC Accreditation Self-Study

Rationale: The re-accreditation self-study we are currently engaged in with the Council of International Schools (CIS) and New England Schools and Colleges Association (NESAC) will be externally validated by an eleven-member visiting team in February 2018. From this visit, a decision will be made regarding our re-accreditation.

Executive summary: The self-study is a highly generative and collaborative process. To gain broad input every faculty and staff member has had an opportunity to participate in either a focus groups and/or committee. Parents and board members have also had an opportunity to contribute. The self-study is on track to be submitted on the due of December 1st. During the PD half days on September 13th, October 4th and November 8th faculty and staff will work together to complete sections D-G of Part two. When planning this year's calendar, the Trustees support for these half days is appreciated. In Part three the findings from each section will be synthesized into strengths on which we can build, and action plans for improving our degree of alignment with the standards.

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Next Steps: Complete parts two and three, submit the self-study and prepare for the visiting team. Board Support/Action: An awareness that the self-study is a dynamic process and as such we are undergoing improvement and moving forward on action items that have been identified before receiving feedback from the visiting team. Develop awareness of how the results of the self-study may be used to inform the school's development/strategic planning in the coming years.

IB PYP and MYP Implementation

Rationale: Once authorised to offer the PYP and MYP programmes we will have a continuum of three IB programmes that has synergy with our mission and core values and is research based, learner centered and shares the same beliefs about learning but lives them in ways that are developmentally appropriate. Executive summary: The authorization process has a number of phases, each of which has distinctive objectives and related time frames. We are on track to meet the Spring of 2018 deadline for submission of our Application for authorisation for both programmes. Upon acceptance, the IB will carry out visits in the Fall of 2018 to verify that we are prepared to become an IB World School.

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Overview of the journey to authorisation 1

Next Steps: Continue implementation of the PYP and MYP and submit the Application for authorisation in April 2018. Board Support/Action: An awareness of the progress being made to meet the requirements for PYP and MYP authorisation.

Learning Leadership Team

Rationale: The learning leadership team provides oversight for the education programmes and curriculum from early childhood through to grade 12.

Educational programme - International Baccalaureate (IB) Primary Years (PYP), Middle Years (MYP) and Diploma (DP) programmes. These frameworks provide the structure, standards and practices, and pedagogical backdrop for developing our curriculum. Curriculum - What is written, taught, and assessed in a specific subject and grade level.

The Director of Teaching and Learning is responsible for overseeing the articulation of the continuum of IB programs from preK-12 to ensure that within and between each IB programme, the curriculum is based on ASW adopted academic standards and builds on students’ previous learning experiences in a developmentally appropriate way. She is supported in this work by the Learning Leadership Team and Principals. The IB programme coordinators are responsible for implementing the curriculum on a day to day basis. They use the IB programme frameworks to ensure that learning experiences are concept

1 Guide to authorisation: Middle years programme (IB, 2016)

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based, inquiry-driven, relevant, engaging, significant, challenging, and aligned with ASWs adopted academic standards. They are supported by the Learning Leadership Team, Principals, and the Curricular Learning Leaders.

Executive Summary: The Learning Leadership team meets bi monthly and are united by their common belief to participate equitably towards the accomplishment of our school wide goals for student learning. Learning Leadership Team members:

Next steps: The learning leadership team has identified the following school wide goals for 2017-2018. Goals Success Indicators

Implement K-12 policies for ● Inclusion/special educational

needs ● Assessment ● Language

The IB appointed consultant’s report that the development and implementation of these policies are on track to meet IB expectations. ASW achieves authorisation for the PYP and MYP after the verification visit in the Fall of 2018.

Build the systems, structures and supports for successful and sustainable PYP and MYP implementation based on the IB Standards and Practices.

The IB appointed consultant’s report that ASW is ready to complete and submit the Application for authorization. The CIS-NEASC accreditation visiting team validate the efforts ASW has made to implement both programmes. ASW achieves authorisation for the PYP and MYP after the verification visit in the Fall of 2018.

Document the essential elements of the written curriculum from early childhood through to grade 12 on Atlas.

The essential curricular components needed for horizontal and vertical articulation are documented in the Atlas Rubicon curriculum management system.

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Align Digital Citizenship Curricular Standards from K-12.

Common Sense Media Certification verifies that we are teaching the required hours of digital citizenship instruction and providing parent learning opportunities.

Build on the work started around developing a culture of looking at student assessment data.

Creation of data drops that collate student assessment data in the upper school(data drops have been created in elementary school). Evidence from teams/departments that data has been used to inform approaches to teaching and student learning.

Board Support/Action: An awareness of the operational work of the learning leadership team. Support for strategic planning. Support for operational policy through board policy.

Professional Development

Rationale: ASW empowers and supports the ongoing learning and growth of the faculty and staff through its program of professional development. Categories include:

Strategic initiatives - Professional development opportunities that are specifically targeted to the goals and priorities identified by the school.

IB training - IB recognised training for PYP, MYP and Diploma Programme teachers. Appraisal - Professional learning needs identified through the appraisal process. Mandatory training - For support staff this includes required upskilling and training. Beyond ASW - Supporting faculty and staff who have an opportunity to share their knowledge and expertise with others as an IB workshop leader, examiner, consultant, accreditation/ verification team member, conference committee member. Educational advancement - Tuition support for master's and doctoral programs.

Executive Summary: The professional development budget is prepared according to identified needs. In 2016-2017 funds were allocated in the following way.

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*PYP, MYP and DP refers to refers to IB authorised workshops

Next steps: Manage the budget for 2017-2018 so that the professional learning needs of the faculty and staff can be met. Continue to refine our processes for planning and anticipating future professional development needs.

Board Support/Action: Ongoing support for faculty and staff professional development.

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Board Report

September 25, 2017 Division/Department: Finance Committee Author: Chrissie Graeber

Action Items Item/s Policy Reference RecommendationCommittee Terms of Reference Policy 3.1 The Finance Committee and Goals for 2017-2018 recommends full Board

acceptance of its Terms of Reference (ToR’s) and goals for 2017-2018.

Report

The first Finance Committee (FC) meeting for the 2017-2018 school year took place on September 11th at 8:00am in the boardroom.

Terms of Reference (ToR) The FC agreed on Terms of Reference (ToR) and goals for the 2017-2018 school year, and now submits these for approval by the Board.

Risk Management An ad-hoc risk management committee has been formed per the board approval from the June 2017 meeting. The RMC consists of Rob Batchelder, Ray Banks, and myself. I will be the chair for the committee. We will meet quarterly, with our first meeting to be held tentatively on September 27th, when Albert Risk will do a follow up visit to the school. The committee will focus on four main objectives:

● Proactively seeking out and approving formal policy and procedure from schooladministration.

● Removing contradictions and inconsistencies from current policy.● Creating a more self-perpetuating BoT.● Creating policy to ensure annual BoT training for future board members.

All the above objectives are policy-related, therefore, from the formal point of view, the RM Committee should be placed under the Governance Committee responsibility. For this to happen, Policy 1.06 needs to be adjusted to reflect the shift. FC will send the requested change to governance for further recommendation to the board.

Revised budget review The FC, the Director, and the Director of Finance will review the current board approved school year budget to reflect the changes to increased revenue and optimized expenditures.

Draft Financial Report for SY 2016-2017 The Director of Finance has completed the draft financial report for the 2016-2017 SY. He drew the Committee’s attention to the split of tuition receivable category into Current Students and Past Students to be clearer on who owes us money. At this time, there are no outstanding payments - the BO team has done an excellent job of informing the families effectively about the

consequences of delaying the fee payments (no more grace period for late fees). It was noted that the July 15 deadline should be incorporated into the policy. There are a few discrepancies between the budget tool and the older accounting method that are being reviewed, but it needs to be kept in mind that none of the numbers are final until the audit has been completed. Final reports and numbers can be expected at the November BoT meeting. Upon learning that approximately US60K worth Tuition refund is still classified as payable although the former families have not claimed the refund for over three years, the Committee voted to write off the books any refund liabilities that are older than three years. The total amount written off this school year was approximately $33k. This process will be captured in policy for practice going forward. Chapter 4 Policy Work The FC considered the proposed restructure, revision timeline, and prioritization of the policies to review/develop, as well as the process itself. The committee agreed unanimously to divide policies among the Committee members for individual revision/development followed by a joint fine-tuning of the proposed rewritings. The timeline and procedure can be viewed in the policy work folder under the FC committee. BoT finance reports The FC and the Director of Finance have been working together to complete the new financial reports and dashboard. A special thank you to Jim for putting in the extra hours to get this done for our meeting today. The Committee felt the presented new approach to management of the finances by cost center (and reporting by cost center as well) as well as presenting monthly budget reports based on consolidated data for all three entities is clearer and more informative than what the Committee (and the Board) used to receive in the past. We welcome feedback and suggestions for these reports.

ASW BOARD Terms of Reference Board Committee: Finance School Year: 2017-2018 Bylaws & Policy References: Bylaws 1.05, Section e Bylaws 1.06, Section a Policy 4.01 to 4.15 Purpose:

The Finance Committee shall be responsible for developing annual budget guidance for Board approval prior to budget development initiation for the ensuing school year. The Finance Committee is also responsible for reviewing annual budget execution, monitoring income and expenses throughout the year, nominating for Board of Trustees approval an independent auditing firm to audit the School’s financial statement and accounts and other duties as deemed necessary. The committee delegates responsibility where appropriate to the Director for providing information and proposals associated with this purpose in a timely fashion in order to support the work of the Finance Committee and budget preparation timelines. Members: Chrissie Graeber, Chair Christopher Biedermann Massimo Merighi Rob Batchelder Goals:

1. Meet the responsibilities of Bylaws Chapter 1.05, Section e, Bylaws Chapter 1.06, Section 7a, and Policy 4.1 - 4.17; specifically:

a. Review and approve the annual budget. b. Ensure an annual audit is performed. c. Ensure that a financial report for the current school year is prepared and

presented to the board for approval. 2. Review and recommend changes to salary and benefits policies to conserve and

manage utilization of resources while remaining competitive in the local and international market.

3. Work with the director of finance to fine tune monthly financial reporting and a big picture dashboard for financial data we can use to monitor our progress throughout the year.

4. Revise Chapter 4 – Fiscal Management to align with current best practices and support proper fiscal management.

5. Identify all current sources of income and explore opportunities for new revenue sources to include corporate debenture, alumni association, and fund raising.

6. Develop and/or revise allocations for capital and emergency reserve funds. 7. Create a master facilities plan and an inventory of assets. 8. Review of school and Spolka foundation relationship to verify relevance and

applicability to our financial structures, core values, mission, vision, and strategic goals.

9. Review capital, IT, and PD budgets to determine best methodology for policy based practice as a part of overall budgeting process.

10. Discuss and create a contingency plan for worst case scenario regarding government negotiations impact.

Path Forward: When What Notes

September 11, 8:00a

Establish ToR’s and calendar Review EOY report 2016/17 Review current year budget and discuss revisions Begin Chapter 4 revision

Begin the task of moving Risk Management to GC Renumber and rename Chapter 4

October 16, 8:00a

Salary & Benefits, staffing proposals Revenue Projection Audit review Enrollment Projections

Review and confirm 4.11 and 4.14 policies Begin: 4.04, 4.06, and 4.07 Begin:4.08, 4.13, and 4.15

October 30, 8:00a

Joint committee meeting with HR committee, ie: Salary & Benefits

November 13, 8:00a

Identify current revenue & explore opportunities for additional revenue Initial discussion - tuition & revenue

Begin: 4.17 Begin: 4.09 and 4.10

December 9 , 9:00a

Review of school and Spolka foundation relationship to verify relevance and applicability to our financial structures, core values, mission, vision, and strategic goals. Respond to audit issues

January 19, 8:00a

Review capital, IT, and PD budgets Review initial capital budget Operational budget - first look 2018/19 Fees & Revenue

Begin: 4.03, 4.12, 4.18, and 4.19 Begin: 4.02, 4.05, 4.16, and 4.20

February 12, 8:00am

Develop and/or revise allocations for capital and emergency reserve funds. Fees & Revenue Tuition Increase Operational budget Capital budget

Saturday Budget refinement

Capital budget finalization Finalize fees and revenue Annual budget - finalize proposed budget to board

March 12, 8:30a

Chapter 4 revision

Begin: 4.01

April 16, 8:00a Government negotiation impact Support Staff Salary & Benefits

May 21, 8:00a Annual budget - post-adoption discussion - if needed Master facilities plan

June 11, 8:00a End of year review Board Meetings: September 25 November 6 December 11 February 3 March 5 April 9 May 14 June 18

Board Report

September 25, 2017

Division/Department: Governance Committee (GC) Author: Raymond Banks

Action Items Item/s Policy Reference Recommendation Terms of Reference (ToR) GC Policy 1.06 Approve ASW Board Succession Policy 3.03 Information Report The last GC meeting took place on September 8th at 8:05am in the Boardroom. Chair’s remarks I have one of several new faces on GC this year. We are fortunate to begin the year standing on the shoulders of previous GC’s and the exceptional body of work by last years GC especially. Look for GC to tackle both mundane and aspirational goals this year as we seek to support the work of all other committees and the stated goals of the BoT for the 2017-2018 school year. Action Items Vote: GC Terms of Reference The goals and plans set in the GC ToR fully support the BoT’s goals. Notably, GC will seek to improve financial policy through detailed work on Chapter 4 of the policy manual in coordination with Finance Committee. Also, GC will adopt a more comprehensive approach to Trustee recruitment, development, and retention. GC’s recommendation: GC recommends approval. While we expect some level of revision over the course of the year, we ask that conflicts with the work of other committees be identified as early as possible. Review ASW Board Succession: The current succession details are provided for your information. Notes will be added as we move towards BoT appointments followed by elections this spring. Conclusion: I’ll end this report by emphasizing one of ASW’s core values. Work together. I have asked the GC and many others to consider how we (the BoT) work together, specifically at the committee level. While GC is still considering changes to the way we organize committee work and BoT internal communications, we ask that you provide any recommendations you have for ways that we can improve. .

ASW BOARD MEMBERS SUCCESSION DETAILS 2017 - 2018 School Year

NAME Category Nationality Term Ends Notes

US Ambassador Appointed (Honorary Chair) Robert Batchelder – Chair US Embassy Appointed US 2018 Departing Clay Crawford US Embassy Appointed US 2019

Appointed Members (Article III, Section 2) Chris Biedermann Appointed US 2019

Simeon Netchev Appointed non-US 2019 Massimo Merighi Appointed non-US 2019 Peter Chudy Appointed US 2018 Eligible for election or reappoint for 2018-2020 Raymond Banks Appointed US 2018 Eligible for election or reappoint for 2018-2020

Elected Members (Article III, Section 3) Audrey Ting Elected US 2019 Elin Witschas Thomassen Elected non-US 2019 Christine Graeber Elected US 2018 Departing Artur Banaszak Elected non-US 2018 Eligible for election or appointment for 2018-2020

Potential plan for 2018:

TBD

ASW BOARD Terms of Reference

Board Committee: Governance School Year: 2017-2018 Policy References: Policy 1.05, section f Policy 1.06, section b Policy 1.10, section e Purpose:

The Governance Committee shall be responsible for organizing elections and appointments to the Board of Trustees, inducting new Trustees, ensuring that the Board of Trustees assesses its own performance annually, maintaining the School’s Policy Manual and other duties as deemed necessary. The Board of Trustees conducts an appraisal of the Director’s performance twice a year (in December and May) in the form of a survey provided by the Governance Committee. Based on such an appraisal, the Chair of the Board of Trustees prepares a written evaluation which is then submitted to the Director and report thereof is presented and discussed in executive session at the January and June Board meetings, respectively. Members: Raymond Banks, Chair (Board Secretary) Artur Banaszak Clay Crawford Audrey Ting Goals:

1. Serve the purpose described above. 2. Review policy and organizational chart for alignment with core values. 3. Review of ASW, ASW Foundation, and Spolka relationship 4. Develop internal communications plan and associated policies 5. Review Capital, IT, and PD budgets to determine best methodology 6. Revise Chapter 4 – Fiscal Management 7. Advance and expand Trustee Development and election process

Path Forward: When What Notes

October 6, 2017

-Review organizational chart and BoT structure for alignment with core values -Review Director Evaluation for policy implications -Review Director Evaluation proposal(s)

-Review board Self-Evaluation -Identify and schedule Trustee Development activities -Review internal communications practices and policy -Core Value and review Chapter 1-5

November 16, 2017

-Review initial proposals for policy changes from administration and Finance Committee -Finalize Director Evaluation (for December mid-review) -Finalize Trustee development activities -Core Value review Chapter 6-10

Receive first chapter 4 inputs from FC

November - December, 2017

Trustee Development and solicitation

To include orientation event for prospective Trustees

January 15, 2018

Board Appointment Proposals

February 08, 2018

Policy proposals Election planning

March 15, 2018

Policy Proposals Finalize Board Appointments Election process Board Self-Evaluation survey review - progress to date Chapter 4 revision finalization

April 19, 2018 Election finalization

April 2018 Director Spring Evaluation Survey

May 24, 2018 Director Evaluation Board Self- Evaluation

June 1, 2018 Final evaluation compilations Board Meetings: September 25

November 6 December 11 February 3 March 5 April 9 May 14 June 18

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10.01 GuidelinesforServingonBoardCommittees

PolicyReference(s):1.05,1.06,1.07,1.08,1.10,2.06,3.02

Teachers,students,andcommunityrepresentativesshouldhavetheopportunity toparticipate intheworkofBoardofTrusteescommittees.Thepurposeofthispracticeisnotonlyfortheteachers,students and community representatives to learn about how the School functions, but also forteachers,studentsandcommunityrepresentativestocontributetheirperspectivesandexpertisetothedecision-makingprocess.

To that end, administrators, staff members, students, and other community members may berecruitedtoparticipateinBoardofTrusteecommitteesforthepurposeonengaginginworkofthecommitteeandmakingcontributionsconsistentwiththeirareasofexpertiseorasrepresentativesof stakeholder groups that have insight into the topics being addressed. Prior to recruitment toBoard of Trustee committees, the Directorwill be consulted andmust provide specific approvalwithregardstotherecruitmentofanycontractedemployeeorstudentoftheschool.

Further,BoardofTrusteecommitteeswillseektofurtherthecommunicationsaspectoftheirroleby keeping the ASW community informed about their work. This opportunitymay be providedthroughanyofthefollowingmeans:

• Surveys• Focusgroups• Openforumsorpresentations• Roundtablediscussions• Presentationstoconstituentgroupsinothervenues• Newslettersorpublications• Announcementsatschoolevents

Theoverallgoalof theuseofexpertise fromoutsidecommittees is tobothkeepthecommunityinformed of board work and improve the overall quality of the decisions made by boardcommitteesbyengagingthecommunityinassuringthatdecisionsmatchstakeholderexpectations.In all cases, Board of Trustee committees will rely on their established and adopted Terms ofReference (ToR)andall voteddecisionsby thecommitteewillonly includecurrentlyempoweredtrustees.

Revised:September,2017

Deleted: serveDeleted: on

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Deleted: MembersoftheBoardofTrustees,currentmembersofBoardcommittees,aswellastheDirectormaynominateteachers,studentsand/orcommunityrepresentativessubjecttofinalapprovaloftheapplicableCommitteeChair.TheCommitteeChairretainstheauthoritytocallanyBoardcommitteetoexecutivesessionwithouttheteachers,studentsandcommunityrepresentativespresent. ... [1]

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Members of the Board of Trustees, current members of Board committees, as well as theDirectormaynominate teachers, studentsand/or community representatives subject to finalapprovaloftheapplicableCommitteeChair.TheCommitteeChairretainstheauthoritytocallany Board committee to executive session without the teachers, students and communityrepresentativespresent.

Selection criteria for teachers, students and/or community representatives for positions onBoardcommitteesincludethefollowing:

ForTeachers:

Serviceonthecommitteesisopentofacultymemberswho:

haveaninterestinlearningmoreabouthowtheSchooloperates;

arepreparedtoaskquestionsandexpresstheiropinions;

willprovidethe“teacherperspective"ontheissueathand;

canattendthemeetingsandwillreporttofacultyatlarge;and

ispreparedtofulfillthedutiesprescribedtothembythecommittee.

The opportunity to serve should be announced by the Director. Interested facultywould beinvitedtomaketheirinterestknowntotheDirector.Ifnofacultymembersareinterested,theDirector could approach the Teachers’ Association, and/or the Division Principals to findcandidates to be approached individually. It is recommended that teacher representativesservefortwo(2)years.

ForStudents:

Each year, two (2) student representatives, one 11th grader and one 12th grader, may bechosen to serve on Board committees. Although chosen by the high school student council,serviceontheBoardcommitteesisopentoanyonewho:

hasaninterestinlearningmoreabouthowtheSchooloperates;

canexpresstheiropiniontoadults;

canaskquestions;

canprovidethe"studentperspective"totheissueathand;

canattendthemeetings;and

ispreparedtofulfillthedutiesprescribedtothembythecommittee.

Wheneverpossible,itisfavorablethatthechosenstudenthasaninterestinthespecificfieldoftheparticularBoardcommitteeforwhichthestudent isbeingconsideredformembership. Inaddition,thechosen11thgradersshouldbeabletoserveonthecommitteefortwo(2)years,inordertoguidetheirsubsequentyoungercolleagues.

ForCommunityRepresentatives:

Wheneverpossible,itispreferablethatthechosencommunityrepresentativehasaninterestinthespecificfieldoftheparticularBoardcommitteeforwhichthecommunityrepresentativeisbeing considered for membership. In addition, that person should be able to serve on theparticular Board committee aminimumof two (2) years, in order to ensure continuity. Theselectionprocessshouldincludethefollowing:

Announce that the Board is seeking community representatives to serve on Boardcommitteesthroughallpossiblemeans(e.g.,PTOmeetings,e-notes,posters,etc.).

In the announcement, describe what functions the Board committees serve, whatqualificationsarerequiredfromcandidates,andhowoftenthecommitteesmeet.

Includeadeadlinetosubmitcandidacy.

AskmembersoftheBoardandBoardcommitteestonominatecandidatestoserveoncommittees.

IdentifypossiblecandidatesandencouragethemtojoinaBoardcommittee.

OncetheyhavejoinedaBoardcommittee,aproperorientationshouldoccur.

RightsandExpectationsofAllRepresentatives:

Within the Board committee meeting, the teacher, student, and communityrepresentatives have the right to propose, second, and vote on procedural and substantivemotions.Theyareconsideredpartofthequorum.

Teachers,students,andcommunityrepresentativesshouldunderstandtheimportanceof holding a position on a committee of the Board, as they are chosen to represent theirconstituent group and are depended upon by the Board committee to carry out theirresponsibilities. Additionally, representatives need to understand what items are of aconfidential nature and cannot be discussed outside of the Board committee. These will bedeterminedattheendofeachBoardcommitteemeeting.

ItisappropriateforrepresentativestocommunicatethetopicsontheparticularBoardcommittee agenda that were discussed butmustmaintain the confidentiality of “who” said“what” related to those topics. Each member of a Board committee has a confidentialityobligationwhichmustbehonored,whichmeansthattheremaybeissuesfromwhichtheymaybeexcused if the issuepresentsa conflictof interestor isotherwisenotappropriate for therepresentativetohear.

Aside from participating in meeting discussions, Board committee representativesshouldalsoreporttotheirconstituentgroupsregularly(twotothreetimesperyear),and/orasneeded.

It is the expectationof each teacher, student, and/or community representativeon aBoardcommitteethathe/shestrictlyadherestotheseguidelines.

Board Report

September 20, 2017 Division/Department: Human Resources Committee Author: Simeon Netchev

Action Items

Item/s Policy Reference Recommendation Notification of employee action Policy 6.05 Informational Terms of Reference Policy 1.06 Approve

Report A Human Resources Committee (HRC) meeting took place on 20 September 2017, 8:00 am in the Boardroom. Discussion Items Notification of employee action: Following Policy 6.05, and with the Board Chair’s approval, the Director summarized his earlier electronic notification to the BOT regarding an employee action he has taken. He explained his rationale and outlined his further strategy both for this particular case and for any cases that might emerge in the future. Terms of Reference for the HRC 2017/2018: The Committee drafted its Terms of Reference, set forth goals and designed a timetable for their implementation ACTION:

HRC would present its TOR 2017/2018 to the BOT for approval

ASW BOARD Terms of Reference

Board Committee: Human Resources School Year: 2017-2018 Bylaw & Policy References: Bylaws 1.06c Policy 6.03 Policy 10.07b Purpose: The Human Resources Committee shall be responsible for recommending approval to the Board of Trustees all employee contract templates and elements regarding salary and benefits offered to ASW faculty and staff, ensuring the School’s long-term ability to remain competitive in terms of attracting human capital that will best serve the school community. The committee delegates responsibility where appropriate to the Director for providing information and proposals associated with this purpose in a timely fashion in order to support the work of the Finance Committee and budget preparation timelines. Members: Simeon Netchev, Chair Peter Chudy Elin Witschas Thomassen Goals: Goal 1 Propose 2018/2019 revised salary and benefit packages (to be approved in Nov 6th BoT session). Actions needed: understand current ASW situation/system salary and benefits system, understand the overall benefits package in relation to budgetary pressure, discuss possible decisions with Finance Committee. Goal 2 Review of the report prepared by consultants and other potential areas of risk and/or opportunity to identify eventual areas where the committee can recommend board action in coordination with and as a part of overall strategic planning. Goal 3 Review and validate/modify the role of HR committee, associated policies, and its oversight function. Review policy and organizational chart for alignment with core values (along with GC).

Goal 4 Review and recommend changes to salary and benefits policies to conserve and manage utilization of resources while remaining competitive in the local and international market (along with FC). Goal 5 Review and assess practices relative to taxation and legal requirement as applies to benefits. Path Forward: When What Notes

September 20 Orientation - getting ready, ToR Operational Requirement

October 12 HR Background Work for proposal Appraisal Reporting

Goal 1

October 16 Joint HR/FC Proposals Development Goal 1, 2, 4, 5

October 30 Joint with Finance - final S&B Package

Goal 1,2,4,5

November 17 HR Committee - Policy/Role Goal 3

January 17 HR Committee - Org. Chart and policy

Goal 3

February 14 Recruiting Report Goal 1

March 21 Support Staff S&B Goal 1, 2

April 25 Templates - OH & LH Operational Requirement

May 30 Draft ToR for 2018-2019 Operational Requirement Board Meetings: September 25 November 6 December 11 February 3 March 5 April 9 May 14 June 18

Board Report

September 25, 2017 Division/Department: Strategic Planning Committee Author: Artur Banaszak

Action Items Motion for Strategic Planning Committee to be given mandate in relation to School strategic planning process and efforts as described in Terms of Reference (Policy Reference: 1.03d)

Report Meeting of the Committee Rationale: statutory activity, update On 12 Sep 2017 this year first official committee meeting was held, with all committee members present in person or remotely. Main topics were:

(1) Revision of Committee Terms of Reference, attached. There might be changes to ToR later in the year, as result of detailed design of strategic process as well as the output from mission / vision reflection.

(2) Strategic Planning consultancy engagement, with recommendation to consider continuation

of cooperation with NoTosh.

Final decision to be reached in October. In meanwhile Committee agreed for Director reaching out to NoTosh with request for proposal.

(3) Committee yearly calendar was agreed, with remark that there might be necessary to

change timing of some selected meetings.

(4) Initiatives related to improvement of BoT communications

Among other it was discussed to consider usage of more cooperative platform for communication than e-mailing (a blog or forum); optimize the time meeting materials are placed in folders (avoid putting something on agenda a day before the meeting, consider availability of materials and reports 1 week prior to meeting); consider simpler/more informative reporting and KPIs system (mainly for finances).

ASW BOARD Terms of Reference Board Committee: Strategic Planning (ad hoc) School Year: 2017-2018 Bylaw & Policy References: Policy 1.03, section d Policy 1.06, section e Purpose: Plan and execute a stakeholder involved process to address the following:

1. Review, Update, and/or Affirm the school’s Mission and Vision 2. Identify mission- & vision- driven strategic goals and initiatives, outcomes or impacts

that are relevant and goal oriented in addressing the direction of the school toward the achievement of mission & vision, providing guarantee for sustainable operations

3. Define and align action plans and articulate methods for progress measurement and ultimate assessment of outcomes

4. Coordinate this work with relevant accreditation recommendations and other program evaluation feedback

Members: Artur Banaszak, Chair Rob Batchelder Raymond Banks Elin Witschas Thomassen Administration: Carol Jordan Goals:

1. Review and validate/modify ASW Mission statement through lens of Core Values 2. Map out inclusive process for development of long-term strategic plan, including

objectives, SMART goals, measurable performance indicators, and dashboards 3. Oversee the process of long-term strategic planning

Path Forward

When What Notes

September (Sep 12)

Develop and agree ToR

October (Oct 11)

Confirm engagement of consultant for strategic planning/mission revision Map out inclusive process for development of strategic plan

Output: process mapped out and agreed, incorporating. core values and mission reflection phase, focused / agile phase

November Review gaps surrounding Core

(Nov 16) Values

January/February (Jan 12)

BoT retreat - Mission session / embracement

February - May (Feb 9) (Mar 14) (Apr 18) (May 23)

Oversee the strategic planning process

June Review and propose to BoT final output of strategic planning process for adoption

Board Meetings: September 25 November 6 December 11 February 3 March 5 April 9 May 14 June 18

Board of Trustees, Path Forward, DRAFT Rev. September, 2017

Date Board Path Forward - Agenda Items Committee Divisional Reports/Actions Departmental Reports/Actions September 2 Board Retreat September 25 Organization Chart Approval HR: Sept. 20 Opening of School Report HR - Orientation, Appraisal

Terms of Reference for all Committees GC: Sept. 8 HS IB Results & College Placement (Class of 2017)

Admissions - Demographics Appraisal Report StPl: Sept. 12 Appointment of Members/Directors of the Foundation and the Supervisory Board of ASW Projekt

FC: Sept. 11

November 6 Enrollment Projections for 2018-2019 HR: Oct. 12 HR Salary and Benefits Survey Report T&L - ES/US Spring/Fall Assessment Staffing Proposal for 2018-2019 GC: Oct. 6

2018-2019 Salary/benefits package approval StPl: Oct. 11 2016-2017 Audit FC/HR: Oct. 16 HR - Salary & Benefits Review Crisis Plan Annual Approval FC/HR: Oct 30

December 11 School Calendar 2018-2019 & 2019-2020 HR: Nov. 17 HR Report - Returning/Recruiting Director Mid-Term Evaluation GC: Nov. 22 T&L - Accreditation Report Draft StPl: Nov. 16 FC: Nov. 13 FC: Dec. 9

February 3 Tuition Decision - 2018-2019 HR: Jan. 17 HR - Recruiting update (Saturday) Draft Budget - 2018-2019 GC: Jan. 15 BUDGET STUDY - SESSION StPl: Jan. 12

FC: Jan. 19 March 5 Final Budget HR: Feb. 14

Accreditation Report GC: Feb. 8 Preliminary Report - Visiting Team StPl: Feb. 9 FC: Feb. 12

April 9 Board Appointments - kick off elections HR: Mar. 21 HR - Final Recruiting Report GC: Mar. 15 StPl: Mar 14 FC: Mar. 12

May 14 Board Path Forward 2018-2019, draft HR: Apr. 25 GC - Child Protection Policy and Procedures review Contract Templates for 2019-2020 (HRC) GC: Apr. 19

Certify Board Elections StPl: Apr. 18 FC: Apr. 16

June 18 Board Self-Evaluation HR: May 30 Reports of Academic Progress Director Evaluation GC: May 24 FC: May 21 StPl: May 23 FC: June 11

American School of Warsaw Board of Trustee Goals 2017-2018

A B C Complete a process of strategic goal definition guided by the developmentof mission and vision consistent with our core values.

Complete a process of long term financial planning that balances short- and mid-term contingencies, while also addressing strategic capacity in the longer term.

Re-affirm and revise where appropriate the governance practices of the Board of Trustees in order to assure stability and sustainability.

● By December, review and validate/modify ASW mission statement through the lens of core values. (SPC)

● By December, review policy and organizational chart for alignment with core values. (GC, HRC)

● By November, map out inclusive process for development of long-term strategic plan, including strategies, tactics, measurements, etc. (SPC) *

● By May, complete initial Strategic Plan according to adopted methodology. (Director, Leadership team, SPC)

● By January, develop action plan to consider tactics associated with influencing school status outcomes consistent with long term strategic and financial goals. (Director)

● By September board meeting, fine tune financial reports and dashboards (DFO).

● Review and recommend changes to salary andbenefits policies to conserve and manage utilization of resources while remaining competitive in the local and international market. (HRC, FC)

● Identify all current sources of income and explore opportunities for new revenue sources to include corporate debenture, alumni association, and fund raising. (FC, DFO)

● Review of school and Spolka foundation relationship to verify relevance and applicability to our financial structures, core values, mission, vision, and strategic goals. (GC, FC)

● By November, review and assess practices relative to taxation and legal requirement as applies to benefits. (HRC)

● Create a master facilities plan and an inventory of assets. (DFO, FC)

● Develop and/or revise allocations for capital and emergency reserve funds. (FC)

● Review capital, IT, and PD budgets to determine best methodology for policy based practice as a part of overall budgeting process. (FC, GC)

● Advance and expand trustee development and recruitment process in order to better utilize community resources to achieve board goals. (GC)

● By December, review and validate/modify the role of HR committee, associated policies, and its oversight function. (HRC)

● Develop internal communications plan and associated policies to optimize and enhance the work of the board between meetings. (GC)

● Revise Chapter 4 – Fiscal Management to align with current best practices and support proper fiscal management. (FC, GC)

HRC - Human Resources Committee, FC - Finance Committee, GC - Governance Committee, SPC - Strategic Plan Committee

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