660 Brownsey Avenue, Duncan, British Columbia, Canada V9L 1C2T 250 746-4185 | F 250 746-4187 | reception@qms.bc.ca

www.qms.bc.caRESIDENCE HANDBOOK 2016-2017

660 Brownsey Avenue Duncan, British Columbia, Canada V9L 1C2

T (250) 746-4185 | F (250) 746-4187 | reception@qms.bc.ca

www.qms.bc.ca

RESIDENCE HANDBOOK

2016–2017

Table of Contents

Message from the QMS Residence Program Director ..................................... 4

1.0 Program Goals ................................................... 5 1.1 Core Values ........................................................ 5 1.2 Rights and Responsibilities ................................ 5 1.3 Living in Canada ................................................. 6

2.0 Residence Staff / Resources ........................... 7 2.1 Staff ................................................................... 7 2.2 Communication Avenues ................................... 8 2.2.1 Email .......................................................... 8 2.2.2 QMS Website ............................................. 8 2.2.3 Royal Reminder ......................................... 8 2.2.4 Social Media .............................................. 8 2.2.5 Residence Newsletter ................................ 9 2.2.6 Letters & Parcels ........................................ 9 2.2.7 Incoming Phone Calls ................................ 9 2.3 Technology Resources ....................................... 9 2.4 School Shop ....................................................... 9

3.0 Residence Daily Routines ............................. 10 3.1 Schedules ........................................................ 10 3.1.1 General School Day ................................. 10 3.1.2 Late for School ......................................... 10 3.1.3 Residence Access during School Day ....... 10 3.1.4 Non-School Day ....................................... 10 3.1.5 Bedtime Preparation & Lights Out .......... 11 3.2 Young Boarders Program Grades 6-9 ............... 11 3.3 Senior Boarding Program Grades 10-12 .......... 11 3.4 Free Time ......................................................... 11 3.5 Academic Support ........................................... 11 3.5.1 Prep Study Time ...................................... 11 3.5.2 Academic Help ......................................... 11 3.5.3 Tutors ....................................................... 11

4.0 Welcome to Your Room ................................ 12 4.1 Room Assignment ............................................ 12 4.2 Room Decoration ............................................. 12 4.3 Room Cleanliness ............................................ 12 4.4 Personal Belongings ........................................ 12 4.5 Room Searches ................................................ 13 4.6 Laundry Services .............................................. 13 4.7 Electronic Devices ............................................ 14 4.8 Summer Storage of Personal Belongings ......... 14

5.0 Healthy Living / Health Centre .................... 15 5.1 Homesickness .................................................. 15 5.2 Food & Nutrition ............................................. 15 5.3 The Importance of Exercise ............................. 15 5.4 Health Centre Personnel.................................. 15 5.5 Medications ..................................................... 16 5.6 Illegal Drugs, Smoking & Alcohol ..................... 16

6.0 Community Building/Social Time .............. 17 6.1 Residence Activity Program ............................. 17 6.1.1 Community Building Activities ................ 17 6.1.2 Activity Club ............................................ 17 6.1.3 Community Sport or Club Activities ........ 17 6.1.4 Other Off-Campus Activities .................... 18 6.1.5 Community Dinners ................................. 18 6.1.6 Family Group Meetings ........................... 18 6.2 Student Leadership .......................................... 18 6.3 Social Time ...................................................... 18 6.3.1 Common Rooms ...................................... 18 6.3.2 Visitors ..................................................... 19 6.3.3 Weekend Leaves—Day Student & Family Visits ................................. 19 6.3.4 Student Cooking ...................................... 19 6.3.5 Eating at Restaurants or Ordering Food .. 19 6.3.6 Sleepovers ............................................... 19 6.3.7 Birthdays ................................................. 20 6.4 Banking and Spending Money ......................... 20 6.4.1 Pocket Money .......................................... 20

7.0 Safety and Security ........................................ 21 7.1 Custodianship .................................................. 21 7.2 Student Conduct & Disciplinary Action ........... 21 7.2.1 On-Campus Suspensions—“Gated” ......... 21 7.2.2 Suspension .............................................. 22 7.3 Off-Campus Privileges ..................................... 22 7.4 Protecting Your Valuables ................................ 22 7.4.1 Insurance ................................................. 22 7.5 Campus Security .............................................. 22 7.6 Emergency & Safety Plans ............................... 22 7.7 Emergency Contacts ........................................ 23

8.0 Travel and Holidays ........................................ 24 8.1 Travel Documents ............................................ 24 8.2 Arrivals & Departures ...................................... 24 8.3 Weekend Leaves—Travel Requests ................. 24 8.4 Chaperoned Residence Trips —Long Weekends & Term Breaks ................................ 25 8.5 Holidays—Christmas & Spring Break Holidays .................................. 25 8.6 Homestay Placements during Holiday Breaks ...................................... 25 8.7 Use of Taxis ...................................................... 25 8.8 Use of Personal Vehicles .................................. 25 8.9 QMS Transportation Charges ........................... 26

9.0 Working Together ........................................... 27

10.0 Major School Dates Calendar .................... 28

Table of Contents

Message from the QMS Equestrian Program Director ....................................... 4 1.0 Equestrian Program Curriculum .................... 5 1.1 Program Outlines ............................................... 5 1.2 Lesson Schedule ................................................. 7 1.3 Equine Canada Rider Levels ............................... 8 1.4 Horsemanship Workshops ............................... 10 1.5 Clinics ............................................................... 10 1.6 Contacts ........................................................... 10 1.7 Equestrian Academic Curriculum and Credits ..................................... 10 1.8 External Course Credit Options ........................ 11

2.0 Equestrian Student Athlete Community ... 12 2.1 Student Uniform .............................................. 12 2.1.1 Lessons, Local Horse Shows, & Clinics ....... 13 2.1.2 Major Horse Shows ................................... 13 2.1.3 Stable Management Sessions .................... 13 2.2 Tack .................................................................. 13 2.3 QMS Equestrian Team Expectations ................ 14 2.4 Riding Captains ................................................ 14 2.5 Equestrian Advisors ......................................... 14 2.6 Community News ............................................ 14

3.0 Equestrian Centre Rules and Expectations .............................................. 15 3.1 Facility .............................................................. 15 3.1.1 Hours of Operation ....................................... 15 3.1.2 General Safety ............................................... 15 3.2 Parking ............................................................. 15 3.3 Dress & General Deportment .......................... 15 3.4 Riding Ring Use ................................................ 15 3.5 Riding Instruction ............................................. 15 3.6 Jumping ........................................................... 16 3.7 Lunging ............................................................ 16 3.8 Tack Rooms ...................................................... 16 3.9 Before Departure ............................................. 16 3.10 Insurance for Personal Equipment ................. 16

4.0 Horse Lease and Board ................................. 17 4.1 Leasing a Horse ................................................ 17 4.2 Boarding ........................................................... 17 4.3 Horse Boarding Guidelines .............................. 17 4.3.1 Feed ........................................................... 17 4.3.2 Veterinarian Care ...................................... 17 4.3.3 Coggins Policy ............................................ 18 4.3.4 Farrier ........................................................ 18 4.4 Insurance 3 ...................................................... 18

5.0 Equestrian Fee Schedule ............................... 19 5.1 Riding Programs ............................................... 19 5.2 Leasing ............................................................. 20 5.3 Boarding ........................................................... 20 5.4 Clinics & Workshops ........................................ 21 5.5 Additional Training & Contact Fees .................. 21 5.6 Veterinary Care Costs ....................................... 21 5.7 Farrier Fees ...................................................... 21 5.8 Grooming Services ........................................... 21 5.9 Equine Care ...................................................... 22 5.10 Horse Transportation ..................................... 22 5.11 Competition Fees ........................................... 22 5.11.1 QMS Horse Shows ................................... 22 5.11.2 Off-Campus Horse Shows ........................ 23 5.11.3 Additional Horse Show Fees .................... 23 5.12 Consultation Fees ....................................... 23

6.0 Horse Shows .................................................... 24 6.1 Horse Show Preparation .................................. 24 6.1.1 Registration ............................................... 24 6.1.2 The Day Before The Show ......................... 24 6.1.3 Show Day ................................................... 24 6.1.4 Clothing & Equipment ............................... 25 6.2 Academic Support for Equestrians ................... 25 6.3 Membership Requirements for Competitive Riders ..................................... 25 6.3.1 Membership Fees ......................................... 25 6.4 Equestrian Clinics & Show Dates 2016-2017 ............................................. 26

7.0 Equestrian Program Awards and Scholarships ................................ 27 7.1 Equestrian Program Awards ............................ 27 7.2 Equestrian Scholarships ................................... 28 7.2.1 Shirley Burr Equestrian Scholarships ......... 28 7.2.2 Dr. Danielle Fritz & Peter Holmes Scholarship ................................... 29

8.0 Frequently Asked Questions ........................ 30

9.0 Major School Dates Calendar ...................... 32

Appendix 1

Equestrian Academic Course Outlines ................... 33

Appendix 2

External Course Credit Options .............................. 35

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5. Equestrian Fee Schedule

5.1 Riding Programs 5.2 Leasing 5.3 Boarding 5.4 Clinics & Workshops 5.5 Additional Training & Contact Fees 5.6 Veterinary Care Costs 5.7 Farrier Fees 5.8 Grooming Services 5.9 Equine Care 5.10 Horse Transportation 5.11 Competition Fees

5.11.1 QMS Horse Shows 5.11.2 Off-Campus Horse Shows 5.11.3 Additional Horse Show Fees

5.12 Consultation Fees 6. Horse Shows

6.1 Horse Show Preparation 6.1.1 Registration 6.1.2 The Day Before The Show 6.1.3 Show Day 6.1.4 Clothing & Equipment

6.2 Academic Support for Equestrians 6.3 Membership Requirements for Competitive Riders

6.3.1 Membership Fees 6.4 Equestrian Clinics & Show Dates 2016-2017

7. Equestrian Program Awards and Scholarships

7.1 Equestrian Program Awards 7.2 Equestrian Scholarships

7.2.1 Shirley Burr Equestrian Scholarships 7.2.2 Dr. Danielle Fritz & Peter Holmes Scholarship

8. Frequently Asked Questions 9. Major School Dates Calendar

Appendix 1 Equestrian Academic Course Outlines Appendix 2 External Course Credit Options

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Message from the Director of Residential Life & Health Services

Welcome to QMS Residence! Your decision to send your daughter to QMS was the right decision! Critical learning takes place during teenage years academically, socially, emotionally, and physically. Our trained and professional staff will be her guiding support as she matures and challenges herself to discover her potential. During her time with us, your daughter will experience personal growth. She will build deep friendships and she will be challenged to see the world with new curiosity. She will come to understand the importance of self-discipline, of working toward success, and being a part of a community. She will acknowledge her strengths and all that she has to contribute positively and effectively to our greater society. Communication is the key to your daughter’s success and our staff are available to your daughter to offer insight, support, motherly love, care, and guidance. Ongoing parent contact is valuable as together our support will provide her with the best guidance for her future. Our foundation is built on the values of integrity, diversity, accountability, safety, service, courage, intellectual curiosity, and legacy. Expectations, conversation, and decisions will always reflect back to these values as we build our community. Our professional residence staff support the building of these values in your daughter’s life. We welcome your insight of who your daughter is as we come to know her. Soon, she will feel comfortable in our role in her life as supportive mentors who will help her grow with self-confidence and assurance. Our Code of Conduct is simple: Strive to be your best, accept help as needed, and encourage those around you. Please contact me any time to discuss your daughter’s life in Residence. Together, our goal is for your daughter to be successful, healthy, and happy!

Celina Mason Director of Residential Life & Health Services

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1.0 Program Goals

1.1 CORE VALUES Integrity, Legacy, Diversity, Accountability, Safety, Service, Courage, Intellectual Curiosity Our founders, Norah Denny and Dorothy Geoghegan, built our School with the purpose of teaching students the value of responsibility. Our School values support the development of character building such that our students leave QMS prepared to lead a productive and successful life. Through our Residential Life Program, your daughter will learn co-operation, patience, understanding, and experience what it means to be part of a global community. Many countries are represented in Residence and the opportunity to learn differences between cultures, customs, and values are life skills that will support your daughter in today’s world. Being curious about others helps learn tolerance and understanding, and gives us insight to new learning opportunities. Staff will guide your daughter as she grows, both emotionally and intellectually. Our committed Residence Staff are professionally trained in the understanding of teenage development and communication skills, and take their responsibilities as the “local parent” very seriously. Decisions are made with safety always in mind and what is best for the individual student, as well as the whole community. Academic success is each student’s goal. We support this goal by providing supervised evening prep time (homework time). Social time and extra responsibilities will come after academic goals are met. English is the common language in Residence and is expected in common areas. This is important for international students who are building on their language skills and for all students in Residence to feel included in the conversation. When your daughter graduates from her time with us, she will have the foundation to step into the next stage of her life with confidence and gratitude.

We use our school’s Core Values to guide students in the understanding of how we create community and what is important in our greater society.

1.2 Rights and Responsibilities Students in Residence have both Rights and Responsibilities. These Rights and Responsibilities guide how students interact with each other and with others within our community.

As a Student I have the Right As a Student I have the Responsibility

to live in a safe environment, free from harm of any kind that will hurt me emotionally or physically

to respect the rules that are there for my safety and to bring any concerns forward to those who are caring for me and others; to be accountable to my own actions, words or thoughts toward myself and toward others

to an education that is supportive toward my learning and will help guide me toward my future goals

to be responsible toward my learning, which includes being prepared, punctual, attentive and engaged in class and asking for help when needed

to be healthy to eat well, get proper sleep and exercise, and to share any concerns with our health professionals

to be accepted as who I am and to be a valued member of our community

to be aware of my impact on others and to accept that they too are important and valued members of our community

to live within a clean and cared for environment, both in my room and in the common shared areas

to contribute my share and take pride in the shared space we live

to be heard and acknowledged to be aware of my words and thoughts, and to listen to others in return

to be treated with dignity and respect to participate as a member of our community with acceptance, tolerance, understanding and compassion

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1.3 Living in Canada Canada is full of diversity. For some students, Canada is already their home country, but for others, living in Canada is a new experience. It is important that our international students remember that they now live in a different country and the culture, laws, and values could be very different from their home country. Staff will help guide each student in understanding our culture, laws, and values of their new community. Canadians enjoy learning about different countries and cultures. Living in Canada you will come to know that:

Canada is a friendly and fun loving country

We have two official languages, English and French

We honour multiculturalism

We celebrate many different religious beliefs

We like to smile and say ‘hello’

We love ice hockey! (As well as many other sports)

We promote and value healthy living

We enjoy experiencing nature and all it has to offer

We love food from all corners of the world

We respect our elders

Family is important to us

Helping each other is good. It takes a community to raise a child!

Asking questions and being curious is encouraged

Eye contact is important when engaged in conversation

We promote and value healthy living and healthy well being

We support individual interests and talents

Education of all kinds is important

Many Canadians love animals, especially dogs and cats

While living in Residence, we ask that students help us understand more about the country they come from.

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2.0 Residence Staff / Resources

2.1 Staff Director of Residential Life & Health Services The Director of Residential Life & Health Services acts as “loco parentis” (standing in place of parent) and is responsible for the day-to-day decisions regarding the care of all boarders. The Director of Residential Life & Health Services is responsible for all aspects of the Residential Program and reports directly to the Head of School. The Director of Residential Life & Health Services manages all Residence Staff, the Travel Coordinator, the School Nurse and the School Counselor. Our Director of Residential Life is a member of our School Leadership Team and works closely with all program managers from throughout the School. Celina Mason—cmason@qms.bc.ca 1-250-746-4185 (ext. 121) Cellular phone: 1-205-701-3705 WeChat: celinamason WhatsApp: CelinaMason

Residence Staff Our Residence Staff assist the Director and Assistant Director of Residential Life in maintaining a cohesive, balanced, and safe environment for all boarders. Each staff member is assigned to support a family group of boarders and meets weekly with them to discuss announcements and to address any issues or concerns within the community. 1-250-746-4185 (ext. 3308) Cellular phone: 1-250-416-9017 Residence Wellness Activity Coordinator Our Wellness Activity Coordinator organizes activities and events for our students. Through these scheduled activities, students have many opportunities to keep busy and enjoy time with their friends. Each weekend, the schedule will include a variety of options. Learning to rock climb, whale watching, bowling, swimming, or taking a trip to Victoria or Vancouver are some of the choices. Stephanie Jean-Paul—res-activities@qms.bc.ca Residence Administrative Assistant/ Travel Coordinator Our Administrative Assistant supports the Director of Residential Life & Health Services and Residence Staff in all administrative duties such as student weekend leaves, homestay placement, international students’ study permits, and other assigned duties needed to support our Residence Program. Rachel Devlin—rdevlin@qms.bc.ca 1-250-746-4185 (ext. 3307) Cellular phone: 1-250-710-7586 In addition, our Administrative Assistant serves as our Travel Coordinator, organizing travel information with our families and helps coordinate major trips throughout the school year. travel@qms.bc.ca School Nurse Our School Nurse works on all school days between 7:30am-3:30pm. This person is also available on-call during the evening and weekends for emergencies. The School Nurse focuses on keeping our boarders healthy and communicates with parents and any required medical professionals such as physicians, dentists, physiotherapists, etc. Tracey McDill—tmcdill@qms.bc.ca or nurse@qms.bc.ca 1-250-746-4185 (ext. 109) Cellular phone: 1-250-701-2596

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School Counselor Our School Counselor works with staff and faculty in supporting our students in areas such as personal stress, time management, and teaches problem solving strategies. Our counselor communicates with mental health professionals as needed. Tracy Tidsbury—ttidsbury@qms.bc.ca 1-250-746-4185 (ext. 224) Cellular phone: 1-250-710-2085 GAP Students These young women are generally 18-21 years of age, English speaking students from various countries. They are part of a program which involves spending a part of or a full year at QMS before beginning their university studies. They assist Primary students in the classroom and Residence Staff in the Residence.

2.2 Communication Avenues It is our fundamental belief that a successful education requires a three-way partnership between students, parents, and the School.

Parents are encouraged to develop open lines of communication to address any questions or concerns with regard to boarding life with the Director of Residential Life & Health Services at the earliest possible stage.

Should parents have any questions with regard to Academic progress, they should first contact either the subject area teacher or Faculty Advisor (FA). In instances when a satisfactory resolution is not achieved, the Senior School Principal (Grades 8-12) or Junior School Principal (Grades 6-7) should then be contacted.

2.2.1 Email Queen Margaret’s School uses email to communicate with members of our school community. Please ensure that we have your current email address on file and keep us updated if you change your email addresses throughout the School year. This will ensure smooth distribution of communication materials. 2.2.2 QMS Website The QMS website at www.qms.bc.ca currently provides detailed information about the School, the admissions process, our history, fundraising activities, and our education and boarding life programs. Information about the QMS Parents’ Association, Alumnae Association (OOMA), and a school calendar can also be found here. 2.2.3 The Royal Reminder—Weekly Newsletter The Royal Reminder is a weekly newsletter that contains information about what is currently happening at school and what will take place in the near future. This newsletter is sent out on Thursdays during the school year via email. 2.2.4 Social Media—Facebook/Twitter/YouTube Queen Margaret’s School has a strong presence on the Internet through the appropriate use of social media such as Facebook, Twitter, YouTube, and Instagram. We encourage you to follow and engage with these social media channels. Facebook www.facebook.com/QueenMargaretsSchool Twitter www.twitter.com/QMSDuncan Instagram www.instagram.com/qmsduncan YouTube www.youtube.com/user/QueenMargaretsSchool

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2.2.5 Residence Newsletter A newsletter from the office of the Director of Residential Life is sent to all boarding parents quarterly. This newsletter highlights activities that have occurred and draws attention to upcoming events. 2.2.6 Letters and Parcels Mail is processed and sent out every morning from the School Office in The Learning Centre. If students have their own stamps, they may bring their letters to the School Office for delivery. Students can pick up their mail at the Residence Office. For parents and friends who may be sending a letter or parcel, please address mail in the following way: Student’s name (in English)

c/o Queen Margaret’s School 660 Brownsey Avenue Duncan, BC, Canada V9L 1C2 If a parcel comes into the School Office for a student, the School Secretary will send the recipient an email notifying her that a parcel has arrived. The student must come to the School Office between the hours of 3:00pm-5:00pm to sign out her parcel. 2.2.7 Incoming Phone Calls Incoming calls for boarders are accepted between 3:30pm–6:30pm and after 8:30pm until the boarders’ bedtime hour on school nights. On weekends, boarders may accept calls during the day. Boarders are not to use their cell phones during regular school hours or evening Prep Study time. Please avoid telephone calls to boarders after their bedtime hour, unless it is an emergency. Residence Staff may be contacted at the following numbers: Residence Office 250-746-4185 (ext. 3308) Residence Staff cell phone 250-416-9017 (Emergencies Only) Students will need a calling card or pre-paid phone card to use the pay phones in the hallways. Local calls are $0.50.

2.3 Technology Resources Wi-Fi Access, Laptop Computers and Cellular Phones Wi-Fi access is available throughout Residence. All students are expected to bring their own laptop please see the School Handbook for details. Students with international cellular phones must ensure the phone is “unlocked” before coming to Canada. Locked cellular phones will restrict Canadian cellular activation plans and could result in very expensive options. Please advise staff of any changes to cellular phones or numbers, both domestic and international, so we can update student contact information.

2.4 School Shop The School Shop is located behind Founders’ Hall and is open during posted hours throughout the school week. School Shop hours will be extended during school start-up in September. The School Shop sells uniform items and may be able to order specialty sizes upon request. All uniform items with the exception of runners and dress shoes, are available in our on-campus School Shop. Please see the required uniform item list available in our School Handbook or on our website www.qms.bc.ca. Students whose parents have given prior authorization may charge School Shop items to their account. Parents are asked to indicate their daughter’s School Shop charging privilege on the School Shop authorization form included in the School Forms Package, or by sending an email to accounting@qms.bc.ca.

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3.0 Residence Daily Routines

Our boarders are learning life values such as integrity, courage, service and accountability. We support them as they learn about self-responsibility, time management, keeping their room clean, managing homework assignments and other daily living routines. Each boarder is responsible for waking up in the morning, being punctual for breakfast, and arriving at School and to meals on time. Younger boarders will be assisted by Residence Staff, Residential Assistants (RA’s), or GAP students.

3.1 Schedules 3.1.1 General School Day Schedule and Bedtime Hours 6:45am Wake up 7:00am Breakfast in the Violet Café 7:35am Return to room to tidy up and prepare for school 7:50am Leave Residence 8:00am Classes begin 3:00pm Classes end

3:00pm–3:30pm After-School academic help with teachers

3:30pm–5:00pm Sports/Clubs or free time. Boarders may go off-campus if approved by Residence Staff

5:00pm–6:00pm Dinner in Glide Hall 6:30pm Prep Study Time begins

8:30pm–9:00pm Snack in the Violet Café 9:00pm / 9:30pm Grades 6-8 Quiet Bedtime preparation / Lights Out 9:30pm / 10:00pm Grade 9 Quiet Bedtime preparation / Lights Out 10:00pm / 10:30pm Grade 10 Quiet Bedtime preparation / Lights Out 10:30pm / 11:00pm Grade 11 Quiet Bedtime preparation / Lights Out 12:00am Grade 12 Light Out unless approved by staff for a later Lights Out (based on academics) 3.1.2 Late for School If a student is consistently late for school, consequences will be invoked by the Junior/Senior School Principal.

3.1.3 Residence Access during School hours Students are not allowed in Residence during the school day, because we do not have staff in Residence during the day. It is important for students to be prepared for the day before leaving Residence. All students must take all of their books, PE clothes, and other necessary school supplies with them in the morning when going to classes. Students are provided lockers in the School building to store supplies, books, PE clothes, etc. All rooms in Residence are to be locked during the day. 3.1.4 Non-School Day Schedule and Bedtime Hours

8:00am–11:00am Cold breakfast in Glide Hall or Violet Café

11:00am–1:00pm Hot brunch in Glide Hall

10:00am–5:00pm Weekend scheduled activities or personal sign-out time, based on grade level

5:00pm–6:00pm Dinner in Glide Hall 11:00pm Grades 6-9 Quiet Time / Lights Out 12:00am Grade 10 Quiet Time / Lights Out 12:30am Grade 11 Quiet Time / Lights Out 1:00am Grade 12 Quiet time in own rooms

Weekend Leave—Students MUST return to Residence by 6:00pm for Prep Study time on Sunday (or Monday if a long weekend).

Any changes to the above schedule during the school year will be posted in the Residence Main Atrium Office and boarders will be advised through Residence Staff and Residence Assistants (RAs).

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3.1.5 Bedtime Preparation & Lights Out During bedtime preparation, students are to be in their hallway quietly preparing for bed. Showering, brushing teeth, and other routines must be completed before the student’s posted Lights Out. Lights Out means that students are in their beds with all lights out. Rooms are to remain unlocked at night for security reasons.

3.2 Junior Boarding Program Grades 6-9 Our Junior Boarders Program recognizes that our Junior School boarders in Grades 6-7 and Senior School boarders in Grade 8-9 students require additional attention. Because of their age, Residence Staff spend more one-on-one time with them to help with their daily learning and living. Areas of focus for our Junior Boarders include:

More supervision, both on and off-campus Organized and supervised age appropriate weekend activities (Activity Club) Personal hygiene and self-care Developmental support (social and emotional) Organizational skills Individual academic support Technology supervision Healthy lifestyle choices (friendships, food, exercise, etc.)

3.3 Senior Boarding Program Grades 10-12 Senior boarders in Grades 10-12 continue to build on the skills learned during their junior boarding years. More intense direction is focused on academics, personal responsibility and independence in preparation of university life and beyond. Still needing guidance and support, our Residence team encourages and models a more mature relationship and communication approach with these senior boarders. Responsibility as positive role models and ‘big sister’ to the junior boarders is also highlighted and encouraged.

3.4 Free Time After school, between 3:30pm and 5:00pm, boarders have free time. Students may use this time to play sports, complete homework, access the fitness studio, attend tutorials or music lessons, visit the Equestrian stables, etc. All boarders must sign out if they leave the Residence building. Sign out privileges in the evening are based on grade level. This information is posted throughout Residence. Extra sign out hours must be approved by Residence Staff.

3.5 Academic Support 3.5.1 Prep Study Time Prep Time is a mandatory quiet study period which takes place on school evenings beginning at 6:30pm. Unless it is an emergency, please try to avoid contacting your daughter as it can be disruptive to her studying process. 3.5.2 Academic Help QMS Faculty members offer general academic support after school, Monday to Thursday. All students are encouraged to use this time to ask questions and clarify assignment expectations from their subject area teachers. 3.5.3 Tutors If a student requires extra individualized assistance with her school work, we recommend hiring a professional tutor. These instructors will come to our campus and assist your daughter in her learning. Parents can request extra tutoring through the Vice Principal of Student Life / Academic Advisor. The cost of tutoring is $45.00 per hour and the tutoring fees will be charged to students’ School accounts.

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4.0 Welcome to your Room

Welcome to our Residence You and/or your daughter will be greeted at the main Atrium Office upon arrival to our campus. Staff will show your daughter to her room.

4.1 Room Assignment The Director of Residential Life & Health Services assigns rooms and roommates each year based on re-registration, student leadership, academic standing, and positive behaviour. Most of our rooms are double rooms, many with bunk beds. Our junior boarders can have up to three students in one large room. Single rooms are assigned to senior students or student leaders. Furnishings include a mattress, mattress cover, pillow, built-in desk area, closet area and dresser drawers. We try our best to place students from different home countries in double rooms. This is to promote English as our common language.

Sharing a room with another student will be a new experience for many boarders. Learning to share space takes a lot of conversation, consideration, and respect. Staff will support students through this transition and address any roommate issues or concerns that appear. It is important that parents support staff during this transition time so all boarders can settle quickly to their new environment and routine.

Room changes are NOT considered for discussion until after November 1st and are at the discretion of the Director of Residential Life & Health Services. Changes to rooms could involve many other students (and families); therefore patience and understanding is the best solution when working through roommate issues.

Your support will help your daughter feel confident in learning new life skills as she adapts to living with other young girls around her.

4.2 Room Decoration Students are responsible for maintaining the condition of their room, including the furniture. Rooms can be decorated individually by each student, but all material must be appropriate and not offensive to others. Any inappropriate pictures or words will be removed. Our local fire regulations state that no more than 20% of the walls can be covered. Staff members provide each student with “sticky tack” (a gentle wall adhesive) to use when putting pictures on the wall. No tape or pins are allowed as it takes the paint off the walls. Students may be billed for damage to their room and furniture for actions such as writing on desks, walls, chairs, or beds.

4.3 Room Cleanliness Each student is responsible for keeping her room tidy. Sharing space means learning to organize belongings and to respect the other student in the room. Your daughter is responsible for making her bed, vacuuming the floor, putting her clothes away, removing garbage, and any other tidiness needed to maintain an enjoyable space to live. Housekeeping staff DO NOT clean bedrooms but do clean the common areas such as hallways, stairs, kitchens, bathrooms, and common gathering spaces. Student rooms are inspected each school day. There may consequences for students whose rooms are not considered tidy.

4.4 Personal Belongings In addition to all toiletries, casual clothing, outerwear and School uniform, here is a basic list of what your daughter will need to bring or purchase upon arrival:

One (1) Laundry Bag

Two (2) bath towels, face cloths, hand towels

Bedding for twin size bed—bottom sheet, top sheet, blanket/quilt, and pillowcase

Sleepwear (including a bathrobe and slippers)

Flip flops for wearing in the shower

Flashlight and batteries (for night-time emergencies)

Canadian Safety Association (CSA) approved electronics as needed such as laptops, tablets, cellular phones

All items and clothing must be clearly labelled with the boarder’s name in English.

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Please note:

Students are expected to wear the School uniform during school hours and to official functions as required. Uniform details are listed in the School Handbook and must be purchased at the School Shop.

Casual dress may be worn after class time, on weekends and on holidays. We ask that students wear appropriate clothing that covers their shoulders, belly and upper legs. Students are not allowed to wear revealing clothing or items promoting alcohol, tobacco, drugs, foul language, or sexual connotations.

A dress/skirt and pair of dress pants suitable for formal occasions should be packed. A bathing suit will be required for PE class and some residence activities. Boarders traveling to and from the School at the beginning and end of a holiday or on a weekend leave must

wear “respectful casual dress.” Dresser and cupboard space is limited, we ask students to keep their personal items to a minimum. The School is NOT responsible for lost or stolen property. Students are asked to ensure all valuables are locked up in the lockable cupboard in their room or given to Residence Staff for safe keeping. (See Section 7.0 for more information.) Items NOT permitted in Residence Rooms

Candles, liquid wax, matches/lighters

Cooking or heating equipment (such as electric kettles)

Refrigerators

Televisions

Large stereo or electronic gaming systems

Pets of any kind

4.5 Room Searches Safety and the overall wellness of all our students is important. The Director of Residential Life & Health Services will direct and monitor any necessary student room searches, with or without the student present, should there be concern of any possible illegal action, involvement, or wrongful behavior that may affect the safety or well-being of our students. Reasons for room searches could include, but are not limited to, possible possession of alcohol, drugs or theft.

4.6 Laundry Services Each boarder is responsible for having all of her uniform and clothing clearly labelled with a permanent black marker or a label. Labels are available for purchase at local retain stores or from Mables Labels at www.mabelslabels.com. It is each boarder’s responsibility to ensure that her laundry is done regularly and not allowed to pile up. Free laundry services are provided on-site twice a week by our Housekeeping Staff. A schedule is posted in each hallway. Students can use this service, or they have the option to do their own laundry in one of the two student laundry rooms. Student laundry rooms have coin-operated machines at a cost of $1.00 per load for each machine. Students must sign up in the laundry room to use these facilities. Each boarder is given a laundry locker key and a laundry contract to sign when moving into Residence. All laundry must be put into a laundry bag and brought to the laundry room before 7:30am on the designated day. It is the boarding student’s responsibility to take her laundry to Housekeeping. Housekeeping Staff will not pick up nor deliver laundry. Clean laundry is folded and put into the student’s laundry locker. Students may personally launder any particularly sensitive item of clothing or speak with Housekeeping Staff prior to having the sensitive item washed. Housekeeping Staff will not be responsible for color fading, shrinkage, damaged, or lost clothing articles. Housekeeping will also assist in coordinating dry cleaning services as needed (dry-cleaning expenses will be billed to the student’s School account.)

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4.7 Electronic Devices All electronic devices (laptops, tablets, cellular phones, iPods, cameras, etc.) must be clearly labelled with a student’s name. Students are expected to follow the QMS Technology Use guidelines as outlined on our School website at www.qms.bc.ca. Wi-Fi is available throughout Residence. Students in Grades 6-9 will be required to turn in all electronic devices before bedtime to ensure a good night’s sleep. At times, we find this action is also needed for older students who require support in managing their electronic usage.

4.8 Storage of Personal Belongings Limited storage of personal items over the summer months will be provided for returning students only. QMS will store a maximum of five (5) small boxes per student. Standard size boxes (18 cm H X 18 cm D X 16 cm H), along with labels, will be available at a cost to the student. Packing and shipping personal items home are the responsibility of the parent and student.

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5.0 Healthy Living/Health Centre

Your daughter’s health and wellness is important to us! We promote healthy living and encourage our boarders to learn how to make important personal decisions regarding their own health and wellness. Both our nurse and counselor work closely with our staff and faculty in supporting and encouraging healthy lifestyles for our boarders. We remind our students of the benefits of exercise, proper nutrition and quality sleep. We also support our boarders as they learn to manage stress effectively, choose supportive friends, and take quiet time to self-reflect.

5.1 Homesickness Being away from family and all that is familiar can sometimes bring feelings of homesickness. This is normal and Residence Staff are ready and prepared for this. We are very attentive to giving extra care to boarders who are experiencing temporary feelings of sadness. Staying connected with family, bonding to new friends in Residence and staying in a positive routine will help overcome these feelings quickly.

5.2 Food & Nutrition Our School Nurse is very watchful over our boarders and discusses nutrition and healthy food choices. Dana Hospitality LP, our food services provider, supplies quality food choices for breakfast, lunch, and dinner. All meals include the necessary protein, fruits and vegetables and carbohydrates to maintain good health. Snacks are also available after school and in the evening for those who work hard during the day and require extra fuel at night. Our healthy food selections reflect local and seasonal cuisine here in British Columbia. There are two cafeterias on campus: Glide Hall, named after our former Headmistress Margaret Glide, and Karin Quinn Hall, named in memory of a past parent. Meals are prepared by our Food Services staff and served buffet style in both dining halls during lunch and dinner. Dishes are not to be removed from the dining halls. Students are expected to eat in the dining hall Sunday through Thursday. Breakfast on school days is self-service style in the Violet Café, located downstairs in Residence. Boarders are required to report to the Violet Café every school day morning between 7:00-7:45am. Boarders may come to breakfast in the Violet Café in pajama pants or sweats. On non-school days, hot breakfast is served in Glide Hall. Special dietary needs can be accommodated through discussion with our School Nurse and the Dana Hospitality LP Chef. Meal suggestions and recipe ideas from parents are encouraged.

5.3 The Importance of Exercise and Sleep Exercise provides energy and health to the body and mind. We encourage all boarders to participate in walking, running, weight training, team sports, or other scheduled fitness classes. Our Residence Fitness Studio provides yoga, dance and Pilate classes. The School Athletics program has sports teams, such as volleyball, basketball, field hockey, golf, soccer, badminton, track & field, and equestrian riding. Sleep is vital to our health. Sleep helps the body and mind recover from the busyness of the day. Limiting healthy sleep can affect learning, emotional and physical health, as well as healthy decision making. Enough rest and sleep will support the happiness and success of each boarding student.

5.4 Health Centre Resources Students will be required, upon arrival, to meet individually with the School Nurse and School Counselor to discuss any health issues. The School Nurse is in the Health Centre during school days, 7:30am–3:30pm, and is then on-call during the evenings and weekends. If a student is not feeling well, she will remain under the care of the nurse in Sick Bay during the school day and then monitored by Residence staff during the evenings and non-school days.

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Our School Counselor is available for those emotional times when it seems stressful or challenging. The counselor supports students in making choices that reflect personal growth, self-awareness, stress management, and other strategies that assist the student through times of need. Our counselor also co-ordinates community resources when additional support is needed. Our nurse and counselor will arrange any appointments to referred community professionals, such as doctor, dentist, physiotherapist, optometrist, mental health professional, or other health specialists.

5.5 Medications All medications, including vitamins, herbals, or non-prescription items purchased here or brought from home, must be labelled with the student’s name and stored in the Health Centre. Please provide an English translation for all medications. Our nurse will monitor the dispensing of all medication. It is important that the nurse understand all medical conditions or concerns so appropriate support and treatment is given. The Nurse will dispense all medications at the Health Centre between 7:30am-3:30pm. Students requiring medications in the evening or on weekends must see the on-duty Residence staff. Please note that the Health Centre is well stocked with medication such as Aspirin, acetaminophen (Tylenol), Ibuprofen (Advil), cough syrups, decongestants, antihistamines, anti-diarrheal, anti-nauseant, laxatives, vitamins, medication for menstrual cramps, etc. It also has band-aids, tensor bandages, dressing of all types, antibiotic creams and hot/cold packs. These items are issued to students by the School Nurse at no additional cost. If prescription medicine is required by a student, this specific cost will be charged to the student’s account. The winter season in British Columbia (November to March) is often cold and damp. It is very common for students to suffer from flu and cold symptoms (which include fevers) and this should not be a cause for alarm.

5.6 Illegal Drugs, Smoking, Alcohol, Sex Teen life is a time when independence and personal choices are tested. We recognize the challenges of peer pressure and have clear policies and an immediate response to the rare issues involving alcohol, drugs and smoking. Our campus is a non-smoking campus and students are taught about the health dangers and addictions of these substances. British Columbia is known for its clean fresh air and outdoor living. Laws regarding smoking areas are very strict in protecting others from the harms of second hand smoking. It is illegal to purchase alcohol or cigarettes when under the age of 19. Because we care about your daughter’s health, we take this seriously, and severe action can result should a student chose to participate in the use, sale or possession of illegal drugs, alcohol or cigarettes. Sex is a natural topic of curiosity and exploration for many teenagers. Under our Health and Wellness Program, students learn in the classroom about sex and sexual relationships. This information is intended to promote healthy conversation keeping family values, religious beliefs, and personal responsibility in mind. Sexual activity in Residence is not permitted. The comfort, respect, and safety of all members of the residential community is of utmost importance.

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6.0 Community Building/Social Times

6.1 Residence Activity Program

6.1.1 Community Building Activities $45 monthly fee September to May, applied to student account Community building is important to us. Fun and engaging activities are arranged throughout the year to connect students with Residence staff in a relaxed and playful environment. Focus is on community building, QMS Values, service, and personal health and wellness. These events expand student engagement in the arts, create opportunities for broader friendships and create student bonds across grades. It helps students feel connected, valued and a part of their new home. All boarding students are charged this monthly Community Building Activity fee which will show on their student account starting October 1. All students are expected to remain in residence and participate in these important scheduled activities. Our Community activities include:

RED Day Activities [No student travel weekends, including five (5) day boarders] RED WEEKENDS Activities/Retreat [No student travel weekends, including five (5) day boarders] Connect Program – Life Skills, Community Service Learning, Personal Wellness and Growth Workshops, Day

and Boarder Connections Activities (Our Connect Program is held after lunch until 3:00pm on early dismissalschool days)

6.1.2 Activity Club

Junior Boarders (Grades 6-9) - $450 annual membership Students in Grades 6-9 are automatically registered in our Activity Club. This club will keep boarders busy on the weekends with organized activities under staff supervision. The annual cost for this club includes activities throughout the year and allows your daughter to try new activities and see places that she may not see on her own.

It’s safe, supervised, and fun! Below is a list of some of the activities that may be included:

Opera, and ballet performances

Swimming

Skating

Bowling

Local nature hikes

Movies

Rock Wall Climbing

Trips to Victoria and Vancouver

Senior Boarders (Grades 10-12) - optional membership or individual activity Students in Grades 10-12 are also welcomed and encouraged to join the activities in the Activity Club. Students can choose the annual membership, which gives them discount fees on each activity throughout the year, or they can choose to join specific individual activities that interests them and pay the individual fee specific for that activity. Individual activity fees will be charged to the student account.

6.1.3 Community Sport or Club Activities

Students may join many activities in the local Duncan community such as swimming lessons, dance lessons, archery, tai chi, music and more. These activities can be arranged through our Wellness Activity Program Coordinator. Fees associated with these local community organizations can be charged to your credit card on file once your permission is received.

Cooking Lessons

Beach Walks

Crafts

Cooking Lessons

Butterfly World Trips

Whale Watching…and so much more!

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6.1.4 Other Off-Campus Activities

Students can participate in the planning of individually requested activities throughout the year. Our Wellness Activity Program Coordinator encourages students to share their ideas with her. These activities can be initiated by students, or by staff, for student enjoyment. Individual fees associated with these activities will be applied to participating student accounts. These individual activities can include events such as:

Dances at other schools

Vancouver, Victoria or Nanaimo day trips

Musicals or theatre productions

Organized competitions (i.e., dance, sports, etc.) If your daughter has a special event or activity she would like us to consider, please encourage her to speak with our Wellness Activity Program Coordinator.

6.1.5 Community Dinners Once a month we hold a Community Family Dinner. Residence Staff and students enjoy a meal and conversation together with our student family group. Cultural Dinners are also celebrated throughout the year and are wonderful opportunities to share food, customs and dress from around the world. 6.1.6 Family Group Meetings Students will meet regularly with their assigned family group with their Residence Assistance (RA) and staff member. This is an opportunity to build support, make weekly announcements, discuss community concerns, plan friendly family group competitions or activities, and to share in student successes and recognitions.

6.2 Student Leadership There are many opportunities to be a student leader at QMS. We encourage all of our students to seek out opportunities as this will support their individual growth and enhance their experience. Here are a few of the leadership opportunities available in Residence: Residence Assistance (RA’s)

RA students are leaders who serve as positive role models for our community. Each RA is assigned to a family group and is responsible for the girls in that family group. RA’s meet each week with their hallway group to discuss what is happening in Residence and to address any issues or concerns. RA’s also organize fun events throughout the year, act as School ambassadors, and support staff as needed.

VIP Team

The Voices of Intercultural Perspectives leadership team members are appointed representatives from each country and who reside in Residence. Members of this leadership team are specifically chosen by the Director of Residential Life & Health Services. This team meets to learn about each other, our similarities, and our differences. With this knowledge and new understanding, the VIP team members help others in Residence understand and connect with students from around the globe.

Examples of Other Leadership Opportunities

Food Committee Compost Committee Cultural Dinners Residence Activity Council

6.3 Social Time Social time is important for teenage development. However, Residence Staff members recognize it is still important to guide young students in their choices and to encourage healthy activities and play. 6.3.1 Common Rooms These are rooms where boarders can visit together, watch TV and play games. The Denny Commons Room is one of the largest of the common rooms in Residence. There are smaller common areas throughout the Residence buildings.

Junior Residence Assistants Academic Peer Tutoring Running Group

Health Committee

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6.3.2 Visitors All visitors, including parents and day students, must sign-in and out with the Residence Staff in the visitor book. Male guests may visit a boarder with prior permission from Residence Staff and the Director of Residential Life & Health Services. Males are never allowed in the Residence hallways or student’s rooms. 6.3.3 Weekend/School Day Leaves All Weekend Leave activities must be in keeping with the guidelines of QMS. All activities that the student will be participating in must be under the direct supervision of a responsible adult. If a student is spending the night in another student’s home, the parents must be home and present at all times. All QMS rules, including the non-use of tobacco, alcohol and drugs, apply both on and off-campus. Student safety is always our top priority and the Director of Residential Life & Health Services, along with Residence Staff, will use their discretion when approving Weekend Leave activities. Our staff are more familiar with our country, the cities, and the local surroundings than our boarders. For more information on travel arrangements with regard to a Leave, please see the Section 8.3 in this handbook.

Day Student Family Visits Connecting with day student families for visits or sleepovers is encouraged. Once all the requested information is received, the Director of Residential Life & Health Services will help organize student requests and speak directly with the day family extending the invitation. This is another way of supporting your daughter to enjoy our local community and to surround her with other caring adults.

Out-of-Town Leaves Many girls enjoy going to Vancouver or Victoria to visit family or friends. At QMS, we have strict guidelines when it comes to “out of Duncan” weekend requests and staff will do everything possible to make sure your daughter is staying with appropriate adult supervision and is well cared for. Should the student not provide sufficient or adequate information, the Director of Residential Life & Health Services may deny the student weekend request.

School/Class Leave Academic attendance is important for academic success. Should it be necessary to miss time away from class please notify the School Principal as well as the Director of Residential Life.

6.3.4 Student Cooking On weekends students may wish to cook the occasional meal or snack for themselves. Kitchen areas in Residence include the Denny and Geoghegan kitchens, as well as the Violet Café. Students are responsible for ensuring the kitchen area and all dishes are cleaned following use. 6.3.5 Eating at Restaurants or Ordering Food Boarders are permitted to eat out at local restaurants for dinner and order food deliveries only on weekends. During the school week students are expected to eat in Glide Hall. Our Dana Hospitality LP food services team provides a balanced and healthy menu of local and international recipes. Dana Hospitality welcomes feedback and input from our parents. They invite you to send in your favorite recipes to kitchen@qms.bc.ca. 6.3.6 Sleepovers Sleepovers are a fun way to spend time with friends. Students can sleep over in each other’s room on Friday or Saturday night if their request has been granted by Residence Staff prior to 9:00pm that evening. Residence Staff members grant sleepover requests based on respectful and co-operative behaviour, clean rooms, homework completion, health and wellness of the student, and any other general expectations that need to be considered. Sleepovers can be cancelled should student’s behaviour become intolerable for other students or staff. Sleepover guests are to bring their own bedding and are to sleep in the extra bed in the room. If necessary, the guest may need to sleep on the floor if an empty bed is not available. Only one person per bed please!

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6.3.7 Birthdays Birthdays are important. Students wake up to a beautiful birthday card on their door from Residence Staff. If a parent wishes to have a birthday cake or small party arranged and charged to the student’s account, please contact the Director of Residential Life & Health Services. Flowers, cake, and other birthday items can also be arranged.

6.4 Banking and Spending Money Boarders are learning about personal finances when they open their own bank account and learn how quickly money can be spent! This is a great life lesson and can provide an opportunity for further conversation between parents and their daughter. Most debit cards from other countries work in Canada (please be sure that they are Interac, Plus, Visa or Cirrus compatible). By using debit cards, parents can directly deposit money to the bank account for their daughter’s use. If parents feel their daughter is not ready for her own bank account, they are asked to complete the Finance Department Form for weekly pocket money. Being responsible and safe with money is also another lesson to learn. Each student has a lockable closet in their room to keep her money and valuables. Lost money cannot be replaced; therefore, it is important that our students use their lockable closet daily. 6.4.1 Pocket money For those students who have parental approval, pocket money (or an “allowance”) is distributed each week by the Finance Office in Glide Hall. Parents are permitted to deposit a lump sum of money with the School or place a credit card on file before (or upon) their arrival, and define a weekly allowance for their daughter. Though parents may stipulate a lesser or greater amount, we recommend an allowance of $20-$25 per week. Pocket money may be collected on Thursday afternoons between 3:00pm–4:00pm, or on Fridays during the lunch hour, and between 3:00pm-4:00pm. If your daughter is requiring more money than she is regularly permitted, parents must contact the Finance Office (accounting@qms.bc.ca) two days before pocket money is distributed. The maximum request for extra funds is $100 per week. Exceptions may occasionally be made (i.e., for school trips, mid-term break, etc.). Parents can expect a 3% surcharge on pocket money distributions charged to their credit card on file. This surcharge is to recoup expenses incurred by credit card companies.

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7.0 Safety and Security

7.1 Custodianship The School acts as in loco parentis while students attend QMS and each registered boarding student is under the care of the School throughout the academic year. The Director of Residential Life & Health Services is your daughter’s custodian while living at QMS. She will make decisions on your behalf which she believes are in the best interest, and care of your daughter. These decisions could involve permission for

- school trips and events - sleep over trips to a day student’s home - weekend travel to Vancouver or other areas outside of Duncan (pending parent notification) - medical emergencies - assistance with passport/visa applications (which may involve travel to Vancouver) - charges to the student’s account for School events or activities - any other day-to-day care required for your daughter

If the Director of Residential Life & Health Services does not have enough information or does not feel safe or comfortable with a request, permission may be denied. We are familiar with our country and customs and will always do what is best for your daughter. The Director of Residential Life & Health Services will not sign high risk waivers for activities such as skiing, kayaking, outdoor education trips or other high risk activities. These forms will be sent to parents for permission and signatures.

7.2 Student Conduct & Disciplinary Action Queen Margaret’s School prides itself on being a community built on trust, mutual respect and honesty. Our School expects all students to be good role models to others, both on or off-campus. Mutual understanding and accountability are values we want our boarders to exhibit within our community. It is important to learn appropriate social skills and behaviours and to understand that consequences are attached to choices made. The School expects parents and guardians to be supportive of these QMS conduct policies and encourages parental involvement at all levels. Minor consequences will be dealt with individually with the student and the individual situation. The goal is for the student to learn, understand and choose to participate in healthy choices and behaviours. In addition, students will come to recognize how others are impacted by their decisions. Bullying or harassment of any type is unacceptable. This includes, but is not limited to, verbal, emotional, cyber, physical and sexual threats of any kind. Students making negative comments or actions toward another person will be spoken to, with the experience highlighted as an opportunity for growth and learning. Should negative student behaviour continue, escalating disciplinary actions will be considered. Distribution or possession of any illegal products or drugs is considered a very serious offence. We care about the health of our students and the influence these choices have on other students. Our commitment to a safe, non-threatening and nurturing community dictates that illegal behaviour will be dealt with swiftly and seriously. Behaviour that brings disrespect to the School, both on and off-campus, will result in disciplinary action as needed, including suspension and/or expulsion from the School at the discretion of the Head of School. 7.2.1 On-Campus Suspension (“Gated”) Students who have not adhered to the Residence guidelines may be given an on-campus suspension (“gated”) for a specified period of time. An on-campus suspension means the student is not allowed to go off-campus, to receive visitors or have a sleepover. During this time, the student may be required to have a Residence Staff member sign her “gating” card each half hour or hour.

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7.2.2 Suspension For serious misbehaviour, a student may be suspended from school (internally or externally) for a period of one or more days. This sanction can be imposed by the Head of the School upon the recommendation of the Director of Residential Life & Health Services and/or the Senior/Junior School Principals. Off-campus homestay may be necessary; the cost will be charged to the student’s School account. Teachers will use discretion to determine marks for assignments overlapping the time period of the suspension. Field trips and/or extra-curricular activities may not be permitted, even if this causes problems for teams or clubs affected. In the case of out-of-School suspensions, a boarder may be returned to the parent or guardian for the imposed period of time. She may not attend school or visit specific school premises. All tests and assignments must be done upon the student’s return.

7.3 Off-Campus Privileges Safety is a word your daughter will hear many times while living in Residence, regarding both personal safety and property safety. Signing out is mandatory for every activity that takes place outside of the Residence, including such activities as going to the Equestrian stables or the exercise room in the gym. It is our highest priority, and we want each person to learn to be responsible for their own safety and aware of each other’s safety and well-being. Students in Grades 6-11 may sign out, as posted, in pairs or groups, but never alone, and must remain with the same person(s) unless they have special permission from Residence staff. Sign outs are based on room tidiness, academic responsibilities, and always consider personal safety. Boarders will sign in and out with a Residence staff member prior to leaving campus and upon return. It is the staff member’s responsibility to know the location of every boarding student at all times. Grade 12 boarders are permitted greater privileges regarding sign-outs as they learn about accountability, safety and personal responsibility.

7.4 Protecting your Valuables Each boarding student receives a room key and combination lock for her closet. Room keys can be replaced if lost for the cost of $25. If a room key is not returned at the end of the school year, the full amount of $100 will be charged to replace the door lock. It is the responsibility of every student to lock their valuables and money at all times. Staff can secure money in our Residence safe if needed. Students should not have more than $100 in their rooms and are encouraged to use debit cards instead of keeping cash. 7.4.1 Insurance The School does not provide insurance coverage for student belongings in the event of theft, loss or fire. We strongly recommend that parents check homeowner policies to ensure coverage on their daughter’s possessions (including electronics) while living at the School.

7.5 Campus Security Throughout the day and evening, Residence doors have restricted access and visitors must enter through our central office located in the Residence atrium. At night, doors are alarmed to notify staff of any entries or exits. The Commissionaires, our private security provider, patrol our campus between the hours of 10:00pm-6:00am. For special events, we can request additional security as needed.

7.6 Emergency & Safety Plans Safety is important to us. We follow British Columbia fire regulations and laws as well as the School’s emergency protocol and procedures. Together, we practice emergency and safety plans both at School and in Residence. These include earthquake drills, fire drills, and lock-down drills. Most staff are trained with current First Aid Level One. More information regarding our school emergency procedures can be found in our School Handbook.

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7.7 Emergency Contacts If you need to contact staff or your daughter for an URGENT or EMERGENCY situation, please see the telephone numbers below: Celina Mason Director of Residential Life and Health Services Cellular phone: 1-205-701-3705 Residence Cellular Residence Staff on Duty Cellular phone: 1-205-416-9017

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8.0 Travel & Holidays

Our Residence Administrative Assistant/Travel Coordinator is available to help parents and their daughter with travel arrangements. 8.1 Travel Documents Students must arrive with valid passports and current study permit that are valid for the entire school year (September 1-June 30 or January 1-June 30 for mid-year entries). All travel documents, including passports and study permits, and any other necessary travel documents, must be kept with our Travel Coordinator. These documents will be stored securely. Our Travel Coordinator can support families with the processing of study permits that need renewal while attending Queen Margaret's School. All processing fees and costs will be charged to the student’s School account.

8.2 Arrivals and Departures Our Travel Coordinator is available to help you and your daughter with travel arrangements. When booking your daughter’s flights, please remember to also book flights between Vancouver (YVR) and Victoria (YYJ) or Nanaimo (YCD) airports. Vancouver is NOT the final destination. Please inform the Travel Coordinator of your daughter’s complete arrival and departure dates so that all transportation connections from the BC Ferry terminals (Swartz Bay, Departure Bay and Duke Point) or airports (Victoria and Nanaimo) can be arranged. At holiday breaks and year end, it is expected that STUDENTS DO NOT DEPART until after the last school exam and/or final activities and assemblies. Any necessary early departures must be requested to and approved by the Junior/Senior School Principal. It is important that your daughter is here for all year end celebrations and recognitions. This will help complete her year socially as well as finish her academic requirements.

8.3 Weekend Leaves/Travel Requests Travel must be approved by the Director of Residential Life & Health Services. Should a student request travel during a school day, the Junior/Senior School Principal must also approve the student missing classes. Any overnight and weekend leaves are limited to Friday and Saturday or other non-school nights. All boarders who wish to leave the campus overnight must fill out a weekend requested leave form and hand it in to the Assistant Director of Residential Life by Wednesday at 8:00pm. The host family or family friend must also contact the Assistant Director of Residential Life through email or on the phone by Wednesday at 4:00pm to verify and seek approval for the requested leave. All boarders must return to Residence by 6:00pm on Sunday, unless prior permission has been given by the Director of Residential Life & Health Services. Our Travel Coordinator arranges weekend travel requests once they have been approved by the Director of Residential Life & Health Services. Once approved, the Travel Coordinator will ensure that students who require ferry transportation on the weekends travel in a QMS vehicle to the appropriate Nanaimo ferry terminal. All girls must return from the Lower Mainland on the 3:00pm Horseshoe Bay Ferry or the 3:15pm Tsawwassen Ferry. A QMS vehicle will meet the returning students at the Departure Bay and at Duke Point Ferry Terminals to bring them back to Residence. If your daughter cannot or does not meet these scheduled trips established for the weekend leaves, Residence Staff must be notified. The student may require public transportation or a taxi to return to the School at her own expense. Should your daughter miss scheduled travel arrangements without prior permission from the Director of Residential Life & Health Services or designate, further weekend trips and could be restricted. Students must be responsible for meeting the expectations of the School. All transportation to and from the school will be billed to the student’s School account.

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8.4 Chaperoned Residence Trips—Long Weekends and Term Breaks Residence Staff provide organized and chaperoned trips throughout the school year during long weekends or holiday breaks. These trips may include places such as Vancouver, Edmonton, Seattle, Whistler, Disneyland (California) and one major international overseas trip during Spring Break. Each trip is optional, requires parental consent, and is applied to a credit card on file. A Holiday Planner Form is included in the Student Forms Package each year. The cost of each trip depends on the number of students participating.

8.5 Holidays The Residence is closed for the three-week Christmas Break and the two-week Spring Break. All boarders are required to be off-campus during both of these breaks. Most students take this opportunity to travel home, take a family vacation or participate in the School or Residence organized Service or Cultural trip. Parents are encouraged to book flights early to ensure travel dates fall within the designated holiday dates. All students are expected to remain in School until dismissal on the last day of each term. Any special requests for early departure must be made in writing to the Junior/Senior School Principal. Residence remains open for all other holiday weekends.

8.6 Homestay Placements during Holiday Breaks Homestay placements can be provided upon request for Christmas and/or Spring Break. Please forward homestay requests to our Travel Coordinator at travel@qms.bc.ca as early as possible, but no later than one month prior to the scheduled break. The school only uses homes that have been personally screened by our Residence Administrative Assistant/Travel Coordinator and approved by our Director of Residential Life & Health Services. Placement is based on both student and homestay profiles. Matching family/student interests and personalities to ensure your daughter’s time is enjoyable and rewarding is important to us. All adults living in the home must provide the School with a current criminal record check prior to a student’s placement with the family. The homestay family will be responsible for the day-to-day care of your daughter during her visit. This includes providing a clean and comfortable room, all meals, medical attention if needed, personal student needs as identified, transportation to and from the School or other planned family activities, and other negotiated requirements as discussed prior to placement. Any travel while staying with the host homestay must first be approved by our Travel Coordinator. Homestays are arranged for the full School holiday duration and are not pro-rated. The homestay fee of $40.00 per day (or part day) will be charged to the student account. If a student’s family requests transportation to or from the airport or ferry terminal and the host family is able to accommodate, the current QMS mileage guideline will apply. Cancellation to a homestay placement, once confirmed between the homestay family and Travel Coordinator, could result in full charges being applied to the student’s School account.

8.7 Use of Taxis Local taxi companies are used for transportation to and from the school for local shopping, going to the theatre, etc. If a student has prior permission from her parents to charge the taxi fare to her School account, she is to ask Residence Staff to make pick-up arrangements. The student will then receive a taxi slip for travel to her destination and one for her return trip. If two or more students share a taxi ride, the total amount will be shared equally only by the girls who have parent permission on file.

8.8 Use of Personal Vehicles Boarders are not permitted to have cars while boarding in Residence. A boarder may drive in a vehicle, driven by an adult, only after a copy of adequate insurance coverage with a minimum $2,000,000 third party liability and valid driving license is presented to Residence Staff. The Director of Residential Life & Health Services’ permission is also required.

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8.9 QMS Transportation Charges Scheduled transportation is organized to and from the ferry terminals, to the Victoria and/or Nanaimo airports, as well as weekend Victoria shopping trips. School bus and driver rates for transportation are as follows and will be applied to the student’s School account: Victoria International Airport $25.00/student each way Nanaimo Airport $25.00/student each way Nanaimo Ferry (Duke Point or Departure Bay) $25.00/student each way Victoria Shopping Trips (group round trip) $25.00/student round trip Nanaimo Shopping Trips (group round trip) $25.00/student round trip If travelling outside of the designated QMS travel times, full one-way charges could be in effect: $90.00-$125.00 per person, depending on destination. If a student requests transportation when a QMS vehicle is not available, staff can arrange transportation by our local taxi companies, which can be charged to the student’s School account.

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9.0 Working Together

Parents and staff have the same goals for each student: to be academically challenged and successful, to learn to be socially responsible, to grow and learn about self and others, to be happy and healthy and to be a contributing and valued citizen of the world. To support these goals, we must work together. This means communication is very important. There will be times when we need to compromise and that sometimes decisions may affect not only your daughter, but all other students and families. Building a community is about trust, accountability, commitment and dedication. Together, we are stronger. Together, we will see your daughter flourish! We welcome you to ask questions, provide insight and discuss situations. We understand it is not easy being far away and not physically close to your daughter, but we ask that you trust we are here to support her growth and her ability to be a strong and confident leader.

As our mission states—“We are accomplished lifelong learners making positive impacts in the world.” Welcome to QMS Residence!

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10.0 Major School Dates

Please note that students are not permitted to leave classes early for travel purposes, unless given prior written authorization from the Senior/Junior School Principal.

Residence Student Leaders Arrive Sunday, September 4

Labour Day (no classes) Monday, September 5

Boarders travelling alone/without parents arrive Monday, September 5

Student Leadership Training Tuesday, September 6

Boarders travelling with families arrive Wednesday, September 7

New Student Orientation (Day and Boarding) Wednesday, September 7 (Senior School Orientation 10:00 a.m. to 3:00 p.m.)[Senior School Family Meetings with Faculty Advisors (10:00 a.m. to 3:00 p.m.)] (Junior School Orientation 9:00 to 10:00 a.m.) (New Family Reception 4:30 to 6:00 p.m.)

First Day of School for Junior and Senior School (Gradual Entry for Kindergarten and ECE)

Thursday, September 8

First Full Day of ECE and Kindergarten Programs Friday, September 9

Red Weekend – No Travel Permitted for Boarders Saturday, September 10 to Sunday, September 11

Junior School Parent Info Evening/Wine & Cheese Thursday, September 15

Red Weekend – No Travel Permitted for Boarders Saturday, September 24 to Sunday, September 25

Thanksgiving Day (no classes) Monday, October 10

Provincial Pro-D Day Friday, October 21

Mid-Term Break (no classes for K-12; ECE open) Thursday, November 10

Remembrance Day (no classes) Friday, November 11

Red Weekend – No Travel Permitted for Boarders Saturday, December 10 to Sunday, December 11

School Closes for Winter Break Friday, December 16

Winter Break (3 weeks; no classes) Monday, December 19 to Friday, January 6

Classes Resume Monday, January 9

Term Break Friday, February 3

ISABC Pro-D Day Friday, February 10

Family Day Monday, February 13

Red Weekend – No Travel Permitted for Boarders Saturday, February 18 to Sunday, February 19

Spring Break (2 weeks; no classes) Monday, March 13 to Friday, March 24

Classes Resume Monday, March 27

Easter Break (no classes) Friday, April 14-17

Victoria Day Monday, May 22

Pro-D Day Tuesday, May 23

Red Weekend – No Travel Permitted for Boarders Saturday, May 27 to Sunday, May 28

Last Day of Senior School Classes Thursday, June 15

Senior School Closing/Speech Day Friday, June 16

Senior School Exams/Final Projects June 19-21

Last Day of Junior School Classes Thursday, June 22

Junior School Closing Ceremony Friday, June 23

Provincial Exams (TBC) June 22-23, 26-28

Last Day of ECE Wednesday, June 28

660 Brownsey Avenue, Duncan, British Columbia, Canada V9L 1C2T 250 746-4185 | F 250 746-4187 | reception@qms.bc.ca

www.qms.bc.ca