Proactive Release of Information Policy

Adopted 24th March 2025
Next Review Date: March 2028 ( and triennially thereafter)

Purpose
This policy outlines KingsGate School's commitment to transparency, accountability, and proactive communication. Where appropriate, the school releases information to the school community, stakeholders, and the public. This proactive approach ensures that the school board operates in a manner that upholds the principles of trust, openness, and informed participation.

Scope
This policy applies to all non-confidential information held by the KingsGate School Board and its subcommittees. It encompasses reports, decisions, plans, and other relevant materials that may inform or engage stakeholders while respecting privacy, security, and other legal obligations.

Policy Statement
The KingsGate School Board is committed to proactively releasing information that:
Supports the understanding of board decisions, processes, and outcomes.
Enhances the school community’s confidence in the school's governance and management.
Facilitates accountability and responsiveness to students, parents, staff, and other stakeholders.

Principles
Transparency: Information will be shared openly unless there are valid reasons for withholding it, such as privacy, confidentiality, or security concerns.
Accountability: Proactively released information will reflect the Board’s commitment to serving the school community effectively.
Engagement: Information will be presented in a manner that is accessible and comprehensible to its intended audience.
Consistency with Legal Obligations: The information released will comply with relevant legislation, including the Privacy Act, the Official Information Act (OIA), and the Education and Training Act.

Proactive Release Categories
The following types of information may be proactively released:
▶Board meeting agendas (excluding in-committee items).
▶Board meeting minutes (excluding in-committee items).
▶Strategic and annual plans.
▶Policies and procedures adopted by the Board.
▶Summaries of significant decisions and initiatives.
▶School performance reports and analysis.
▶Information related to community consultation processes.

Exemptions
Information may be withheld from proactive release if it:
▶Contains personal or confidential information.
▶Relates to legal, contractual, or sensitive financial matters.
▶Could compromise the safety or security of individuals or the school.
▶Is still under deliberation or incomplete.

Procedures
Approval for Release:
▶The Presiding Member of the Board will review and approve documents for release in consultation with relevant subcommittees and the Principal.
Timing of Release:
▶Information will be released in a timely manner, ensuring it remains relevant and useful to stakeholders.
Format of Release:
▶Information will be available in accessible formats, such as digital copies on the school website, newsletters, or notices.
Community Notification:
▶The school community will be notified of significant information releases through appropriate communication channels.
Feedback Mechanism:
▶Stakeholders may provide feedback or seek clarification regarding released information via the school’s designated communication channels.

Monitoring and Review
The Board will periodically review the effectiveness of this policy, incorporating stakeholder feedback to ensure its relevance and alignment with best practices.
The information proactively released will be reviewed annually to maintain its currency and appropriateness.

Responsibilities
Presiding Member: Oversees the proactive release of information and ensures compliance with this policy.
Principal: Ensures operational implementation and supports the preparation of information for release.
Board Members: Contribute to discussions on the types of information to be released and uphold this policy's principles.