HomeMy WebLinkAboutReport 24-090 Approval of Revisions to Policy P.051.GOVAD-HOC POLICY COMMITTEE 20 June 2024
Report No.24-090
APPROVAL OF REVISIONS TO POLICY P.051.GOV EVALUATION OF
DIRECTOR OF EDUCATION AND SECRETARY OF THE BOARD
Key Contact:Michèle Giroux,Executive Officer (Board Services),
613-596-8211 x 8310
PURPOSE:
1.To seek approval for the proposed revisions to Policy P.051.GOV Evaluation of
Director of Education and Secretary of the Board in response to Ontario
Regulation 83/24 Director of Education Performance Appraisal.
STRATEGIC LINKS:
2.Effective governance is a key feature within the social responsibility pillar of the
2023-2027 Strategic Plan and the Director ’s performance appraisal process is a
good governance practice.
CONTEXT:
3.In March 2024,Ontario Regulation 83/24 -Director of Education Performance
Appraisal came into effect,which means the annual director of education
performance appraisal must now follow this new regulation.This requires
revisions to Policy P.051.GOV Evaluation of Director of Education and Secretary
of the Board to comply with the new requirements.Appendix A includes the
proposed revised policy.
KEY CONSIDERATIONS:
4.Transitional Period
Both the policy and the newly introduced regulation offer clear directives for
evaluating the performance of directors of education.To ensure compliance and
alignment with regulatory requirements during this time of transition,the Board
should follow its policy for the 2023-2024 evaluation of the Director of Education.
Simultaneously,the Board must transition to the requirements outlined in the
regulation for the 2024-2025 evaluation cycle.This strategic approach ensures a
Report 24-090 Approval of Revisions to Policy P.051.GOV 1
seamless transition while upholding the integrity and effectiveness of the
evaluation process.
5.Timelines
One of the most significant differences between Regulation 83/24 and the policy
is the timeline for the work of the Performance Appraisal Committee and its
associated communication.The regulation sets out very specific dates for
required action and although it contemplates key deliverables during July and
August it is conceivable that with an efficient and coordinated approach,the
Committee could complete its objectives by the end of June so as to avoid
meetings over the summer months.
The following table summarizes important deadlines and associated actions
shared in the regulation:
Date Action
May 15 Appoint a committee.
July 31 Committee chair and at least one other member of the
committee meet with the director of education to develop
and finalize the performance plan.
August 15 Committee chair provides a copy of the director of
education’s performance plan to every member of the
board.
Chair of the board:
●Provides written notice to the Minister;
●Posts a copy of the confirmation on the board’s
website.
December 1 The Minister provides written notice to the Coard and the
Director of Education indicating whether they intend to
provide feedback in accordance with section 8.
January 11 Committee chair requests feedback from every member
of the board regarding the director of education’s
progress toward implementing the actions and achieving
the goals in the performance plan.
January 21 Each member of the Board provides any feedback to the
chair of the committee.
January 31 Committee chair and at least one other member of the
Committee meet with the Director of Education to review
Report 24-090 Approval of Revisions to Policy P.051.GOV 2
progress and discuss relevant matters regarding the
performance plan.
April 30 External executive management and leadership firm
performs an assessment and compiles feedback
received from a variety of stakeholders including
trustees,student trustees,all members of statutory,ad
hoc,or other committees of the board,members of the
Director ’s Executive Council,the parent members all
school councils,representatives or all local employee
associations and a sampling of community partners and
stakeholders,as identified by the committee with input
from the Director of Education.
May 15 External executive management and leadership firm
provides the report to the Committee and the Director of
Education.
June 10 Director of Education updates the performance plan in
accordance with subsection 9 (4).
June 20 Committee chair provides a copy of the draft
performance appraisal report with respect to the Director
of Education to every member of the Board.
June 30 Each member of the Board provides any feedback on
the draft performance appraisal report to the Committee.
Once the draft report is complete the following steps need to be resolved:
July 7 Committee chair provides the draft performance
appraisal report for the interim or full evaluation cycle to
the Director of Education.
July 31 Committee chair and at least one other member of the
Committee meet with the Director of Education to:
●Review the actions implemented by the Director
of Education to achieve the goals outlined in the
performance plan and discuss other relevant
matters.
●Review and update the Director of Education’s
performance plan for the following evaluation
cycle,if necessary.
●Review and discuss the Committee’s draft
performance appraisal report.
●Provide the Director of Education an opportunity
Report 24-090 Approval of Revisions to Policy P.051.GOV 3
to respond to the Committee’s evaluation,
performance rating,and explanation for the rating.
August 10 Committee finalizes the performance appraisal report,
considering feedback from the Board members,the
Director of Education,the report from the external
executive management and leadership firm (during the
biannual evaluation)and survey information.
Committee provides the final performance appraisal
report to the Board and the Director of Education.
August 15 Board:
●Provides written confirmation to the Minister that
the performance appraisal has been conducted
and that the final performance appraisal report
has been adopted by the board.
●If it is a full evaluation cycle requiring the report
compiled by the external executive management
and leadership firm to be provided to the Minister
with a list of community partners and stakeholders
from whom feedback was requested.
●Post a copy of the confirmation and,if applicable,
the list of community partners and stakeholders
on the Board’s website.
6.Performance Appraisal Committee
One of the requirements of the regulation is the establishment of a committee
which is responsible for conducting the performance appraisal of the Director of
Education.The District,through its established Ad Hoc Committee for Board
Self-Evaluation and Director Performance Evaluation Processes,met on 9 May
2024 to discuss implications of the new regulation and recommend to the Board
a revised terms of reference for the Committee to align with the regulation.The
Board formally recognized the Director and Board Performance Appraisal
Committee on 28 May 2024.This Committee will meet to further develop,refine
and finalize the Director ’s performance plan.
7.Performance Plan
The policy includes a comprehensive performance plan which outlines the key
responsibilities and expectations for the Director of Education.The OCDSB plan
is robust and has many similarities to the plan as contemplated in the regulation.
Staff have created a draft performance plan template for consideration by the
Director Performance Appraisal Committee.Confirmation of the performance
plan for the 2024-2025 full evaluation cycle must be finalized,shared with the
Ministry and posted on the District website by 15 August 2024.
Report 24-090 Approval of Revisions to Policy P.051.GOV 4
RESOURCE IMPLICATIONS:
8.The Board will need to allocate funding to hire an external executive
management and leadership firm according to the regulatory requirements.It is
anticipated that the cost of this work could approach $25,000.00.Staff will
ensure an appropriate amount is committed within the 2024-2025 budget.
COMMUNICATION/CONSULTATION ISSUES:
9.As the proposed revisions are in response to the new Regulation 83/24,
consultation is not required by Policy P.110.GOV Consultation By The Board,
Schools and School Councils With Constituent Groups And The Wider
Community.Section 4.7 of P.110.GOV states that:
“The Board recognizes that formal consultation will not always be appropriate or
possible.Should a consulting body conclude that formal consultation is not
appropriate or possible,this decision and the rationale shall be clearly
communicated to all those potentially affected by the decision.Examples of
reasons for not undertaking a formal consultation may include:a)the decision is
required by a higher authority (e.g.building code,ministerial directive;municipal,
provincial or federal act or regulation)and there is insufficient latitude for
discretion to undertake a consultation on options;”
RECOMMENDATION
THAT Policy P.051.GOV Evaluation of Director of Education and Secretary of the
Board,attached as Appendix A to Report 24-090,be approved.
Michèle Giroux
Executive Officer (Board Services)
Pino Buffone
Director of Education and
Secretary of the Board
APPENDICES
Appendix A -Draft revised Policy P.051.GOV Evaluation of Director of Education and
Secretary of the Board
Appendix B -Standing Policy Policy P.051.GOV Evaluation of Director of Education and
Secretary of the Board
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