HomeMy WebLinkAbout11.1.a. Receipt of Committee of the Whole Report, 4 April 2023
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COMMITTEE OF THE WHOLE PUBLIC REPORT
Tuesday, April 4, 2023, 7:00 p.m.
Board Room
Administration Building
133 Greenbank Road
Ottawa, Ontario
Trustees Present: Alysha Aziz (electronic communication), Justine Bell (electronic
communication), Donna Blackburn, Donna Dickson, Lyra Evans,
Nili Kaplan-Myrth, Jennifer Jennekens, Matthew Lee, Cathryne
Milburn, Suzanne Nash, Amanda Presley, Lynn Scott, Tabarak
Al-Delaimi (Student Trustee), Antong Hou (Student Trustee)
Staff Present: Michele Giroux (Director of Education), Brett Reynolds
(Associate Director of Education), Randy Gerrior (Associate
Director, Business Operations), Prince Duah (Superintendent of
Instruction), Mary Jane Farrish (Superintendent of Instruction),
Janice McCoy (Executive Officer, Corporate Services), Paula
Hall (Superintendent of People, Culture and Leadership), Amy
Hannah (Superintendent of Instruction), Reg Lavergne
(Superintendent of Instruction), Shawn Lehman (Superintendent
of Instruction), James Proulx (Executive Officer, Information
Technology and Digital Transformation), Richard Sinclair
(General Counsel, Superintendent of Labour Relations, Risk
Management and Privacy)), Shannon Smith (Superintendent of
Instruction), Peter Symmonds (Superintendent of Learning
Support Services), Carolyn Tanner (Human Rights and Equity
Advisor), Sandra Owens (Manager, Business & Learning
Technologies), Diane Pernari (Manager, Communications &
Information Services), Nicole Guthrie (Manager of Board
Services), Michael Guilbault (Central Audio/Visual Technical
Specialist), Marco Paladino (Training & Support Specialist),
Mellissa Applewaithe (Board/Committee Coordinator)
Non-Voting
Representatives
Present:
Lilli Miller (IEC), Seema Lamba (ACE), Maggie Mamen (SEAC),
Suzanne Lyon (PIC), Thomas Hollaway (OCASC), Nathalie
Sharma (EOC-ALT), Melodie Gondek (OSSTF - District 25
ESP/PSSU/PSSP/EA/PECCS), Stephanie Kirkey (OSSFT D-
25), Pat Dixon (OCEOTA-ALT)
1. Call to Order - Vice-Chair of the Board
Chair Scott called the meeting to order at 7:00 p.m.
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2. Acknowledgement of Territorial Lands
Chair Scott acknowledged that the meeting is taking place on unceded Algonquin
Homelands and thanked the Algonquin Nations for hosting the meeting on their
land.
3. Declarations of Interest
No declarations of interest were filed.
4. Approval of Agenda
Moved by Trustee Milburn,
THAT the agenda be approved.
Carried
5. Briefing from the Chair of the Board
During the Briefing from the Chair of the Board, the following information was
provided:
April is Autism Awareness Month and a presentation titled "Neurodiversity
to Neuroharmony" is available on the Ottawa-Carleton District School
Board (OCDSB) website; and
The nomination period for Community Recognition Awards will close on 7
April 2023.
6. Briefing from the Director
During the Briefing from the Director, the following information was provided:
A public consultation meeting regarding the new secondary school for
Riverside South will be held on 26 April 2023;
A link to a virtual open house for parents and caregivers hosted by
OCDSB speech language pathologists will be shared in the upcoming
parent update; and
OCDSB elementary, secondary schools and administration offices will be
closed on 7 April 2023 and 10 April 2023.
7. Delegations
7.1 Harry Fischer, re Transgender Hate and Discrimination
Mr. Fischer expressed the view that the OCDSB should allow delegates to
discuss any topic.
7.2 Meral Aduli, re Inclusive Schools
Ms. Aduli identified as a former student of the OCDSB and mentioned a
survey for students and alumni, created by herself and fellow students.
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The results of the survey revealed that students from minority groups
identifying as queer, faced significant discrimination. The report was
shared with the OCDSB administration to assist in creating more inclusive
school spaces.
Ms. Aduli expressed the view that implementing policy and creating
educational programs would assist in protecting students from negative
assumptions.
7.3 Mia Lavergne, re Issues Faced by Transgender Students
Ms. Lavergne identified herself as a transgender elementary school
education worker. Ms. Lavergne said that transgender students in OCDSB
classrooms deserve to be treated with respect and expressed her concern
about the impact of transphobic comments on the transgender student
community.
7.4 Fae Johnstone, re Accelerating Inclusivity
Ms. Johnstone identified herself as a transgender woman, an advocate for
queer and transgender rights and a former OCDSB student. She
expressed her fatigue in defending basic human rights and noted that the
mental health, well-being and safety of the transgender community are at
risk.
Ms. Johnstone expressed the view that there had been a rise in targeted
violent crime toward the transgender community in 2021. She stated her
opinion that while the OCDSB provides a role model for inclu sion, the
District should accelerate the continuing work in schools to support
transgender rights.
7.5 Melissa Bunn, re Choices for Transgender and Non-Binary Students
Ms. Bunn introduced herself as the mother of a Grade 3 OCDSB student.
She requested that the OCDSB board enhance guidelines, policies, and
training for educators to support LGTBQ+ students, particularly for grades
K-12.
Ms. Bunn expressed concern regarding the availability of single -stall
bathrooms in schools. She suggested that guidance and training for
educators would assist in improving the educational experience for
students.
Chair Scott offered for staff to follow up with Ms. Bunn after the meeting.
7.6 Meagan Wiper, re Lack of Resources in Schools for Students on the
Asexual Spectrum
Meagan Wiper requested that the OCDSB provide more financial
resources to support asexual students. Meagan Wiper noted that the lack
of information on asexuality in the current sex education curriculum could
lead students to search online and obtain misinformation.
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Meagan Wiper expressed the view that the OCDSB could host speakers
and provide a more inclusive sexual education curriculum.
7.7 Sandra Fong, re Student Safety
Ms. Fong provided examples of violent incidents in schools outside
Canada involving gender-neutral bathrooms. She requested that the
Board consider the impact of gender-neutral washrooms on women and
girls and how male violence could be affected.
7.8 Samuel Rizzotto, re Transphobic Ideologies and Rhetoric
Mr. Rizzotto noted that it is a collective responsibility to ensure that
OCDSB spaces stay productive, safe, and focused on improving the
education system. He expressed the view that public delegations are to
allow voices to be heard, to foster constructive dialogue and to create
change.
Mr. Rizzotto suggested that more robust public policies should be in place
to limit public delegations to those representing a genuine interest in
education.
8. Matters for Action:
8.1 Report 23-025, Policy Review Update (J. McCoy)
Your committee had before it Report 23-025, seeking approval of an
approach to facilitate the modernization of the Board’s policy review
process.
During the discussion and in response to queries, the following information
was provided:
The Ad Hoc Policy Committee Review Committee would be a
public meeting;
Concerns were raised that the Ad Hoc Policy Committee Model
may not capture all voices and could stretch staffing resources; and
In response to a query regarding concerns that advisory committee
voices may not be heard under the Ad Hoc model, it was noted that
an equity lens would be applied to either model. Non -voting
representatives would also have the opportunity in either model to
be engaged at Committee of the Whole meetings, prior to the policy
being brought to Board for approval.
Moved by Trustee Blackburn,
A. THAT the Board establish an Ad Hoc Policy Review Committee as
set out in Appendix D to Report 23-025; and
B. THAT the Ad Hoc Policy Review Committee continue to meet until
October 2024 or until the completion of the mandate.
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*** Chair Scott called the meeting into recess at 7:50 p.m.***
*** Chair Scott called the meeting back to order at 7:54 p.m.***
Moved by Trustee Lyra Evans,
THAT the Board establish the Committee of the Whole policy model as set
out as Option 2 in Report 23-025.
Moved by Trustee Presley,
THAT debate be closed.
Carried
Moved by Trustee Lyra Evans,
THAT the Board establish the Committee of the Whole policy model as set
out as Option 2 in Report 23-025.
Defeated
An amendment moved by Trustee Kaplan-Myrth,
THAT the words “with the addition of IEC, ACE, PIC, SEAC and OCASC
representatives” be inserted after the words “Report 23 -025” in section A
of the motion.
Carried
A sub-amendment moved by Trustee Blackburn,
THAT the words "PIC" and "OCASC" be deleted from section A of the
motion.
Defeated
A sub-amendment moved by Trustee Kaplan-Myrth,
THAT the words “All members of the Board be entitled to attend meetings
of the Ad Hoc Committee, to receive all materials circulated to the
committee, and to participate in debate, including the making of motions
and voting” be inserted as section “B” of the recommendation.
Carried
Moved by Trustee Aziz,
THAT debate be closed.
Carried
Moved by Donna Blackburn
A. THAT the Board establish an Ad Hoc Policy Review
Committee as set out in Appendix D to Report 23-025 with the
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addition of IEC, ACE, PIC, SEAC and OCASC representatives
(Attached as Appendix A);
B. THAT all members of the Board be entitled to attend meetings
of the Ad Hoc Committee, to receive all materials circulated to
the committee, and to participate in debate, including the
making of motions and voting; and
C. THAT the Ad Hoc Policy Review Committee continue to meet
until October 2024 or until the completion of the mandate.
Carried
8.2 Report 23-027, Approval of Revisions to Policy P.019.GOV Special
Education Advisory Committee (J. McCoy)
Your committee had before it Report 23-027, seeking approval of the
proposed revisions to Policy P.019.GOV Special Education Advisory
Committee.
Moved by Trustee Lyra Evans,
THAT debate be closed.
Carried
Moved by Donna Dickson
THAT the revisions to policy P.019.GOV Special Education
Advisory Committee, attached as Appendix A to Report 23-027
(Attached as Appendix B).
Carried
8.3 Notice of Motion, Re: Amendments to Policy P.113.GOV Student Senate,
Trustee Presley (on behalf of Student Trustees)
Moved by Trustee Presley,
WHEREAS the OCDSB is committed to fostering student leadership,
voice, and a sense of belonging at all levels: classroom, school, and
District;
WHEREAS the Student Senate is the official committee representing
secondary students’ views to the Ottawa-Carleton District School Board;
WHEREAS the Student Senate promotes student voice and encourages
students, particularly students in grades 9 and 10, to consider
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opportunities for student governance; such as student council, Student
Senate, and Student Trusteeship;
WHEREAS many students find the Student Senate to be ineffective in
fulfilling its purpose and an overall lack of student engagement at all levels
of student government;
WHEREAS other school districts engage more students in the Student
Senate to increase leadership, representation, and engagement.
THEREFORE BE IT RESOLVED:
A. THAT the Board of Trustees adopt changes to Policy P.113.GOV
Student Senate as outlined in Appendix A;
B. THAT the Student Senate revisit the changes to P.113.GOV
Student Senate between September 2023 and June 2024, with the
intent to make a recommendation on the changes.
During discussion and in response to queries, the following information
was provided:
There is an annual budget to support the Student Senate which is
exhausted by expenses annually;
The recommended model could double the size of the Student
Senate, which could negatively affect the budget; and
Superintendent Lavergne recommended a review within one year.
Moved by Trustee Kaplan-Myrth,
THAT debate be closed.
Moved by Amanda Presley
A. THAT the Board of Trustees adopt changes to Policy
P.113.GOV Student Senate as outlined in Appendix A
(Attached as Appendix C);
B. THAT the student senate revisit the changes to P.113.GOV
Student Senate between September 2023 and June 2024, with
the intent to make a recommendation on the changes.
Carried
9. Report from Statutory and Other Committees
9.1 Advisory Committee on Equity (ACE), 8 February 2023
Moved by Trustee Kaplan-Myrth
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THAT the Advisory Committee on Equity Report, dated 8 February
2023 be received.
Carried
9.2 Indigenous Education Council (IEC), 16 February 2023
Moved by Trustee Presley,
THAT the Indigenous Education Council Report, dated 16 February
2023 be received.
Carried
10. Matters for Discussion:
10.1 Report 23-018, Review of Policy P.073.GOV Board Member Code of
Conduct (J. McCoy)
Your Committee had before it Report 23-018, seeking input on proposed
revisions to P.073.GOV Board Member Code of Conduct (the Code).
During the discussion and in response to queries, the following information
was provided:
In 2019, the previous Board of Trustees approved revisions to the
current policy, which were not to come into effect until an integrity
commissioner was in place;
The Board can either approve the revisions to the policy made by
the Board in 2019 or utilize the revised policy as a starting point for
further revisions;
A concern was raised on whether allowing members of the public to
submit complaints would have a negative and disproportionate
effect on individual trustees;
An integrity commissioner would filter concerns and complaints
considered to be trivial, malicious or illegitimate which would not be
reviewed;
Trustee Jennekens assumed the chair.
The integrity commissioner would provide recommendations on a
breach and offer appropriate sanctions, although the ultimate
decision would lie with the Board of Trustees; and
The Code should not be utilized as a punishment tool, but as a
positive mediation tool to resolve differences.
Chair Scott resumed the chair.
10.2 Report 23-029, Strategic Planning Presentation: Consultation Report (A.
Rahim)
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Your Committee had before it Report 23-029 for discussion.
During the discussion and in response to queries, the following information
was provided:
The community had been consulted via small groups, organized
groups, large group meetings and a series of school-based
consultations; and
Trustees and senior staff collaborated to build upon the
consultation results to create the first steps of the strategic plan at
the Trustee/Senior Staff Retreat on 31 March to 1 April 2023.
11. Information Items:
11.1 Report from OPSBA (if required)
There was no report from the OPSBA representatives.
11.2 OSTA Update (if required)
Trustee Lee noted that the Ottawa-Carleton Student Transportation
Authority (OSTA) working group has focused on three areas to address
operational issues:
The implementation of global positioning systems (GPS) and
security cameras on buses to support student safety;
A more comprehensive work item in the strategic plan for a system -
wide driver billable time review; and
Limitations on the part-time usage of school bus routes.
Trustee Lee reported that due to the lack of new drivers, the impact on the
OCDSB budget will be an increase of approximately 8% to maintain the
current levels of service.
12. New Business - Information and Inquiries
There was no new business.
13. Adjournment
The meeting adjourned at 10:15 p.m.
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Lynn Scott, Acting Chair
Ad Hoc Policy Review Committee
Terms of Reference
1. Mandate
The mandate of the Ad Hoc Policy Review Committee (the Committee) will be to assist
the Board in fulfilling its obligations related to the establishment, review, amendment,
implementation, cancellation, and evaluation of policies. The Committee will work by
consensus to authorize the work required within the review process, final
recommendations regarding policy changes or revocation require a recommendation
from the Committee as shared through the Committee of the Whole in reports from the
Committee.
2. Responsibilities
The Ad Hoc Committee will work on the following items:
● Define and recommend the terms of reference for a Standing Committee
on Policy and Governance;
● Act as a forum for discussion of key policy issues and concerns;
● Provide feedback and recommendations for policy revisions and
development as part of the policy review process;
● Provide staff with recommendations regarding stakeholder consultation
plans as applicable;
● Act as a forum for discussion of key policy issues and concerns;
● Evaluate, monitor and provide recommendations on the policy review
process;
● Make recommendations on required changes to the OCDSB By-Laws and
Standing Rules
● Perform additional duties delegated to the Committee by the Board as
required.
3. Membership
The Committee shall be comprised of a minimum of five and a maximum of seven
trustees, appointed by the Board annually at its organizational meeting.
The Committee shall appoint a Chair from amongst its members.
Appendix A to COW - 4 April 2023
The Chair shall be an ex-officio member and shall have full privileges of committee
membership and are included in the total number of trustees appointed.
The Committee will be supported, as required, by the following internal Board
resources:
●Director or delegate (ex-officio)
●Executive Officer, Corporate Services
●Board Services
●Other staff and or guests as required
4.Meeting Frequency
The Committee will aim to meet monthly. When determining meeting times, the varied
needs and availabilities of Trustees should be considered to promote equitable
engagement opportunities (e.g. scheduling meetings outside of regular work hours).
5.Reporting Structure
The Chair of the Committee will establish the agenda in consultation with the Executive
Officer and Board Services in alignment with the policy review plan.
The agenda and meeting materials will be distributed to all members of the Board on
the Friday prior to the meeting. The Committee shall submit a report with
recommendations to the Committee of the Whole at the Committee’s next scheduled
meeting after a meeting of the Committee.
The committee shall work by consensus and a straw vote will direct staff regarding
minor suggestions and changes to policy review timelines and work plans. Approval and
rescission of policies must always be determined by a majority vote of the committee
and a recommendation to the Board.
POLICY P.019.GOV
TITLE:SPECIAL EDUCATION ADVISORY COMMITTEE
Date Authorized: 29 May 2006
Last Revised:XX February 2023 15 November 2022
Last Reviewed: 15 November 2022
COMMITMENT TO INDIGENOUS RIGHTS, HUMAN RIGHTS, AND EQUITY
The District recognizes its responsibility to ensure that this policy and the associated work promotes
and protects Indigenous, equity, and human rights and to seek to address and eliminate racism and
structural and systemic barriers for students, staff, and community.
1.0 RATIONALE
To establish a Special Education Advisory Committee (SEAC) as required by the Education
Act and Ontario Regulation 464/97.
2.0 DEFINITIONS
For a full list of terms used in this policy, please refer to Appendix A.
3.0 POLICY
Terms of Reference
3.1 The Special Education Advisory Committee shall:
a) make recommendations to the Board in respect of any matter affecting the
establishment, development, and delivery of Special Education programs and
services for exceptional pupils of the Board;
b) participate in the Board's annual review of its Special Education Plan;
c) participate in the Board's annual budget process as it relates to Special
Education; and
d) review the Board's financial statements related to Special Education.
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Appendix B to COW - 4 April 2023
4.0 SPECIFIC DIRECTIVES
Composition
4.1 The Board shall appoint three trustees to the Special Education Advisory Committee.
4.2 One representative and an alternate voting member nominated by each of the following
Local Associations shall be appointed by the Board for the duration of the term of the
Board:
a)Association for Bright Children,Ottawa Region Chapter (ABC);
b)Down Syndrome Association,National Capital Region (DSA);
c)Learning Disabilities Association of Ottawa-Carleton (LDAO-C);
d)Fetal Alcohol Spectrum Disorder (FASD/ONE);
e)Autism Ontario,Ottawa Chapter;
f)Inclusion Action in Ontario (IAO);
g)VOICE for Hearing Impaired Children (VOICE);
h)Easter Seals Ontario;and
i)Ontario Parents of Visually Impaired Children (OPVIC).
4.3 The Board shall not appoint more than twelve (12)representatives under section
4.2.
4.4 Where there are more than twelve (12)Local Associations within the area of the
jurisdiction of the Board,the Board shall,upon the recommendation of the
Selection Committee,select up to twelve (12)Local Associations that shall be
represented.
4.5 The following additional voting members who are neither representatives of a Local
Association nor members of the Board or another committee of the Board shall be
appointed by the Board for the duration of the term of the Board:
a)One representative and one alternate nominated by the Ottawa-Carleton
Assembly of School Councils (OCASC);
b)Up to three (3)community representatives,upon the recommendation of the
SEAC selection committee;and
c)Up to two (2)members to represent the interests of Indigenous students with
special education needs,as selected by the Indigenous Education Council.
4.6 Upon the recommendation of the committee consisting of trustees,the Board shall
appoint up to three community representatives for the duration of the term of the Board.
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4.7 All members and alternates,nominated or appointed,to the Committee must be
eligible to vote for the members of the Board,be resident in the jurisdiction of the Board,
and not be employed by the Board.
4.8 If a member is absent for three consecutive regular meetings of the Committee,without
prior authorization by resolution,the member relinquishes their seat.
4.9 If a Local Association is without representation for six months,that Local Association
will lose its membership on the Committee.An association which has relinquished its
membership in this manner may reapply at a later date,if there is renewed interest.
4.10 Vacancies on the Committee shall be filled upon approval by the Board of an eligible
candidate nominated by the association.When there is a vacancy,a quorum will consist
of the majority of the members remaining qualified.
4.11 In the event of a community representative vacancy during the four year term,the Board
shall reconsider a community representative application(s)who interviewed during the
most recent selection process for community representatives.
4.12 If both the representative and the alternate of a member organization are present,only
the representative may participate in the meeting and vote.
4.13 In addition to the membership appointed under paragraphs 4.1 to 4.5,the Committee
shall include a non-voting representative from each of the following groups:
a)Council for Exceptional Children;
b)Ottawa-Carleton Elementary Teachers'Federation;
c)Ontario Secondary School Teachers'Federation (Teachers'Bargaining Unit);
d)Ontario Secondary School Teachers'Federation (Professional Student
Services Personnel);
e)Ottawa-Carleton Secondary School Administrators'Network;
f)Ottawa-Carleton Elementary Operations Committee;and
g)Ontario Secondary School Teachers'Federation (Educational AssistantsStudent
Support Professionals).
Non-voting representatives may participate in the discussion,but may not make or vote on
motions.
Quorum
4.14 Quorum shall be the majority of the appointed members.
Reporting Procedure
4.15 The Special Education Advisory Committee shall normally report to the Board through
the Committee of the Whole.Notwithstanding this reporting structure,the Committee of
the Whole may review and comment on the reports and/or any recommendations from
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the Special Education Advisory Committee,but cannot alter the recommendations or
reports.
In addition,the Special Education Advisory Committee may send a report with
recommendations directly to the Board or to the Committee of the Whole,Budget where
the normal reporting procedures would not allow for timely consideration of the
recommendations by the Board.
4.16 The Special Education Advisory Committee shall have the right to appoint a non-voting
representative to the Committee of the Whole and the Committee of the Whole,Budget.
Meetings
4.17 Where SEAC has an appointed representative on a committee,it is expected that SEAC
will participate in discussion on an issue through their representative during deliberation
on the item and shall not appear before the committee as a delegation or as a public
questioner.
4.18 The Special Education Advisory Committee shall meet at least ten times during the
school year.
4.19 A notice of each regular meeting shall be provided to all members of the Committee at
least five (5)days before the meeting.
5.0 APPENDICES
Appendix A:Policy Definitions
6.0 REFERENCE DOCUMENTS
Education Act,1998,§57
Ontario Regulation 464/97
Board By-laws and Standing Rules:Standing,Special Purpose and Ad Hoc Committees
Policy P.010.GOV:Community Involvement on Board Standing Committees
PR 538 GOV:Appointment of Community Representatives and Local Associations to the
Special Education Advisory Committee
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APPENDIX A:POLICY DEFINITIONS
In this policy,
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 (Ontario Regulation 464/97,Section 1).
Additional Members means members who are neither representatives of a local association
nor members of the board or another committee of the board (Ontario Regulation 464/97,
Section 2[5]).
Community Representatives 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.
Indigenous Organization means an association or organization that operates locally
within the area of jurisdiction of a board and that is not an association or organization
of professional educators,and represents the interests of Indigenous students.
SEAC Selection Committee refers to a committee comprised of the three trustee
members appointed by the Board to serve on the SEAC.The Selection Committee will
be responsible for selecting and recommending to the Board,the Community
Representatives and Local Associations to serve as members of SEAC for the duration
of the term of the Board of Trustees,and where a vacancy arises for the balance 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.
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POLICY P.113.GOV
TITLE: STUDENT SENATE
Date Authorized: 12 June 2007
Last Revised: 26 June 2017
Last Reviewed: XX XXX XXXX
COMMITMENT TO INDIGENOUS RIGHTS, HUMAN RIGHTS, AND EQUITY
The Board recognizes its responsibility to ensure that this policy and associated procedures promote
and protect Indigenous rights, human rights, and equity, The District will strive to address and
eliminate racism and structural and systemic barriers for students, staff, and the community.
1.0 RATIONALE
To establish a Student Senate (SS) that will provide opportunities for students to become
informed and involved in Board governance and to understand the issues and operation of
public education.
2.0 DEFINITIONS
Please refer to Appendix A for a list of definitions of terms used in this policy.
3.0 POLICY
3.1 The Board shall establish a Student Senate whose mandate shall be:
a) to advise the Student Trustees in matters relating to students of the
Ottawa-Carleton District School Board and the business of the Board;
b) to promote student voice and to encourage students, particularly students in
grades 9 and 10, to consider opportunities for student governance; such as
student council, Student Senate, and Student Trusteeship;
c) to elect two of the Student Trustee Candidates to serve as Student Trustees;
d) to elect student members from the Senate as observers at Board standing and
advisory committees;
e) to determine a process for communicating information to their student councils
and to the students at their schools and, where appropriate, feeder schools; and
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Appendix C to COW - 4 April 2023
f)to advise the Board as soon as possible following an election or by-election of
the names of the student trustees elected as well as the names of members of
the Student Senate appointed to Board standing and advisory committees.
3.2 A member of the Student Senate shall:
a)represent the interests of students at Student Senate meetings;and
b)liaise,represent and gather information with and to their 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 Senate
meetings,as well as other matters of interest to students and their schools.
3.3 The term of office for a member of the Senior Student Senate will begin on August 1 of
the year in which the member is elected and ends two years after that date.The term
of Office for a Junior Senator shall be October 31st,and ends 21 months after
that date.on July 31 of the following year.A member can be re-elected in accordance
with elections directives and qualifications below.
4.0 SPECIFIC DIRECTIVES
Senate Membership
4.1 The Senate will consist of:
a)one two student voting members from each secondary and alternate school,
one in grades 9 or 10,and one in grades 11 or 12,in grades 10,11,or 12,to
be known as members of the Student Senate;
b)two non-voting Student Trustees;
c)two non-voting Board members as determined by the Board,one to serve as
member and one as an alternate;
d)three non-voting Student Presidents’Council members,two Student
Presidents’Council member chairs and one member as determined by
Student Presidents’Council;
e)five non-voting student-run diversity group leaders selected by a process
determined by the Student Senate;
f)one school administrator (principal or vice-principal)appointed by the Director of
Education as staff advisor;and
g)the Director of Education or designate as administrative liaison.
Meetings of the Student Senate
4.2 The elected Student Trustees shall co-chair the Student Senate.
4.3 Members of the Student Senate are expected to attend meetings of the Student Senate.
A member of the Senate,excluding the Co-Chairs,who participates in a meeting by
electronic means is considered to be present at the meeting and will be recorded in the
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attendance for the meeting.Given that the member must be able to be heard and hear
all other participants in the meeting,audio-teleconferencing will be the electronic means
used.
4.4 Prior to the end of the school year,the newly elected members of the Student Senate
will meet with the incumbent Senate members for in-service preparation and to define
the Senate’s internal structure for the coming school year.
4.5 Meetings of the Student Senate shall be open for virtual attendance to any
student enrolled in a school at the district.Students of the district may delegate,
by a process as determined by the Student Senate.
Meetings of the Board and its Committees
4.6 The representative of the Student Senate elected to a standing and/or an advisory
committee may speak to any matter before such 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.
4.7 Appropriate Board documents shall be provided to members of the Student Senate.
Quorum
4.8 A quorum exists if members of the Student Senate from 35%or more of the secondary
schools and one Board member or administrator are present at a duly scheduled
meeting of the Senate.
Budget
4.9 A budget for the operation of the Senate will be co-established annually in June
between the Student Senate and the staff advisor,and managed by the staff advisor
to the Senate in the Board’s approved expenditure budget from which members of the
Student Senate shall be reimbursed for out-of-pocket expenses incurred in fulfillment of
their responsibilities,and in accordance with Board policies and procedures.
Election of Student Senators
4.10 Each secondary school shall describe in its Student Council’s constitution a process for
electing the school’s member of the Student Senate,and shall provide that the
members of the Student Senate shall be a member of the school’s Student Council.
4.11 Senior Student Senators will be elected by May 31 for the two school years
following,to serve as the co-representative of each year to represent the school for
the coming school year as student members on the Student Senate.
4.12 Junior Student Senators will be elected by October 31 for the duration of the year,
and the following year,to serve as the schools co-representative on the Student
Senate.
4.13 Each school’s election process shall also describe a replacement process should a
student member resign from the Senate,fail to maintain regular attendance or otherwise
become disqualified to serve as a member of the Student Senate.
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Qualifications
4.14 A member of the Student Senate is disqualified from office and the position is deemed
vacant if:
a)the student is no longer enrolled as a full-time student in a non-alternate
program secondary school of the Board,or a part time student at an alternate
secondary school;or
b)the student is absent from three consecutive meetings without just cause of the
Student Senate or from three consecutive regular meetings of a Board
committee which s/he has been designated to attend.
4.15 The Director of Education is authorized to issue such procedures as may be necessary
to implement this policy.
5.0 APPENDICES
Appendix A:Policy Definitions
6.0 REFERENCE DOCUMENTS
The Education Act,§55;191.2 and Education Act Regulation 07/07
Board By-Laws and Standing Rules
Board Policy P.004.GOV:Board Member Honoraria
Board Policy P.010.GOV:Community Involvement on Board Standing Committees
Board Policy P.017.GOV:Student Trustees
Board Policy P.018.GOV:Electronic Meetings of the Board and Committees
Board Policy P.039.FIN:Expense Policy
Board Procedure PR.503.GOV:Trustee Expenses for Professional Development,Constituency
Communications and Support Service
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APPENDIX A:POLICY DEFINITIONS
In this policy,
Board means the Board of Trustees of the Ottawa-Carleton District School Board.
District means the Ottawa-Carleton District School Board.
Student Trustee means an elected student representative to the Board.
Student Presidents’Council means the organization composed of student presidents and
co-presidents from each secondary school.
Student Senate means a committee comprised of up to two student voting representatives
per secondary school (grades 9,10,11 or 12)that advises Student Trustees and represents
students on Board Standing and Advisory Committees,and makes recommendations to the
Board of Trustees.
Student Trustee Candidate means a student elected by students at their secondary school to
seek election for the office of Student Trustee.
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