HomeMy WebLinkAbout03 Report 04-081 Enhancement of Student Participation In Board Governanceoil
OTTAWA-C-MUETON
DISTRICT SCHOOL BOARD
Report No. 04 -081 to Chairs' Committee
March 31, 2004
Re: Enhancement of Student Participation in Board Governance
ORIGINATOR: Lome M. Rachlis, Director of Education
1.0 PURPOSE:
1.1 To approve a new policy model for student participation in Board governance.
2.0 BACKGROUND
2.1 The Board currently has student representation in accordance with the Education Act
Section 55 and Ontario Regulation 461/97. The Education Act and the Regulation are
silent on the number of student representatives and on how they are chosen, and there is
no provision for additional student participation in school board governance.
2.2 The current policy P.0I TGOV: Student Trustees and Student Representatives on
Standing Committees (attached as Appendix 1) provides for two student representatives,
known as student trustees.
2.3 Currently, students wishing to serve as student trustees present themselves each year to
the Student Presidents' Council which selects two of the volunteers to be student trustees
from June 1 through the following May.
3.0 PROPOSAL
The model described in the draft policy [Student Trustee Advisory Committee and Student Trustees (Pupil
Representation on Boards)]— Appendix 2 -- has the following enhancements to the current model:
3.1 A student from each secondary school has the opportunity to be involved in Board
governance for a school year.
3.2 On -going resources and opportunities to interact with Board members are presented to
the students.
3.3 The students are democratically chosen by their peers in open elections held specifically
for the purpose of participating in Board governance.
3.4 The election process brings the role of student trustee and the opportunity to participate in
the selection to the attention of all students in furtherance of good citizenship.
3.5 The responsibility of student representatives to be knowledgeable and to communicate is
explicit in the model.
4.0 PROCESS
4.1 The model concept has been shared informally with Board members and with student
trustees since August.
4.2 A draft of the policy was circulated to student council presidents, student trustees, Board
members and secondary school principals beginning in December 2003, and was
discussed at the February and March 2004 meetings of the council of student presidents.
4.3 Adjustments to the policy have been made during this process in response to input
received.
V�_ -
5.0 RECOMMENDATION
It is therefore recommended THAT the Ottawa- Carleton District School Board:
A. Approve the revised policy on student representation: Student Trustee Advisory Committee and
Student Trustees (Public Representation on Boards).
a�
Lome M. Rachlis
Director of Education/
Secretary of the Board
W
Existing Policy
APPENDIX 1
OTTAWA - CARLETON DISTRICT SCHOOL BOARD
POLICY P.017.GOV
TITLE: STUDENT TRUSTEES AND STUDENT REPRESENTATIVES ON STANDING
COMMITTEES
Date issued: 12 March 1998
Last Revised: 17 December 2001
Authorization: Board 98/03/09
1.0 OBJECTIVE
To provide for student representation on the Board.
2.0 DEFINITIONS
2.1 Student trustee means a pupil representative as defined in the Education Act. A student
trustee is appointed or elected by his or her peers on the Student Presidents'
Council to represent the interests of secondary school students. Under the Act, a student
trustee is not a member of the Board, and as such shair not have voting rights, attend in
camera meetings, or receive an honorarium
2.2 Student Standing Committee representative means a student appointed or elected by
the Student Presidents' Council in accordance with Board Policy P.OIO.GOV:
Community Involvement on Board Standing Committees.
3.0 POLICY
3.1 A student trustee shall have the same right as a Board member to participate in
discussions at Board and Standing Committee meetings, but shall not have voting
privileges or attend in camera sessions.
3.2 A student Standing Committee representative shall serve as a non - voting member of a
Board Standing Committee in accordance with Board Policy P.O10.GOV: Community
Involvement on Board Standing Committees.
3.3 Such participation shall provide for a student perspective to be heard at the table, and for
feedback to students regarding Board discussions and decisions.
4.0 SPECIFIC DIRECTIVES
A. Student Trustees
4.1 The Board shall have two student trustees, who shall share in attending Board meetings
to represent students.
4.2 Student trustees shall be enrolled in a secondary school of the Board.
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3.
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Existing Policy
4.3 Student trustees shall be elected not later than May 31 each year for a one -year term, to
take effect from the date of this election until the election of student trustees for the
following school year. 146)
4.4 Each secondary school's student body shall be entitled to select candidates for student
trustee.
4.5 From the list of candidates, the Student Presidents' Council shall select two student
trustees, as follows:
a) those entitled to vote shall be the current and incoming members of the Student
Presidents' Council;
b) the Student Presidents' Council shall nominate and elect the representatives by a
plurality of votes by closed ballot;
C) if the plurality for any of these elections is less than 33% of total votes cast, a
run -off will be held between the candidates with the largest number of votes.
4.6 A student trustee is disqualified from office and/or the position is deemed vacant if:
a) the student is no longer enrolled in a secondary school of the Board;
b) the student is absent without approval of the Board from three (3) consecutive
regular Board meetings which he /she has been designated to attend; or
C) the student is absent from three consecutive meetings of the Student Presidents'
Council.
4.7 Student trustees may indicate during Board debate, or at the conclusion of debate prior to
wrap -up, their views on a motion under consideration, and may request that their views
be recorded in the minutes of the Board meeting.
4.8 If a student trustee wishes to resign, the student must notify the Board Chair and the
President of the Student Presidents' Council in writing, preferably thirty (30) days in
advance. Such a letter will be deemed to be a resignation. Any vacancy within the term
of office shall be filled as soon as possible, using the process specified in 4.5 above.
Where such a vacancy occurs after 31 May, at the discretion of the Student Presidents'
Council the position may be left vacant for the balance of the term, or may be assumed by
the incoming pupil student trustee immediately following election.
4.9 Reasonable out -of- pocket expenses shall be reimbursed in accordance with Board
Procedure PR.503.GOV: Trustee Expenses for Professional Development, Constituency
Communications and Support Services. A Communications budget of up to $1,500 will
be available to each student trustee in accordance with this Board Procedure. Under the
terms of this Procedure, provided sufficient funds are available, additional expenditures
beyond this annual allocation may be allowed upon request to the Chair of the Board.
4.10 Appropriate Board documents and reasonable access to the Board's electronic mailing
system shall be provided to the student trustees.
4.11 An award in the amount of $500 will be presented annually by the Board to each student
trustee.
4.12 A designated staff member will provide liaison and support for the student trustees.
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Existing Policy
B. Student Standing Committee Representatives
4.13 Each student Standing Committee representative shall be registered in a secondary school
of the Board and shall be elected or appointed annually for a one -year term not later than
the first meeting of the Student Presidents' Council for the current school year, effective
from the date of the election until the final meeting for that year of the Standing
Committee on which the student representative serves.
4.14 Student representatives to Board Standing Committees shall be selected by the Student
Presidents' Council from among its members.
4.15 A student representative is disqualified from office and/or the position is deemed vacant if:
a) the student is no longer enrolled in a secondary school of the Board;
b) the student is absent without approval of the Committee from three (3) consecutive
Standing Committee meetings which he /she has been designated to attend; or
c) the student is absent from three consecutive meetings of the Student Presidents'
Council.
4.16 In addition to the provisions of Board Policy P.O10.GOV: Community Involvement on
Board Standing Committees, each student Standing Committee representative shall also
be subject to 4.2 and 4.8 above. Other sections in A. above shall not apply.
5.0 REFERENCES
The Education Act, 2000 and Education Act Regulation 461/97
Board Policy P.1 O1.GOV: Community Involvement on Board Standing Committees
Board Policy P.039.FIN: Travel, Meal and Mileage Claims
Board Procedure PR.503.GOV: Trustee Expenses for Professional Development, Constituency
Communications and Support Services
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OTTAWA - CARLETON DISTRICT SCHOOL BOARD
DRAFT Board Policy
APPENDIX 2
POLICY P.017.GOV
TITLE: STUDENT TRUSTEE ADVISORY COMMITTEE AND STUDENT TRUSTEES
(PUPIL REPRESENTATION ON BOARDS per THE EDUCATIONACT)
Date issued:
Last Revised:
Authorization:
1.0 OBJECTIVE
2.0
1.1 To provide for pupil representation on the Board in accordance with the Education Act.
1.2 To establish opportunities for students to become informed and involved in Board governance.
1.3 To provide resources for students to understand the issues and operation of public education.
DEFINITIONS
2.1 Student Trustees is understood to mean personal involvement of students in Board governance in
compliance with the Education Act and its Regulations. Under the Act, a Student Trustee is not a
member of the Board, and as such shall not have voting rights, attend in camera meetings or
receive a Board Member honorarium.
2.2 In this policy, the "Student Trustee A dvisory C ommittee" o r t he " Committee" i s u nderstood t o
mean the Ottawa - Carleton District School Board Student Trustee Advisory Committee.
3.0 POLICY
3.1 The Board shall establish a Student Trustee Advisory Committee to advise the Board, through the
Education Committee, on matters relating to public education within its jurisdiction.
3.2 Two of the student members, chosen by the student members of the Student Trustee Advisory
Committee, shall serve as Student Trustees.
4.0 SPECIFIC DIRECTIVES
4.1 Committee Membership and Terms of Reference
4.1.1 The Committee will consist of
(i) one student voting member from each secondary school, to be known as Student
Trustee Advisors; ,
two non - voting Board members as determined by the Board, one to serve as
member and one as an alternate;
one school administrator (principal or vice - principal) appointed by the Director
of Education as staff advisor; and
(iv) the Director of Education or designate as administrative liaison.
4.1.2 Student Trustee Advisors shall serve for one school year.
4.1.3 In the school year that they serve on the Committee, student members shall be senior
students in grade 11 or in grade 12.
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DRAFT Board Policy
4.1.4 A quorum exists if Student Trustee Advisors from 50% or more of the secondary schools
and one Board member or administrator are present at a duly scheduled meeting of the
Committee.
4.1.5 A budget for the operation of the Committee will be established annually in the Board's
approved expenditure budget from which Student Trustee Advisors shall be reimbursed
for out -of- pocket expenses incurred in fulfillment of their responsibilities, and in
accordance with Board policies and procedures.
4.1.6 Student Trustee Advisors on the Committee will represent the students in their secondary
schools and will liaise with students in their feeder schools as appropriate.
4.1.7 Student Trustee Advisors are expected to attend evening meetings of the Student Trustee
Advisory Committee and, as appropriate, evening meetings of the Board and/or assigned
Board committees.
4.1.8 Appropriate Board documents and reasonable access to the B oard's electronic mailing
system shall be provided to Student Trustee Advisors.
4.1.9 The Committee will review this policy annually, usually in the spring, and may, as
required, propose amendments to the Board through the Education Committee.
4.2 Selection of Student Trustee Advisors
4.2.1 Each secondary school shall describe in its Student Council's constitution a process for
selecting the school's Student Trustee Advisor.
4.2.2 Students will be selected by their peers by May 31 each year to represent the school for
the coming school year as student members on the Student Trustee Advisory Committee.
4.2.3 Each school's selection process shall also describe a replacement process should a student
member resign from the Committee, fail to maintain regular attendance or otherwise
become disqualified to serve as a Student Trustee Advisor.
4.3 Structure of the Committee
4.3.1 Prior to the end of the school year, the newly elected Student Trustee Advisors will meet
with the incumbent Committee members for in- service preparation and to define the
Committee's internal structure for the coming school year.
4.3.2 Each year the Committee shall establish:
(i)
its process for selecting a chair and other officers if required;
(ii)
a meeting schedule which shall include all regular Board meetings;
(iii)
a process for determining which two student members from the Committee
membership will serve as Student Trustees at Board meetings;
(iv)
a process for assigning student members from the Committee as observers at
Board standing and advisory committees; and
(v)
a process for communicating information to their student councils and to the
students at their schools and, where appropriate, feeder schools.
4.3.3 A Student Trustee Advisor is disqualified from office and the position is deemed vacant
if-
(i) the student is no longer enrolled in a secondary school of the Board; or
(ii) the student is absent from three consecutive meetings of the Student Trustee
Advisory Committee or from three consecutive regular meetings of a Board
committee which s/he has been designated to attend.
P.017.GOV
ON
DRAFT Board Policy
4.3.4 Prior to the end of the school year, the student members of the Committee shall select two
of its student members as Student Trustees for the following school year, and assign other
student members as observers to Board standing and advisory committees.
4.4 Student Trustees
4.4.1 Each of the two Student Trustees shall receive an honorarium as provided in the Board's
annual expenditure budget.
4.4.2 Reasonable out -of- pocket expenses shall be reimbursed in accordance with Board policy
and procedures. A communications budget shall be established in the annual expenditure
budget and be available to each Student Trustee in accordance with Board policy and
procedure.
4.4.3 Student Trustees shall conform to the Code of Conduct required of Board members.
4.4.4 A Student Trustee is disqualified from office and the position is deemed vacant if-
(i) the student is disqualified as a Student Trustee Advisor; or
(ii) the student is absent without approval of the Board from three consecutive
regular Board meetings which s/he has been designated to attend.
4.4.5 If a Student Trustee wishes to resign, the student must notify the Board Chair and the
chair of the Student Trustee Advisory Committee in writing, preferably 30 days in
advance. Such a letter will be deemed to be a resignation.
4.4.6 Should a Student Trustee fail to complete the term, the committee shall select a
replacement. Where the vacancy occurs after May 31, at the discretion of the committee
the position maybe left vacant for the balance of the term, or may be assumed by an
incoming Student Trustee.
4.4.7 The Board shall select one of its members (to be a non - voting member of the committee),
and the Director may appoint a staff member, as administrative liaison to the Student
Trustees.
4.5 Role of the Student Trustee Advisors
4.5.1 Student Trustee Advisors shall represent the interests of students at Student Trustee
Advisory Committee meetings.
4.5.2 Student Trustee Advisors shall convey information to their respective Student Councils
and to the students at their schools and, as appropriate, to feeder schools on topics
pertaining to students and their schools which have been discussed at Committee
meetings, as well as other matters of interest to students and their schools.
4.5.3 Student Trustee Advisors may be granted observer status at Board Standing and Advisory
Committees in accordance with Board Policy P- 010.GOV: Community Involvement on
Board Standing Committees.
4.5.4 Student Trustee Advisors may speak to any matter before a committee, in accordance
with the Governance Bylaws. Such participation shall provide for a student perspective to
be heard at the table and for feedback to students regarding committee decisions.
4.5.5 Upon a request to the Assistant Secretary of the Board, on a meeting by meeting basis,
space will be designated for Student Trustee Advisors who are not Student Trustees and
who wish to attend the public Board meetings.
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P.017.GOV
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DRAFT Board Policy
4.6 Role of the Student Trustees
4.6.1 The Student Trustees may speak to any matter before the Board, in accordance with the
Board Governance Bylaws. Such participation shall provide for a student perspective to
be heard at the table, and for feedback to students regarding Board discussions and Board
decisions.
4.6.2 When representing the views of the majority of Student Trustee Advisors, the Student
Trustee spokespersons shall so indicate.
4.6.3 Student Trustees may indicate during Board debate or at the conclusion of debate prior to
wrap -up their views on a motion under consideration and may request that their views be
recorded in the minutes of the Board meeting.
4.7 Meetings with Members of the Board
4.7.1 Student Trustees and members of the Board will usually meet monthly immediately
preceding a regular meeting of the Board to discuss relevant issues.
4.7.2 Student Trustees and members of the Board will alternate in the preparation of the agenda
and chairing of the meetings.
5.0 The Director of Education is authorized to issue such procedures as may be necessary to implement this
policy.
6.0 REFERENCE DOCUMENTS
• The Education Act, s. 55; s. 191.2 and Education Act Regulation 461/97
Board Policy P.004.GOV — Board Member Honoraria
"low Board By -Laws and Standing Rules
Board Policy P.010.GOV: Community Involvement on Board Standing Committees
Board Policy P.039.FIN: Travel, Meal and Mileage Claims
Board Procedure PR.503.GOV: Trustee Expenses for Professional Development, Constituency Communications and Support Services
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