Level of Service Standards and Management of Teacherages on Reserve

1.0 Purpose

1.1 This bulletin states departmental policy regarding:

1. the level of service standards for provision of funding for teacherages on-reserve; and
2. conditions of departmental funding for the management of band-operated teacherages, including their operation and maintenance.

2.0 Scope

2.1 This bulletin is to be referred to by regional and headquarters staff involved in the identification, planning, development and implementation of teacherages as well as those involved in the funding, program management and decision-making process of the capital program.

2.2 These standards apply to all Program capital expenditures towards teacherages.

3.0 Reference

3.1 Sections 4(3) and 114 to 123 of the Indian Act, as amended.

3.2 Relevant Treasury Board authorities consolidated in December 1989 dealing with the construction and management of Crown-owned living accommodations for education purposes.

3.3 The requirements of the National Building Codes, of local residential standards, bylaws or/and other recognized codes.

3.4 Treasury Board Administrative Policy Manual chapter 125 on Living Accommodation (1981) and Personnel Management Manual, chapter 128 on Living Accommodation Charge (1988).

3.5 The relevant sections of DRM 10-7 Engineering and Architecture Manual, and any revision thereof, may be used as it provides guidance and instructions and establishes requirements, policies, guidelines and procedures to be followed in the execution of technical and contracting activities.

3.6 The Capital and Housing Directorate Operational and Funding Handbook for the Community Infrastructure and Education Facilities, Operations and Maintenance Program which determines the methodology used to fund teacherages O&M.

3.7 Indian and Inuit Affairs Program The Band Classification Manual, as amended, groups bands by geographic zones.

4.0 Issuing Authority

This bulletin is issued under the authority of the Assistant Deputy Minister of Intergovernmental Affairs.

5.0 Definitions

5.1 Band: as defined in the Indian Act and may include an incorporated Indian education authority.

5.2 Family: includes the spouse, or common law relation if residing with the teacher, plus all persons for whom the teacher vouches as dependant within the definition of the Income Tax Act and living with him/her on a permanent basis.

5.3 Geographic zones: as described in the Manual, mentioned in paragraph 3.7, more specifically:

1. Zone 2: A zone in which the band is located at a distance between 50 and 350km from a service centre to which the band has year-round road access.
2. Zone 3: A zone in which the band is located at a distance more than 350km from a service centre to which the band has year-round road access;
3. Zone 4: A zone where the band has no year-round road access to the nearest service centre and as a result, experiences a higher cost of transportation.

5.4 Gross Area: includes all space (measured in m²) which is reasonably finished but does not include basement.

5.5 High cost special education: this service makes provisions for educational services including transportation and accomodation, appropriate educational programs for eligible students who have been formally designated in a high cost special education category according to standards and procedures in use in the province of residence.

5.6 Maximum Unit Price/"Real Cost": cost guidelines used by Canada Mortgage and Housing Corporation (CMHC) for construction of housing.

5.7 Nominal Roll: Education Program annual register of students participating in elementary/secondary studies in the reserve school.

5.8 Rental Revenues: refers to the average amount the band or its designate is assumed to be collecting for rental of teacherages, which amount is deducted from the band's O&M funding.

5.9 Road Access: refers to year-round paved or gravelled roads linking the Indian community with the nearest service centre. Under this definition, daily ferry service, rail or other means over a short distance which do not substantially affect total cost of transportation are included.

5.10 Service Centre: is a community where suppliers, material and equipment as well as skilled and semi-skilled labour are available and where at least one financial institution and minimum provincial and federal services are available.

5.11 Suitable living accommodation: is as defined by the Canada Mortgage and Housing Corporation (CMHC) Residential Standards, available at CMHC offices and the Government of Canada, Living Accommodation Manual, available from Public Works Canada, Property Administration Branch.

5.12 Teacher: is a person who holds or is considered to hold a teaching certificate or licence and is employed in a full-time position at the reserve school. Included are administrative principals and vice-principals or equivalents.

5.13 Teacherage: Living accommodation for a teacher.

6.0 Policy Statements

6.1 Subject to community needs and the setting aside of land for educational purposes by Band Council Resolution, capital funds may be made available for the construction of teacherages under the following condition:

1. the school is located in geographic zone 2, 3 or 4 where suitable living accommodation units are not available on a purchase or lease basis within a reasonable distance from the school.

7.0 Eligibility

7.1 Subject to paragraph 6.1 (a), a teacher and his/her family are eligible for a teacherage.

7.2 The total area of teacherages to be funded is determined by the number of teachers based on:

1. a 1:17 teacher/student ratio; and
2. DIAND's nominal roll for instructional units.

7.3 The following chart determines only the maximum gross area of teacherage accommodation that can be built for eligible teachers. An additional accommodation of 100 metres square can be added for a fulltime high cost special education teacher, where this is warranted.

7.4 Where there are more than nine (9) teachers in the school, the level shall be 660 m² plus the area required for the added number of teachers over nine (9). For example, a school with 238 full time students with 14 teachers would be entitled to 660 m² (for 9 teachers), plus 430 m² (for the extra 5). The total maximum eligible area would be of 1,090 m².

7.5 The gross area (as per Chart A) is based on 100 m² for a 2 bedroom facility and 115 m² for a 3 bedroom facility, but individual facilities need not be of these sizes and number of bedrooms may vary.

7.6 The total area of teacherages may or may not be provided at the time of school construction, depending on individual circumstances. For existing schools, additional teacherage gross area may be provided to the band if departmental funds are available and the enrolment substantiates the request.

8.0 Management Guidelines

8.1 The following management practices shall be adhered to.

8.2 Where departmental funds are made available to a band or its designate for the construction or management of a teacherage:

1. the department will enter into a funding arrangement with a band or its designate according to the level of service standard as stated below;
2. the department will fund:
   1. construction costs of the teacherage according to the "real costs";
   2. O&M costs according to Operation and Funding Policy (1983) less the assumed rental revenues related to teacherages;
   3. the cost of furniture, furnishings, appliances and their replacement cost based on a regional formula; and
   4. the cost of major repairs to the teacherage;
3. the band or its designate will assume full responsibility for:
   1. the construction of the teacherage;
   2. the signing of an occupancy agreement with teachers and persons living in the accommodation;
   3. collection of rent;
   4. the provision of appliances, furniture and furnishings; and
   5. the general maintenance (inside and outside) of the teacherage.

8.3 Where teacherages are situated off-reserve or on lands not designated for education purposes, section 8.2 (b) (2) to (5) and 8.2 (c) (2) to (5) may apply for the life of the existing teacherage.

8.4 The department will adjust the band's O&M funding by subtracting the assumed rental revenue calculated on the basis the CMHC site minimal rental cost, determined by the region and deducted from the band's annual O&M allocation.

8.5 The department and the band will periodically reassess teacherage requirements to ensure that the number of living accommodation units conforms to the level of service standard and meets the general policy. This reassessment may be conducted at any convenient time but at least once every three (3) years.

8.6 The Maximum Unit Price Guidelines of CMHC should be used in determining the maximum cost of teacherages.

8.7 The funding of appliances, furniture and furnishings will be added to the construction cost as an initial expenditure and will not exceed 10 per cent of the Maximum Unit Price. The itemization of this list will be determined by regional policy.

8.8 The replacement cost of appliances, furniture and furnishings will be based on a regional formula which will include:

1. the type of teacherage;
2. the replacement cost of appliances, furniture and furnishings;
3. a replacement interval based onlife cycle of major items; and
4. a geographic cost index.

9.0 Results Statements

9.1 The policy supports the department's objective that all Indian and Inuit students have access to a quality and range of elementary and secondary education services that is relevant to the social, economic and cultural needs and conditions of the individuals, bands and communities being served. The policy also supports the department's objective of assisting bands, communities and individuals to establish and maintain a suitable level and quality of community and capital facilities.

10.0 Responsibilities

10.1 The Regional Director General is responsible for applying the policy on teacherages in accordance with this bulletin.

10.2 The Regional Director General is responsible for approving or recommending the construction of teacherages on-reserve, for managing them directly if bands do not assume the responsibility or for managing, as required, the funding arrangement signed with an Indian authority.

10.3 The Director of Capital and Housing in headquarters is responsible for the development, review and amendment of this policy on teacherages.

11.0 Enquiries

11.1 Matters related to the interpretation and applications of policy directive are to be referred to the Director of Capital and Housing Management Directorate, headquarters.

11.2 All requests for additional copies of this bulletin shall be addressed to the Manuals and Systems Unit, Corporate Services Directorate, Finance and Professional Services.