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School Prefect Leadership Guide

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School Prefect Leadership Guide

  1. 1. All rights reserved to S.L.Riyas. cpslanka@gmail.com | [Type the company address] 1 SScchhooooll PPrreeffeecctt LLeeaaddeerrsshhiipp GGuuiiddee -Leadership- The title and position of School Prefect is an honor and a privilege and we hope that you will look back on time as Senior School Prefect with a sense of pride in future years when you move on from School to university and out into the world Dr. S.L.Riyas PGDE, DBA, 06-Sep-2014
  2. 2. All rights reserved to S.L.Riyas. cpslanka@gmail.com 2School Prefect leadership Guide SScchhooooll PPrreeffeecctt LLeeaaddeerrsshhiipp GGuuiiddee Contents: Acknowledgement…………………………………………………………………………………………………..........03 Foreword………………………………………………………………………………………………………………..........04 Prefects…………………………………………………………………………………………………………………..........05 01. Prefects Requirements……………………………………………………………………………..………..........05 1.1 Qualifications and experience…………………………………………………………………………………..05 1.2 How to Apply………………………………………………………………………………………………..05 1.3 Selection of prefects…………………………………………………………………………..…….05-06 1.4 Criteria for Selection …………………………………………………………………………...……….06 1.5 Personal skills and aptitudes…………………………………………………………………...........06 1.6 Duties as School Prefect…………………………………………………………………………..........07 1.7 Accountability………………………………………………………………………………………...........07 1.8 Responsibilities………………………………………………………………………...………………….07 1.9 Limits to authority………………………………………………………………………………………..08 1.10 Removal from post of prefect ………………………………………………………….................08 02. Roles and Responsibilities………………………………………………………………………………….08-09 03. Additional Duties…………………………………………………………………………………………………….09 04. Assemblies……………………………………………………………………………………………………………...09 05. Primary School Presence…………………………………………………………………………………………09 06. Leadership attributes………………………………………………………………………………………………10 07. The Basic Skills of Outstanding Leadership………………………………………………………………10 7.1 Integrity ………………………………………………………………………………………………………10 7.2 Communication…………………………………………………………………………………………….10 7.3 Relationships………………………………………………………………………………………………..10 7.4 Persuasion……………………………………………………………………………………………………11 7.5 Adaptability …………………………………………………………………………………………………11 7.6 Teamwork …………………………………………………………………………………………………...11 7.8 Decision-making ………………………………………………………………………………………….11 08. Key questions to ask yourself:………………………………………………………………………………….11 8.1 Integrity ………………………………………………………………………………………………………11 8.2 Communication ……………………………………………………………………………………………11 8.3 Relationships ……………………………………………………………………………………………….12 8.4 Persuasion …………………………………………………………………………………………………..12 8.5 Adaptability …………………………………………………………………………………………………12 8.6 Teamwork …………………………………………………………………………………………………...12 8.7 Decision-making…………………………………………………………………………………………...12 09. Senior School Prefect Job Descriptions……………………………………………………………………..12 10. Prefect Self–evaluation Questionnaire ……………………………………………………………………..13 11. Prefect Code of Conduct…………………………………………………………………………………………..14 12. Prefect Contract………………………………………………………………………………………………………15 13. Model application form………………………………………………………………………………………16-17
  3. 3. All rights reserved to S.L.Riyas. cpslanka@gmail.com 3School Prefect leadership Guide The views expressed in this guide are those of the author alone. They do not necessarily reflect views of the Centre for Peace Studies. Centre for Peace Studies 7/2, Ali Vanniyar Road, Sammanthurai. 32300 Sri Lanka Phone: 0094 67 61051, 5681818, 5681819 Mob: 0094 774056741 E-mail: cpslanka@gmail.com © 2014 by the Centre for Peace Studies, Student Support Project. All rights reserved. First published 2014. To request permission to photocopy or reprint materials for course use, contact Dr,S.L.Riyas, the Author of the Guide at: cpslanka@gmail.com
  4. 4. All rights reserved to S.L.Riyas. cpslanka@gmail.com 4School Prefect leadership Guide Acknowledgements I want to thank the following people, Schools and organizations who contributed to this Guide by agreeing to participate in my research. They participated and provided their own strategic management efforts. Their input, advice, and lessons learned, both successes and failures have been incorporated into this document so that we may all apply better Students Leadership processes in our Schoolss. Special thanks are extended to those who participated in the Case Studies by sharing the details of their strategies and results. The Zonal Director of Education, Mr. M.S.Sahuthul Najeem SLEAS Zonal Education Office Zonal Director of Education, Sammanthurai Sammanthurai Sri Lanka Sri Lanka The Principals, Staff and Students Centre for Peace Studies, Sri Lanka Sammanthurai Education Division 7/2, Ali Vanniyar Road, Sammanthurai Sammanthurai. Sri Lanka Sri Lanka. cpslanka@gmail.com Sri Lanka Muslim Youth Federation, Al-Haj. I.L.M.Mahir Sammanthurai PRO- Royal Embassy of Saudi Arabia Sri Lanka Sri Lanka Mr. Y.B.Saleem Mr.S.Thirukumar Secretary Career Guidance Advisory Officer Sri Lanka Muslim Youth Federation, Zonal Education Office, Sammanthurai Sammanthurai
  5. 5. All rights reserved to S.L.Riyas. cpslanka@gmail.com 5School Prefect leadership Guide Foreword Developing Senior School Prefect leadership Guide Congratulations! If you are reading this it is because you have been selected to be a Senior School Prefect. Being given the title and position of Senior School Prefect is an honour and a privilege and we hope that you will look back on time as Senior School Prefect with a sense of pride in future years when you move on from School to university and out into the world. As a Senior School Prefect a weight of responsibility rests on your shoulders. Teachers will ask you to take on extra duties in addition to your normal studies and extracurricular activities and expect you to behave in an exemplary manner at all times, setting the standard by which the other students measure themselves. You will play a crucial role in ensuring that the ethos of the school carries across to all areas of school life. The students will look up to you and will follow your example and in this regard especially it is important that you set a good example and to be a good role model. Your actions and the way you conduct yourself are especially important and will have a big impact on life at school: in this regard, it is not just what you do that is important, it is also what you do not do, and you will need to vigilant at all times in thinking about how your actions or failure to act, and words, or your failure to speak, impact on those around you. You will need to treat all students equally and fairly and work to ensure that the students you represent are cared for and supported. At times they will need you to listen to them and they will need your help and advice to work through their problems. There may be new students who feel alone or left out and it is your responsibility to make these students feel welcome and included in life and School, which means if you see a student sitting on their own, that you will need to go and sit this them and to speak with them to be the friend they don’t yet have and need. In essence, being a Senior School Prefect is not about you it is about the students you represent, and so the more you think of others and do for others the better you a serving in your position as Prefect. Dr. S.L.Riyas PGDE, DBA 06.09.2014
  6. 6. All rights reserved to S.L.Riyas. cpslanka@gmail.com 6School Prefect leadership Guide Prefects 01. Prefects Requirements 1.1 Qualifications and experience i. Academic record must be above average (GCE O/A Level average) ii. Behavioral record must be exemplary, including absence or attendance record iii. Student must be registered in Year 10, 11, 12 and 13 1.2 How to Apply Any student currently in Year 10, 11, 12 or 13 can apply for this role by completing an application form which is available from the school office. 1.3 Selection of Year 10, 11, 12 and 13 Students for Prefects and Head Prefect 1.4Selection of Year 10, 11, 12 and 13 Students for Prefects and Head Prefect • For the each academic Year, all Year 10, 11, 12 and 13 students will be invited to apply for posts. It is usual, however, for Senior Prefects to be selected from those students who have already held post as class representative. Whilst the system is designed so that students progress from class representative to Senior Prefects in Year 12, we do not wish to exclude those students who have developed their leadership skills in other areas; therefore students who feel that they can demonstrate significant contributions to school by other means may also apply. • Students who wish to be considered for the post will initially be asked to submit a written application to the Teacher in charge, no later than the scheduled date and time. ( ex: 3.30 p.m. on Monday, 5th November 2014) • A team of staff will scrutinize the applications in order to draw up a list of candidates. It is envisaged that the final list of recommended Senior Prefects would be approximately 7 students. The list should, ideally, reflect a balance of gender. • The Head Prefect will also be selected at this stage based on their application and the qualities they will bring to the position. • The final list of students recommended for the role of Year 12 and 13 Senior Prefects will be approved by the Principal/ Head Teacher.
  7. 7. All rights reserved to S.L.Riyas. cpslanka@gmail.com 7School Prefect leadership Guide • It is anticipated that all Senior Prefects, along with the Head Prefect will participate in a leadership and training activity at the beginning of the new academic year. • The Head Teacher will notify students of the final decision in writing. • It is hoped that students who are unsuccessful will take up other positions of responsibility in school. 1.5Criteria for Selection The short listing process should seek to identify students who: a) Have leadership potential b) Can lead by example, demonstrating consistently high expectations of themselves and others. c) Have made significant contributions to the wider life of their school. d) Have shown a continued commitment to academic success in line with their ability e) Can manage responsibility with professionalism, integrity, sensitivity and good humour f) Are self-motivated, proactive and a reliable team member As such, they will have demonstrated the potential to carry out the role and responsibility of a Year 10, 11, 12 and 13 Senior Prefect effectively. 1.6Personal skills and aptitudes i. Self-confident: be bold and assertive ii. Ability to speak in public, to students and adults iii. Team working skills iv. Be organized and resourceful v. Be polite, honest, reliable, punctual and hardworking vi. Demonstrate interest and ability in the area of the post applied for
  8. 8. All rights reserved to S.L.Riyas. cpslanka@gmail.com 8School Prefect leadership Guide 1.7Duties as Senior School Prefect, you will be expected to:  Observe the school rules at all times  Be dressed appropriately at all times  Maintain an excellent attendance record  Be punctual for your duties  Maintain a perfect behavioural record  Be positive and enthusiastic  Be able to encourage and motivate fellow students  Be cooperative, helpful, well-mannered, trustworthy, and responsible  Be respectful toward teachers, your peers, and the school environment  Display leadership qualities: confidence, initiative, problem solving skills  Be willing to take on extra responsibility  Be able to work independently and complete tasks without supervision  Maintain a good academic record (“B” average minimum)  Be a good ambassador for the school 1.8Accountability i. Prefects are ultimately responsible to the Head of School, Deputy Head of School, Head of Secondary and Head of Behavioral Committee ii. On a day to day basis Prefects are responsible to the individual member of staff as specified in the Job Description Outline 1.9Responsibilities i. Prefects must adhere to School rules and regulations at all times ii. The main duty of Prefects is to maintain an atmosphere of friendly cooperation, peace, discipline and unity in the school iii. Prefects should serve as counselors to junior students iv. Prefects must liaise and collaborate with each other, as a team, to ensure efficiency and smooth running of their own area of responsibility and of the school as a whole v. Prefects academic and behavioral standards must be maintained vi. Prefects will always work in the interest of the school vii. All discipline notes from Prefects must be reported to the Head of the Behavioral Committee vii. Certain Prefects will be given set roles and responsibilities:
  9. 9. All rights reserved to S.L.Riyas. cpslanka@gmail.com 9School Prefect leadership Guide 1.10 Limits to authority Implementation of discipline is carried out by school authorities/employees. School authorities can use the services of Prefects for supervision only 1.11 Removal from post of prefect Prefects who fail to adhere to Prefect Code of Conduct and to maintain the role and responsibilities of Prefect will be given a notice of intention to remove their prefecture status. Students failing to address the area/s of concern will have their prefect status removed. 02.Roles and Responsibilities Prefects play a vital part in the running of School; assisting and supporting both staff and pupils. The main role of a prefect is to aid in the running of the school by providing their time to perform a particular duty on an everyday basis. Roles are responsibilities and they describe what you do, not how you do it. The role of a Prefect falls into four main categories:  Maintaining discipline  Helping staff  Supporting younger pupils  Organizing events You may be a Prefect for one particular area in the school (see separate responsibilities), but you will also be required to cover all four areas. It is important you, and the whole school community, are very clear about your role and responsibilities:  To act as a role model for students and promote the ethos of the school  To maintain an atmosphere of friendly cooperation, peace, discipline and unity in the school  To wear the correct uniform at all times  To adhere to school rules and regulations at all times  To help ensure school rules are adhered to by pupils  To report all discipline notes to the Head of Behavior Committee  Academic and behavioral standards must be maintained  To report any issues to the Head Prefect  To fulfill the specific responsibilities allocated below  To attend all meetings as required
  10. 10. All rights reserved to S.L.Riyas. cpslanka@gmail.com 10School Prefect leadership Guide  To assist in the Primary school if and when required.  To liaise and collaborate with each other as a team, to ensure efficiency and smooth running of their own area of responsibility and of the school as a whole.  To be an approachable Prefect to whom students can come to for assistance or support  To serve as councilors for younger students  To always work in the interest of the school  To help organize school events  To attend school events when required 03. Additional Duties All prefects are required to do at least two duties each week either at break time or at lunchtime. It is important that you know and remember where and when you are on duty. It is vital that you always turn up for your duties on time, that you are active and that you do not leave until the end of your duty time. If you fail to turn up to your duty you are letting yourself and fellow prefects down and weakening the Prefect system. Prefects that persistently fail to turn up to their duties will forfeit their right to be a prefect. If you know in advance that you are unable to do your duty, it is your responsibility to ensure that the duty is undertaken by arranging a swap with another prefect. 04. Assemblies Setting Up - The absolute minimum for setting up the assembly rooms is four prefects. If you know that you are unable to attend then it is your responsibility to arrange a replacement. Check when there is a whole school assembly. Setting up of chairs should begin at 2.15pm in the lunch room. Please remember to find out if there are any guest speakers and include reserved chairs for them. Check if the projector and laptop are required by asking the person responsible for the assembly (see calendar). Wait until everyone exists to see if there is anything left around. Return the projector and Laptop to where it belongs. 05. Primary School Presence In order that school prefects have a presence in the Primary school we also require that each prefect select a Primary School Class. Throughout the prefect will join in a number of class activities in order to foster a big brother/sister relationship with the students. This is considered to be a very important part of the role of Senior School Prefect.
  11. 11. All rights reserved to S.L.Riyas. cpslanka@gmail.com 11School Prefect leadership Guide 06. Leadership attributes You might not see a direct link between leadership and being a prefect, but there is one. In fact there are several. You will have been chosen as a prefect based on certain skills and qualities that you already have or for the potential that has been recognized in you. Many of these skills and qualities are common with leadership, such as: courage, confidence, decisiveness and the ability to communicate effectively. Although it is an arguable point, leadership can be learned. Some people believe that you are born as a leader or you are not, but these days this view is not widely accepted. When you analyze leadership you find that it is made up from a number of individual skills that can be learned. 07. The Basic Skills of Outstanding Leadership 7.1 Integrity Integrity means honesty and more. It refers to having strong internal guiding principles that one does not compromise. It means treating others as you would wish to be treated. Integrity promotes trust, and not much is accomplished without trust. Integrity is a skill to the extent that we see it in action. Integrity (or lack of) is reflected in thinking, attitudes, and actions. People can’t directly see your level of integrity, but they judge it pretty accurately on a gut level based on your actions and your words. 7.2 Communication Communication in the context of leadership refers to both interpersonal communications between the leader and followers and the overall flow of needed information throughout the organization. Leaders need to learn to be proficient in both the communication that informs and seeks out information (gives them a voice) and the communication that connects interpersonally with others. 7.3 Relationships Networking is also a relationship skill. Relationships develop good interpersonal and group communication skills. A leader who likes dealing with people issues, who can initiate and deepen relationships with others, has a great leadership advantage. This is a leader who can build a team and achieve impressive results.
  12. 12. All rights reserved to S.L.Riyas. cpslanka@gmail.com 12School Prefect leadership Guide 7.4 Persuasion The ability to influence others and cause them to move in a particular direction is a highly important skill in leadership. Your ability to be persuasive is directly related to how much people trust you and how good your communication and relationships are. 7.5 Adaptability Adaptability and flexibility in not being bound by a plan are important success factors. The leader must move easily from one set of circumstances (the plan) to the next (the plan is not going as expected) and take them all in stride, even when the circumstances are unexpected. The good leader has to embrace change and see it as opportunity. 7.6 Teamwork Teamwork is an important and often neglected part of being a prefect. A school does not simply have a number of individual students who are identified as prefects. There is more to it than that. It has a team of prefects who are part of a prefect system. No one person can do it all. That’s why a team, comprised of others with different skill sets, is essential. A leader must know how to build and nurture such a team. 7.7Decision-making A leader must be able to wade through information, comprehend what’s relevant, make a well-considered decision, and take action based on that decision. Making decisions too quickly or too slowly will impede your leadership effectiveness. 08. Key questions to ask yourself: 8.1 Integrity How deep are your convictions on the things you believe in? What do you believe in SO MUCH about your work that you will stand up to anyone about it? How much are you willing to compromise your important beliefs? To what extent do your behaviour and the choices you make align with your guiding values and principles? 8.2 Communication How much and how willingly do you speak out and keep information flowing? Conversely, can you keep confidential information private? How often can and do you listen more than you speak in conversations with your peers? How do you handle “bad news” when you receive it? 8.3 Relationships What is the level of trust and respectful feelings you have with each of your employees? With each of your peers? How easy or difficult is it for you to initiate new relationships? Deepen existing relationships?
  13. 13. All rights reserved to S.L.Riyas. cpslanka@gmail.com 13School Prefect leadership Guide 8.4 Persuasion How persuasive and influential are you? Under what circumstances can you persuade others to your point of view? To what extent do people value your opinion and follow your lead? 8.5 Adaptability To what degree can you relinquish rigidity? Control? When is it easy and when difficult for you to embrace change? How do you react when things don’t go as planned? 8.6 Teamwork To what extent do you value working cooperatively as part of a group? How do you promote teamwork among those you lead? In what ways do you work collaboratively with your peers? How do you handle team conflict? 8.7 Decision-making How comfortable are you with having to make the “final decision” on things? Do you have any tendency to decide too quickly without due consideration or, conversely, to gather data, analyze and ponder endlessly and be unable to decide? In what areas do you struggle with making firm decisions and standing up for what you believe? 09.Senior School Prefect Job Descriptions Post Responsible to Functions/ duties include Head Prefect Head of School Maintain collaboration amongst Prefects. Coordinate Prefect activity Provide link between Prefect body and administration Represent the student body Deputy Head Prefect Head of School  Assist Head Prefect in performing his/her duties  Help maintain collaboration amongst Prefects.  Help coordinate Prefect activity  Help provide link between Prefect body and administration  Represent the student body Academic Mentor Form Tutor Head of Secondary, Deputy Head of School  Work with the tutor and class teachers to support the students in developing a repsonsible work ethic  Act as tutor to weaker students All prefects are to be assigned to a Primary Class and will assist the class in events and activities during the course of the academic year.
  14. 14. All rights reserved to S.L.Riyas. cpslanka@gmail.com 14School Prefect leadership Guide 10.Prefect Self–evaluation Questionnaire (to be completed at the end of the year) What did you enjoy or find most satisfying working in your role as Prefect this year: _______________________________________________________________________________________________________ _______________________________________________________________________________________________________ _______________________________________________________________________________________________________ _______________________________________________________________________________________________________ Is there anything you found difficult or did not enjoy: _______________________________________________________________________________________________________ _______________________________________________________________________________________________________ _______________________________________________________________________________________________________ _______________________________________________________________________________________________________ Please rate your leadership and communication skills : Place a tick showing your rating – 5 being the strongest 1 2 3 4 5 I rate my leadership skills as I rate my communication skills a s Did being a prefect help you to improve or develop in any way? _______________________________________________________________________________________________________ _______________________________________________________________________________________________________ _______________________________________________________________________________________________________ _______________________________________________________________________________________________________ Are there any areas in which you feel the role of Prefect can be improved next year? _______________________________________________________________________________________________________ _______________________________________________________________________________________________________ _______________________________________________________________________________________________________ _______________________________________________________________________________________________________
  15. 15. All rights reserved to S.L.Riyas. cpslanka@gmail.com 15School Prefect leadership Guide 11.Prefect Code of Conduct I. School Prefects shall wear their badge that distinguishes their office at all times II. Each Prefect shall have a document defining his/her area/s of responsibility III. School Prefects shall be students of integrity, who will lead by example, respecting the rules and regulations of the institution. IV. School Prefects shall, in discharging their duty, act in kindness, assuming the role of senior brother/sister to the junior ones placed in their charge V. School Prefects shall work together as a single body to promote cohesiveness and discipline in all their domains, coordinated by the Head/ Deputy Head Prefect VI. School Prefects will work to ensure the smooth functioning of the school by helping to facilitate peace, order and discipline and strict respect of school rules without fear or favor VII. School Prefects will respect hierarchy, honour, and obey their teachers and at no time will they usurp the place of the administration VIII. School Prefects must give students appearing to have broken rules or regulations, an opportunity to give themselves a fair hearing, so they be corrected in fairness to deter any future occurrence of the crime. IX. School Prefects will attend all school events where possible X. School Prefects will in all school events and activities lead and serve XI. School Prefects shall not sublet their authority to their friends for convenience XII. School Prefects will in everything represent the school image positively, ensuring the pursuit of academic excellence and orderly behavior XIII. School Prefects will work to ensure that their moral and academic life shall always be a model for the student community to emulate XIV. School Prefects will attend all Prefect meetings where possible XV. The Head Prefect shall convene fortnightly Prefect meetings, sending out an agenda to all Prefect and SMT, to discuss issues relevant to the student body, ensuring that minutes are forwarded to SMT after the meeting
  16. 16. All rights reserved to S.L.Riyas. cpslanka@gmail.com 16School Prefect leadership Guide 12.Prefect Contract Prefects have to sign a ten-point contract in front of witnesses and this is then kept in the Head of School’s office. If any prefect reneges on the contract, their badge and office will be taken away. Service Contract for School Prefects I accept my badge as a prefect at School for this year. I agree to carry out the following duties and responsibilities. 1. To maintain a high standard of behavior and conduct and to wear my prefect's badge with pride. 2. To obey the school rules in their entirety and without question. 3. To help members of the teaching staff to perform their daily duties according to a planned roster. 4. To take an active part in school affairs and lead others by example. 5. To take an active part in school functions, helping and organizing whenever I am asked. 6. To represent the school at any public function whenever I am asked. 7. To take an active part in all house activities, leading by example. 8. To help new pupils, especially new pupils during their introduction to the school. 9. To assist visitors to school at all times by being polite, friendly, and courteous. 10. To maintain a high standard of cleanliness and tidiness in the prefects' room (when established) and throughout the school. Over and above this code of conduct it is expected of all School students to always represent School as ambassadors of the school. I, _________________________________ have read and understood my Prefect's Code of Conduct and I agree to carry it out to the best of my abilities. _______________________________ _________________________________ Senior School Prefect Head of School
  17. 17. All rights reserved to S.L.Riyas. cpslanka@gmail.com 17School Prefect leadership Guide 19.Model Application form Km/St/Hijra Muslim Vidyalaya, Sammanthurai November 2014 Prefect Application Application Form for Year 11 Prefect Role Please read the job description before completing this application. Name of the Student:………………………………………………………………………………………… Grade:……………………………… No of attendance in the year ………………………..……………… No of attendance in the year:……………………………... Subjects Currently Studied and Predicted Grades (look at your recent Progress Review for this information) No Subjects Grade Awards or qualifications received No Subjects Grade Roles and responsibilities held in the past (e.g. school council, action group, form rep, focus group etc.) No Subjects Grade A large part of the Prefect role is acting as a role model to other pupils. Explain why and how you would be a good role model. 200 words
  18. 18. All rights reserved to S.L.Riyas. cpslanka@gmail.com 18School Prefect leadership Guide How do you think that Prefects can contribute to helping to improve the behaviour of younger pupils around the school at break and lunchtime? Explain why you feel it is important for a school to have Prefects and what roles other than those stated on the job description do you think Prefects could undertake? To be a good Prefect you will need to be able to work well in a team. Describe a situation where you worked in a team and what you learnt from the experience. It is important for Prefects to have been involved in extra curricular activities and have gained skills from doing them. Describe what activities you have done, and which of the skills you have learnt would help you the most in the prefect role. Describe your views about the value of student voice and how do you feel that it could be developed? Signature: Date
  19. 19. All rights reserved to S.L.Riyas. cpslanka@gmail.com 19School Prefect leadership Guide

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