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HomeMy WebLinkAbout08 Report 15-070- Draft Policy-School as Community Hub Report No.15-070 The School as Community Hub: Draft Policy COMMITTEE OF THE WHOLE (PUBLIC) 19 May 2015 Report No. 15-070 School as Community Hub: Draft Policy P.119.CON & Consultation Plan Key Contact: Norah Marsh, Associate Director,(ext. 8252) Karyn Carty Ostafichuk, Manager, Planning (ext. 8786) PURPOSE: 1. To present the draft “School as Community Hub” policy: P.119.CON” for information and feedback and seek approval for the consultation plan. CONTEXT: 2. The District’s commitment to the concept of schools as community hubs is articulated in its 2011-2015 Strategic Plan which states that, "All of our schools will have active community partnership programs that support the school as a community hub”. The document “School as Community Hub: A Framework” (February 2015) articulates that commitment and outlines the vision for moving ahead in forging community hub partnerships. Our commitment prioritizes the supportive roles that not-for-profit and non-governmental organizations may play in the lives of our families. The OCDSB is committed to more actively formalizing and embedding the role of schools as community hubs and the development of policy will provide vision and direction for the District in this regard. The Minister of Education signaled the importance of community hubs in her September 2014 mandate letter with the announcement that there would be a community hub policy developed at the provincial level. To support that development, an expert panel has been established to review provincial policies and develop a framework for adapting existing public assets to become community hubs. KEY CONSIDERATIONS: 3. The proposed draft policy (Appendix “A”) on schools as community hubs provides the following direction to the District: a. the articulation of the District’s commitment to using the schools as a community hub wherever practicable and financially viable; Report No. 15-070 - The School as Community Hub: Draft Policy Page 2 b. the provision for schools to be used for the delivery of programs and/or services to complement the curricular programming to enhance student learning and well-being; c. the ability to form partnerships to use school facilities to meet community needs and development; d. the commitment that such activities will be aligned with the District’s goals and expectations; e. the direction that hub programs and activities that are offered would not compromise the safety and/or security of students, staff or community members in the schools; and f. a categorization of the types of partnerships that the District may choose to enter into and examples of the types of external organizations that may be potential partners. 4. Following the approval of “School as Community Hub” policy: P.119.CON staff will develop operational protocols that will provide for a more robust ability to grow potential partnerships and respond to local needs quickly. Part of this process will be the completion of a District-wide assessment of the types of partnerships in place and the identification of geographic areas where new partnerships would provide needed services/activities/programs for our students. The development of the operational protocols will also provide direction on the criteria for evaluating new partnerships (i.e., non-profit versus profit, benefit to student learning and well-being, support of community needs, etc.) An approved policy on schools as community hubs, in companionship with the new “Schools as Community Hub: A Framework” will provide external organizations with a clear picture of the District’s commitment and expectations around using schools as hubs. As part of the Ministry of Education’s B Memo regarding New Pupil Accommodation Review Guideline (PARG) and Community Planning and Partnerships Guideline, a “Community Planning and Partnerships Guideline”(CPPG) was also released. The focus of the guideline is to outline the Ministry’s expectations for districts to follow in relationship to their annual capital facility/accommodation reviews vis-à-vis the identification of excess space for potential community use. The articulated goals in the new guidelines are that districts will be expected to:  Reduce facility operating costs for school boards and governm ent;  Improve services and supports available to students;  Strengthen relationships between schools boards and community partners and the public;  Maximize the use of public infrastructure through increased flexibility and utilization; and  Provide a foundation for improved service delivery for communities. The development of the draft community hub policy reflects these same principles. The District already has the ability to identify its excess space annually (as per its Capital Project Planning [Facilities] policy P.134.PLG). The operational protocols that evolve from the new community hub policy shall work Report No. 15-070 - The School as Community Hub: Draft Policy Page 3 in tandem with the “Community Planning and Partnership Guideline” to ensure that the spirit of the new Ministry mandate is met. RESOURCE IMPLICATIONS: 5. Costs for the development of the policy and the consultation plan are contained within staff’s operational budgets. COMMUNICATION/CONSULTATION ISSUES: 6. Staff has undertaken considerable consultation in the development stage of the document “School as Community Hub: A Framework” (03 March 2015, COW Report No: 15-027). Many of the concepts that appear in the framework have informed the development of the draft policy. The consultation plan attached as Appendix “B” outlines the consultation that will take place with a wide spectrum of stakeholders to elicit feedback. Those stakeholders are not only internal to the Board but also represent a wide sampling from existing and potential external partners. STRATEGIC LINKS: 7. Objective 5 as set out in the District’s 2011-2015 strategic plan is “All of our schools have active community partnership programs that support the school as a community hub”, and one of the District’s vision statements is to “Draw from and contribute to the talent and rich diversity of the Ottawa community”. (OCDSB Strategic Plan, 2011-2015). GUIDING QUESTIONS: 8. The following questions are provided to support the discussion of this item by the Committee: a. Does the proposed policy provide the required direction needed to affirm the District’s commitment to establishing rich partnerships in its schools? b. Will the proposed policy provide external organizations with enough information to understand the types of partnerships that the District sees as viable in its schools? c. Will the policy encourage potential partners to explore new partnerships with the District? d. Does the policy protect the Board’s interests in its facilities? Report No. 15-070 - The School as Community Hub: Draft Policy Page 4 RECOMMENDATION: THAT the consultation plan outlined in Appendix B to report 15-070 be approved. Norah Marsh Associate Director (ext. 8252) Jennifer Adams Director and Secretary of the Board Appendix A - “School as Community Hub Policy: P.119.CON Appendix B - Consultation Plan: “School as Community Hub Policy: P.119.CON” Appendix A Report No. 15-070 -1- P.119.CON POLICY P.119.CON TITLE: SCHOOL AS A COMMUNITY HUB Date issued: XX May 2015 Last revised: Authorization: Board: XX Month 2015 1.0 OBJECTIVE To facilitate the use of schools as a community hub to ensure that all schools house a range of community programs, services and activities which support the achievement and well -being of students and the broader community. 2.0 DEFINITIONS In this policy, 2.1 Community Hub refers to the use of a school where approved partner(s) work collaboratively with the District to provide mutually beneficial programs for Ottawa - Carleton District School Board students and the broader community. 2.2 Board refers to the Board of Trustees. 2.3 District refers to the Ottawa-Carleton District School Board. 2.4 Community Use of Schools refers to the District’s process of formalizing the use of its schools by external partners and the division of staff that administer. 3.0 POLICY 3.1 The Board recognizes that a community’s use of its schools and partnerships with external agencies can foster learning opportunities and enhance the well-being of students. 3.2 The Board recognizes that school facilities are unique assets which contribute to the quality of the community in which they are located and should be available for the delivery of programs and services which have the potential to address the diverse needs of both students and the local community. 3.3 Community hub arrangements can be established either during the school day or outside of school hours and can be designed to provide a range of services and programs to the entire school community or groups of students, the broader community and/or specific groups within the community. -2- P.119.CON 3.4 The District reserves the right to determine where the use of a school for community hub activities is practicable or appropriate on a site-by-site basis. 3.5 All community hub activities shall conform to the legal requirements of any activity that would normally be undertaken in a school facility. Guiding Principles 3.6 The following guiding principles shall govern the planning and practice of establishing the school as a community hub: a) Schools may house a range of services and programs that welcome and value community partners in student success and well-being; b) Community hub activities approved for the school shall ensure the safety and security of students, staff or community members in the school; c) Programs and /or services housed in schools shall be appropriate to the school setting and in alignment with District and school priorities; d) Community hub activities shall offer benefits to students, parents and/or the community; e) Programs and/or services housed in schools shall reflect community need wherever possible and within the context of ensuring safe environments; f) The District shall use open and inclusive practices that value stakeholder input and contribution in establishing partnerships; and g) The District shall make every effort to ensure facilities are available for community hub activities, whenever practical. Community Hub Partnership Categories 3.7 The types of programs and services which support the school as a community can be generally categorized into four areas: a) Educational Partnerships Educational partnerships are activities/services happen most frequently during the instructional day and compliment the curricular programming. These partnerships enhance learning opportunities for students and may improve the lives of community members. b) Recreational Partnerships Recreational partnerships are activities that support the arts and/or healthy, active lifestyles. Typically these activities occur after the instructional day, evenings, weekends and occasionally holidays. c) Health Partnerships Health partnerships are partnerships with external agencies that provide mental health services, physical health services and social services. These partnerships may take a variety of forms: professional services for students during the day; supports for families in the school community or general professional/clinical support for the broader community. -3- P.119.CON d) Public Partnerships Public partnerships are partnerships that exist with community or municipal partners for short or long terms activities. They may involve longstanding reciprocal agreements and/or shared facility use e) Private Partnerships Private partnerships are partnerships that exist with private corporations for short or long-term activities. They may involve longstanding reciprocal agreements and/or shared facility use. Their presence would fulfill a community need that is not available through a public partnership. Such partnerships are framed by PR.535.GOV and P.045.GOV Partnerships, Sponsorships, Donations and Co- operative Ventures. 3.8 Community use agreements in support of community hubs may be established at the District or school level with a variety of organizations including, but not limited to, the following: a) other levels of government; b) the private sector; c) community agencies; d) citizen organizations; and e) individuals. 3.9 The type of community use agreement and process for formalizing the partnerships agreement will be determined by the: a) type of community hub program or activity (Education, Recreation, Health or Public); b) time of use of the request (during the instructional day, before or after the instructional day, weekends); and c) amount of time and/or the nature of the interaction with students (ongoing instruction or interaction, occasional or one-time, professional services). d) Impact on the Ottawa-Carleton District School Board’s financial commitments. 3.10 The Director of Education shall be authorized to issue procedures to support the implementation of this policy. 4.0 REFERENCE DOCUMENTS Education Act The School as Community Hub: A Framework, OCDSB, February, 2015 P.012.CON Community use of School PR.507.CON Community Use of School PR.658.SES Partnerships with External Agencies -4- P.119.CON OCDSB Form 644: Consultation Plan (April 2009) CONSULTATION PLAN (REFERENCES: POLICY P.110.GOV AND PROCEDURE PR.644.GOV) APPENDIX B REPORT NO. 15-070 DATE: 19 May 2015 PROJECT: (Project name, Letter of Transmittal, etc.) School as Community Hub policy P.119.CON: Draft CONTACT / PROJECT LEAD (Name, telephone, email): Norah Marsh, Associate Director, 613 -596-8211 Ext. 8252 WHAT? 1. WHAT IS THE PURPOSE OF THE CONSULTATION? (Describe project scope, nature of consultation, decision to be made, and any relevant information) 1. To provide opportunity for feedback on the draft School as Community Hub policy P.119.CON ; 2. To raise awareness of the District’s commitment to external partnerships to support student learning and well -being. WHY? 2. WHY ARE YOU CONSULTING? (Check all that apply) __x___ To seek advice, informed opinion or input for consideration prior to decision -making? __x__ To share information and/or create awareness about a subject/potential recommendations/decision yet to be made? ____ To share information and awareness about a subject/recommendation/decision that has been made? ____ Other? (Please explain) 3. HOW DOES THIS CONSULTATION LINK TO THE OCDSB STRATEGIC PLAN, DISTRICT IMPROVEMENT PLAN, BUDGET, ANNUAL DISTRICT GOALS AND OBJECTIVES AND/OR RELEVANT MINISTRY / OCDSB POLICIES OR PROCEDURES (if applicable)? One of the vision of the OCDSB is to, “Draw from, and contribute to, the talent and rich diversity of the Ottawa community” and to seek “an improved awareness about the value of community partnerships, improved access to services, added program supports for students and families, and greater consistency in the number and nature of our partnerships.” (OCDSB Strategic Plan, 2011–2015). This development of a local policy is also in keeping with the Ministry of Education’s expressed intent (September, 2014) to develop provincial policy on the use of schools as community hubs. OCDSB Form 644: Consultation Plan (April 2009) CONSULTATION PLAN (REFERENCES: POLICY P.110.GOV AND PROCEDURE PR.644.GOV) WHO? 4. WHO WILL BE CONSULTED? (Key stakeholders) (Check all that apply) OCDSB Community Internal to OCDSB External / Other (please identify) _____ Students __x___ Trustees ___x__ Agencies/associations _________________ __x___ Parents/guardians __x___ Superintendents ___x__ Community groups ___________________ __x__ School council(s) __x___ Principals and/or Vice-principals ___x__ General Public __________________ __x___ Ottawa Carleton Assembly of School Councils __x___ Managers _____ Other governments ____________________ _____ Advisory committees (Specify below) __x___ District staff ___x__ Other ________Ottawa Public Health ______________________ City of Ottawa __x___ Special Education Advisory Committee, etc. __x___ Federations __x___ Other ___PIC___________________ _____ Other __________________________ Please describe or expand on who will be consulted and any partners in the consultation: Consultation will occur with partners who currently have existing programs/services in place and outreach will be done with as many external agencies as possible. 5. HAVE ANY OF THESE STAKEHOLDERS BEEN INVOLVED IN INFORMAL CONSULTATION AS PART OF THE DEVELOPMENT OF THIS PLAN? In accordance with section 4.3 of Policy P.110.GOV, it is expected that informal consultation has taken place with representative stakeholders to obtain their suggestions prior to finalizing this plan. Please describe below. (If this informal consultation did not take place, explain why it was not feas ible.) All of the stakeholders cited above provided feedback to the draft OCDSB “The School as Community Hub: A Framework” document earlier in this school year. HOW? 6. HOW WILL STAKEHOLDERS BE MADE AWARE OF THIS CONSULTATION PROCESS? (Check all that apply) ____ Media advertisement (print and/or radio) ______ School newsletter __x__ Letter distribution ___x___ Website (schools and/or OCDSB sites) __x__ School council(s) ______ Other __x__ Ottawa Carleton Assembly of School Councils Please describe how stakeholders will be made aware of the consultation p rocess and any special requirements for consultation (translation, alternate formats, etc)? 7. HOW WILL THE CONSULTATION BE CARRIED OUT? (Check all that apply) _x___ Focus groups ___x___ Ottawa Carleton Assembly of School Councils ____ Interviews ______ Public meetings __x__ Mail-out or email circulation ______ Survey / questionnaire ____ Open houses / workshops / cafes ___x___ Web-based notice / Web-based comments __x__ School council(s) ______ Other Please describe: Feedback will be elicited on the general policy direction by way of invitation to respond by email directly to the Associate Director’s office. OCDSB Form 644: Consultation Plan (April 2009) CONSULTATION PLAN (REFERENCES: POLICY P.110.GOV AND PROCEDURE PR.644.GOV) WHEN? 8. PROJECT PLAN FOR CONSULTATION (KEY ACTIVITIES AND COMMUNICATIONS)1: i.e. Identify plan approval dates; Timelines for awareness of consultation; Specific consultation initiatives; Timelines fo r analysis; Date for Committee/Board deliberation; Evaluation of consultation TARGETTED DATE FOR FINAL DECISION: PROJECTED DATE(S) ACTIVITY/MILESTONE NOTES** 5 May, 2015 Director’s Executive Council feedback 13 May, 2015 Discussion at PIC 19 May 2015 Committee of the Whole discussion 20 May, 2015 Distribute to all principals, vice-principals, managers and affiliated community groups for comment (school councils, all third party partners, ad hoc/community hub working groups) 21 May 2015 OCASC discussion 02 June 2015 Final Compilation of feedback and DEC discussion 16 June 2015 Committee of the Whole for approval 22 June 2015 Final Board approval of policy CONSULTATION PLAN (REFERENCES: POLICY P.110.GOV AND PROCEDURE PR.644.GOV) 1 Outline provides information on the minimal number of activities proposed, which may be amended to intensify the process if required. Further information on the overall project/initiative and the specific consultation plan and process can be provided in the Letter of Transmittal to Board. OCDSB Form 644: Consultation Plan (April 2009) **In filling out this chart, please note:  the materials, reports or resources that will be distributed to stakeholders, either in advance or at the session;  any constraints such as necessary deadlines, availability of stakeholders; and  the timelines for communicating the outcome/related decisions reached to those consulted. 9. HOW WILL THE RESULTS OF THE CONSULTATION AND THE RATIONALE OF THE FINAL DECISION BE COMMUNICATED TO ALL CONTRIBUTORS TO THE PROCESS? (Check all that apply) ___x__ Email circulation ____x____ School / principal communications / newsletter _____ Letter distribution ____x___ Website (schools and/or OCDSB sites) _____ Letter of Transmittal to committee/Board ________ Media reports ________ Other Please describe: The approved policy will be circulated widely to the community in order to articulate the Board’s commitment to community par tnerships. It will be distributed with the draft OCDSB “School as Community Hub Framework” document. OTHER 10. ESTIMATED COSTS FOR THE CONSULTATION* (i.e. advertising, facilities, translation, materials): Costs of consultation can be covered within working department budgets/ * Note that the consulting body bears responsibility for the costs of the consultation. 11. EVALUATION: Please specify the method(s) you plan to use to assess the effectiveness and success of this consultation process. (e.g., out comes/results, satisfaction of participants, debriefs, questionnaires/evaluation sheet collected from participants, peer review, school council meeting discussion with date, etc.) Staff will be monitoring community hub activities in schools as per the definitions of type in the policy and frequency. On-going discussions with community partners will reflect their understanding of the new policy and if they see their feedback incorporated in the policy intent.