HomeMy WebLinkAbout23.1 Appendix A to Report 20-076-1-PR.538.GOV
PROCEDURE PR.538.GOV
TITLE: APPOINTMENT OF COMMUNITY REPRESENTATIVES AND LOCAL
ASSOCIATIONS TO THE SPECIAL EDUCATION ADVISORY
COMMITTEE
Date issued: 17 April 2012
Last revised: 11 October 2017
Authorization: Board: 14 June 2012
1.0 OBJECTIVE
To provide guidelines for the Special Education Advisory Committee (SEAC) Selection
Committee to use when recommending appointment of Community Representatives and Local
Associations to the SEAC.
2.0 DEFINITIONS
In this procedure,
2.1 SEAC Selection Committee refers to the three trustee members serving on the SEAC
who form the committee responsible for the selection of up to three Community
Representatives and up to twelve Local Associations to serve on the SEAC for the
duration of the term of the Board of Trustees.
2.2 Community Representatives to the SEAC refers to members of the community who
have knowledge of special education issues, an understanding of the Ottawa-Carleton
District School Board’s (OCDSB) programs and services, and an appreciation of the
role and responsibilities of the SEAC. The Community Representatives advocate in the
interest of all special needs students, and do not represent the interests of any
particular exceptionality.
2.3 Local Association means an association or organization of parents that operates
locally within the area of jurisdiction of a board and that is affiliated with an association
or organization that is not an association or organization of professional educators, but
that is incorporated and operates throughout Ontario to further the interests and well-
being of one or more groups of exceptional children or adults.
3.0 RESPONSIBILITY
3.1 The Director of Education and Secretary of the Board.
Appendix A to Report 20-076
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4.0 PROCEDURE
For the purposes of managing the selection process of Community Representatives and Local
Associations to the SEAC, the following procedures will be adhered to:
Selection Committee
4.1 A Selection Committee will be established comprised of the three trustee members as
appointed by the Board to the SEAC.
4.2 Should a Selection Committee member determine any pecuniary interest, direct or
indirect, following the review of applications, the member will immediately withdraw from
the Selection Committee. The Chair or Vice-Chair of the Board shall replace the
member on the Selection Committee. In the event that all three Selection Committee
members must withdraw the Board shall be asked to appoint the members.
Resource Support
4.3 The Superintendent of Learning Support Services, the Chair of the SEAC, and the
Manager, Board Services will provide resource support to the Selection Committee.
Such support shall include making arrangements for meetings, providing administrative
support to the interview process, (scheduling, agendas, reference documentation, etc.)
and providing advice about the role and needs of the SEAC.
5.0 PROCEDURES FOR APPOINTING COMMUNITY REPRESENTATIVES
5.1 The Board will appoint up to three Community Representatives.
Advertising
5.2 An advertisement seeking applicants for consideration for appointment to serve on the
SEAC as Community Representative shall be placed in daily and/or community
newspapers, on the District’s’ website, and copies will be sent to all school councils.
Applications
5.3 The application period shall be a minimum of 10 business days following the date of
posting of the notice/advertisement.
5.4 Applications shall be received by the Manager, Board Services.
5.5 Applications shall include:
a) a completed application form;
b) a statement of interest;
c) a current resumé; and
d) a confirmation of eligibility.
5.6 All Community Representative applicants must meet the following eligibility criteria:
a) Residency (must live within the city of Ottawa);
b) School support (must be a public school supporter); and
c) Employee status (employees of the OCDSB are not eligible to sit on the SEAC
as Community Representatives).
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Application Assessment and Selection of Candidates for Interviews
5.7 The Manager, Board Services shall provide to the Selection Committee a package
containing a copy of each applicant’s statement of interest and resumé.
5.8 All applicants who meet the eligibility criteria listed in section 5.7, and have applied at or
prior to the deadline, will be considered for an interview.
5.9 From the original pool of eligible applicants, the Selection Committee may decide to
interview a lesser number of eligible candidates.
5.10 Applicants not selected for an interview will be thanked for their application and advised
that their applications will be maintained for one year in the event of a vacancy.
Interviews
5.11 Staff will contact applicants selected for an interview to schedule an interview time.
5.12 The Selection Committee will:
a) confirm the interview schedule and interview list;
b) discuss and finalize interview questions;
c) develop a rating scale on which to assess applicants;
d) allow the same amount of interview time for each candidate;
e) ask all candidates the same questions;
f) take turns asking each candidate questions;
g) take notes during the interview and collectively rate the candidate according to
the rating scale after the interview has ended;
h) identify the candidates that require reference checks;
i) conduct, or have staff conduct, reference checks for inclusion in consideration for
the recommendation to the Board; and
j) discuss the overall rating scores and reference checks for interview candidates
and make a recommendation, for consideration by the Board.
5.13 In the event a Selection Committee member is unable to be in attendance for an
interview(s), the remaining Selection Committee members will conduct the interview(s).
5.14 Candidates selected for interviews for the Community representative position will:
a) be asked to arrive fifteen minutes prior to his/her scheduled interview;
b) review a copy of the interview questions;
c) sign a consent form authorizing contact of references;
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d) sign a verification form confirming eligibility (as noted in 5.6 b) and attached);
e) review a copy of Board Policy P.019.GOV: Special Education Advisory
Committee; and
f) review a copy of Board Procedure PR.538.GOV: Appointments of Community
Representatives and Local Association to the Special Education Advisory
Committee.
Recommendation to Board
5.15 A copy of the resumés and covering letters for those candidates recommended for
appointment will be provided to Board members prior to the Board meeting. A letter of
transmittal will be prepared by staff on behalf of the Selection Committee outlining the
Selection Committee’s recommendation for new Community Representatives for the
Board’s consideration.
Notification to Candidates
5.16 The recommended candidates will be notified by the Manager, Board Services that their
name has been put forward by the Selection Committee to the Board, and that should
the Board adopt the recommendation, they will be advised following the Board meeting.
5.17 Following the Board’s decision, successful candidates will be notified of the Board’s
decision and provided with information regarding the next steps.
5.18 All unsuccessful candidates will be notified of the Board’s decision, and thanked for their
interest and involvement in the process.
Vacancy
5.19 Appointments will be made by the Board during an election year at the Inaugural
Meeting of the Board, or shortly thereafter. In the event of a vacancy during the term of
the Board, appointments will be made as soon as is reasonably possible.
6.0 PROCEDURES FOR APPOINTING LOCAL ASSOCATIONS
6.1 The Board may appoint up to twelve Local Associations for representation on SEAC
once per term or as vacancies arise.
6.2 To ensure exceptionality representation, wherever possible the Board will endeavor to
appoint one Local Association per exceptionality.
Advertising
6.3 The Manager, Board Services will coordinate with SEAC to advertise a call for
applications targeted at qualified Local Associations.
6.4 The advertisement will be placed in daily and/or community newspapers, on the
District’s’ website, and sent to qualified Local Associations.
Applications
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6.5 The application period shall be a minimum of 10 business days following the date of
posting of the notice/advertisement.
6.6 Applications for Local Associations shall be submitted to the Manager, Board Services.
6.7 Applications shall include:
a) A completed application form;
b) A description of the Local Association;
c) A statement of interest;
d) A confirmation of eligibility for the nominated representative and nominated
alternate.
6.8 Receipt of applications will be acknowledged.
Application Assessment and Selection of Candidates for Interviews
6.9 The Selection Committee will review applications from Local Associations.
6.10 The SEAC will be invited by the Selection Committee to provide comment on which
exceptionalities need representation.
6.11 The Selection Committee may consider nominating eligible Local Associations that are
not represented amongst the present members of the SEAC.
Interviews
6.12 The CEO, Executive Director or Board Chair of the local association may be contacted
for an interview by the Selection Committee.
Recommendation to Board
6.13 A copy of the applications from Local Associations will be provided to Board members
prior to the Board meeting. A letter of transmittal will be prepared by staff on behalf of
the Selection Committee outlining the Selection Committee’s recommendation for new
Local Associations for representation to the SEAC.
6.14 Selection and appointment of Local Associations will be the responsibil ity of the Board
of Trustees.
Vacancy
6.15 As vacancies arise, existing applications will be considered and appointments will be
made as soon as is reasonably possible
7.0 REFERENCE DOCUMENTS
The Education Act, 2011, § 57
Ontario Regulation 464/97
Board By-laws and Standing Rules: Standing, Special Purpose and Ad Hoc Committees
Board Policy P.019.GOV: Special Education Advisory Committee
Board Policy P.101.GOV: Community Involvement on Board Standing Committee