INDEX - click to jump down

Eligibility for Membership
Aims and Objectives
Goals and Strategies
Rules of the Association
Code of Ethics
Strategic Plan

Profile and Rules

Eligibility for Membership

If you are employed in a New Zealand School and you are responsible to the Principal for finance and/or property and/or associate staff management then you are eligible to join the association.

Aims and Objectives of the Association

To promote the development of executive officer's skills, qualifications and leadership and to improve opportunities for the professional and personal development of executive officers.
To promote the continuous improvement and development of school administration.
To ensure that the collective views and opinions of school executive officers are canvassed and heard nationally on matters of professional significance.
To publish and circulate bulletins and newsletters presenting the ideas and opinions of members and others on professional matters.
To conduct and initiate such research and studies as may assist in attaining any of these aims and objectives.
To provide a forum for the exchange of ideas among school executive officers and other interested persons.
To encourage co-operation and fellowship among school executive officers.
To provide professional support and advice to members.
To be represented on all appropriate bodies.
To collaborate with other organisations having similar aims and objectives.
To foster liaison and support between branches of the association.
To promote a sense of common cause amongst all school administration support staff.

Goals, Strategies and Action Plans

Goal 1
To promote the role and profile of Executive Officers in the school community and encourage greater membership.

Goal 2
To enhance our professionalism by utilising the collective knowledge of the members in order to achieve the aims and objectives as documented in the constitution.

Goal 3
To foster business links to further our aims and objectives.

Goal 4
To acknowledge the diversity of members skills and roles.

Goal 5
To maximise all opportunities to influence the decision making processes of relevant bodies.

Goal 6
To encourage the use of appropriate technology to minimize the effect of geographical spread.

Rules

Click to read the details 1 Name 2 Interpretations 3 Registered Office 4 Aims and Objectives 5 Membership 6 General Meetings 7 Executive Committee 8 Duties of Officers 9 Finance 10 Subscription and Levies 11 Misconduct 12 Dissolution 13 Common Seal 14 Alteration of Rules 15 Indemnity Clause Appendix (Regions)

1 Name

The Association shall be called the "School Executive Officers' Association Incorporated".

2 Interpretations

The “Association” means the “School Executive Officers’ Association Incorporated”.
The “Executive” means the Executive Committee of the Association as appointed in Rule 7.
The “Officers” (of the Association) shall be such financial members of the Association who hold office of such positions as defined under Rule 7.1. Eligibility to hold office is determined under Rule 5 – Membership.
The “President” means the President of the Association.
A “school” means a New Zealand state, integrated or registered private school which has some or all students in Year 1 to Year 13.
The “Secretary”means the Secretary of the Association.
“Special Business” means all business as defined in Rule 6.
The “Treasurer” means the Treasurer of the Association.
The “Vice President” means the Vice President of the Association.
An “Executive Officer” means an employee in a school who is responsible to the Principal and/or Governing Authority for finance and/or property and/or support staff management, and who spends a major part of his/her time performing these duties.
“Regions” shall be defined as those areas shown in Appendix A.
A “Remit” means any matter to be considered at the Annual General Meeting or a Special General Meeting other than those items specified under Rule 6.2

The registered office of the Association shall be nominated annually by the Executive at the first meeting of the Executive following the Annual General Meeting, being the place of work of either the President, the Secretary or the Treasurer.

4 Aims and objectives

The aims and objectives of the Association shall be:

4.1 to promote the development of executive officers’ skills, qualifications and leadership, and to improve opportunities for the professional and personal development of executive officers
4.2 to promote the continuous improvement and development of school administration
4.3 to uphold the value of professional management in school administration
4.4 to ensure that the collective views and opinions of school executive officers are canvassed and heard nationally on matters of professional significance.
4.5 to publish and circulate bulletins and newsletters presenting the ideas and opinions of members and others on professional matters
4.6 to conduct and initiate such research and studies as may assist in attaining any of these aims and objectives
4.7 to provide a forum for the exchange of ideas among school executive officers and other interested persons
4.8 to encourage cooperation, liaison and fellowship among school executive officers.
4.9 to provide professional support and advice to members
4.10 to be represented on all appropriate bodies
4.11 to collaborate with other organizations having similar aims and objectives
4.12 to foster liaison and support between regions of the association
4.13 to promote a sense of common cause amongst all school administrative and support staff

5 Membership

5.1 Membership of the Association shall be granted by the Executive, upon submission of a completed application, and payment of the appropriate subscription, according to the following types of membership:

5.1.1 Full Members

5.1.2 Retired Members
Any person who has been a Full Member of the Association may become a Retired Member upon ceasing to be eligible to be a Full Member. A Retired Member shall be eligible to attend the annual Conference and to speak at all General Meetings, but shall not have voting rights. Retired members may be appointed as Secretary or Treasurer, but shall not be eligible for appointment as any other Officer or as an Executive Member.
5.1.3 Life Members
The honour of Life Membership may be conferred for outstanding services to the Association. Nominations for Life membership shall be forwarded in writing to reach the Secretary by 31 March, setting out details of the special service given. The nomination shall be submitted to the Annual General Meeting, and Life Membership shall be conferred upon the person concerned, provided that two thirds of those eligible to vote are in favour. Life Members may attend and speak at all General Meetings of the Association. Life members only have the right to vote or hold office, if they continue eligibility as a Full Member.
5.1.4 Interim Members
Interim members are Executive Officers to whom the Executive has granted unpaid membership for the remainder of a membership year. A school, which has paid membership for an executive officer who resigns or retires during the membership year, shall be entitled to apply in writing to the Executive Committee for Interim Membership to be granted to the replacement Executive Officer. An interim member shall be accorded the right of a Full or Associate Member.

5.2 Membership shall be personal and shall not be transferable to another person upon retirement/resignation from any position which qualifies the person for membership.

5.3 All financial members shall be entitled to receive all publications of the Association.

5.4 A member shall cease to be a member of the Association by:

5.4.1 forwarding a written resignation to the Secretary
5.4.2 being no longer eligible for membership as outlined above (refer 5.1)
5.4.3 failing to pay outstanding fees by 31 March
5.4.4 bringing the association into disrepute (see clause 11)
5.4.5 being expelled from the Association as a consequence of disciplinary procedures (see clause 11)

6 General meetings

6.1 The Annual General meeting shall be held by 30 September, in conjunction with an annual Conference, which will be held at a venue decided by the Executive.

6.2 The business of the Annual General Meeting shall be:

6.2.1 Confirmation of Minutes
6.2.2 Presentation of Annual Report and audited Accounts
6.2.3 Consideration of any special business, remits and motions, notice of which has been given in accordance with these Rules.
6.2.4 Reports (if any)
6.2.5 Election of President, Secretary and Treasurer
6.2.6 General Business
6.2.7 Setting of subscriptions and levies as required
6.2.8 Setting the date and location of the next annual conference

6.3 A Special General Meeting shall be called on receipt of a requisition signed by the Executive on its own motion, or a written requisition signed by not less than thirty percent (30%) of the financial Full Membership, setting out the object of such Meeting.

6.3.1 Written notice of all Special Meetings shall be advised to all members at least four (4) weeks prior to the date of the meeting and shall specify the date, place and time of the meeting.
6.3.2 Only full financial members shall be eligible to vote at Special General Meetings.
6.3.3 Proxy votes for Special General Meetings are to be submitted to the secretary on the form provided by 4pm on the day preceding the meeting.

6.4 Special Business, which may be considered at either the Annual General Meeting or a Special General Meeting, shall include:

6.4.1 the alteration, suspension or annulment of any of these Rules
6.4.2 the addition of a new rule
6.4.3 the expression of no confidence in the Executive or any Officer
6.4.4 the moving, without notice of motion, on matters of extreme urgency, provided this shall not include the alteration or annulment of any of these Rules

6.5 Written notice of all Annual General Meetings shall be advised to all members at least eight (8) weeks before the date of the Meeting and shall specify the date, place and time of the Meeting.

All remits must reach the Secretary at least four (4) weeks before the date of the meeting.

Full details of the business to be transacted, including the audited annual accounts of the Association, shall be forwarded to all Members at least fourteen (14) days before the date of the meeting.

6.6 Only Full Members shall be eligible to vote at Annual General Meetings, provided they are financial at the commencement of the Meeting. Voting shall be in person only.

6.7 The quorum at any General Meeting shall be thirty per cent (30%) of financial Full Members.

6.8 All ordinary business of any General Meeting shall be decided by a bare majority of those present and eligible to vote, and shall be by voices or a show of hands unless any Member calls for a ballot, but all Special Business shall be decided by a two thirds majority of the vote.

The President, while in the chair, shall have a casting vote in addition to any personal vote he or she may have.

7 Executive committee

7.1 The Officers of the Association shall be the President, the Vice President, the Secretary and the Treasurer.

7.2 The Executive shall consist of the President, the Secretary and the Treasurer together with one Regional Coordinator (as provided for in Appendix A) from each region of the Association (as set out in Appendix B), one of whom shall be the Vice President.

7.3 The President, the Secretary and the Treasurer shall be elected annually at the Annual General Meeting and shall commence office at the conclusion of the Annual conference and hold office to the end of the following conference.

7.3.1 Nominations for the position of President, Secretary and Treasurer shall be called at least eight (8) weeks prior to the Annual General Meeting.
7.3.2 Only financial members of the Association whose annual subscription has been received by the Treasurer on or before 31 March of the current financial year shall be eligible to hold office.
7.3.3 Every candidate shall be nominated and seconded in writing by any two financial members of the association.
7.3.4 Written nominations on the appropriate form must be received by the Vice President four (4) weeks prior to the Annual General Meeting.

7.4 The Vice President shall be elected by the Executive from within the Executive at the first meeting of the Executive.

7.5 Not withstanding the above, the Immediate Past President of the Association may be invited to be an additional member of the Executive for up to one year after vacating office.

7.6 The Executive shall meet at least three times a year. Where appropriate the Executive may use teleconferencing or similar facilities to constitute a meeting. Where a Regional Coordinator fails to attend two consecutive meetings without reasonable notice and cause, the Executive may appoint a replacement Regional Coordinator for the remainder of the relevant term or until another Regional Coordinator is elected by Region Members.

7.7 The quorum at Executive meetings shall be seventy five per cent (75%) of the Executive.

7.8 At all meetings of the Executive, each member shall have one vote. Voting shall be by ballot if requested by any member. At all meetings of the Executive, the majority shall rule. A substitute for any Regional Coordinator shall have the same rights as the Regional Coordinator.

The president, while in the chair, shall have a casting vote in addition to any personal vote held.

7.9 The Executive may appoint such subcommittees as it may deem necessary from time to time to assist it in carrying out its duties. The President shall be an ex officio member of any such subcommittees (other than Regional Sub-committees, as provided for in Appendix A).

7.10 The Executive may employ such staff, as it shall from time to time deem necessary.

7.11 The Executive shall have the right to fill all or any vacancies, which may occur from time to time in its Officer positions.

8 Duties of the officers

8.1 The President shall preside at all General and Executive Meetings, and shall have a casting vote as well as a personal vote at all such meetings. The President shall be the spokesperson for the Association, and shall either make all media statements or approve of their release.

8.2 In the absence of the President, the Vice President shall take over the duties of the President. In the event that the Vice President is also absent, the meeting shall elect its own Chairperson. The Chairperson, while in the chair, shall have a casting vote in addition to any personal vote held.

8.3 The Secretary shall, as far as possible, attend all Meetings of the Association, and shall ensure that all necessary records are kept of business conducted (including minutes of meetings), all notices of meetings are issued to members, and correspondence promptly actioned.

8.4 The Treasurer shall ensure that a register is kept of financial members that payment of accounts incurred by the Association are made, and all necessary financial records are kept, and shall forward the Accounts for audit after the end of the financial year and present the Annual Accounts to the Annual General Meeting.

9 Finance

9.1 The financial year of the Association shall close on 31 December each year.

9.2 Subject to the provisions of Appendix A:

9.2.1 All monies received by the Association shall be paid to its credit into a bank account approved by the Executive; and
9.2.2 All accounts shall be paid by cheque signed by any two of the Officers or by electronic banking process authorised by any two officers.

9.3 The Executive may invest the funds of the Association in any registered bank and use the funds of the Association in such proper manner, as it shall see fit in pursuance of the aims and objectives of the Association.

9.4 The accounts of the Association shall, at the end of each financial year, be submitted for audit to an Auditor appointed by the Executive Committee. The Auditor shall be a duly qualified chartered accountant who is not a member of the Association.

9.5 The Executive shall have the authority to pay an Honorarium to the President, and Treasurer of amounts up to $2,500 each and of up to $1,000 to the Secretary as provided for in the annual budget

10 Subscription and levies

10.1. The subscription of members shall be determined annually by the Annual General Meeting for the financial year that follows.

10.2 The Annual General Meeting may decide on any other levies, which are to be paid by members, and such decision shall be binding on all members.

10.3 Paid up members shall be deemed to be financial up to the end of the financial year.

10.4 All subscriptions are payable on 1 January each year, and levies by the same date unless an alternative date is agreed. If such subscriptions and levies remain unpaid after 31 March the member shall forfeit all rights of membership until all outstanding fees are paid in full.

11 Misconduct

The Executive shall have power to enquire into the conduct of any Member, which may be injurious to the good name of the Association, and shall have the power to impose any penalty, that it shall see fit, including suspension or expulsion from the Association in accordance with the provisions of the Association’s Code of Ethics clause 6.2. Any person aggrieved by any such penalty imposed shall have the right of appeal as stated under Clause 6.2 of the Code of Ethics. The final decision will be ratified by the Executive and summarily reported to the following Annual General Meeting.

12 Dissolution

The Association shall not be dissolved unless a motion has been passed by a majority of votes recorded at a General Meeting convened for the purpose in accordance with the Incorporated Societies Act 1908. If any property remains after the winding up or dissolution of the association and the settlement of all of the association’s debts and liabilities, that property must be given or transferred to another organisation that is charitable under New Zealand law and has purposes similar to those of the association.

13 Common seal

The Association shall have a Common Seal which shall be kept under the direction of the Secretary, and shall be affixed to any documents or writing, upon the resolution of a General Meeting or of the Executive, by any two Members of the Executive, at least one of whom shall be the President, the Secretary or the Treasurer.

14 Alteration of rules

No alteration of these Rules shall be made except at a General Meeting. Any alteration shall require the assent of two thirds of the voting strength of the Meeting, and shall take effect upon registration, unless the meeting shall approve a later date.

15 Indemnity clause

Every member of the Executive and every other officer of the Association for the time being shall be indemnified out of the funds of the Association against any liability incurred in the discharge of any duty undertaken on behalf of the Association and in defending any proceedings whether civil or criminal in which judgement is given in favour of the person or in which the person is acquitted.

Appendix A

Regions

1 The Region shall be defined as:(each region is to suggest its own boundaries)

2 Each region shall be recognised as a branch of the association.

3 Each branch shall elect one representative as a member of the executive.

4 Members of each branch must be financial at least one month prior to the meeting at which they are elected as the representative.

5 Each branch shall hold an Annual General Meeting for the purposes of:

5.1 Electing the executive representative
5.2 Presentation of the branch's audited finance statements

6 Such meetings shall be held prior to the SEO Association Annual General Meeting, and in sufficient time to permit the submission of their audited accounts and annual report to the National Executive by 31 May.

7 The financial year of each branch shall be the same as that of the association.

8 Regional meeting minutes should be forwarded to the National Secretary/Publicity Officer after each meeting. These will be edited for publication in the national newsletter.

9 The regional chairperson/secretary is to inform the National Secretary of the name and school of the regional delegate following the region annual meeting.

10 Regional delegates to ensure that National Executive sponsorship guidelines are followed.

Code of Ethics

Click to read the details 1Objective 2 The Association 3 The Public Interest 4 Applicability 5 Fundamental Principles 6 Compliance 7 Ethical Provisions

1.0 Objective
Those who pursue a vocation in which knowledge and skills are offered in the service of the affairs of others have responsibilities and obligations to those who rely on and are affected by their work. It is the duty of the governing professional body to identify those responsibilities and obligations and codify them for the benefit of both the providers and recipients of such skills.
This Code of Ethics and the Ethical Provisions, which it comprises, seek to meet that duty.

2.0 The Association
The Code of Ethics expresses the Association's recognition of its responsibility to the public, and to colleagues. It guides members in the performance of their professional responsibilities and expresses the basic tenets of ethical and professional conduct. The Code of Ethics calls for an unswerving commitment to honourable behaviour.

3.0 The Public Interest
3.1 A distinguishing mark of a profession is acceptance of its responsibilities to the public. The Executive Officers profession's public consists of clients (Students and Parents), Principals, Staff, Government, Board of Trustees, the community and others who rely on the objectivity and integrity of Executive Officers to maintain the orderly functioning of schools. This reliance imposes a public interest responsibility on Executive Officers. The public interest is defined as the collective well being of the community of people and institutions the profession serves.
3.2 In discharging their professional responsibilities, members may encounter conflicting pressures from within each of these groups. In resolving those conflicts, members should act with integrity, guided by the precept that clients' interests are best served when members fulfil their responsibility to the public whilst recognising the need to meet all of the obligations inherent in the members individual employment relationship.

3.3 Those who rely on Executive Officers expect them to discharge their responsibilities with integrity, due professional care, and a genuine interest in serving the public. They are expected to provide quality services in a manner that demonstrates a level of professionalism consistent with these Ethical Provisions.

3.4 All who accept membership to the School Executive Officers' Association commit themselves to honour the public trust. In return for the faith that the public places in them, members should seek continually to demonstrate their dedication to professional excellence.

4.0 Applicability
All members are bound to comply with the Code of Ethics. Members should be able to demonstrate that their actions comply with the Code of Ethics.

5.0 Fundamental Principles
5.1 The maintenance of discipline and good conduct depends on a number of fundamental principles which are characteristic of a calling which regards itself as a profession. Observance of these fundamental principles is central to the public interest.
5.2 The fundamental principles guide members of a profession in the performance of their professional responsibilities and express the basic tenets of ethical and professional conduct.

5.3 The fundamental principles are:

5.3.1 Integrity
Members should be straightforward, honest and sincere in their approach to their professional work.
5.3.2 Objectivity
Members should be impartial, intellectually honest and always willing to identify and declare any actual or potential conflicts of interest.
5.3.3 Professional Competence
Members have a duty to maintain a high standard of competence throughout their professional careers.
5.3.4 Technical Standards
Members should carry out their professional work in accordance with the technical and professional standards appropriate to that work.
5.3.5 Professional Behaviour
Members should conduct themselves in a manner consistent with the good reputation of the profession and refrain from any conduct which might bring discredit to the profession.
5.3.6 Confidentiality
Members should respect the confidentiality of information acquired in the course of their work and should not disclose such information to a third party without specific authority or unless there is a legal or professional duty to disclose.
5.3.7 Independence
Independence in the sense of being self reliant and not subordinate is essential to the practice of all professions. In all phases of work members should be independent in the general sense of the word.

6.0 Compliance
6.1 Compliance with the Code of Ethics, as with all standards in an open society, depends primarily on members' acceptance of their responsibilities to act ethically, and their voluntary actions to meet these responsibilities, and secondarily on reinforcement by peers and public opinion, and ultimately on disciplinary proceedings.

Acts of misconduct are those which are inconsistent with the due and faithful discharge by a member of the duties of service including but not limited to dishonesty, breach of confidence, violence, insolence.

No fixed rule can be laid down regarding misconduct - it is a question of degree in each individual case.

In general, the misconduct should be such as to interfere with and prejudice the safe and proper conduct of the Association's business or be serious enough to destroy or deeply impair basic confidence and trust essential to a Member's relationship with the Association.

6.2 Disciplinary proceedings

Refer SEO Assn. Rules (Constitution 2001) Section 11 Misconduct

In any case of alleged misconduct which may lead to disciplinary action being taken, the Association should ensure that a correct procedure is followed, taking into account the requirements of procedural fairness. Disciplinary action must be substantively justifiable and procedurally fair.

The minimum standards for procedural fairness are:
- 1. The member must receive notice of the specific allegation of misconduct and the likely consequences should the allegation be established.
- 2. There must be a real opportunity to explain or refute the allegation.
- 3. There must be unbiased consideration of the explanation.

To ensure the minimum standards are met the following steps should be taken:

1. Investigate the complaint fully and fairly as soon as possible after the event giving rise to the complaint.
2. Interview the Member, seeking an explanation. The member must be advised of the details of the complaint in advance and given the opportunity to be represented at the interview.
3. Investigate further if necessary and decide on appropriate action.
4. Meet with the Member again and communicate the decision taken. The member must be given the opportunity to appeal the decision.

The Disciplinary proceedings are administered by three committees appointed by the National Executive. Each operates independently but includes at least one member of the National Executive. These are:

(a) Investigation Committee: This committee comprising of three (3) members appointed by the National Executive is responsible for investigating complaints to determine whether in its opinion there has been a case of misconduct, then it may refer the case to the Disciplinary Committee.
(b) Disciplinary Committee: This committee comprising of three (3) members appointed by the National Executive is responsible for hearing complaints referred to it by the Investigation Committee. It exercises the disciplinary powers conferred on it by the Association.

6.3 The provisions of the Code
6.3 The provisions of the Code of Ethics do not exhaust the moral and ethical considerations that should govern a member, but they guide a member in the ethical practice of the profession.

Code of Ethics — Ethical Provisions
Descriptions and designations
EP1 Use of the description "Executive Officer"
- An executive officer means an employee in a school who is responsible to the Principal and/or Board of Trustees for administration, finance and/or property and/or support staff management.
EP2 Use of the description "Association"
- The Association means the School Executive Officers' Association Inc.
EP3 Use of the description "member"
- A member, being a member of the School Executive Officers' Association Inc.
- Matters affecting service to schools and standards of work.
EP4 Professional Conduct and Competence
- No member shall do any act or make any omission in the course of performing professional duties that is likely to discredit that member or any other members, or the Association, whether or not that act or omission is specifically referred to in any Ethical Provision of the code of Ethics.
EP5 A member has a duty to observe and maintain a high standard of professional competence throughout the members' professional career.
EP6 A member who accepts professional employment implies that the member has the necessary competence to carry out the work and will apply the member's knowledge, skill and experience with reasonable care and diligence.
EP7 A member has a continuing duty to maintain professional knowledge and skills at a level required to ensure that the member's school receive competent and professional service based on up to date developments and practice, legislation and techniques.
EP8 Members Responsibility for Conduct of Others
- A member shall not permit others to carry out on the member's behalf acts which if carried out by the member, would place the member in breach of the Code of Ethics or the rules of the Association.
EP9 Amendments to the code of Ethics

Strategic Plan

A copy of the current strategic plan may be available upon request.