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HomeMy WebLinkAbout13.1.d. Ad Hoc Policy Review Committee Report, 12 October 2023 1 AD HOC POLICY REVIEW COMMITTEE October 12, 2023, 5:30 pm Trustees' Committee Room 133 Greenbank Road Ottawa, Ontario Members: Alysha Aziz (electronic communication), Nili Kaplan-Myrth (electronic communication), Cathryne Milburn, Lynn Scott Non Voting Members: Donna Blackburn, Donna Dickson, Brett Reynolds (Associate Director of Education), Michèle Giroux (Executive Officer, Corporate Services), Richard Sinclair (General Counsel), Ryan Doucette (Advisory Committee on Equity), Calla Barnett (Parent Involvement Committee), Nicole Guthrie (General Manager, Board Services), Darren Gatley (Senior Board Coordinator) 1. Call to Order Chair Milburn called the meeting to order at 5:36 p.m. 2. Acknowledgement of Territorial Lands Chair Milburn acknowledged that the meeting is taking place on unceded Algonquin Homelands and thanked the Algonquin Nations for hosting the meeting on their land. 3. Declarations of Interest No declarations of interest were filed. 4. Approval of the Agenda Moved by Trustee Scott, THAT the agenda be approved. Carried 5. Matters for Action: 5.1 Report 23-073, Approval of Revisions to School Naming Policy (B. Reynolds) Your Committee had before it Report 23-073, seeking approval of the proposed revisions to Policy P.107.SCO Naming of Schools and Educational Support Facilities and Opening Ceremonies. 2 Associate Director Reynolds introduced the report and highlighted the revisions to the policy. Moved by Trustee Kaplan-Myrth, THAT the revised Policy P.107.SCO - New Schools And Other Board Facilities - Naming, Signage, And Opening Ceremonies, attached as Appendix B to Report 23-073, be approved. During the discussion and in response to queries, the following information was noted:  The policy specifies which parties are deliberately reached out to participate in a school opening ceremony; however, this will not limit the participation of others who may wish to join;  It was suggested that a future review of the policy may wish to reconsider the naming of a school or Board facility after a person under exceptional circumstances; and  It was noted that removing the option for buildings to be named after a person, limits the option to diversify naming. Moved by Trustee Kaplan-Myrth, THAT the revised Policy P.107.SCO - New Schools And Other Board Facilities - Naming, Signage, And Opening Ceremonies, attached as Appendix B to Report 23-073, be approved (Attached as Appendix A). Carried 6. Matters for Discussion: 6.1 Report 23-062, Strategic Enterprise Risk Management (R. Sinclair) Your Committee had before it Report 23-062, seeking input from the Ad Hoc Policy Committee into the content of a prospective risk management policy. General Counsel Sinclair introduced the report and outlined the role and impact that the new policy will have on the District in managing risk. During the discussion and in response to queries, the following information was noted:  The International Organization for Standardization (ISO) definitions for “risk” and “controls” will be included in the policies’ definitions section;  “Risk” will be defined in part as the “effect of uncertainty” and “controls” would be the mechanism to address the uncertainty, used to mitigate, eliminate, or transfer the risk; 3  Staff noted that although it is unclear what other districts may have in place for risk management, it would be expected that activities deemed not acceptable would be listed and that policies would outline an acceptable level of risk;  The District does not currently have a risk evaluation tool;  Staff are considering system-wide risk assessment focusing on controls as well as a business continuity plan framework to ensure operations can continue in an unforeseen situation;  It was noted that when making decisions, the policy should provide staff with guidance on the consideration of contextual factors in order to inform decisions;  Staff noted that a risk tolerance statement would set the tone of the policy in determining the attitude towards the level of risk that the District would be willing to take;  The policy should consider evolving factors, such as the magnitude of a successful program that may grow larger than intended which would add additional risk which may not have been initially considered;  Risk tolerance may change over time which would need to be developed and reviewed on a regular basis. The policy should be broader than the risk itself to address this concern;  The Board can make decisions on risk tolerance through the anticipated framework where discussions are tied to the strategic priorities/plan/objectives when determining risk tolerance. The Board would be able to make informed decisions whether to accept certain types of risk;  Staff noted that the risk management policy would serve as a guide for system operations to assist senior staff and educators in daily decision making;  The provincial working group on risk management has draft language regarding a risk attitude statement. Staff noted that the draft statement could have a higher or lower risk tolerance for certain areas;  The proposed risk management policy is intended to inform decision making and to determine the balance of gain and type of risk;  Priorities for potential risks that determine if one type of risk takes precedence over another, should be considered; 4  The Strategic Enterprise Risk Management (SERM) tool would assist operational decision making while the policy would provide direction;  The Audit Committee will work to determine some risk mitigation measures; and  The potential risk management policy should fall under the governance policy grouping as it would apply to many types of risk. 6.2 Report 23-066, Recission of Policy P.126.SOC Appeals Hearing Panel (Student Transfers) (B. Reynolds) Your Committee had before it Report 23-066, seeking input on the proposed rescission of Board Policy P.126.SCO Appeals Hearing Panel (Student Transfers). Associate Director Reynolds introduced the report and provided an overview. During the discussion and in response to queries, the following information was noted:  A significant amount of staff work is required to prepare an appeal. Appeal hearings occupy an inordinate amount of time for all staff involved, taking their focus away from other school related matters;  An associate director designate that is often used to address cross boundary transfers (CBT)’s, carries a financial cost;  Trustee involvement with CBT’s creates a barrier with appellants who reach out to their local trustee for assistance. Trustees cannot fully discuss the details of their appeal as a trustee could be on the panel at a CBT hearing;  Trustee involvement in CBT appeals could be viewed as undermining staff authority;  Staff noted that historically, the trustee appeal mechanism was added to the process in order to address a transition away from the “first come first serve” approach used for school registration. Staff added that this mechanism has outlived its purpose;  It is increasingly challenging to assemble a trustee panel to address CBT appeal hearings;  The Ottawa-Carleton District School Board (OCDSB) is the only school board in Ontario that has this practice;  Staff noted that few CBT appeals are granted as the District has become increasingly focused on addressing the specific needs of the individual learner at their designated schools; 5  Staff noted that if the policy is rescinded, staff will revise Board Policy P.077.PLG: Designated Schools/Student Transfers to improve and clarify the responsibilities of outlines senior staff involvement in appeal decisions;  There is a pattern of schools that transfer appeals are targeting;  Accessibility issues due to disabilities are considered a programming concern and would not be addressed by a CBT. Staff work to ensure that schools are accessible and welcoming;  When the policy was initially developed, the scope of CBT appeals were to address either student learning needs or exceptional personal circumstances. The definition of exceptional circumstances could be included to outline they types of details staff would be considering in their decision making;  Trustees noted that the outcome of a CBT appeal can be dependent on the subjective view of who sits on the trustee panel. It was noted that this current system lacks consistency;  In the years since the policy was last reviewed, the internal CBT process at the staff level has changed. Principals of both schools have better communication channels and are better able to respond and resolve the concerns of families;  Many families have expressed concern and frustration with the the formality of the CBT process;  Staff noted that trustee level appeals have been granted as some families have presented new information that was not revealed earlier in the appeal process. Staff anticipate that if it could be made clear that the final decision was with senior staff then families would share all information earlier in the process;  Trustees participating on CBT appeal panels often have to make arrangements to leave work or take a vacation day to participate. There have been numerous occasions where the appeal hearing was organized with all involved parties scheduled, only for the appeal to be resolved last minute by the superintendent;  Staff will review and prepare draft language to clearly articulate the two staff levels of appeal that are available to families; Trustee Scott assumed the chair.  Families could benefit from a more clear understanding of boundaries and catchment areas for schools and how schools divide grades and at which levels; and 6  Staff clearly convey the long term implications of a transfer to the family. Trustee Milburn resumed the chair. 7. Matters for Information 7.1 Memo 23-062, Minor Policy Revisions - Tier 1 (M. Giroux) The memorandum was provided for information. In response to a query, Executive Officer Giroux noted that staff will consider how to identify, in advance, which tier 1 policies revisions are being considered. She added that Committee members can share their concerns with any of the changes to the policies in the tier 1 memo during the meeting or offline in a query to staff. 8. New Business -- Information and Inquiries There was no new business. 9. Adjournment The meeting adjourned at 7:10 p.m. _________________________ Cathryne Milburn, Chair, Ad Hoc Policy Review Committee POLICY P.107.SCO TITLE:NEW SCHOOLS AND OTHER BOARD FACILITIES - NAMING, SIGNAGE, AND OPENING CEREMONIES Date Authorized: 21 November 2001 Last Revised: XX October 2023 Last Reviewed: XX October 2023 COMMITMENT TO INDIGENOUS RIGHTS, HUMAN RIGHTS, AND EQUITY The Board recognizes its responsibility to ensure that this policy and associated procedures promote and protect Indigenous rights, human rights, and equity. The Board shall strive to address and eliminate discrimination and structural and systemic barriers for students, staff, and community. 1.0 RATIONALE 1.1 To provide a community-driven framework for naming and renaming schools and other Board facilities or special purpose areas that is aligned with the Board’s commitments to equity, diversity, inclusion, and human rights. 1.2 To recognize and celebrate the official opening of new schools, major additions, or other Board facilities, including special purpose areas within a school, such as libraries or gymnasiums within schools, adjacent day care centers, and municipal facilities. 2.0 DEFINITIONS Please refer to Appendix A for a list of definitions of terms used in this policy. 3.0 POLICY 3.1 The Board recognizes the importance of ensuring that names approved for schools and other Board facilities in the District are inspirational, reflective of our diverse community, distinct and aligned with the mission, vision, and values of the District and its commitment to Indigenous rights, human rights, and equity. 3.2 The Board recognizes that the officially designated name of a school, Board facility, or special purpose area within a school or facility may need to be changed to respond to changing circumstances. -1-P.107.SCO Appendix A to 12 October 2023 Policy Review Committee 3.3 The Board believes in and is committed to a naming and renaming process that is community-driven and inclusive of the diverse voices in our society. 4.0 SPECIFIC DIRECTIVES School Names 4.1 School names shall be based on one or more of the following considerations : a)reflective of the school’s unique program focus; b)a reference to the local environment or ecology (geographical features,flora, fauna,etc.); c)reflective of the significance to Indigenous peoples and the location of the school on traditional unceded Algonquin homelands; d)a reference to the street,road,or major thoroughfare on which,or near to where, the school is located; e)a reference to the village,town,subdivision,or community in which the school is located; f)paying homage to a famous Canadian event or achievement; g)posthumously honouring an individual or family for their outstanding contribution to public life or public education;and/or h)distinct from names of existing schools within the City of Ottawa. 4.2 All new or renamed schools offering programs from kindergarten to grade 8,or any other elementary grade configuration,shall have the designation “Public School”or “Elementary School”as part of the official name. 4.3 All new or renamed schools offering programs from grade 7 to grade 8 shall have the designation “Intermediate”as part of the official name. 4.4 All new or renamed schools offering programs inclusive of grades 9 to 12,or any other secondary grade configuration,(including schools offering grades 7 to 12)shall have the designation “High School”or “Secondary School”as part of the official name. New School Naming 4.5 When a new school is to be named,the District shall establish a School Naming Committee composed of representatives of the school community and an Algonquin Elder,a Knowledge Keeper,or an Indigenous representative to solicit proposals for names. 4.6 The School Naming Committee shall submit its proposed school names to the District and the Board for consideration. Naming a Special Purpose Area within a School -2-P.107.SCO 4.7 A school may establish a School-based Committee composed of representatives of the school community to consider names of special purpose areas within a school. 4.8 The naming criteria listed in Section 4.2 shall be considered prior to making a recommendation of a new name for a special purpose area to the District for approval. Naming of Other Board Facilities 4.9 The District shall recommend to the Board names of new facilities other than schools. Examples of such facilities are the Administrative Building,the Stitsville Depot,etc. Renaming Schools and Other Board Facilities 4.10 Only the Board may initiate the process of renaming a school upon a request from the community and/or the District. 4.11 A review of the designated name of a facility other than a school or a special purpose area within a school may be initiated by the Director of Education or as the result of a request from the community. 4.12 Reasons for renaming a school,other Board facilities,or a special purpose area within a school may include: a)a reasonable concern that the existing name is shown to be culturally insensitive, discriminatory,or otherwise undermines the mission and values of the District; b)the existing name is no longer relevant or supported by the local community,or is inappropriate for the District as a whole; c)a significant change in identity and school focus or programming;or d)a consolidation or amalgamation of schools. 4.13 The process for renaming a school,other Board facility,or a special purpose area within a school shall follow the same guiding principles and process applicable to the naming of schools. 4.14 The District shall establish a process for the proactive and reactive review of names to identify any that are no longer appropriate or consistent with the guiding principles outlined herein. Signage 4.15 The OCDSB's logo and name shall be incorporated into the overall design of new school signage and,subject to the availability of funds,in all existing schools and other Board facilities. 4.16 A financial contribution from an individual or corporation may be commemorated with a suitably placed plaque inscribed with the contributor’s name. Opening Ceremonies 4.17 The official opening ceremonies for new schools shall: a)where possible,follow the Algonquin protocols; b)be structured with minimum formality; -3-P.107.SCO c)include participation by students,staff,community representatives,the Chair of the Board,the local trustee,Elected Representatives,and an Algonquin Elder,a Knowledge Keeper,or an Indigenous representative. 4.18 If the school has been named after a famous Canadian or in recognition of a significant educational or local historical contribution by a resident or family,the Official Opening Committee shall endeavor to recognize the individual(s)and/or contributions within the official ceremony. 4.19 The Director of Education is authorized to issue any necessary procedures to implement this policy. 5.0 APPENDICES Appendix A:Policy Definitions 6.0 REFERENCE DOCUMENTS The Education Act,2000,Section 195 OCDSB Procedure PR.570.FAC -School Site Assessment and Acquisition OCDSB Procedure PR.630.SCO -Naming of Schools and Educational Support Facilities OCDSB Procedure PR 639 COM -Inviting Guests to Special Events OCDSB Procedure PR.676.COM -Official Opening Ceremonies –New Schools -4-P.107.SCO APPENDIX A:PROCEDURE DEFINITIONS In this policy, Board means the Board of Trustees. District means the Ottawa-Carleton District School Board. Elected Representatives means the elected representatives for the area in which the school or building resides and/or elected representatives for the students attending therein,including school council members,board trustees,municipal councillors,provincial members of parliament,and federal members of parliament. -5-P.107.SCO