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HomeMy WebLinkAbout13 Chairs' Report 5, 27 May 1998• W THE OTTAWA - CARLETON DISTRICT SCHOOL BOARD (W REPORT. NO. 5. CHAIR'S COMMITTEE TO: The Board DATE: 27 May 1998 A meeting of the Chair's Committee was held this evening in the Trustees' Committee Room, 133 Greenbank Road, Nepean, commencing at 7:30 p.m. with Trustee Scott in the Chair and the following also in attendance: MEMBERS: Trustees Getty, Graham and Lam STAFF: Carola Lane, Director of Education and Secretary of the Board Barbara Stollery, Superintendent of Program and Information Technology Lorne Rachlis, Superintendent of School Operations Dan Wiseman, Chief of Social Work Carol Hunter, Principal of Central Services Janice Sargent, Research and Planning Officer Sharon Campbell, Committee Co- ordinator NON - VOTING REPRESENTATIVES: Lynne Kerry, Ottawa - Carleton Elementary Principals' Association Lamar Mason, Ottawa - Carleton Assembly of School Councils Liane Wray, Ottawa - Carleton Central Students' Council Call to Order Trustee Lynn Scott called the meeting to order at 7:45 p.m. 2. Approval of Agenda On a motion by Trustee Andrew Lam, the agenda was approved as presented. There were no questions from the public. 4. Proposed Policy for Electronic Communication Systems Your Committee had before it Report No. 98 -185, seeking approval of Policy P.049.IT: Electronic Communication Systems. Superintendent Stollery reviewed the policy and corresponding procedure noting that they represent a blending of the former Ottawa and Carleton Board policies and were developed with input from various stakeholder groups. In response to a query, staff noted that a policy will be developed to address the receipt and handling of e-mail. Trustee Lam requested clarification on what would constitute an inappropriate message. Staff will further define the term in the procedure. * ** Trustee Getty assumed the Chair. * ** Trustee Scott suggested that the procedure be revised to indicate that account holders will be held responsible for violations of the procedure only where it is the result of account holder negligence Chair's Committee 1 27 May 1998 or if the violation is done with the account holder's knowledge. She also suggested that the procedure include other board policies that may be contravened through the inappropriate use of the electronic communication system. Staff will take these suggestions under advisement. * ** Trustee Scott resumed the Chair. * ** On a motion by Trustee Getty, your Committee recommends: THAT BOARD POLICY P.049.IT: ELECTRONIC COMMUNICATION SYSTEMS BE APPROVED (ATTACHED AS ANNEX 1). 5. Proposed Policy for Board Advisory Committees Your Committee had before it Report No. 98 -183 seeking approval for a policy with respect to advisory committees to the Board. The Chair noted that the motion to approve the establishment of advisory committees should have indicated that an Alternative Schools Advisory Committee be established. Janice Sargent noted that the Board's by -laws must be revised to incorporate advisory committees. Notice will be given, as required, and the Board will address the change at its 22 June 1998 meeting. In response to a query, it was clarified that the Director of Education's prerogative to assign staff support and resources to standing, special purpose, ad hoc, and advisory committees may include no provision for support as is the case with advisory committees. Liane Wray questioned the status of groups such as the Ottawa- Carleton Central Students' Council and the Ottawa - Carleton Assembly of School Councils. Staff noted that, while they provide advice to the Board, these associations were established independent of the Board and are not considered advisory committees. It was agreed that two weeks notice, as required in Board Bylaw 22.1, be given forthwith to seek approval for the inclusion of advisory committees in subsections 3.7 new in the Board Bylaws and Standing Rules. On a motion by Trustee Lam, your Committee recommends: THAT BOARD POLICY P.048.GOV: ADVISORY COMMITTEES TO THE BOARD BE APPROVED (ATTACHED AS ANNEX 2). Your Committee had before it Report No. 98 -186 seeking approval for a revision to Policy P.002.COM: Board - Community Relations, which would allow representation from the Ottawa - Carleton Assembly of School Councils and the Ottawa - Carleton Student Presidents' Council on appropriate administrative committees. On a motion by Trustee Getty, your Committee recommends: THAT BOARD POLICY P.002.COM: BOARD - COMMUNITY RELATIONS BE APPROVED AS REVISED (ATTACHED AS ANNEX 3). Chair's Committee 2 27 May 1998 • Proposed Policy for Board Member Removal /Resignation from Office Your Committee had before it Report No. 98 -184 seeking approval for Policy P.050.GOV: Board Member Removal /Resignation from Office. Trustee Getty moved the staff recommendation. Friendly amendments were accepted to revise section 2.3.4. to permit the Director of Education/ Secretary of the Board to advertise for interested applicants and sections 2.3.5 and 2.3.6 to change the reference from candidate to nominee /nominations. On a motion by Trustee Getty, your Committee recommends: THAT BOARD POLICY P.050.GOV: BOARD MEMBER REMOVAL /RESIGNATION FROM OFFICE BE APPROVED (ATTACHED AS ANNEX 4). 8. Proposed Policy for Police Involvement in School Your Committee had before it Report No. 98 -180 seeking approval for Policy P.043.SCO: Police Involvement in Schools. Superintendent Rachlis reviewed the policy and corresponding procedure. He noted that the area Boards have established a protocol with the area police services to support a range of involvement at various grade levels throughout the curriculum and encourage co- operative development of preventative strategies. Trustee Lam moved the staff recommendation. He suggested that, while it is listed in the resource documents, a reference to the existing protocol with the police services be included in the procedure. In response to queries, staff explained the procedures for reports to and interviews by the police. Staff will clarify the instances where an interview would be conducted under police authority. * ** Trustee Getty assumed the Chair. * ** A friendly amendment was accepted to insert directives into the policy indicating that the Director of Education may establish appropriate protocols with the Police Services and that he /she may issue procedures to implement this policy. * ** Trustee Scott assumed the Chair. * ** On a motion by Trustee Lam, your Committee recommends: THAT BOARD POLICY P.043.SCO: POLICE INVOLVEMENT IN SCHOOLS BE APPROVED (ATTACHED AS ANNEX 5). Your Committee had before it Report No. 98-179 seeking approval for Policy P.041.SCO: Custody and Access to Students by Parents/ Guardians. Superintendent Rachlis reviewed the policy and procedure noting that they provide direction to staff to assist them to protect the child without interfering with the parents' rights to access. In response to a query, staff noted that where a parent wishes the school to enforce the custody and access agreements, a copy of the court order or separation agreement should be provided to the school. In the absence of that information, school staff would have no right to deny access to a parent or (W guardian. Chair's Committee 3 27 May 1998 6/. On a motion by Trustee Getty, your Committee recommends: THAT BOARD POLICY P.041.SCO: CUSTODY AND ACCESS TO STUDENTS BY PARENTS /GUARDIANS BE APPROVED (ATTACHED AS ANNEX 6). Superintendent Rachlis noted that it is anticipated that the Safe Schools Committee will be reestablished, with representation from the Ottawa - Carleton Assembly of School Councils and the Ottawa- Carleton Student Presidents' Council. 10. Provosed Policy for Distribution of Materials Via Student Your Committee had before it Report No. 98 -178 seeking approval for Policy P.046.SCO: Distribution of Materials Via Students. Superintendent Rachlis reviewed the policy and procedures and noted that staff have responded to suggestions made by the Ottawa- Carleton Assembly of School Councils in the development of this policy and procedures. While it is important to make certain that parents receive information, the Board must maintain its responsibility to students to ensure that they are not used to distribute inappropriate information. The principal must review any information to be sent home to determine if it conforms to relevant legislation, policies and procedures as information sent home with students will be assumed to have Board or school endorsement. He noted that the distribution of materials via students should not be the only method used to disseminate information to parents. With regard to the distribution of school council materials, it was noted that arrangements must be made in advance between the principal and the council with regard to the method and cost. In response to a query, staff noted that the Board is not required to send information home with students from organizations such as the Ontario Parents' Council or the Education Improvement Commission, however, the Ministry could direct that information be distributed to all students. Lamar Mason, non -voting representative for the Ottawa - Carleton Assembly of School Councils, expressed concern that the policy appears to give the principal the right to decide what information is appropriate to be distributed. She noted that school councils are elected bodies and are responsible for the content of their information. She maintained that the policy should exclude information distributed by school councils and that the protocol that was discussed at an earlier meeting should be developed to correspond with the school council policy with regard to the distribution of information. She suggested that the title of the policy be revised and the reference to school council information be removed. Staff noted that the Board has granted permission for school councils to distribute their information through the schools. In- servicing may be required to ensure that principals understand their role as outlined in this policy. With regard to communication between student leader groups and the student bodies, staff noted that the principal has the authority to determine what information is appropriate to be distributed within the school, however, this issue does not fall under this policy. The Director suggested that this issue be discussed further at the next Ottawa - Carleton Student Presidents' Council meeting. On a motion by Trustee Lam, your Committee recommends: THAT BOARD POLICY P.046.SCO: DISTRIBUTION OF MATERIALS VIA STUDENTS BE APPROVED (ATTACHED AS ANNEX 7). FE Chair's Committee 4 27 May 1978 to/ �>. 11. Student Performances at Board and /or Committee Meetings The Chair noted that she has received a request to have student performances at Board meetings. She commented that this was a practice occasionally at former Carleton Board meetings and was very enjoyable, however, there have been questions regarding how best to accommodate these performances. While trustees enjoyed the presentations and /or performances of students, it was felt that the agendas for the Board meetings for the next few months will be heavyand that the students would not receive the attention they deserve. It was suggested that performances at Education Committee would be more suitable or that an evening be scheduled periodically to have student performances. It was agreed that this issue will be included on the long range agenda for consideration in the fall. 12. RevresentaTion on Child Care Council Pursuant to direction at the 14 April 1998 Board meeting, your Committee had before it information regarding the Child Care Council and a request for representation from the Board. The Chair noted that in the predecessor boards, there was no representation from the Carleton Board and staff level representations from the Ottawa Board. While recognizing the benefit of having representation on this council and the need to maintain links with this organization, due to workload, members did not feel that trustee or senior staff representation could be arranged at this time. It was suggested that a staff contact person be identified to maintain a liaison with the organization. 13. Co- ordination of Trustee Attendance at Graduations Your Committee had before it, information regarding trustee attendance at secondary school commencement exercises. While all trustees are welcome to attend any of the exercises, it is beneficial to have a trustee present at each ceremony. If the trustee for the zone is not available to attend, it was suggested that another trustee volunteer or be asked to participate. Senior staff will also co-ordinate their attendance at commencement exercises to ensure that a member of senior staff is present at each and especially at those ceremonies where a trustee is not available to attend. Trustees were asked to contact Board Services and inform staff as to which commencement exercises they would be attending. Staff will co-ordinate the attendance to ensure that all graduation ceremonies are addressed. It was suggested that, for the future, schools be asked to co-ordinate their commencement exercises with the neighbouring schools, particularly with regard to the date and time of the ceremony, to avoid conflicts where possible. 14. Disvlav of _ Awards and Memorabilia from Predecessor Board Pursuant to a request at the 11 May 1998 Board meeting, your Committee considered the issue of the display of awards and memorabilia from the predecessor boards in the Administration Building and particularly the Board Room. The Director noted that senior staff have briefly discussed the issue and are recommending that a small committee be established with representation from trustees, senior staff and member of the Chair's Committee 5 27 May 1998 6's. public to address the issue. Members agreed with this approach and requested that staff bring a proposal to a future Board meeting. 15. Review of June Agendas Your Committee reviewed the tentative agendas for June. A revised copy of the Business Services agenda was distributed. The following points were noted: a ) Human Resources Committee.1 June 1998 Provincial Negotiations, Update on the Provincial Labour Relation Network, and the Senior Staff Organization will be included on the in camera agenda. An item regarding the finalizing of the board organization as a result of the budget may be included as well. The policies regarding HIV /AIDS and Harassment will be submitted to the Chairs Committee as they deal with both staff and students. Staff will attempt to have the budget impact statements ready for this meeting . In response to a concern expressed by Trustee Graham, staff will investigate the delay - in appointing a Human Resources consultant. C) Business Services Committee, 10 June 1998 It was noted that Superintendent Carlon will replace Associate Director Viney as staff resource for the agenda preparation meeting. d) Education Committee, 15 June 1998 The policies regarding learning resources and learning media will be addressed in the fall. It was noted that the Ottawa- Carleton Assembly of School Councils has not been consulted on these policies to date. If timely consultation is not possible, the approval of these policies could be deferred. e) Chair's Committee. 24 June 1998 As there are several commencement exercises scheduled for the same evening, the Chair's Committee meeting will be rescheduled. The Committee Co- ordinator will poll the members of the committee and other trustees to determine a suitable date. f) Board of Education. 22 June 1998 The proposal regarding a committee to address the display of awards and memorabilia will be included on the agenda. As the Attendance Boundary /Area Review /School Closure Study Mandate issue will be addressed by the Business Services Committee, it will be removed from the Board agenda. Chair's Committee 6 27 May 1998 V/ 4. 16. Chair's Report The Chair advised that while she and the Director had met with the Minister of Education and Training earlier today, at the request of the Minister, no public report will be made at this time. 17. Director's Report No report. 18. New Business Trustee Getty expressed concern that the Coalition for Public Education is encouraging parents to keep their children home during the period that Education Quality and Accountability Office (EQAO) testing will be conducted. He commented that it is inappropriate to use students to make these types of statements. The Director noted that while the Board does not support this action, it has no control over statements made by this organization. Staff will attempt to determine the number of students who did not attend school during the testing period as a result of this protest. The issue will also be discussed at a future Education Committee meeting as there appears to be a significant number of parents who are concerned about the methods used for this testing. agenda. The Committee resolved into the in camera session to address the items on the in camera The meeting adjourned at 10:45 p.m. Lynn Scott Chair Chair's Committee 980605/sc Chair's Committee 7 27 May 1998 ANNEX 1 To Board for approval 8 June 1998 OTTAWA - CARLETON DISTRICT SCHOOL BOARD POLICY NO. P.049.117 TITLE: ELECTRONIC COMMUNICATIONS SYSTEMS Date issued: Revised: Authorization: Board Next review: 0612001 1.0 OBJECTIVE To govern the use of the electronic communications systems operated by the Ottawa- Carleton District School Board. 2.0 DEFINITIONS 2.1 Electronic mail is the electronic transfer of messages to one or more persons. Electronic mail messages should be treated exactly like any other messages in terms of confidentiality, privacy and expectations of reading and response. Email is typically a one - to-one or one- to-many communication. Mailing lists can be maintained so that receptive mailings to many recipients can be automated. 22 An electronic conference is a folder or directory on a conference server to which messages may be posted for reading and a response if appropriate. Responses, if the conference is structured to permit them, are typically public, so that everyone who reads the conference can read both the original posting and the response to it. Conferences normally have several levels of access control, allowing different groups of users to post, read and respond to the postings depending on the intent of the conference and the access privileges granted to the user or group of users. 3.0 POLICY 3.1 The confidentiality of employee, student, and other personal data must always be maintained. 3.2 Communication through the electronic mail and conferencing system must reflect the highest standard of courtesy and professional conduct. 3.3 Users of the electronic mail and conferencing system are responsible for the proper maintenance and use of their individual accounts as well as conferences, as outlined in the accompanying procedure PR.538.IT: Electronic Communications Systems. Abuse of the system can result in disciplinary action as described therein. 3A Board Policy P.000.XXX and associated Procedure PROOO.XXX govern Internet access by students and staff within the Board. 3.5 The Director of Education is authorized to issue such procedures as may be necessary to implement this policy. NO 4.0 REFERENCES To Board for approval 8 June 1998 The Education Act, as amended, Section X Board Policy P.000.XXX: Internet Access by Students and Staff Board Procedure PR.538.IT: Electronic Communications Systems Board Procedure PR.000.XXX: Internet Access by Students and Staff ANNEX 2 To Board for approval 8 June 1998 457 OTTAWA- CARLETON DISTRICT SCHOOL BOARD POLICY 048.GOV TTME: ADVISORY COMMITTEES TO THE BOARD Date issued: Revised: Authorization: Board Next review: 06/1999 1.0 OBJECTIVE To provide for the establishment of advisory committees to provide advice, recommendations and support to the Board. 2.0 POLICY 2.1 The Board welcomes the advice and support of advisory groups which: a) serve as a forum for involving significant constituencies and experts with a major interest in education, and which are not adequately represented by existing groups such as school councils; and b) promote educational goals recognized by the Board as having a clear benefit for a significant number of its students. 2.2 Advisory committees shall provide advice to the Board through an appropriate Standing Committee. 2.3 When determining membership, electing a chair and such other officers as may be appropriate, and conducting meetings and activities, each advisory committee shall operate in an open and democratic manner, and in accordance with the policies and procedures of the Board. 2.4 Trustees and staff may be non - voting members of any approved advisory committee to the Board. The Chair of the Board shall be, ex officio, a member of all advisory committees approved by the Board. 3.0 SPECIFIC DIRECTIVES 3.1 Upon review of its proposed mandate, composition, objectives and anticipated activities, an advisory committee may be recommended by the appropriate Standing Committee to the Board for approval. 3.2 By 1 June of each year, each currently approved advisory committee shall provide an annual report to the Board through the appropriate Standing Committee summarizing its activities and achievements during the past year and providing, for inclusion on the Board meeting calendar, a proposed meeting schedule for the coming year. Q' To Board for approval 8 June 1998 3.3 By 30 June of each year, following a review of each advisory committee's annual report, the Board may renew or discontinue any advisory committee. 3.4 The Board shall support its approved advisory committees by providing: a) reasonable electronic and other access by the chair of each committee to publicly available agenda materials and other information; and b) permission to book available meeting space in Board facilities provided there is no additional cost to the Board. Staff support will not be provided to advisory committees. 3.5 Subject to annual budget deliberations, provision of a budget for distribution of agenda and meeting materials may be considered for any advisory committees currently approved by the Board. 4.0 REFERENCE DOCUMENTS The Education Act, as amended, Section X Board By -laws, Committees, Section 18.0 Board Bylaws and Standing Rules, Annex 2 Board Policy P.010.GOV: Community Involvement on Board Standing Committees 1E ANNEX 3 Proposed revision to Board for approval 8 June 1998 OTTAWA - CARLETON DISTRICT SCHOOL BOARD POLICY P.002.COM TITLE: BOARD - COMMUNITY RELATIONS Date issued: 30 January 1998 Revised: Authorization: Board 97/12/16 Next review: 06/1999 1.0 OBJECTIVE To ensure that the Board's various communities have timely access to accurate information on the schools and school system, and have opportunities for effective involvement in decision - making processes 2.0 POLICY 2.1 The Board of Education and the school district operate most successfully with the _ support and involvement of knowledgeable and informed members of the Board's various "communities ". The quality of education is highly influenced by the beliefs held in the community at large and the extent to which the community is able and willing to support the schools and Board programs and services. 2.2 The Board shall ensure, to the degree possible, that the public and various groups and organizations in the school district, including internal groups, are provided with timely information and opportunities for meaningful interaction with the Board. 2.3 The Board recognizes the key role played by the media in keeping the public informed on school and school district activities and issues. It will have in place programs to develop and maintain strong relations with the media based on openness, fairness, accuracy of information, consistency and continuity. 3.0 SPECIFIC DIRECTIVES 3.1 Processes shall be in place to ensure there is effective community involvement in decision - making and policy development. 3.2 The role of School Councils as a vital link in Board- community relations is recognized and supported. new 3.3 Such administrative steering committees as may be established from time to time to consider such topics or issues as report cards, school profiles or other matters of current interest in which there is a need for community involvement may include, as appropriate, parents nominated by the Ottawa - Carleton Assembly of School Councils (OCASC) and /or students nominated by the Ottawa - Carleton Student Presidents' Council. 3.4 The Chair of the Board, or his or her delegate, shall be the official spokesperson for the Board. go �f Proposed revision to Board for approval 8 June 1998 /C) 3.5 Board publications shall be written in clear, unambiguous non - sexist language, reflective of Ottawa - Carleton's multicultural society, and be of consistently high quality within the limit of available resources. 3.6 A plan or plans shall be developed to manage communications in crisis situations. 3.7 A summary of communications activities and programs will be provided to the Board annually. 4.0 REFERENCES The Education Act, as amended, Section X. Board Policy P.014.SCO: School Councils ANNEX 4 To Board for approval 8 June 1998 OTTAWA - CARLETON DISTRICT SCHOOL BOARD POLICY P.050.GOV TTTLE: BOARD MEMBER REMOVAL/RESIGNATION FROM OFFICE Date issued: Revised: Authorization: Board Next review: 06/2001 1.0 OBJECTIVE To provide for the removal or resignation of a Board member, and for the replacement of a member to fulfill an unexpired term. 2.0 POLICY 2.1 Resignation of a Member 2.1.1 With the consent of the majority of the members at a meeting entered in the minutes, a member of the Board may resign, but must not vote on the resignation. 2.1.2 A member may not resign if the resignation will reduce the members of the Board to less than a quorum. 2.1.3 Notwithstanding the foregoing, if it is necessary for a member of the Board to resign to become a candidate for another office, the member may resign. The resignation must be filed with the Director of Education /Secretary of the Board and include a statement that the member is becoming a candidate for another office. The resignation will become effective on 30 November after it is filed, or the day preceding the day when the other term of office commences, whichever is earlier. 22 Removal of a Member from Office 2.2.1 A person's membership on the Board will cease and his or her seat will become vacant if the member: a) is convicted of an indictable offence; b) is absent from three consecutive regular meetings of the Board, without authorization by a resolution entered in the minutes; C) becomes disqualified under subsection 219 (4) of the Education Act which precludes a person from being qualified if the person is an employee or spouse of an employee of the Board, the clerk, treasurer, deputy clerk or deputy treasurer of a county or municipality or regional municipality within the Board's jurisdiction, a member of the provincial Legislative Assembly, the Senate, or the House of Commons; d) ceases to hold the qualifications required to act as a member of the Board; and To Board for approval 8 June 1998 e) fails to meet the requirements of the Education Act, s. 229, which includes stipulations that: i) a member must be physically present in the meeting room of the Board for at least three regular meetings of the Board in each twelve -month period, beginning 1 December; and ii) a member elected or appointed to fill a vacancy ending on the following November 30 must be physically present in the meeting room of the Board at least once in each period of four full calendar months that occurs during the period beginning with the election or appointment and ending on the following November 30. 2.2.2 Notwithstanding 2.2.1 a) above, where a member of the Board is convicted of an indictable offence, the vacancy will not be filled until the time for an appeal has elapsed, or until the final ruling on any appeal has been determined. If the conviction is set aside, the seat will be considered not to have been vacated. 2.3 Unexpired Term Fulfillment 2.3.1 Where a vacancy on the Board occurs: a) within one month before the next election, it will not be filled; or b) after an election, but before the new Board is organized, it will be filled immediately after the new Board is organized as outlined in 2.3.2 below. 2.3.2. For all other vacancies, provided there is still quorum, a qualified person shall be appointed to fill the vacancy for the remainder of the term within 60 days after the vacancy occurs. 2.3.3 While under subsection 221 (2) of the Education Act the Board may hold an election in accordance with the Municipal Elections Act to fill a vacancy which occurs in a non - election year or on or before 1 April of an election year, as a matter of policy, the Board will not take this optional action, and vacancies will be filled in accordance with 2.3.2 above. 2.3.4 To assist in making appointments under 2.3.2, the Director of Education/ Secretary of the Board or designate shall provide trustees with the names and standing in the polls of the candidates who ran unsuccessfully in the previous election. Note: The Board may also advertise for interested applicants. 2.3.5 If there is more than one nominee, the vacancy shall be filled by the person who receives more than one -half of the votes. Where there are more than two nominees and no majority vote, the person with the fewest votes shall be dropped from the next ballot, and so on until one of the nominees receives a majority. 2.3.6 In the case of a tie, the vacancy shall be filled by lot as follows: the names of the nominees will be entered on identical pieces of paper, placed in a box, and drawn by the Secretary or designate. 3.0 REFERENCE DOCUMENTS The Education Act, as amended, s. 220, 221,228 Municipal Elections Act, 1996 Board Bylaws and Standing Rules ANNEX 5 To Board for approval 8 June 1998 7--3 OTTAWA - CARLETON DISTRICT SCHOOL BOARD POLICY P. 043.SCO TITLE: POLICE INVOLVEMENT IN SCHOOLS Date Issued: Last Revised: Authorization: Board Next Review: 05/2001 1.0 OBJECTTVES 1.1 The objectives of this policy are to: a) provide for co- operation with police services; b) ensure that the rights of students and staff are respected when police are involved in our schools and at school- sponsored events; and C) ensure compliance with the Ministry of Education and Training's Violence -Free Schools Policy, the Regional Safe Schools Committee's Protocol to Accompany Safe Schools Policies in the Ottawa - Carleton Region; the Young Offenders' Act; and, for students under the age of 12, the Child and Family Services Act. 2.0 POLICY (W 2.1 In order to support a safe learning and work environment, the Board shall establish and maintain strong partnerships with the Ottawa - Carleton Regional Police (OCRP) and the Ontario Provincial Police (OPP). 2.2 The Board shall: a) establish protocols with police services which enhance the school /police working relationship and facilitate police access to schools; b) support a range of police involvement, primarily through the School Resource Officer (SRO); and C) actively encourage the co- operative development of preventative strategies with students, staff, parents, school councils, and the police in order to reduce the level of violence and aggression in our community and in our schools. 3.0 SPECIFIC DIRECTIVES 3.1 The Director of Education shall, on behalf of the Board, participate with other Ottawa - Carleton area school boards and agencies such as the Ottawa - Carleton Regional Police, the Ontario Provincial Police, the Ministry of Community and Social Services, and the Probation and Parole Service in the establishment and revision of a Protocol to Accompany Safe Schools Policies in the Ottawa - Carleton Region, which is a protocol developed to provide school administrators, teachers and police officers with a procedure for police involvement in the schools that is consistent in all school boards in the Ottawa- Carleton Region. Nothing in this Protocol is to be applied so as to contravene the Criminal Code, the Ontario Education Act, or the Ontario Municipal Freedom of Information and Protection of Privacy Act. I* To Board for approval 8 June 1998 3.2 The Director of Education shall establish such procedures as may be necessary to implement this policy. 4.0 REFERENCE DOCUMENTS Education Act, as amended, Section X Child and Family Services Act. R.S.O. 1990, c. C.11 Violence -Free Schools Policy - MOET 1994 Municipal Freedom of Information and Protection of Privacy Act. Young Offenders' Act Protocol to Accompany Safe Schools Policies in the Ottawa- Carleton Region, 1998 Board Policy P.032.SCO: Safe Schools Policy Board Policy P.034.SCO: Substance Abuse Board Policy P.036.SCO: Weapons Board Procedure PR.528.SCO: Critical Incident Review Process Board Procedure PR.534.SCO: Investigation, Search and /or Seizure (Students) Board Procedure PR.533.SCO: Police Involvement in Schools Board Procedure PR.521.SCO: Safe Schools Board Procedure PR.523.SCO: Substance Abuse Board Procedure PR.525.SCO: Weapons F] IE ANNEX 6 �7 To Board for approval 8 June 1998 OTTAWA- CARLETON DISTRICT SCHOOL BOARD POLICY P. 041.SCO TITLE: CUSTODY AND ACCESS TO STUDENTS BY PARENTS /GUARDIANS Date Issued: Last Revised: Authorization: Board Next Review: 05/2001 1.0 OBJECTIVE To ensure that the custody and access rights of parents/ guardians with respect to students are exercised through the schools in accordance with legal custody and access arrangements. 2.0 POLICY 2.1 The Board shall: _ a) follow the provisions of the Children's Law Reform Act, the Divorce Act and the Child and Family Services Act in matters relating to custody and access of students by parents / guardians; and b) support the documented decisions of the courts in matters relating to custody and access, which are on file in the school. 4.0 REFERENCES The Children's Law Reform Act, R.S.O. 1990, c. C.12, as amended The Child and Family Services Act R.S.O. 1990, c. C.11, as amended The Divorce Act R.S.C. 1985 (2nd Supp.), c. 3, as amended Board Procedure PF-531.SCO: Custody and Access to Students by Parents /Guardians ANNEX 7 7/ TO Board for approval 8 June OTTAWA - CARLETON DISTRICT SCHOOL BOARD POLICY P. 046.SCO TITLE: SCHOOL COMMUNICATIONS: DISTRIBUTION OF MATERIALS TO THE HOME VIA STUDENTS Date Issued: Last Revised: Authorization: Board Next Review: 05/2001 1.0 OBJECTIVE To establish a framework for distribution of materials to the home via students. 2.0 DEFINITION 2.1 For the purpose of this policy, the school community is defined as the students, staff, and _ parents/ guardians of the students attending the school. 3.0 POLICY 3.1 Each school shall act as a focal point for dissemination of school and Board information and for the fostering of two -way communication between the school and its community. 3.2 The Board endorses sending home with students, on a limited basis, such materials as notices and newsletters, where the material is directly related to school activities or is of interest to the school community. 3.3 It is the principal's responsibility to ensure that all information distributed via students conforms to relevant statutes, regulations and Board policies and procedures. 3.4 The use of students to distribute material of an offensive, slanderous, partisan or biased nature is not permitted. 4.0 REFERENCES Board Policy P.014.SCO: School Councils Board Policy P.000.XXX: Fundraising Board Procedure PROOO.XXX: Fundraising Board Procedure PR.538.SCO: School Communications: Distribution of Materials to the Home Via Students