HomeMy WebLinkAbout6.2 Report 24-115 Approval of ACE Policy Revisions.pdfPOLICY REVIEW COMMITTEE 14 November 2024
Report No.24-115
APPROVAL OF REVISIONS TO POLICY P.008.GOV ADVISORY
COMMITTEE ON EQUITY
Key Contact:Mary Jane Farrish,Superintendent of Education,Ext#
8821
PURPOSE:
1.To approve the proposed revisions to Policy P.008.GOV Advisory Committee on
Equity (ACE)(the Policy)following consultations with the public,trustees,and the
ACE Committee.
STRATEGIC LINKS:
2.Enabling the Advisory Committee on Equity (ACE)to meet the changing needs of
marginalized communities and improve operational practices to better support
the Board’s commitment to providing equitable and inclusive learning and
working environments.The proposed revisions support governance of the ACE
Committee in alignment with the values of community building,equity,inclusion
and accessibility from the 2023-2027 Strategic Plan.
CONTEXT:
3.The standing Policy provides the framework for the Committee and was last
reviewed in 2018.As a part of this cyclical policy review practice,a
comprehensive process was undertaken to invite feedback and suggestions to
address challenges and offer opportunities,as highlighted in recent discussions
regarding the function and operation of the Committee.
This report,along with the draft Policy (attached as Appendix B),addresses the
challenges and opportunities and incorporates the key themes identified during
the preliminary consultations.The key considerations below have been
organized into themes to capture the discussions that emerged during the
consultation and review process.
KEY CONSIDERATIONS:
4.Committee Membership
The standing Policy allows for a total of up to 19 members:
Report 24-115 Approval of P.008.GOV 1
●7 voting members who represent community organizations,agencies or
groups who are representative of communities experiencing systemic
barriers and marginalization,with a focus on diversity,equity,and
inclusion.The policy identifies a number of specific organizations and
suggests that the list may be adjusted over time to ensure it continues to
represent the diverse needs and priorities of the community;
●4 individual voting members from the following identities:creed-based,
disability,Indigenous,immigrants,2SLGBTQ+,and racialized groups;and
●Up to 8 non-voting members including trustees,the Superintendent of
Education,the Diversity and Equity Coordinator,and may include a
student senator,2 federation members,and a member from a local
post-secondary institution.
Since the 2018 review,the Committee's practice in relation to membership has
evolved in response to changing needs and various operational challenges so
that it no longer reflects what is outlined in the current Policy.The operational
challenges identified during the above review and discussions include the
following:
●The list of members has not been reviewed since 2018;
●The Committee now includes four community organizations which are not
enumerated in the standing policy;
●A “member at a large”category of non-voting representatives was
introduced to address concerns related to diversity of representation;
●“Alternate members”have been included to address quorum and
attendance issues;and
●There is often an overrepresentation of staff and staff voices at meetings,
relative to parents/caregivers and students.
The proposed revisions to the Policy reduce the number of total members from
nineteen to seventeen by lowering the amount of staff representation.The
proposed composition allows for Trustee,staff,and Director representation but
confirms that any other staff attendance should be for facilitation or purposed
consultation,not as members.Simultaneously,the proposed revisions increase
the number of voting members allowing for more individual members (now 8,
compared to 4)than community organizations (now 5,compared to 7).Student
representation will now be as non-voting members,to ensure privacy and safety
of student members and account for quorum struggles.
There is also an intentionally increased emphasis on membership criteria for
individual and organizational members that prioritizes demonstrated knowledge,
experience and expertise related to equity and human rights.
5.A Welcoming Space
Consultation with the Committee and the
Report 24-115 Approval of P.008.GOV
Policy Review Committee has highlighted several factors affecting the
Committee’s ability to maintain a welcoming accessible space for all marginalized
groups.These factors include:
●Perceptions related to the selection of members and lack of
representation:while the standing policy allows for additional
organizations to participate,the inclusion of a specific list of organizations
has been seen as selective and unrepresentative of the minoritized groups
within the District;
●Inconsistency in meeting formats:Committee meetings have continued to
be held electronically since the pandemic,which is inconsistent with other
Board committees that have largely returned to in-person or hybrid
meetings;and
●Limited public participation:Although public participation is encouraged at
the Chair's discretion,attendance at meetings outside of members and
staff support is currently by invitation only.This restricted access,where
only those on the distribution list receive the meeting link,does not align
with the Board’s commitment to transparency and fairness,public
participation in committees or its obligation to ensure that committee
meetings are open and accessible.
To enhance transparency and promote welcoming and accessible spaces for
community input,staff recommend:
●Removing the list of specific community organizations from the policy and
a focus on membership criteria that are aligned with the Board’s Human
Rights Policy P.147.GOV and commits to representing underserved
communities and peoples;
●Any designated ‘public forum’portion of the meeting that is beyond regular
public participation should be an operational concern for the Committee to
consider for future meeting agendas;
●Inclusion of a Committee commitment to Ubuntu,a principle recognized by
the Board;
●A policy section which addresses trustee conduct and their role on the
Committee.We believe that this section (4.23)will ensure that,moving
forward,the relationship between Committee and trustee members is
respectful,safe,and representative of the Committee’s guiding principles;
●Opposing Views:we have considered throughout the policy;and
●A return to in person meetings with some ability for electronic participation,
to align with Reg.463/97:Electronic Meetings And Meeting Attendance.
6.Decision-making
Proposed revisions to the Policy recommend a consensus-based
decision-making model that uses traditional voting only when necessary.The
Committee should encourage consensus,while also ensuring that all those in
attendance,including non-voting members and guests,are welcome and
encouraged to voice opposing and conflicting views respectfully and safely.
Report 24-115 Approval of P.008.GOV
7.Clarified Terms of Office
Currently,voting members of the Committee serve a two-year term with a
maximum of two consecutive terms for individual members.While community
organizations or agencies can serve multiple consecutive terms,their
representatives are also limited to two consecutive terms.Non-voting members
are appointed annually.
In the course of the comparative analysis conducted by staff,it was noted that
the term of office in other districts was longer in duration than the OCDSB,
allowing for a four-year term in recognition of the time it takes to implement
change.After contemplation and consideration of the rapidly changing nature of
community organizations working in equity,staff recommends maintaining the
two-year terms and the ability for reappointment for one more term for individual
members and allowing for new organizations to join every two years.
8.New Chairing Model
Although the standing Policy stipulates that a Chair and Vice Chair will be elected
from among its eleven voting members,in practice,the Committee has been
operating with a co-chair arrangement.The current Committee co-chairs are a
community member and a non-voting (staff)member.The practice of having staff
serve as Chair of a Board committee does not align with the standing Policy or
the practices in place for similar committees in other districts.In turn,the
proposed policy mandates that one Committee co-chair must be an individual
member,with no such stipulation placed on the second co-chair.
9.Alignment with the New Regulations
The newly enacted Reg.463/97:Electronic Meetings And Meeting Attendance
includes provisions requiring that the Chair of all committees of the Board attend
committee meetings in person unless the Chair can confirm that another member
of the Committee,who is also a Board member (i.e.trustee)will be physically
present.In addition,the regulation requires that the meeting room be open to
allow physical attendance by members of the public at every regular meeting.To
adhere to this requirement,the Committee will need to hold its meetings in a
physical location that is accessible to the public,ensuring that members of the
public can participate in person,as well as by electronic means.
10.Public Participation
Public participation is important,particularly in the context of the newly updated
electronic meetings regulation and policy.With entirely virtual meetings,there is a
risk of creating barriers to public involvement,as access to the meeting links and
participation can become more restricted.While it’s crucial to ensure that the
Committee remains open and accessible to the public,it’s equally important to
protect the integrity of the meetings from disruptive incidents like “Zoom
bombing”.Ensuring that the Committee adopts practices that actively welcome
and encourage public participation helps to counteract these potential barriers.
Report 24-115 Approval of P.008.GOV
Similar to other committee and board meetings,members of the public should
have the same rights of access and participation whether attending in person or
by electronic means.This includes the ability,where applicable,to delegate or
make presentations and to ask questions through established fair and consistent
processes.
RESOURCE IMPLICATIONS:
11.There are no resource implications for potential revisions to the ACE policy.
COMMUNICATION/CONSULTATION ISSUES:
12.The review process to date has included several discussions with the ACE
Committee,the ACE policy sub-committee,public consultation on the
EngageOCDSB platform,as well as a discussion at the Policy Review
Committee meetings of 20 June 2024 and 12 September 2024.
RECOMMENDATION:
THAT the proposed revisions to Policy P.008.GOV Advisory Committee on
Equity,attached to Report 24-115 as Appendix B,be approved.
Mary Jane Farrish
Superintendent of Education Pino Buffone
Director of Education and
Secretary of the Board
Appendices
Appendix A:Standing Policy P.008.GOV Advisory Committee on Equity
Appendix B:Revised Policy P.008.GOV Advisory Committee on Equity
Report 24-115 Approval of P.008.GOV
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POLICY P.008.GOV
TITLE: ADVISORY COMMITTEE ON EQUITY
Date issued: 30 January 1998
Revised: 24 April 2018
Authorization: Board 19 January 1998
1.0 OBJECTIVE
1.1 To establish an Advisory Committee on Equity (ACE) to advise the Board of Trustees in
fulfilling its commitment to provide an equitable and inclusive educational and work
environment which supports student achievement and well-being.
2.0 DEFINITIONS
2.1 Board means Board of Trustees.
2.2 Community Agencies or organizations mean entities focused on serving youth and
families with a diversity, equity, low income or inclusion lens.
2.3 Community groups or associations mean groups representative of communities that
experience systemic barriers and marginalization.
2.4 Creed means a religious or non-religious belief system that influences a person’s
identity, worldview and way of life. A creed:
(a) is sincerely, freely and deeply held;
(b) integrally linked to a person’s identity, self-definition and fulfillment;
(c) is a particular and comprehensive, overarching system of belief that governs
one’s conduct and practices;
(d) addresses ultimate questions of human existence, including ideas about life,
purpose, death, and the existence or non-existence of a Creator and/or a higher
or different order of existence; and
(e) has some “nexus” or connection to an organization that professes a shared
system of belief.
According to the Human Rights Code, creed includes the spiritual beliefs and practices
of indigenous cultures.
Appendix A to Report 24-115
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2.5 Diversity refers to the presence of a wide range of human qualities and attributes within
a group, organization or society. The dimensions of diversity include, but are not limited
to, ancestry, culture, ethnicity, gender, gender identity, language, physical and
intellectual ability, race, creed, sex, sexual orientation, and socio-economic status.
2.6 District means the Ottawa-Carleton District School Board (OCDSB).
2.7 Equity goes beyond treating people the same and takes into account their individual
needs and differences.
2.8 Inclusive Education refers to education that is based on the principles of acceptance
and inclusion of all students. Students see themselves reflected in their curriculum, their
physical surroundings, and the broader environment in which diversity is honoured and
all individuals are respected.
2.9 LGBTQ2S+ means Lesbian, Gay, Bisexual, Transgender, Queer and Questioning, Two -
Spirit, and additional sexual and gender identities.
2.10 School Community refers to students, parents/guardians, trustees, staff, contractors
and service providers, volunteers and community members.
2.11 Systemic barriers are policies, practices or procedures that result in some people or
groups of people receiving unequal access and/or outcomes or being excluded.
3.0 POLICY
Terms of Reference
3.1 The Advisory Committee on Equity shall:
(a) provide strategic policy and program advice and/or recommendations on matters
of diversity which support equitable education access and outcomes, student
learning and well-being, and the development of citizenship;
(b) advise the Board of Trustees on the review, development, implementation, and
monitoring of all policies and its equity strategy and programs;
(c) advise the Board of Trustees on the identification and elimination of systemic
barriers to providing bias-aware education, including power dynamics,
discrimination and marginalization that may impact the lived experience of
members of the school community;
(d) liaise with community stakeholders by actively engaging parents and community
partners to help create and sustain a safe and inclusive learning environment;
and
(e) advise the Board on potential budget implications that may help or hinder its
commitment to foster equitable and inclusive education.
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4.0 SPECIFIC DIRECTIVES
Composition
4.1 The Committee shall be comprised of up to 19 members, including eleven (11) voting
members and up to eight (8) non-voting members.
4.2 The eleven (11) voting members shall include:
(a) four (4) individual members; and
(b) seven (7) community members representative of community organizations,
agencies, groups and/or associations.
4.3 The non-voting members shall include:
(a) up to two (2) Trustees as appointed by the Board of Trustees;
(b) one (1) Superintendent of Instruction or designate;
(c) one (1) Diversity & Equity Coordinator;
and may include:
(d) one (1) representative appointed by the Student Senate;
(e) one (1) representative appointed by Ottawa-Carleton Elementary Teachers’
Federation;
(f) one (1) representative appointed by Ontario Secondary School Teachers’
Federation; and
(g) one (1) representative of a local post-secondary institution.
4.4 Additional employees of the District may be invited to attend, participate, and act as a
resource to the Committee in a non-voting and non-membership capacity, as
determined on an as needed basis.
Membership Criteria
4.5 All applicants to the Committee shall have a strong interest in and commitment to
student achievement and well-being and have:
(a) knowledge and understanding of the link between equity and inclusive education;
(b) the ability to work effectively and collaboratively with representatives from various
communities who may have diverse opinions and perspectives;
(c) tact, diplomacy and a respect for others;
(d) an enthusiastic approach and ability to motivate and support others; and
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(e) the ability and willingness to attend meetings during the school year.
4.6 Every effort shall be made to ensure that the four (4) individual members are:
(a) parents/guardians with children enrolled in the OCDSB who represent the
diverse demographic composition of the District; and/or
(b) members of the following identities:
(i) Creed-based;
(ii) Disability (e.g., physical, mental, and learning disabilities);
(iii) First Nations, Métis or Inuit;
(iv) Immigrants and newcomers to Canada;
(v) LGBTQ2S+ ; and/or
(vi) Racialized Groups.
4.7 Community organizations, agencies, groups and/or associations seeking membership
on ACE shall be representative of communities experiencing systemic barriers and
marginalization, and have diversity, equity and inclusion-centered mandate. These may
include, but are not limited to the following:
(a) Association of Community Organizations for Reform Now (ACORN);
(b) Children’s Aid Society;
(c) Coalition of Community Health and Resource Centers of Ottawa;
(d) Family Services Ottawa;
(e) Lebanese and Arab Social Services Agency;
(f) Ottawa Chinese Community Service Center;
(g) Ottawa Community Immigrant Services Organization (OCISO);
(h) Ottawa Local Immigration Partnership (OLIP);
(i) Ottawa Police Service;
(j) Pathways to Education;
(k) Rainbow Alliance arc-en-ciel;
(l) Somali Center For Family Services;
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(m) Wabano Centre for Aboriginal Health ; and/or
(n) Youth Services Bureau.
This list may be changed or expanded to reflect the District’s demographic composition
and its equity and inclusive education priorities.
Term of Office
4.8 The term of office for a voting member of the Committee shall be two (2) years
beginning December 1.
4.9 Individual members may serve for no more than two (2) consecutive terms of office.
4.10 Community organizations or agencies may serve multiple consecutive terms but an
individual representative of the organization or agency may serve for no more than two
(2) consecutive terms of office.
4.11 Non-voting members are determined annually.
Appointment of Members
4.12 The Committee shall elect a Chair and a Vice Chair from amongst its eleven (11) voting
members.
4.13 ACE shall review its membership needs and as required create a Membership Sub-
Committee that includes the Chair and Vice-Chair, plus up to three (3) members, as
nominated by the Committee.
4.14 The Membership Sub-Committee shall ensure that the voting members are selected
using a fair and equitable process.
4.15 The Membership Sub-Committee shall,
(a) post a notice inviting applications for appointment of individual members;
(b) identify community agencies, organizations, groups or associations that meet the
criteria stipulated in section 4.7 of this policy and best meet the needs of the
Committee;
(c) invite identified community agencies, organizations, groups or associations to put
forward the names of a representative and an alternate; and
(d) submit a recommendation to the Committee for the appointment of new
members.
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Vacancies
4.16 A vacancy in the membership of the Committee does not prevent the Committee
from delivering on its mandate.
4.17 A member shall lose their seat if absent from three consecutive regular meetings of the
Committee without notice.
4.18 In the event that a voting member vacates their position during the appointed term, the
Committee may fill the position for the remainder of the term.
4.19 To replace a non-voting member, the Board, Student Senate or the District shall appoint
another individual to the position. Where the non-voting member is a Trustee, the Board
of Trustees shall make the appointment.
Roles and Responsibilities of Members
4.20 All members of the Committee shall:
(a) demonstrate a commitment to diversity, equity and inclusive education in the
work of the Committee and the District;
(b) attend and productively participate in Committee meetings;
(c) review all relevant material prior to the Committee meetings;
(d) participate in Committee and sub-committees work (as required);
(e) provide equity-focused input/feedback when they represent ACE at special
meetings of the Board, Ad-Hoc or Advisory Committees; and
(f) bring to the attention of the Committee any issues related to its mission a s
stipulated in provision 3.1 of this policy.
4.21 In addition to the above, community agencies, organizations, groups and/or
associations, and the student senator shall act as a liaison between ACE and their
respective community groups or organizations.
4.22 Community agencies, organizations, groups and/or associations with membership on
the Committee shall appoint a representative and an alternate to replace the named
representative if the representative is unable to attend a meeting. Temporary
substitution of a representative by a duly authorized alternate during the course of a
meeting shall be allowed.
4.23 The Chair shall:
(a) plan the agenda in consultation with the Superintendent;
(b) preside over the Committee meetings;
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(c) act as a spokesperson and representative for the Committee in communicating
with the Director of Education, Board of Trustees and the public;
(d) review the minutes before they are circulated to members; and
(e) share information and reports received from various stakeholders with the
District, e.g., community organizations, individuals representing affected groups,
etc.
4.24 The Vice Chair shall assume the roles and responsibilities of the Chair in the event of
their absence.
4.25 The Secretary shall:
(a) keep and maintain all records and property of the Committee including but not
limited to records of minutes and reports of the Committee;
(b) distribute Agendas and Minutes of all meetings to Board Services and committee
members at least five (5) business days prior to the next meeting; and
(c) ensure the minutes are provided to Board Services for distribution to the Board of
Trustees and for posting on the District website.
Meetings
4.26 The Committee shall meet at least six (6) times in each school year.
4.27 All meetings of the Committee will be open to the public and be held at a location that is
accessible to the public.
4.28 The Committee shall welcome and encourage the participation of the public at the
discretion of the Chair.
4.29 The rules of order for the conduct of meetings shall be consistent with the OCDSB By-
Laws and Standing Rules.
4.30 A notice of each regular meeting shall be provided to all members of the Committee at
least five (5) days before the meeting.
4.31 A member who participates in a meeting by electronic means is considered to be
present at the meeting and will be recorded in the attendance for the meeting.
Quorum
4.32 A meeting of the Committee achieves quorum when a majority of voting members are
present. Majority is defined as fifty (50) percent plus one (1).
Voting
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4.33 Each voting member is entitled to one (1) vote.
4.34 Non-voting members of the Committee shall have all the rights and obligations of voting
members except for moving, seconding and voting on a motion, and counting for
quorum.
Sub-committees
4.35 The Committee may establish sub-committees as it deems appropriate to the
achievement of its mandate. Sub-committees may include voting and non-voting
members and non-members.
Reporting
4.36 The Committee shall provide an annual report to the Board of Trustees which
summarizes its activities and achievements during the past year and its plans for the
upcoming year.
4.37 The Director of Education shall have the authority to establish procedures that are
consistent with this policy.
5.0 REFERENCE DOCUMENTS
The Education Act, 1998, section 8.1 (29.1)
Ontario Human Rights Commission Policy on Preventing Discrimination Based on Creed, 2015
Ontario’s Equity Action Plan , 2017
Policy/Program Memorandum No. 119, “Developing and Implementing Equity and Inclusive
Education Policies in Ontario Schools”, June 24, 2009
Realizing the Promise of Diversity: Ontario’s Equity and Inclusive Education Strategy, 2009
OCDSB By-Laws and Standing Rules
Board Policy: P.001.GOV: Policy Development and Management
Board Policy P.010.GOV: Community Involvement on Board Standing Committees
Board Policy P.018.GOV: Electronic Meetings of the Board and Committees
Board Policy P.048.GOV: Board Guiding Principles
Board Policy P.065: Advisory Committees to the Board
Board Policy P.086.CUR Religious Accommodation
Board Policy P.098.CUR: Equity and Inclusive Education
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POLICY P.008.GOV
TITLE: ADVISORY COMMITTEE ON EQUITY
Date Authorized: 30 January 1998
Last Revised:
Last Reviewed:
COMMITMENT TO INDIGENOUS RIGHTS, HUMAN RIGHTS, AND EQUITY
The Board recognizes its responsibility to ensure that the development of procedures and the
associated work promotes and protects Indigenous rights, human rights, and equity. The Board will
strive to address and eliminate discrimination and structural and systemic barriers for students, staff,
and community.
1.0 RATIONALE
To establish an Advisory Committee on Equity (the “Committee”) to advise and provide
recommendations to the Board of Trustees so that it may fulfil its commitment to cultivating
discrimination-free, equitable, and inclusive learning and working environments that foster
student, family, and staff well-being and success.
2.0 DEFINITIONS
Please refer to Appendix A for a full list of definitions used in this policy.
3.0 GUIDING PRINCIPLES
3.1 The Board recognizes that individuals hold multiple identities which inform and shape
the various, unique, and complex ways that people experience inequities and
Discrimination.
3.2 The Board believes the Committee's diverse voices and lived experiences expand the
District’s capacity to identify and address systemic barriers. This, in turn, supports the
creation of equitable and inclusive learning and working environments that serve,
honour, and foster well-being for the full Diversity of students, families, staff, and
communities within the OCDSB.
3.3 The Board recognizes Ubuntu as a universal principle that centres and embodies
humanity’s interconnectedness, compassion, and mutual support that people require to
thrive.
Appendix B to Report 24-115
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Terms of Reference
3.4 The Committee shall:
a) in its advisory work as identified in 3.4(b), build productive relationships among
committee members, including by
i) creating a welcoming, energizing, and safer space for change and growth
that inspires committee members to learn and work together;
ii) implementing practices that promote awareness and understanding of
historical contexts, fostering collaboration and healing within communities;
and
iii) recognizing the dignity of all according to the Ontario Human Rights Code;
and
b) advise the Board of Trustees by:
i) providing strategic policy and program advice and/or recommendations on
matters of Equity which address a wide range of topics, including but not
limited to equitable education access, student learning and well-being, the
development of citizenship, student achievement, and exit outcomes,
amongst others;
ii) engaging in the review, development, and monitoring of all relevant
policies, Equity strategies, and programs, ensuring that engagement is
meaningful, timely, and collaborative;
iii) recommending methods and strategies for identifying and eliminating
systemic barriers contributing to disparities and disproportionality in
student well-being and achievement, including, policies and programs that
may result in systemic Discrimination and marginalization for underserved
members of the OCDSB community and reviewing the OCDSB’s available
identity-based data; and
iv) providing feedback on potential budget implications that may help or
hinder the Board’s commitment to fostering equitable and inclusive
education.
4.0 SPECIFIC DIRECTIVES
Composition
4.1 The Committee shall be composed of thirteen (13) voting members and four (4) non-
voting members.
4.2 The thirteen (13) voting members shall include:
(a) eight (8) Individual Members; and
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(b) five (5) Community Organizations.
4.3 The non-voting members shall include:
(a) one (1) student trustee;
(b) two (2) Trustees and alternates as appointed by the Board of Trustees; and
(c) the Director of Education or designate.
4.4 Community Organizations shall appoint a primary named person to represent the
organization on the Committee. Community Organizations may also appoint an
alternate named person to fulfil the obligations of the primary named person if the
primary named person becomes unavailable.
4.5 The non-voting members of the Committee shall have all the rights and obligations of
voting members except for moving, seconding, and voting on a motion, and counting for
quorum.
4.6 The Committee shall aim to maintain a membership composition that represents the full
Diversity of the OCDSB community, in particular by prioritizing membership for people
and organizations who represent the most underserved students and communities,
including students and communities subjected to Discrimination on a Protected Ground
as defined by Policy P.147.GOV Human Rights.
Membership Criteria
4.7 All members of the Committee shall have the following characteristics and qualities, as
determined by the Membership Sub-committee:
(a) the ability to work effectively and collaboratively with representatives from various
communities who may have diverse opinions and perspectives in order to
maintain a safe environment;
(b) the ability to demonstrate and model dignity and respect;
(c) a professional approach and ability to motivate and support others; and/or
(d) the ability to attend regular meetings during the school year.
In addition to the above, the members shall have one or more of the following
characteristics and qualities:
(e) knowledge and understanding of how Equity and inclusive education support
student well-being and achievement;
(f) lived experience or expertise in advancing and protecting Equity and human
rights and challenging Discrimination.
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4.8 In addition to the above, the eight (8) Individual Members shall be directly connected to
supporting students in an OCDSB school (i.e. parent/guardian/caregiver, volunteer).
4.9 Community Organizations represented on the Committee shall be purposed towards
supporting and representing communities experiencing systemic barriers and
marginalization, this may involve having a Diversity, Equity, and inclusion-centered
mandate.
Term of Office
4.10 The term of membership for a voting member of the Committee shall be two (2) years,
beginning on November 15 and ending on November 14 of the second following year.
(a) In order to assist with continuity, the Membership Sub-committee will endeavour
to assign term lengths in a staggered approach, with the intention of ensuring
that no more than one-half of the members’ terms expire each year.
(b) Individual members may only serve two (2) consecutive terms.
(c) Community Organizations may serve as many consecutive terms as the
Membership Sub-committee deems appropriate. However, an individual named
representative of the organization may only serve as the organization’s
representative for two (2) consecutive terms. For clarity, at the end of each term,
the membership of a Community Organization must still be reviewed and
assessed in accordance with section 4.12 of this policy.
4.11 The non-voting members shall not have specified terms of office and be confirmed
annually.
Appointment of Members
4.12 The Committee shall create a Membership Sub-committee to review its membership
needs. The Membership Sub-committee must include the Co-Chairs and the Director of
Education or designate. Each year, the Committee may select up to three (3) other
voting members to sit on the Membership Sub-Committee.
4.13 The Membership Sub-committee shall,
(a) meet each year to review the Committee’s membership needs, including the
status of members whose terms are set to expire, and initiate a membership
campaign to attract prospective members to fill any anticipated vacancies;
(b) publicize anticipated vacancies and invite eligible prospective members to apply
for such vacancies;
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(c) proactively identify eligible prospective members, and inform those prospective
members about the application process;
(d) receive, review, and assess all applications in a fair, transparent, and equitable
manner;
(e) create and maintain a list of both Individual Members and Community
Organizations that are eligible for membership for the purpose of expeditiously
filling any vacancies that arise; and
(f) submit a recommendation to the Committee for the appointment of new and
returning members to meet the membership needs of the Committee.
Vacancies
4.14 A vacancy in the membership of the Committee shall not prevent the Committee
from delivering on its objectives.
4.15 A member shall vacate their seat if absent from three consecutive regular meetings of
the Committee without notice.
4.16 If a voting member vacates their seat during the appointed term, the Committee shall
make every effort to fill the position for the remainder of the term. To choose a new
voting member, the Committee shall use the list created by the Membership Sub-
committee as described in section 4.13 of this policy.
4.17 The Board of Trustees and the Director of Education shall ensure that the non-voting
member seats are filled appropriately.
Roles and Responsibilities of Members
4.18 All members of the Committee shall:
(a) demonstrate a commitment to Diversity, Equity, and inclusive education in
fulfilling the mandate of the Committee;
(b) adhere to the OCDSB’s Policy P.125.SCO, School District Code of Conduct,
including maintaining respectful behaviour throughout all forms of
communication, ensuring that differences in positions or perspectives are
discussed with care, compassion, and humanity;
(c) review all relevant material prior to the Committee meetings;
(d) focus Committee’s discussions and decisions on student well-being and
achievement;
(e) maintain a District-wide focus in all discussions safeguarding the privacy of
students and staff; and
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(f) when representing the Committee at other committees or the Board, fairly
represent the full breadth of perspectives shared in Committee meetings and
report back to the Committee on relevant matters.
4.19 Community Organizations’ representatives shall act as a liaison between the Committee
and their respective organizations, by reporting to their respective organizations on the
work of the Committee.
4.20 The Committee shall elect two Co-Chairs from among its thirteen (13) voting members.
Non-voting members are not eligible for the Co-Chair position.
4.21 At least one of the Co-Chairs shall be an Individual Member.
4.22 The Co-Chair(s) shall:
(a) in consultation with voting members of the Committee and the department
responsible for the Equity portfolio, lead the agenda planning process, ensuring
the agenda aligns with the Committee’s terms of reference,
(b) invite guest speakers to support items relevant to the agenda. This may include
District staff;
(c) collaborate with Board Services to facilitate communication and logistics for
agenda items;
(d) lead Committee meetings according to the established agenda and maintain the
specific directives and guidance within this policy;
(e) act as spokespersons and representatives for the Committee in communicating
with members of the OCDSB community;
(f) review the minutes before they are circulated to Committee members; and
(g) share relevant information received from the OCDSB community with the other
members of the Committee.
4.23 Trustees, as non-voting members, shall:
(a) adhere to the OCDSB’s Policy P.073.GOV Board Member Code of Conduct;
(b) in reporting back to the Board of Trustees, fairly represent the full breadth of
perspectives shared in Committee meetings;
(c) be mindful of the power dynamics of a Trustee serving on an Advisory
Committee, particularly, the unique positionality of the Trustee in relation to other
members of the Committee as volunteers and meeting participants;
(d) report back to the Committee on relevant Board matters.
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Meetings
4.24 The Committee shall meet six (6) times in each school year. The Co-Chairs, in
consultation with the Director of Education or designate, may approve additional
meetings, but before doing so shall meaningfully consult with Board Services staff and
carefully consider the feedback received through that consultation.
4.25 A notice of each regular meeting shall be provided to all members of the Committee at
least five (5) days before the meeting. The notice shall include all necessary
documents.
4.26 The Committee shall establish practices that provide for the safe participation of
members of the Committee, the public, and the OCDSB Community.
4.27 Board Services shall provide resources and assign staff for the facilitation of all regular
meetings of the Committee.
4.28 District staff must obtain permission from their respective supervisor before accepting
an invitation as a guest to the meeting.
4.29 Meetings must adhere to Policy P.018.GOV, Electronic Meetings of the Board and
Committees and Meeting Attendance. For certainty, meetings must be open to the
public. A meeting may only be closed to the public in accordance with s.207(2) of the
Education Act.
4.30 The rules of order for the conduct of meetings shall be consistent with OCDSB policies,
procedures, By-Laws, and Standing Rules.
Quorum
4.31 A meeting of the Committee achieves quorum when a majority of voting members are
present. The majority is fifty (50) per cent plus one (1) of the filled seats. When
determining quorum, vacant seats are not included in the calculation.
4.32 Notwithstanding the above, a meeting of the Committee may proceed without achieving
a quorum. If this happens, the meeting shall not include any decision making process or
outcomes, and shall not result in any action by the Committee.
Decision Making
4.33 The preferable decision-making model for ACE is consensus. However, it is recognized
that, at the discretion of the Co-chair, voting may be required from time to time.
4.34 When a vote is taken, each voting member is entitled to one (1) vote.
Sub-committees
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4.35 The Committee may establish sub-committees as it deems appropriate to the
achievement of its objectives. Sub-committees may include voting and non-voting
members and invite non-members to attend. Where a sub-committee is established, the
Committee shall ensure the mandate of the sub-committee is clear, and that an
appropriate mechanism is in place to bring the sub-committee’s work to a reasonable
conclusion.
4.36 Updates from the sub-committee discussion and work shall be shared during the next
full Committee meeting and will be included in the minutes of the Committee meeting.
Accountability
4.37 The records of the Committee, including meeting minutes, reports, and/or recordings
shall be maintained and posted publicly on the District website.
4.38 The Committee shall provide an annual report to the Board which summarizes its
activities and achievements during the past year and its plans for the upcoming year.
4.39 The Board shall consider each recommendation made to the Board by the Committee
and shall advise the Committee of the action, if any, taken in response to the
recommendation.
4.40 The Director of Education shall have the authority to establish procedures that are
consistent with this policy.
5.0 APPENDICES
Appendix A: Policy Definitions
6.0 REFERENCE DOCUMENTS
The Education Act, 1998, section 8.1 (29.1)
Honouring the Truth, Reconciling for the Future: Summary of the Final Report of the Truth and
Reconciliation Commission of Canada, 2015
OHRC Policy on ableism and Discrimination based on disability
OHRC Policy on accessible education for students with disabilities
OHRC Policy and guidelines on racism and racial Discrimination
OHRC Policy and guidelines on Discrimination on the basis of family status
OHRC Policy on preventing Discrimination on the basis of creed
OHRC Policy on preventing Sexual and gender-based harassment
OHRC Policy on Discrimination because of pregnancy and breastfeeding
OHRC Policy on Discrimination against older persons because of age
OHRC Policy on preventing Discrimination because of gender identity and gender expression
OHRC Policy on Discrimination and Harassment because of sexual orientation
Ontario’s Equity Action Plan, 2017
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Policy/Program Memorandum No. 119, “Developing and Implementing Equity and Inclusive
Education Policies in Ontario Schools”, 2013
Realizing the Promise of Diversity: Ontario’s Equity and Inclusive Education Strategy, 2009
OCDSB By-Laws and Standing Rules
OCDSB Policy P.001.GOV: Policy Development and Management
OCDSB Policy P.010.GOV: Community Involvement on Board Standing Committees
OCDSB Policy P.018.GOV: Electronic Meetings of the Board and Committees
OCDSB Policy P.065.GOV Advisory Committees to the Board
OCDSB Policy P.098.CUR: Equity and Inclusive Education
OCDSB Policy P 147 GOV: Human Rights
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APPENDIX A: POLICY DEFINITIONS
In this policy,
Board means Board of Trustees.
Community Organizations mean entities focused on serving youth and families with an equity and
inclusion lens or groups representative of communities that experience systemic barriers and
marginalization.
Creed means a religious or non-religious belief system, including Indigenous spirituality and cultural
practices, which influences a person’s identity, worldview and way of life. A creed:
● is sincerely, freely and deeply held;
● integrally linked to a person’s identity, self-definition and fulfilment;
● is a particular and comprehensive, overarching system of belief that governs one’s conduct
and practices;
● addresses ultimate questions of human existence, including ideas about life, purpose, death,
and the existence or non-existence of a Creator and/or a higher or different order of existence;
and
● has some “nexus” or connection to an organization that professes a shared system of belief.
Discrimination means any form of unequal treatment based on a Protected Ground, whether
imposing extra burdens or denying benefits. It may be intentional or unintentional. It may involve
direct actions that are discriminatory on their face, or it may involve rules, policies, practices,
procedures, or systems that appear neutral, but disadvantage certain groups of people.
Discrimination may take obvious forms or it may happen in very subtle ways. Even if there are many
factors affecting a decision or action, if discrimination is one factor, that is a violation of this policy.
Discrimination may happen because of perceptions about a person based on a Protected Ground or
because of association with a person or group with characteristics that are a Protected Ground.
Engaging in a Hate-related Behaviour and Harassment are types of discrimination.
District means the Ottawa-Carleton District School Board (OCDSB).
Diversity refers to the presence of a wide range of human qualities and attributes within a group,
organization or society. The dimensions of diversity include but are not limited to, ancestry, culture,
ethnicity, gender, gender identity, language, physical and intellectual ability, race, creed, sex, sexual
orientation, and socio-economic status.
Equity means the fairness of treatment and processes by the removal of systemic Barriers, disparity,
and disproportionality between groups using extra and positive measures to bring about equal access
to opportunities and benefits in society. It does not mean treating everyone the same.
Inclusive Education refers to education that is based on the principles of acceptance and inclusion
of all students. Students see themselves reflected in their curriculum, their physical surroundings, and
the broader environment in which diversity is honoured and all individuals are respected.
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Individual Member means an appointed member of a Board Committee who is from the OCDSB
community.
OCDSB Community means trustees, committee members, council members, staff members,
students, parents/guardians/caregivers, permit holders, vendors, service providers, contractors,
volunteers, visitors, and all other persons learning, working, or accessing services in the OCDSB
environment.
Protected Ground means the attributes or characteristics upon which Discrimination is prohibited
under the Code or by the OCDSB. The Code-Protected Grounds are age, ancestry, citizenship,
colour, creed (religion), disability (including mental, physical, developmental or learning disabilities),
ethnic origin, family status (such as being in a parent-child relationship), gender expression, gender
identity, marital status (including married, single, widowed, divorced, separated or living in a conjugal
relationship outside of marriage, whether in a same-sex or opposite-sex relationship), place of origin,
race, record of offences (criminal conviction for a provincial offence, or for an offence for which a
pardon has been received), sex (including pregnancy and breastfeeding), and sexual orientation.
An additional ground protected from Discrimination at the OCDSB is Socioeconomic Disadvantage.
Systemic Discrimination means patterns of behaviour, policies, or practices that are part of the
social or administrative structures of an organization, which create or perpetuate a position of relative
disadvantage for groups because of a Protected Ground. This is characterized by the presence of
harmful power dynamics, where entrenched biases and unequal power relations systematically
disadvantage certain groups while privileging others.
Ubuntu is a principle that underscores the interdependence of individuals within a community,
grounded in kindness, compassion, and respect for one another. Rooted in the belief that "a person is
a person through other persons," Ubuntu emphasizes that our humanity is realized through mutual
support, shared responsibility, and solidarity. This worldview recognizes that individual well-being and
growth are intertwined with the well-being of the broader community, fostering an environment where
dignity, openness, trust, and cooperation are foundational. Ubuntu thus calls for a commitment to
fulfilling obligations to others, affirming that "I am because we are, and we are because I am."
2SLGBTQI+ means Lesbian, Gay, Bisexual, Transgender, Queer and Questioning, Two-Spirit, and
additional sexual and gender identities.