POLICY COMMITTEE Thursday January 9, 2014 100 King Street West, 6Th Floor, Room E

POLICY COMMITTEE Thursday January 9, 2014 100 King Street West, 6th Floor, Room E

AGENDA

5:00 p.m.

1. Call to Order T. White 2. Approval of the Agenda

ENGAGEMENT 3. Parent Engagement Policy – initial draft, seeking approval for consultation 4. Community Engagement Policy – initial draft seeking approval for consultation 5. Volunteer Policy & Directive – initial draft, seeking approval for consultation

FINANCE & ADMINISTRATION 6. Trustee Expense Policy – policy review

STUDENT PERFORMANCE & ACHIEVEMENT: 7. Program Policy – scoping document 8. French Immersion Directive – for information, changes made after reviewing the Community Advisory Committees Governance Statement

9. Next Policy Meeting: February 6 2014 10. Adjournment

3-1 POLICY WORKING SUB COMMITTEE - COVER PAGE

Title: DRAFT Parent Engagement Policy

Pillar Policy: Engagement

Recommended Action: That the DRAFT Parent Engagement Policy be Issue Identification posted for a 30 day consultation period. Background

The Engagement Pillar Policy was developed to support the following Scoping Report policies:

• Student engagement • Parent engagement Draft Policy • Community engagement Development • Staff engagement

In May, 2013 the Parent Engagement Scoping document was approved by Trustees. This document, and input collected from HWDSB Parent Stakeholder Involvement Committee, was utilized to develop the attached DRAFT Consultation Parent Engagement Policy. This document has also been informed by the Ministry of Education, Parents in Partnership: A Parent Engagement Policy for Ontario Schools document and the 2013 Draft Policy Revisions Ministry of Education School Effectiveness Framework document. and Approval Connected to the Draft Parent Engagement Policy is Policy 7.11 School Councils which staff will recommend to revoke once the Parent Engagement Policy is approved. Policy Directive and Implementation In November, 2013, the Policy Committee reviewed a draft of the Parent Engagement Policy and asked staff to consider some changes. A summary of the changes made, based upon Trustee feedback, is attached. Policy Evaluation and

Review

Ministry Mandated Policy

Revoking a Policy

3-2

Summary of Changes for Policy

DATE: January 9, 2014

TO: Policy Committee

FROM: Sharon Stephanian Superintendent of Leadership & Learning

POLICY: Parent Engagement

Listed below is a summary of the changes requested the last time the policy was before the committee on November 21, 2013.

Original Language Requested Change

PURPOSE: Revised and added:

Hamilton-Wentworth District School Hamilton-Wentworth District School Board Board (HWDSB) believes in ensuring high (HWDSB) believes in contributing to levels of parent participation, student achievement and well-being by involvement and engagement fostering high levels of parent participation, contributing to student achievement involvement and engagement, as well as and well-being. engaging in collaboration between the home and the school.

GUIDING PRINCIPLES:

• Parents are welcomed, Bullet #1 added: “collaborative” partners in encouraged, respected, their children’s learning…. recognized and valued as partners in their children’s

learning and development.

• Parents are assets whose Bullet #4 changed: Parents are assets contributions are recognized whose contribution are utilized and and celebrated. responded to in a timely manner.

Bullet #5 added: Parents are recognized

3-3

and celebrated.

• Parents are encouraged to have Bullet #7 added: “the Board of Trustees’ their perspective and voice Community Advisory Committees; ” Home heard through formal structures and School “Associations”. such as Parent Involvement Committee, Special Education Advisory Committee, School Councils and Home and School.

INTENDED OUTCOMES: Bullet #2 added: Communicate with parents in an ongoing and timely manner.

• Provide learning opportunities, Bullet #4 added: …to help parents and resources and supports to help families “understand and navigate the parents and families support structure of HWDSB and also support student learning. student learning at home.”

• The Parent Involvement Bullet #7 added: “Trustee Community Committee, Special Education Advisory Committees,” and Home and Advisory Committee, School School “Associations” have a meaningful Councils and Home and Schools role … have a meaningful role in supporting learning, well-being and achievement for students.

TERMINOLOGY

Parent Engagement: The way parents Paragraph changed: The way parents are are involved through processes that involved through processes “that promote effective parenting. This acknowledge the positive impact of parent includes helping students with their engagement on student achievement.” learning; supporting parents in This includes “HWDSB seeking out advocating for their child; encouraging mechanisms that are used to communicate parents to be on school councils, home and inform parents, helping students with and school associations, committees their learning;” supporting parents in (school and board); providing feedback advocating for their child; encouraging through consultations; promoting parents to be on school councils, home and communication and meetings with school associations, committees (school teachers; and encouraging parents to and board); promoting communication and volunteer in the classroom or on school meetings with teachers; encouraging trips. parents to volunteer in the classroom or on school trips “and providing feedback

3-4

through collaboration and public consultation which inform planning and decision making at the school and system level. “

ACTION REQUIRED: Added definitions for four strategies: School Climate

Eliminating Barriers Supports for Parents Parent Outreach

PROGRESS INDICATORS CHART: Added as 2nd Intended Outcome criteria: “Communicate with parents in an ongoing and timely manner”.

th 4 Assessment tool – added “Other Surveys (where appropriate)”

th 7 Intended Outcome Added: “Trustee Community Advisory Committees” ….and Home and School “Associations”…

7th Assessment Tool added: “The Special Education Plan for HWDSB”

“The Annual Parent Involvement Committee Report”

3-5

Policy No. TBA

Parent Engagement

Date Approved: Projected Review Date:

PURPOSE:

Hamilton-Wentworth District School Board (HWDSB) believes in contributing to student achievement and well-being by fostering high levels of parent participation, involvement and engagement, as well as engaging in collaboration between the home and the school.

GUIDING PRINCIPLES:

• Parents are welcomed, encouraged, respected, recognized and valued as collaborative partners in their children’s learning and development.

• Parents are engaged through different ways that reflect our diverse community, in their child’s school and education.

• Parents are supported in their role at each stage of their child’s life including contributing to their children’s learning at home and at school.

• Parents are assets whose contributions are utilized and responded to in a timely manner.

• Parents are recognized and celebrated.

• Parents are encouraged to share their perspective and voice at the classroom, school and system level.

• Interactions with parents are guided by the Hamilton Parent Charter including the right to:

o respect; o information; o be heard; o assistance; o be involved; o safety and security and o appeal.

• Parents are encouraged to have their perspective and voice heard through formal structures including the Parent Involvement Committee, Special Education Advisory Committee, the Board of Trustees’ Community Advisory Committees, School Councils and Home and Schools Associations.

Policy No.: TBA Page 1

3-6

INTENDED OUTCOMES:

HWDSB and all its schools will:

• Ensure varied opportunities for parents to give input about their children, the school and the system, within safe, accepting, inclusive and healthy learning environments.

• Communicate with parents in an ongoing and timely manner.

• Endeavour to identify and remove barriers to engagement by ensuring equity of opportunity and access by providing parents with information about their children’s education when they need it and, where possible, in a format that meets their needs.

• Provide learning opportunities, resources and supports to help parents and families understand and navigate the structure of HWDSB and also support student learning at home.

• Support parents to acquire the skills and tools they need to fully engage in their children’s education and the life of their school.

• Review and expand communication and outreach strategies to share information and strategies related to supporting learning at home and parent engagement in schools.

• The Parent Involvement Committee, Special Education Advisory Committee and Trustee Community Advisory Committees, School Councils and Home and School Associations have a meaningful role in supporting learning, well-being and achievement for students.

RESPONSIBILITY:

Director of Education Members of Executive Council

TERMINOLOGY:

Parent: The use of the term “parent” is intended to be inclusive and representative of parents, guardians and caregivers.

Parent Engagement: The way parents are involved through processes that acknowledge the positive impact of parent engagement on student achievement. This includes HWDSB seeking out mechanisms that are used to communicate and inform parents, helping students with their learning; supporting parents in advocating for their child; encouraging parents to be on school councils, home and school associations, committees (school and board); promoting communication and meetings with teachers; encouraging parents to volunteer in the classroom or on school trips and providing feedback through collaboration and public consultation which inform planning and decision making at the school and system level.

Policy No.: TBA Page 2

3-7

ACTION REQUIRED:

Utilizing the Ministry of Education parent engagement framework of four strategies, Board and school staff will develop capacity to effectively engage parents. The four strategies include:

• School Climate – fostering and sustaining a positive, welcoming school environment in which all parent perspectives are encouraged, valued and heard.

• Eliminating Barriers – identifying and removing barriers to parent engagement that may prevent some parents from fully participating in their children’s learning and to reflect the diversity of our students and communities.

• Supports for Parents – provide parents with the knowledge, skills and tools they need to support student learning at home and at school.

• Parent Outreach – review and expand communication and outreach strategies such as local workshops, presentations, tools, and resources, to share information and strategies related to supporting learning at home and parent engagement in schools.

PROGRESS INDICATORS:

Intended Outcome Assessment Ensure varied opportunities for parents to give Parent Voice Survey input about their children, the school and the Positive School Climate Survey system, within safe, accepting, inclusive and HWDSB Public Consultation Data healthy learning environments.

Communicate with parents in an ongoing and Parent Voice Survey timely manner.

Endeavour to identify and remove barriers to Parent Voice Survey engagement by ensuring equity of opportunity and access by providing parents with information about their children’s education when they need it and, where possible, in a format that meets their needs.

Provide learning opportunities, resources and Parent Voice Survey supports to help parents and families support Other Surveys (where appropriate) student learning.

Support parents to acquire the skills and tools Parent Voice Survey they need to fully engage in their children’s education and the life of their school.

Policy No.: TBA Page 3

3-8

Review and expand communication and Parent Voice Survey outreach strategies to share information and strategies related to supporting learning at home and parent engagement in schools

The Parent Involvement Committee, Special Focus Groups Education Advisory Committee and Trustee School Council Annual Report to the Community Advisory Committees, School Community Councils and Home and School Associations The Special Education Plan for HWDSB have a meaningful role in supporting learning, The Annual Parent Involvement Committee well-being and achievement for students. Report

REFERENCES:

Government Documents Ministry of Education Parent Engagement Policy Regulation 330/10: School Councils and Parent Involvement Committees Regulation 612/00: School Councils Regulation 613/00: Operation of Schools Education Act

HWDSB Strategic Directions Achievement Matters Engagement Matters Equity Matters

HWDSB Policies Engagement Pillar Naming/Renaming a School in Whole or in Part Fundraising Pupil Accommodation Review Volunteer Educational Excursions

Other Documents City of Hamilton/Best Start Network Parent Charter (Endorsed by Trustees in 2012)

Policy No.: TBA Page 4

3-9

PARENT ENGAGEMENT Policy Committee Communications Plan

Prepared By: Mark Taylor Date Prepared: November 7, 2013 Superintendent: Sharon Stephanian Department: Leadership & Learning

Policy Statement

Hamilton-Wentworth District School Board (HWDSB) believes in ensuring high levels of parent participation, involvement and engagement contributing to student achievement and well-being.

Communications Strategy

To inform various stakeholders that the 30 day consultation period has begun and now is their opportunity to provide comments and feedback on the Parent Engagement Policy.

Target Audience

Group Classification Internal Contact Information Trustees Executive Council Parent Involvement Committee Special Education Advisory Committee (SEAC) School Councils Home & School Association French Immersion Advisory Committee Aboriginal Education Advisory Committee Parenting and Family Literacy Centres

External Association for Bright Children of Ontario - [email protected] Hamilton Ainslie Wood/Westdale Community [email protected] Association of Resident Homeowners Inc. Allison Park Community Association [email protected] Ancaster Community Council [email protected] Beasley Neighbourhood Association [email protected] Berrisfield Community Council [email protected] Bonnington, Buchanan, Mohawk, Southam [email protected] Neighbourhood Association Canadian Parents for French [email protected] Central Neighbourhood Association [email protected] Corktown Neighbourhood Association [email protected] Crown Point Community Planning Team [email protected] Delta West Community Association [email protected] Dundas Community Council [email protected] 3-10

Durand Neighbourhood Association [email protected] Eastmount Community Council [email protected] Eleanor Community Council [email protected] Flamborough Community Council [email protected] Fruitland Road Community Association for [email protected] Safe and Healthy Neighbourhoods Gilkson Park Community Association [email protected] Gourley Park Community Association [email protected] Hamilton Beach Community Council "[email protected] [email protected]" Hamilton Best Start [email protected] Hamilton East Mountain Community [email protected] Association Hamilton Family Network Kirkendall Neighbourhood Association [email protected] Landsdale Area Neighbourhood [email protected] Association McQuesten Community Planning Team [email protected] North Central Community Council [email protected] North End Neighbours [email protected] Parenting and Family Literacy Centres [email protected] Pleasant View Rate Payers Association [email protected] Quigley Road Area Planning Team [email protected] Red Hill Valley Neighbourhoods [email protected] Association Riverdale Planning Team [email protected] Robert Land Community Association [email protected] Rosedale Community Council [email protected] Scenic Woods Neighbourhood Association [email protected] School Advocacy Hamilton South Centre Community Council [email protected] South Sherman Community Planning [email protected] Team South Stipeley Neighbourhood Association [email protected] Spring Valley Community Association [email protected] Stinson Community Association [email protected] Strathcona Community Council [email protected] Templemead Community Council [email protected] Umbrella Family & Child Care Centres Waterdown Parents for French Immersion [email protected] Waterdown South Residents' Association [email protected]

Tactics

Group Activity Internal Memo/Letter – where applicable Media Release Social Media – Twitter, Facebook Website 3-11

External Letter Media Release Social Media – Twitter, Facebook Website – Board and Schools School Newsletter

4-1 POLICY WORKING SUB COMMITTEE - COVER PAGE

Title: DRAFT Community Engagement Policy

Pillar Policy: Engagement

Recommended Action: That the DRAFT Community Engagement Issue Identification Policy be posted for a 30 day consultation period and two focus group sessions with not-for-profits and HWDSB partners.

Background

Scoping Report The Engagement Pillar Policy was developed to support the following policies:

• Student engagement Draft Policy • Parent engagement Development • Community engagement • Staff engagement

In May, 2013 the Community Engagement Scoping document was Stakeholder approved by Trustees. This document, and anecdotal feedback was Consultation utilized to develop the attached DRAFT Community Engagement Policy.

Draft Policy Revisions As per discussion in spring, 2013, Alcoholic Beverages on Board and Approval Premises Directive will fall under this policy.

In November, 2013, the Policy Committee reviewed a draft of the Community Engagement Policy and asked staff to consider some Policy Directive and changes. A summary of the changes made, based upon Trustee Implementation feedback, is attached.

Policy Evaluation and Review

Ministry Mandated Policy

Revoking a Policy

4-2

Summary of Changes for Policy

DATE: January 9, 2014

TO: Policy Committee

FROM: Sharon Stephanian Superintendent of Leadership & Learning

POLICY: Community Engagement Listed below is a summary of the changes requested the last time the policy was before the committee, on November 21, 2013.

Original Language Requested Change

PURPOSE:

Hamilton-Wentworth District Change “ensuring” to “fostering”. Change “involvement” to School Board (HWDSB) believes “collaboration”. in ensuring… well-being.

GUIDING PRINCIPLES: Add “HWDSB will:”

• “HWDSB’S community Change order of bullets and expand language: members are welcomed …. • Welcome, encourage, respect, recognize and value community The community through members as partners in student learning. engagement.” • Collaborate with community agencies, organizations and public bodies to improve service to schools and provide support for student achievement and well-being. • Collaborate with community groups to strengthen schools as hubs in support of student achievement and well-being. • Strive for open and inclusive processes which value stakeholder input and participation. • Strengthen the community through engagement as aligned with HWDSB Strategic Directions. INTENDED OUTCOMES: Expand to read:

Third bullet: “Remove barriers to • Ensure equity of opportunity and access by striving to remove engagement by ensuring … the barriers (e.g. communication) to engagement. school community.” • Ensure equity of opportunity and access to schools, outside of school hours, for students and the school community.

Add new bullet:

• Communicate channels through which community can engage with HWDSB.

4-3

TERMINOLOGY: Revise the language in the definition of Community Engagement to:

Community Engagement: “Communication: Communication includes the interactive process “Community engagement … between the Board and its internal and external stakeholders, so that they have a role in planning and decision making within the education sharing to consultations” system.”

“Community Engagement: Community engagement involves building relationships, with a common purpose, between internal and external stakeholders, which focus on student achievement and well being.”

Add:

“Community Hub: programs and services right at the heart of the community which allows communities greater access to and maximization of school space.”

ACTION REQUIRED: Change format from paragraph to bullets:

To provide responsive support … To provide responsive support to schools, departments, community in schools and departments. organizations staff will:

• identify needs in support of student achievement and well-being; • follow best practices to identify community ambassadors in support of community outreach and engagement; • identify current community engagement taking place in schools and departments; • recognize the vital role of consultation and importance of interactive two-way communication; • create a process for identifying human and material resources that contribute to building and/or creating community relationships/partnerships. PROGRESS INDICATORS: Expand language:

Intended Outcome “Ensure equity of opportunity and access by striving to remove barriers (e.g. communication) to engagement. Remove barriers to … the school community). “Ensure equity of opportunity and access to schools, outside of the school hours, for students and the school community.”

Add new:

“Communicate channels through which community can engage with HWDSB.”

PROGRESS INDICATORS: Change to:

Assessment “Annual summary of who and where we engage and the impact of the engagement” Annual review of where and who we engage. Add:

“Clear, transparent outline of HWDSB points of contact is accessible”

4-4

Policy No. TBA

Community Engagement

Date Approved: Projected Review Date:

PURPOSE:

Hamilton-Wentworth District School Board (HWDSB) believes in fostering high levels of community participation, collaboration and engagement contributing to student achievement and well-being.

GUIDING PRINCIPLES:

HWDSB will:

• Welcome, encourage, respect, recognize and value community members as partners in student learning.

• Collaborate with community agencies, organizations and public bodies to improve service to schools and provide support for student achievement and well-being.

• Collaborate with community groups to strengthen schools as hubs in support of student achievement and well-being.

• Strive for open and inclusive processes which value stakeholder input and participation.

• Strengthen the community through engagement as aligned with HWDSB Strategic Directions.

INTENDED OUTCOMES:

HWDSB and all its schools will:

• Foster relationships (and partnerships) with community members in support of student achievement and well-being.

• Provide the community with varied opportunities to give input.

• Ensure equity of opportunity and access by striving to remove barriers (e.g. communication) to engagement.

• Ensure equity of opportunity and access to schools, outside of school hours, for students and the school community.

• Communicate channels through which community can engage with HWDSB.

• Engage community in ways which reflect the diversity of our community.

Policy No.: TBA Page 1

4-5

RESPONSIBILITY:

Director of Education Members of Executive Council

TERMINOLOGY:

Communication: Communication includes the interactive process between the Board and its internal and external stakeholders, so that they have a role in planning and decision making within the education system.

Community Engagement: Community engagement involves building relationships, with a common purpose, between internal and external stakeholders, which focus on student achievement and well-being.

Community Hub: programs and services right at the heart of the community which allows communities greater access to and maximization of school space.

Stakeholders: a person or group who is involved in, or affected by a course of action

ACTION REQUIRED:

To provide responsive support to schools, departments, community organizations staff will: • identify needs in support of student achievement and well-being; • follow best practices to identify community ambassadors in support of community outreach and engagement; • identify current community engagement taking place in schools and departments; • recognize the vital role of consultation and importance of interactive two-way communication; • create a process for identifying human and material resources that contribute to building and/or creating community relationships/partnerships.

PROGRESS INDICATORS:

Intended Outcome Assessment Foster relationships (and partnerships) with Annual summary of who and where we engage community members in support of student and the impact of the engagement achievement and well-being.

Provide the community with varied Review of the tools/formats used for opportunities to give input. communication and consultation.

Ensure equity of opportunity and access by Community Engagement Report Card striving to remove barriers (e.g. communication) to engagement.

Policy No.: TBA Page 2

4-6

Ensure equity of opportunity and access to Community Engagement Report Card schools, outside of school hours, for students Community Use of Schools Report Card and the school community. Priority Schools Data

Communicate channels through which Clear, transparent outline of HWDSB points of community can engage with HWDSB. contact is accessible

Engage community in ways which reflect the Community Engagement Report Card diversity of our community

REFERENCES:

Government Documents Regulation 330/10: School Councils and Parent Involvement Committees Regulation 464/97: Special Education Advisory Committees Regulation 613/00: Operation of Schools Education Act

HWDSB Strategic Directions Achievement Matters Engagement Matters Equity Matters

HWDSB Policies Engagement Pillar Facilities Partnership Naming/Renaming a School in Whole or in Part Partnership Visual Identity Volunteer Educational Excursions

Policy No.: TBA Page 3

4-7

COMMUNITY ENGAGEMENT Policy Committee Communications Plan

Prepared By: Mark Taylor Date Prepared: November 7, 2013 Superintendent: Sharon Stephanian Department: Leadership & Learning

Policy Statement

Hamilton-Wentworth District School Board (HWDSB) believes in ensuring high levels of community participation, involvement and engagement contributing to student achievement and well-being.

Communications Strategy

To inform various stakeholders that the 30 day consultation period has begun and now is their opportunity to provide comments and feedback on the Community Engagement Policy.

Target Audience

Group Classification Internal Contact Information Trustees Executive Council Principals’ Council Parent Involvement Committee (PIC) Special Education Advisory Committee (SEAC) School Councils Home & School Association French Immersion Advisory Committee Aboriginal Education Advisory Committee Parenting and Family Literacy Centres

External Aboriginal Frontline Workers Group [email protected] Aboriginal Healthy Babies and Healthy [email protected] Children Afghan Association of Hamilton [email protected] Arab Cultural and Heritage Centre [email protected] Bangladesh Association of Hamilton [email protected] Banyan Community Services [email protected] Barbadian Canadian and Friends [email protected] Hamilton

Big Brothers/Big Sisters of [email protected] Hamilton/Burlington BOND [email protected] Centre français Hamilton Inc. [email protected] 4-8

City of Hamilton [email protected] Environment Hamilton [email protected] Friends of Rural Communities and the [email protected] Environment (FORCE) Friends of the Eramosa Karst [email protected] Hamilton Best Start [email protected] Hamilton's Centre for Civic Inclusion [email protected]

Hamilton Chinese Community Services [email protected] Centre

Hamilton Conservatory for the Arts [email protected] Hamilton Executive Director's Aboriginal [email protected] Coalition Iraqi - Canadian Association of Hamilton [email protected]

McMaster University Metis Nation of Ontario [email protected] Metis Womens Circle [email protected] [email protected] Native Women's Centre [email protected] [email protected] [email protected] [email protected] Niagara Peninsula Aboriginal Area [email protected] Management Board Niwasa Aboriginal Education Programs [email protected] Sacajawea Non-Project Housing Inc. [email protected] [email protected] Scouts Canada [email protected] SHAE [email protected] Social Planning Research Council [email protected] Somali Women of Hamilton [email protected]

Sudanese League of Hamilton [email protected] The Canadian Metis Council [email protected] The SOOT Group [email protected] Trinidad and Tobago Association of [email protected] Hamilton Urban Native Homes Incorporated [email protected] [email protected] [email protected] Waterdown District Children’s Centre White Rabbit Treatment Homes [email protected] YWCA Hamilton [email protected]

In addition to these groups, please see the attached appendix of community groups.

4-9

Tactics

Group Activity Internal Memo/Letter – where applicable Media Release Social Media – Twitter, Facebook Website

External Letter Media Release Social Media – Twitter, Facebook Website – Board and Schools School Newsletter

4-10 Appendix A Audience for Consultation

AbleLiving Services Inc. Ace Ministries Adas Israel Congregation of Hamilton Adult Basic Education Association of Hamilton

Affiliated Services for Children and Youth Afro-Canadian Caribbean Association of Hamilton and District Inc

AIDS Network Alberton Presbyterian Church Alcoholics for Christ Alzheimer Society of Hamilton and Halton Ancaster Agricultural Society Ancaster Canadian Reformed Church Ancaster Christian Reformed Church Ancaster Community Food Drive Ancaster Community Services Ancaster Community Skating Program Ancaster Girls Hockey Association Ancaster Heritage Days Ancaster Horticultural Society Ancaster Little League Ancaster Masters Swim Club Ancaster Mens Fitness Ancaster Mens Slo-Pitch League Inc. Ancaster Ministerial Association Ancaster Minor Hockey League Ancaster Mixed Slo Pitch League Ancaster Municipal Lawn Bowling Club Ancaster Over 60 Club Ancaster Saddle Club Ancaster Small Fry Co-operative Pre-School Ancaster Soccer Club Ancaster Tennis Club Ancaster Township Historical Society Anglican Business and Professional Womens Association

Animal Welfare Association of Hamilton Armenian Community Centre of Hamilton Art Gallery of Hamilton Association canadienne-française de l'Ontario

Association of Community Information Centres In Ontario

Association of Dundas Churches

Page 1 of 11 4-11 Appendix A Audience for Consultation

Association of Early Childhood Educators Ontario

Autism Ontario Autism/PDD Family Alliance Babyshowers Battlefield New Horizons Seniors Best Buddies Canada Beth Tikvah Foundation of Hamilton Bethesda United Church Beverly Heritage Society Beyond the Valley Studio Tour Bibles for Missions Thrift Store Binbrook 4-H Club Binbrook Baptist Church Binbrook Seniors Club Binbrook Womens Institute Birthright Body and Soul Club Bosnian Islamic Centre of Hamilton Bowman United Church Boys and Girls Clubs of Hamilton Brain Injury Services Bridge From Prison to Community Hamilton (The)

Brighter Futures Association (The) Business Improvement Areas Business Improvement Areas Cactus Capital Retirees Golf Club Calvary Christian Reformed Church Calvin Christian Reformed Church Canada Family Action Coalition Canadian Ballet Youth Ensemble Canadian Blood Services Canadian Cadet Organizations Canadian Calorie Counters Canadian Cancer Society Canadian Celiac Association Canadian Diabetes Association Canadian Hard of Hearing Association Canadian Hearing Society Canadian Intensive Care Foundation Canadian Mental Health Association Canadian National Autism Foundation

Page 2 of 11 4-12 Appendix A Audience for Consultation

Canadian Red Cross Society Cancer Assistance Program Canterbury Hills Conference Centre Carnegie Gallery (The) Case United Church Catholic Children's Aid Society of Hamilton Catholic Family Services of Hamilton Catholic Youth Organization Centre de santé communautaire Hamilton / Niagara

Centre for Addiction and Mental Health Chestnut Tree Pre-school Inc (The) Cheyne Presbyterian Church Children's Aid Society of Hamilton CHOICES Christ Church Anglican Christian Horizons - West District Christian Life Assembly Christian Science Society Church of Christ Church of Jesus Christ of Latter-Day Saints (The)

Church of Our Saviour The Redeemer Anglican Church

Circle of Friends for Newcomers (Hamilton) City Housing Hamilton Corp. City of Hamilton Civitan International CNIB Community Child Abuse Council of Canada Community Information Hamilton (CIH) Community Living Hamilton Conway Opportunity Homes Inc. Courage to Cope Creek Community Church (The) Croatian Cultural Draganici Club Crohns and Colitis Foundation of Canada Crown Jewels of Canada Society Cystic Fibrosis Canada Dante Alighieri Society Dawn Patrol Child and Youth Services De dwa da dehs nye>s Aboriginal Health Centre

Dodsworth and Brown Dofasco Retirees Recreation Club

Page 3 of 11 4-13 Appendix A Audience for Consultation

Down Syndrome Association of Hamilton Dr D Hitch Dr. Bob Kemp Hospice Foundation Inc Drummond House Dufferin Masonic Lodge Dundas Baptist Church Dundas Blues Junior C Hockey Club Dundas Cactus Festival Dundas Calvin Christian School Dundas Community Services Dundas Concert Band Dundas Co-op Housing Association Dundas Dynamo Basketball Club Dundas Girls Softball League Dundas Heritage Association Dundas International Buskerfest Dundas Junior Civitan Club Dundas Lawn Bowling Association Dundas Learning Centre and Civitan Place (The)

Dundas Little League Dundas Minor Baseball Association Dundas Modular Railway Club Dundas Museum & Archives Dundas Panther Football Dundas Pipe Band Dundas Senior Citizen's Club Dundas Studio Tour Dundas Tennis Club Inc Dundas Town Oldtimers Hockey League Dundas Valley Historical Society Dundas Valley School of Art Dundas Womens Softball Association Dundas Youth Soccer Club Dutch-Canadian Legion Eaton Place Flamborough Ebenezer Reformed Church Elizabeth Fry Society Equestrian Association for the Disabled (The)

Erland Lee Museum Family Counselling Centre of Brant Federated Womens Institutes of Ontario Flamborough Cadet Club Flamborough Chamber of Commerce

Page 4 of 11 4-14 Appendix A Audience for Consultation

Flamborough Christian Fellowship Flamborough Falcons Flamborough Information and Community Services

FLK Taoist Tai, Dundas Location Freelton Euchre Club Friends of Battlefield House Museum Garden Club of Dundas Garstin Center for the Arts Glanbrook Heritage Society Glanbrook Home Support Programme Glanbrook Minor Hockey Glanbrook Non-Profit Housing Corporation Glanbrook Old Pumpers Glanbrook Rangers Junior C Hockey Club Glanbrook Youth Soccer Club Inc Glendale Golf and Country Club Limited Good Shepherd Centre Good Shepherd Non Profit Homes Inc. Goodwill, The Amity Group Gospel for Asia Grace Covenant Church Great Big Theatre Company Gregorian Institute of Canada Grief Support Groups Gurdwara Sikh Sangat Hamilton Gursikh Sangat Hamilton Habitat for Humanity Canada Hamilton Academy of Performing Arts Hamilton Air Force Association and Club Hamilton All Star Jazz Band Inc Hamilton and District Scrabble Game Club Hamilton Angling and Hunting Association Hamilton Arts Council Hamilton Association for the Advancement of Literature, Science and Art

Hamilton Burlington Society for the Prevention of Cruelty to Animals

Hamilton Challenger Baseball Association Hamilton Community Foundation Hamilton Concert Band Hamilton Conservation Authority Hamilton Conservation Foundation Hamilton Cycling Club

Page 5 of 11 4-15 Appendix A Audience for Consultation

Hamilton District Society for Disabled Children

Hamilton District Society of Chefs and Cooks

Hamilton Dream Center (The) Hamilton Food Share Hamilton Gymnastic Academy Hamilton Health Sciences Hamilton Health Sciences Foundation Hamilton Jewish Communal Projects Hamilton Literacy Council Hamilton Malayalee Samajam Hamilton Men's Volleyball League Hamilton Parrot Club Hamilton Public Library Hamilton Regional Indian Centre Hamilton Senior Games Hamilton Urban Core Community Health Centre

Hamilton Wentworth 4-H Association Hamilton Wentworth Chapter of Native Women Inc.

Hamilton Wentworth Minor Football Association

Hamilton Wentworth Minor Hockey Association

Hamilton Wentworth Stroke Recovery Association

Hamilton. Community and Emergency Services

Hamilton's NFL Flag Football 5 on 5 HARRRP Hatts Off Specialized Services Health Initiatives for Youth Hamilton Heart and Stroke Foundation of Ontario Helen Zurbrigg Non-Profit Homes Inc Hemophilia Ontario Heritage Fellowship Baptist Church Heritage Green Heritage Green Baptist Church Heritage Green Child Care Inc Hindu Samaj Temple of Hamilton and Region

Homefront Cancer Services Homestead Christian Care Housing Help Centre for Hamilton

Page 6 of 11 4-16 Appendix A Audience for Consultation

Immaculate Heart of Mary Roman Catholic Church

Immigrant Culture and Art Association (ICAA)

Immigrant Women's Centre Independent Order of Oddfellows Industry Education Council of Hamilton Interval House of Hamilton IODE Jacks and Jills Co-operative Preschool of Ancaster Inc

Jehovah's Witnesses Jewish Federation of Hamilton Jewish Community Centre of Hamilton and Area

Jewish Social Services of Hamilton John Howard Society of Hamilton Burlington & Area

Junior Farmers' Association of Ontario Junior League of Hamilton Burlington Inc. Juvenile Diabetes Research Foundation Kaleidoscope Singers Kids for Kaga Kingsview Community Church Kiwanis Homes Kiwanis International Knights of Columbus Knox Presbyterian Church Krazy Kicks Summer Camp Lakeview Retirement Living L'Arche Hamilton LGBTQ Community Wellness Centre of Hamilton

Lions Club International Living Rock Ministries Lung Association Lynwood Charlton Centre Malhar Group Music Circle (The) Maranatha Free Reformed Church Markland Group (The) Marshall Memorial United Church Masonic Lodge Meadowlands Fellowship Christian Reformed Church

Medical Ministry Canada Inc Men's Volleyball

Page 7 of 11 4-17 Appendix A Audience for Consultation

Mission Services of Hamilton Mohawk College Mount Hope United Church Multiple Sclerosis Society of Canada Navy League of Canada Neighbour to Neighbour Centre - Hamilton Neighbourhood and Community Associations

New Hope Christian Centre Niagara Escarpment Foundation Nigel Charlong Community Centre North Hamilton Community Health Centre One Mission Society International - Canada Ontario Alliance of Christian Schools Ontario Archaeological Society (The) Ontario Early Years Centre Ontario Lung Association Ontario Network of Injured Workers Groups Ontario Nurses Association Optimist Club Order of the Eastern Star Our Lady of Assumption Roman Catholic Church

Overeaters Anonymous Paramount Drive Alliance Church Paramount Family Centre Parents and Tots Pentecostal Assemblies of Canada Pilgrim Baptist Fellowship Polish Full Gospel Church Potters' Guild of Hamilton and Region Presbytery of Hamilton of the Presbyterian Church in Canada.

Probus Club of Ancaster Probus Club of Dundas Ramgarhia Association Hamilton Reach Forth Sports Ministry Riverdale Seniors Punjabi Group Rock Chapel United Church Rockton United Church Rotary International Routes Your Centre Roxborough Senior Centre Royal Astronomical Society of Canada Royal Botanical Gardens

Page 8 of 11 4-18 Appendix A Audience for Consultation

Royal Canadian Legion Royal City Soccer Club Running Rebels Girls Softball Club Ryerson Park Seniors Apartments Ryerson United Church Rymal Road Community Church Saltfleet Figure Skating Club Saltfleet Go Ahead Soccer Club Salvation Army Salvation Army Community and Family Services

Segue Clinic Seniors Activation Maintenance Program (SAM)

Seventh Day Adventist Church Sheffield Community Centre Sheffield Museum of Rural Life (The) Sheffield United Church Sister Servants of Mary Immaculate Skills Canada - Ontario Soroptimist International Southwestern Ontario Organization of Parachutists

Spinal Cord Injury Ontario St Andrews Presbyterian Church St Anns Roman Catholic Church St Augustines Roman Catholic Church St Augustines Roman Catholic Church - Dundas

St Elizabeth Home Society St Francis Xavier Roman Catholic Church St Georges Benevolent Society of Hamilton St James Anglican Church St James Co-operative Nursery School of Dundas Inc

St Joachim Children's Centre of Ancaster Inc St Johns Anglican Church St Joseph's Estates St Joseph's Villa St Mark's Co-operative Preschool St Marks United Church St Matthew's House St Matthew's House St Matthew's House St Pauls Presbyterian Church St Pauls United Church

Page 9 of 11 4-19 Appendix A Audience for Consultation

St Thomas the Apostle Roman Catholic Church

Steel City Sound Youth Percussion and Prizm Winter Guard

Step Ahead Stoney Creek Baptist Church Stoney Creek Canada Flag Day Festival Stoney Creek Chamber of Commerce Stoney Creek Co-operative Pre-School Stoney Creek Disabled Sports Association Stoney Creek Garden Club and Horticultural Society

Stoney Creek Girls Hockey Association Stoney Creek Historical Society Stoney Creek Minor Hockey Association Stoney Creek New Testament Church of God Stoney Creek Quilters Guild Stoney Creek Seniors Outreach Services Stoney Creek Soccer Club Stoney Creek Tennis Club Stoney Creek United Church Tapleytown United Church TD Festival of Friends The Church of the Ascension (Anglican) The Good Shepherd Centre The Kidney Foundation of Canada The Salvation Army Mountain Citadel Theatre Ancaster Threshold School of Building Toastmasters International Todays Family - Early Learning and Child Care

Tourette Syndrome Foundation of Canada Trillium Childhood Cancer Support Centre Turning Point Church Turning Points Umbrella Family and Child Centres of Hamilton

United Way of Burlington & Greater Hamilton

Unity of Greater Hamilton Valley Community Church Wat Khmer Kampuchea Krom Buddhist Waterdown Rod and Gun Club Welcome Inn Community Centre Wellwood Juravinski House

Page 10 of 11 4-20 Appendix A Audience for Consultation

Wellwood Resource Centre of Hamilton Wesley Urban Ministries West Flamboro Presbyterian Church Westover Artist Club Widows Support Group Wild Waterworks Wind Dancer Pony Rescue Foundation Winona Gospel Church Woodview Mental Health and Autism Services

YMCA of Hamilton / Burlington / Brantford Young At Heart Young Starters Development Zion United Reformed Church of Sheffield

Page 11 of 11 5-1 POLICY COMMITTEE - COVER PAGE

Title: Volunteer Participation in Board Activities

Recommended Action: That the Draft Policy be approved for consultation.

Background: HWDSB has a current Policy which “supports and Issue Identification encourages volunteer participation in Board activities.” The Policy was approved in 2003 and has not been reviewed since that time. Currently this policy is a supporting Policy under the Finance and Administration Pillar Policy. The Revised Policy will be a supporting policy under the Scoping Report Engagement Pillar Policy.

In October, 2013 Trustees approved a Scoping Report which recommended a review of the existing Volunteer Participation in Board Activities Policy. The revised Draft Policy and supporting Policy Directive Draft Policy are attached. The Policy Directive provides operational clarity in the Development areas of: • Roles and responsibilities • Volunteers for sporting activities • Stakeholder Recruitment Consultation • Screening • Training and Orientation • Retention • Volunteer Drivers Draft Policy Revisions • Recognition and Approval • Dismissal • Insurance

During the “pause” on extra-curricular activities in 2012/13, there Policy Directive and was some interest from Trustees to consider the role of volunteers as Implementation supervisors and/or advisors to extra-curricular activities. Staff have had the opportunity to consult with OSBIE and legal around the viability of volunteers as coaches without staff supervision and are not recommending that direction in light of: Policy Evaluation and • Review The potential impact on general labour relations and on relationships within the school; • The role of staff as “caring adults” interacting with students through extra-curricular settings and; Ministry Mandated • The need to fund an infrastructure to support the volunteer Policy process.

Revoking a Policy

5-2

Policy No. TBA

Volunteer

Date Approved: Projected Review Date:

PURPOSE:

Hamilton-Wentworth District School Board (HWDSB) recognizes the important role of volunteers. HWDSB believes that volunteer contributions enrich student educational experiences and contribute to more effective partnerships between a school and its community.

GUIDING PRINCIPLES:

HWDSB is in reciprocal relationship with our volunteers characterized by:

• Recognizing and fostering the contributions of individuals and groups to the learning process.

• Caring and cooperative relationships.

• Promoting the value of being responsible citizens.

• Fostering interaction between and among the school, parents and the school community.

• Providing a caring and safe environment that recognizes the rights and dignity of all persons to be treated respectfully.

INTENDED OUTCOMES:

• Recruitment and ongoing support for volunteers in activities in the classroom, in the school and at the system level.

• Track the number of volunteers, volunteer hours, and types of volunteer activities.

• Recognize the contributions of volunteers.

• Selection of volunteers will support the needs of the classroom, school or system based on individual skills, abilities, qualifications and interests of the volunteer.

RESPONSIBILITY:

Director of Education Members of Executive Council

Policy No.: TBA Page 1

5-3

TERMINOLOGY:

Volunteer: an individual who agrees to undertake, without pay, a designated task that supports a student, a classroom, a school, or a HWDSB system initiative. The task(s) may require the individual to be in direct contact with students on a regular basis, with direct and/or indirect supervision by a Board employee.

As per the Ministry of Education, the following activities result in students being unable to act as volunteers to meet their Community Involvement Hours (exception noted below):

• An activity that is a requirement of a class or course in which the student is enrolled (e.g., co-operative education portion of a course, job shadow, work experience). • Any activity that takes place during regular class time on a school day. However, an activity that takes place during lunch breaks or a “spare” period is permissible.

ACTION REQUIRED:

The recruitment of volunteers is the responsibility of the school principal (at the school level) or system manager (at the system level) with support from the appropriate HWDSB department.

The selection of volunteers is the responsibility of the school principal (at the school level) or system manager (at the system level).

The selection process includes providing staff and volunteers with a clear understanding of their roles and responsibilities. This policy will be supported through the development and implementation of a Policy Directive that outlines:

• Recruitment of volunteers • Background check of volunteers (Vulnerable Sector Screening) • Training and/or orientation, including any requirements of the Freedom of Information Act, Board policies, directives and provincial legislation • Retention of volunteers • Volunteer recognition • The dismissal of volunteers if required

PROGRESS INDICATORS:

Intended Outcome Assessment Recruitment and ongoing support for volunteers Measure the number of volunteers, on an in activities in the classroom, in the school and annual basis, to assess if the amount of at the system level. volunteers are reflective of the needs of the classroom, the school, and the system.

Communication occurs on a regular basis between the Principal, or designate, and the volunteers, to identify needs of the volunteer.

A survey, at the conclusion of the volunteer’s time at the school, to capture their experience and determine school, or system needs to support volunteers.

Policy No.: TBA Page 2

5-4

Track the number of volunteers, volunteer Tracking systems are developed and hours, and types of volunteer activities. implemented.

Recognize the contributions of volunteers. Volunteer recognition on an annual basis.

Selection of volunteers will support the needs of Satisfaction levels within the volunteer survey. the classroom, school or system based on individual skills, abilities, qualifications and interests of the volunteer.

REFERENCES:

Government Documents Education Act Municipal Freedom of Information and Protection of Privacy Act Volunteers in Your School: Practices and Screening Procedures – Halton District School Board Physical Education Safety Guidelines

HWDSB Strategic Directions Achievement Matters Engagement Matters Equity Matters

HWDSB Policies Engagement Pillar Educational Excursions Faith Club and Prayer Activity

Policy No.: TBA Page 3

5-5

Volunteer Directive

Directive for Policy X.X Volunteer Projected Review Date:

RATIONALE:

HWDSB welcomes and encourages participation of volunteers in their schools. Interactions with volunteers will model caring and cooperative relationships and promote the value of being responsible citizens. Our volunteers are our partners who foster the contributions of individuals and groups to the learning process, as well as interaction between and among the school, parents and the school community. HWDSB expects all volunteers to provide a caring and safe environment that recognizes the rights and dignity of all persons to be treated respectfully.

TERMINOLOGY:

As per the Ministry of Education, the following activities result in students being unable to act as volunteers to meet their Community Involvement Hours (exception noted below):

Supervision: means the overseeing of an activity (athletic or otherwise) for regulation or direction.

The Ontario Physical and Health and Education Association (OPHEA) has produced Physical Education Safety Guidelines to assist school boards in formulating site-specific safety guidelines for physical education, intramural sports programs, and inter-school athletics at the elementary and secondary levels. The Guidelines designate three categories of supervision: Constant Visual Supervision; On-Site Supervision; and In the Area Supervision.

• Constant Visual Supervision: means that a teacher is physically present, watching the activity in question. Only one activity requiring constant visual supervision may take place while other activities are going on. • On-Site Supervision: entails teacher presence but not necessarily constantly viewing one specific activity.

Title of Directive Page 1

5-6

• In the Area Supervision: means that the teacher could be in the gymnasium while another activity is taking place nearby to the gymnasium.

Vulnerable Sector Screening: This check is restricted to applicants seeking employment and/or volunteering with vulnerable individuals. It is a collection of offence information, including convictions, non-convictions and other relevant police contact information available from a local police agency’s records management system and other systems/records where authorized. This check will include sexual offence convictions for which the individual has received a pardon where authorized by the Minister of Public Safety and Emergency Preparedness.

Offence Declaration: An Offence Declaration is a form completed annually by the volunteer that lists any Criminal Code convictions for which a pardon has not been granted since they last submitted a Vulnerable Sector Screening collected by the Principal of the school.

PROCEDURES:

1.0 Roles and Responsibilities

Principal and Staff

1.1 The Principal or designate is responsible for the following: • Determining the volunteer needs of a school • Recruitment, selection and screening of volunteers • Approving and clarifying the tasks and assignments of volunteers • Training, orientation and supervision of volunteers • Ensuring volunteer contributions are formally recognized

1.2 The Principal and staff of the school will ensure that volunteers are not responsible for the supervision of students or the delivery of programs without teacher direction.

1.3 The Principal and staff will ensure that student volunteers have regular direct supervision by Board staff at all times.

1.4 The Principal and staff will ensure that volunteers will • Not be involved in any evaluation of students, school personnel or program • Not be given access to personal information regarding students, their families or staff unless it is essential to the performance of their duties as a volunteer.

1.5 The Principal and staff will ensure that parents are informed if volunteers will be participating in classroom or school wide activities.

1.6 The Principal, on a yearly basis, will keep a file in a secure location in the school office on each volunteer to be accessed by the Principal or designate only. The following must be kept on file for each volunteer:

• Volunteer Information Sheet • School/Volunteer Agreement • Copy of the Vulnerable Sector Screening (if a returning volunteer who has not taken more than a one-year break from volunteering). • Current Offence Declaration (provided annually between Vulnerable Sector Screening updates)

Title of Directive Page 2

5-7

1.7 The Principal will ensure that regular and continuous volunteers will provide a new Vulnerable Sector Screening every three years. A break in volunteer service of one year or more or beginning as a volunteer in a new school will require a new Vulnerable Sector Screening.

1.8 If the cost of the Vulnerable Sector Screening is prohibitive to the volunteer, Principals may apply to the Equity Fund.

1.9 Inactive files will be maintained for a minimum of two years, after which time they will be shredded and destroyed.

1.10 The principal retains the authority to accept or decline any volunteer’s offer of service.

Volunteer

1.9 Volunteers will perform their assigned duties as directed by Board staff.

1.10 Volunteers will neither be responsible for the discipline or evaluation of students, nor for the identification or diagnosis of their learning strengths or difficulties.

1.11 Volunteers will not violate any Collective Agreement requirements, as part of their duties.

1.12 The volunteers will maintain, in confidence, any personal information, which is shared with them in the performance of their duties, in compliance with the Municipal Freedom of Information and Protection of Privacy Act.

1.13 Volunteers will:

• follow all Board Policies; • follow dress and behaviour codes as established by the school; • report to the school office upon arrival; and • if applicable, wear an identification badge at all times while in the school.

1.14 Volunteers will notify their supervising teacher/staff member of any expected absence, as far in advance as possible.

1.15 Volunteers will provide reasonable advance notice when terminating their volunteer activities.

1.16 Volunteer coaches must meet the OPHEA (Ontario Physical Education Safety Guidelines (Elementary) and (Secondary) Criteria for “Non-Teacher Coaches” (see Appendix E) including the completion of the “Volunteer Coaching Application Form” (see Appendix F) and interview by the principal or designate.

2.0 Volunteers for Physical Education/Sports Activities

2.1 Volunteer coaches may, at the discretion of the Principal and under the supervision of a regular staff member (Staff Advisor), participate in extra-curricular physical education activities. Regular staff member means a person who is on the teaching or support staff of the participating school. This does not include a daily occasional teacher.

Title of Directive Page 3

5-8

2.2 The level of supervision required by the Staff Advisor and specific directives for each physical education sport or activity is specified in the Ontario Association for the Supervision of Physical and Health Education (OPHEA) Physical Education Safety Guidelines (Elementary) and (Secondary). These Guidelines can be referenced on the Board’s web site.

2.3 The School Athletic Association recommends that any school entering an OFSAA sponsored competition should be under the control of a Staff Advisor. The Staff Advisor should be present, on the bench and available to facilitate and maintain educational direction.

2.4 The Staff Advisor should accompany and be responsible for the team at out-of-town competitions. If necessary, a supervisory adult, as approved by the Principal of the school and of the same sex as the athletes, should be present and on site for the duration of the competition. All off site trips must follow the Educational Excursions Policy 7.2., including supervision ratios.

3.0 Recruitment of Volunteers

3.1 Principals should consult with the school staff and the school council at the start of the school year to determine needs, preferences and tasks/assignments that could be supported with a volunteer. An inventory of volunteer opportunities should be made available in the school

3.2 Principals should extend an invitation to parents/guardians to volunteer in the schools.

3.3 The Volunteer Information Sheet (Appendix A) is an excellent vehicle for informing the staff and the community about the various ways that volunteers can help in schools.

3.4 In seeking a volunteer, Principals are encouraged to consider some of the following criteria: • skills, knowledge, values • past and background experiences (i.e. work, community, personal) • interview results and impressions • references

3.5 The Principal, in consultation with staff receiving the volunteer, should determine the best fit for the volunteer’s placement.

3.6 Parents may volunteer in their child’s classroom with the approval of the Principal.

3.7 All provision of Board policies, directives and negotiated Collective Agreements, supersede any statements regarding the use of volunteers unless specifically noted in this policy.

3.8 HWDSB system staff will provide support to school principals in the recruitment of volunteers.

Title of Directive Page 4

5-9

4.0 Screening of Volunteers

4.1 The depth and degree of screening by the Principal and/or designate will be dependent upon the volunteering activity and the extent of interaction with and responsibility for students.

4.2 The applicant is required to present a Vulnerable Sector Screening or Offence Declaration (see Section 1.6) before they will be able to begin their volunteer activities. Only the Principal or designate shall have access to this confidential information.

4.3 Volunteer applicants must be interviewed by the principal and/or school designates. This can be an informal process for candidates who have a low level of interaction with and responsibility for students. A more formal interview will be particularly helpful for new volunteer candidates, or those with a great deal of interaction with students. The interview should cover the following for areas:

• Explanation of the program to the applicant • Learn about the background of the applicant • Answer any questions the applicant may have • Reach a decision about the applicant.

4.4 Volunteers are required to provide two personal references. Volunteer applicants will give signed permission to contact their references on the Volunteer Information Sheet (Appendix A).

4.5 A School/Volunteer Agreement (Appendix B) should be signed by the volunteer and the Principal. A formal agreement may not be necessary for incidental volunteering.

4.6 The Principal retains the authority to accept or decline any volunteer’s offer of service.

5.0 Training and/or Orientation

5.1 All volunteers need to be properly welcomed and provided with the essential basic information. A tour of the school and introduction to staff is helpful and thoughtful, especially for new volunteers.

5.2 Principals or designate must provide an orientation for the volunteer that may include:

• Expectation and description of the task assignment • A copy of relevant and related school rules, routines and any applicable Board policies or Provincial Legislation. • Any, or all, safety procedures.

5.3 HWDSB system staff will provide support to school principals in the training/orientation of volunteers.

Title of Directive Page 5

5-10

6.0 Retention of Volunteers

6.1 For Principals and staff, it is important to keep the communication channels open and to continue to work at maintaining comfortable and productive relationships with your volunteers.

6.2 Principals should take the time to get to know their volunteers. By knowing the personalities, interests, and special talents of the volunteers, Principals may find a skill that relates well to the program, or that of another program.

6.3 Refine the tasks to suit each volunteer. Help the volunteer feel successful by putting them into a position where they can use their skills and knowledge to help students.

6.4 Principals should encourage volunteers to complete an annual survey, at the conclusion of the volunteer’s time at the school, to capture their experience and determine school, or system needs to support volunteers.

7.0 Volunteer Drivers

7.1 Volunteer drivers are any persons authorized by the Principal, who have agreed to transport students while driving their own or another licensed automobile that meets the requirements of the Board outlined on the Educational Excursion Volunteer Driver Form (Appendix C). Volunteer drivers must be 18 years of age or older, hold a minimum of a valid Ontario Class G License and meet HWDSB’s required insurance amount. The driver/owner must complete the Educational Excursion Volunteer Driver Form and submit it to the teacher for Principal approval.

Please note that volunteer drivers are not covered under the Boards Fleet Automobile Insurance. In the event of an incident, volunteer Drivers are required to contact their own insurance provider to seek coverage.

7.2 It is the expectation that the initial “pick up” location and final “drop off” locations are clearly communicated in advance to students, parents/guardians and volunteer drivers. These locations must be adhered to unless otherwise agreed to, in advance, in writing, by parents/guardians.

8.0 Volunteer Recognition

8.1 Each January, Principals are to put forward names of potential recipients for annual recognition.

8.2 The nominees should fit into one of the following three categories: • Years of Service – to recognize continuing volunteer service • Individual Excellence – to recognize individuals who share their special skills and who are positive members of a school community • Group Program / Initiative – to recognize a program or project that has greatly impacted the school community or students.

8.3 Principals, at their year-end assembly, should also recognize the volunteers from that school year, in some capacity.

Title of Directive Page 6

5-11

9.0 Dismissal of a volunteer

9.1 Volunteers who do not adhere to the policies and procedures of HWDSB, undertake an unauthorized role, or fail to satisfactorily perform their volunteer assignment, may have their assignment terminated at the sole discretion of the Principal, or designate.

10.0 Insurance

10.1 In any school-sponsored activity that is undertaken by a volunteer, HWDSB’s liability insurance regarding negligence will apply. Volunteers should be aware that HWDSB’s insurance does not include a loss-of-income provision should the volunteer sustain an injury that prevents them from resuming their normal employment.

10.2 The Board’s liability insurance policy protects volunteers who, at the request of the Board, are performing activities involving supervision of students within the scope of their authority. This includes volunteers assisting with either in-school or co-instructional activities as arranged and/or approved by principals and other HWDSB staff.

10.3 HWDSB does not provide either accident insurance or Workers’ Safety Insurance Board coverage to its volunteers.

Title of Directive Page 7

5-12

VOLUNTEER POLICY Policy Committee Consultation Plan

Prepared By: Mark Taylor Date Prepared: December 10, 2013 Superintendent Responsible: Sharon Stephanian Department: Leadership & Learning

Policy Statement

Hamilton-Wentworth District School Board (HWDSB) recognizes the important role volunteers perform with students and staff. HWDSB believes that volunteer contributions enrich educational programs and services that improve student achievement and leads to more effective partnerships between a school and its community.

Communications Strategy

To inform various stakeholders that the 30 day consultation period has begun and now is their opportunity to provide comments and feedback on the Volunteer Policy.

Target Audience

Group Classification Internal Contact Information Trustees Executive Council School Councils Home & School Association Parent Involvement Committee Special Education Advisory Committee (SEAC) Hamilton-Wentworth Principals’ Council (Elementary and Secondary) Hamilton-Wentworth Elementary Teachers’ Local (HWETL) Ontario Secondary School Teachers’ Federation (OSSTF) PASS Managers

External Contact Information Ainslie Wood/Westdale Community [email protected] Association of Resident Homeowners Inc. Allison Park Community Association [email protected] Ancaster Community Council [email protected] Beasley Neighbourhood Association [email protected] Berrisfield Community Council [email protected] Bonnington, Buchanan, Mohawk, Southam [email protected] Neighbourhood Association Central Neighbourhood Association [email protected] City of Hamilton [email protected] 5-13

Corktown Neighbourhood Association [email protected] Crown Point Community Planning Team [email protected] Delta West Community Association [email protected] Dundas Community Council [email protected] Durand Neighbourhood Association [email protected] Eastmount Community Council [email protected] Eleanor Community Council [email protected] Flamborough Community Council [email protected] Fruitland Road Community Association for [email protected] Safe and Healthy Neighbourhoods Gilkson Park Community Association [email protected] Gourley Park Community Association [email protected] Hamilton Beach Community Council "[email protected] [email protected]" Hamilton East Mountain Community [email protected] Association Kirkendall Neighbourhood Association [email protected] Landsdale Area Neighbourhood [email protected] Association McQuesten Community Planning Team [email protected] North Central Community Council [email protected] North End Neighbours [email protected] Pleasant View Rate Payers Association [email protected] Quigley Road Area Planning Team [email protected] Red Hill Valley Neighbourhoods [email protected] Association Riverdale Planning Team [email protected] Robert Land Community Association [email protected] Rosedale Community Council [email protected] Scenic Woods Neighbourhood Association [email protected] South Centre Community Council [email protected] South Sherman Community Planning [email protected] Team South Stipeley Neighbourhood Association [email protected] Spring Valley Community Association [email protected] Stinson Community Association [email protected] Strathcona Community Council [email protected] Templemead Community Council [email protected] Waterdown Parents for French Immersion [email protected] Waterdown South Residents' Association [email protected]

Tactics

Group Activity Internal Memo/Letter – where applicable Media Release Social Media – Twitter, Facebook Website Focus Groups 5-14

External Letter Media Release Social Media – Twitter, Facebook Website – Board and Schools School Newsletter

5-15 APPENDIX A

VOLUNTEER INFORMATION SHEET

Thank you so much for offering to volunteer in our schools! Please help us get to know you by filling out this form:

Name of Applicant:

Address: Home Phone:

City: Business Phone: Emergency Contact: Postal Code: (Name/Phone)

Have you previously volunteered or worked with Hamilton-Wentworth District School Board (HWDSB) or another school board? 0 No 0 Yes If yes, what was the nature of the activity, dates, and reason for leaving?

Languages : Spoken: 0 English 0 French 0 Other Written: 0 English 0 French 0 Other

Skills : 0 Arts 0 English 0 Languages 0 Science 0 Athletics 0 Geography 0 Library 0 Trade 0 Business 0 Handicrafts 0 Math 0 Writing 0 Computers 0 Health 0 Music 0 Dance 0 History 0 Office 0 Drama 0 Keyboarding 0 Other

Program/Activity Area (please indicate your area(s) of interest)

0 Classroom 0 Mentoring 0 ESL 0 Computers

0 Literacy 0 Clubs/Fairs 0 Enrichment 0 Library

0 Special Ed. 0 Sports/Coach 0 Fundraising 0 Trips/Event

0 Tutoring 0 Languages 0 Other:

Grade Level Preferred 0 JK/SK 0 4-6 0 Secondary 0 1-3 0 7-8 0 N/A

Policy No. . Volunteer Pg. of

Volunteer Info5-16rmation Sheet - pg.2

Availability : Days and Times Preferred (please check)

Mondays Tuesdays Wednesdays Thursdays Fridays Mornings Afternoons Other?

Reference Checks:

Depending on the degree of risk and supervision in the volunteer position for which you have 0 No applied, you may be required to provide proof that you have undergone a Police Vulnerable 0 Yes Sector Screening search. If required, are you willing to provide this document?

0 No Are you currently facing, or have you at any time, faced allegations of sexual abuse or 0 Yes harassment?

If required, do you authorize HWDSB to contact the persons/ organizations listed below and 0 No for the persons/organizations to disclose information for the purposes of obtaining a personal 0 Yes reference regarding your suitability for volunteer activities?

Name of Reference Employer/Relationship Position/Activity Phone No.

_ _

I authorize the Principal/Designate to solicit, if required, a personal reference from the references provided in connection with my application for a placement as a school volunteer. I will hold in confidence all information and material received from and about students and/or personnel that may come to my attention in the course of my duties. I acknowledge that HWDSB does not provide accident insurance or Workers’ Safety Insurance Board (WSIB) coverage to volunteers. I further acknowledge that I have read and understand the above statements and certify that the information provided on this form is accurate and complete.

Applicant’s Signature:

Date:

Interviewed by:

Personal information on this form is collected under the authority of the Education Act and will be used for administrative purposes as determined in the Volunteer Policy of HWDSB.

Thank you once again for volunteering to support the students in our system! 5-17 APPENDIX B

SCHOOL / VOLUNTEER AGREEMENT

Thank you for offering your time and skills to support student learning!

Name of Volunteer Volunteer Position:

School Class: Reports to:

Duties and Responsibilities:

Police Vulnerable Sector 0 Not required for this position 0 Required and completed Screening search

As Principal or designate, I agree to: • provide both initial orientation and ongoing training and support for the volunteer • ensure that volunteers are neither responsible for the supervision of students or delivery of program without teacher direction, nor be involved in any evaluation of students or school personnel or program • ensure that volunteers are not given access to personal information regarding students or staff, unless it is essential to the performance of their duties • inform the volunteer in advance of all school schedule changes.

As a Volunteer, I agree to: • perform duties as assigned by Board staff, with no expectation of remuneration or credit • respect the confidentiality of all information made known to me regarding students or staff • neither discipline, nor evaluate students • notify the appropriate person at school as soon as possible when circumstances necessitate my absence • abide by all HWDSB policies and procedures • follow dress and behaviour codes as established by the school.

I have been made aware that Hamilton-Wentworth District School Board does not provide accident insurance or Workers’ Safety Insurance Board (WSIB) coverage to volunteers.

Acknowledgement

Volunteer’s signature:

Date:

Principal or designate:

Policy No. . Volunteer Pg. of 5-18 APPENDIX C

EDUCATIONAL EXCURSIONS: Volunteer Driver An “Educational Excursion Volunteer Driver” is defined as any person authorized by the Principal who has agreed to transport students while driving his/her own or another licensed automobile that meets the requirements of the Board. APPROVED FORM – Effective November 2011 Form only valid when both sides are reproduced

SCHOOL

DATE OF EXCURSION TIME

DESTINATION LOCATION

All Educational Excursion Volunteer Drivers are required by Hamilton-Wentworth District School Board to: 1. Use a licensed automobile which carries a minimum of $1,000,000 valid third-party liability insurance in the Province of Ontario as required by Hamilton-Wentworth District School Board. 2. Provide the Board prompt written notice, with all available particulars, of any accident arising out of the use of a licensed automobile during an excursion on business of the Board. 3. Be aware that the Board’s excess liability insurance comes into effect only after the “excursion driver” insurance has been exhausted to a combined total of $24,000,000.

DECLARATION OF VOLUNTEER DRIVER:

I DECLARE: . That I am a licensed Class “G” Ontario Driver, 18 years of age or older. . That the vehicle carries a minimum of $1,000,000 valid third-party liability insurance in the Province of Ontario as required by Hamilton-Wentworth District School Board. . That the vehicle is mechanically fit with seatbelts in working condition for all passengers . That I have confirmed with my insurer that nothing in my policy of insurance precludes coverage. . That I am not being compensated.

VEHICLE INFORMATION: Make Year License Plate

VEHICLE OWNERSHIP:  Volunteer Driver  Other (please complete information below)

NAME OF DRIVER: (Print) Signature of Driver

Date

DECLARATION BY OWNER OF VEHICLE, IF VOLUNTEER DRIVER IS NOT OWNER.

I DECLARE: . That I have authorized to drive my vehicle to transport students participating in the educational excursion indicated on this form. . That the driver is a licensed, Class “G” Ontario driver, fully insured driver under the vehicle liability insurance as required by Ontario Legislation. . That I have confirmed with my insurer that nothing in my policy of insurance precludes coverage. . That I am not being compensated.

NAME OF OWNER: (Print) Signature of Owner

Date

Principal/Vice-Principal Approval Date

Hamilton-Wentworth District School Board – Educational Excursions Policy – Approved November 2011

5-19

Educational Excursions: Volunteer Driver Form - pg.2

SUMMARY OF INSURANCE COVERAGE RELATING TO VOLUNTEER DRIVERS

1. VOLUNTEER SUPERVISORS ON SCHOOL OUTINGS The Board’s Liability Insurance Policy protects both staff and volunteers who are working within the scope of their duties for the Board. This coverage responds to lawsuits that are brought against staff or volunteers who are supervising school events and provides protection to the $24 million policy limit.

2. VOLUNTEER DRIVERS FOR SCHOOL ACTIVITIES Ontario Legislation makes automobile insurance compulsory in the Province of Ontario. This same legislation makes the vehicle insurance the primary coverage. In other words, the insurance on the vehicle responds to claims first.

The School Board’s Liability Policy contains an endorsement called the Non-owned automobile endorsement, which extends liability coverage to those who are using personal vehicles for Board business. In accordance with legislation, this coverage is in excess of the insurance on the vehicle. For example, if an accident occurred while the vehicle was being operated on a school outing, and the vehicle was insured for $1 million of liability insurance, and there was a successful suit against the owner of the vehicle for $3 million, the Board’s liability insurance would respond to the $2 million in excess of the $1 million carried by the owner. Students driving themselves are not covered under the Board’s Non-Owned Automobile Insurance Coverage.

There is no coverage under this endorsement for damage to the vehicle itself. It is liability insurance only.

Passengers who are injured would recover accident benefits under their own automobile policy. Thus, students injured in an automobile accident would report the injuries to their parents’ auto insurer. If there is no automobile insurance policy in the family, the injured passenger would collect benefits under the liability policy in place on the vehicle in which they were riding at the time of the accident.

3. PERSONAL AUTOMOBILE INSURANCE COVERAGE BThe oard requires that volunteer drivers carry a minimum of $1 million of liability insurance. If there is any doubt about the insurance coverage carried, or the use of the vehicle to transport students, volunteers should review their coverage with their insurance brokers.

Hamilton-Wentworth District School Board – Educational Excursions Policy – Approved November 2011 5-20 APPENDIX D

Coaching Expectations

Coaches are required to do the following:

• Distribute, collect, file and maintain Interschool Athletic Participation Form for each athlete who is trying out for the team (as per OPHEA Safety Guidelines). • Be aware of the school/Athletic Association’s coaching philosophy, playing regulations and by-laws. • Be aware of and implement the Board’s transportation policy, risk management policy the school’s academic policy, code of conduct and emergency action plan. • Distribute, collect and file the appropriate forms from any athlete who has required medical attention (as per OPHEA Safety Guidelines). • Determine that a first aid kit is fully stocked and accessible; order any first aid supplies that are needed. • Follow policies and procedures related to universal precautions with bodily fluids (as per OPHEA Safety Guidelines). • Follow proper training procedures for strenuous outdoor sports. • Determine that the number and location of spectators do not present a safety concern. • Encourage all student athletes to have accident insurance. • Inform parents of game schedules and means of transportation. • Implement corrective measure to help prevent the reoccurrence of an injury. • Inspect equipment and facility to determine it is safe for use. • Determine that all equipment whether school provided or not, meets safety regulations (e.g., football helmets, hockey throat protectors). • Inform athletes they are not to share water bottles. • Implement guidelines related to wearing jewelry. • Determine that a means of communication is available at all competitions (e.g., phone). • Inform appropriate authorities when playing field conditions present a risk to safety. • Teach skills in proper progression. • Outline the inherent risks in the activity to athletes; demonstrate how to minimize the risks; set procedures and rules for safe participation. • Teach and enforce the rules of the sport. • Make athletes aware that they are not to use the facility without proper supervision in place. • Sanction athletes for unsafe play. • Address the supervision of spectators. • Review sport guidelines and attend coaches meetings.

In addition, an outside coach must complete an application form (see Appendix F) and be interviewed.

Policy No. . Volunteer Pg. of 5-21 APPENDIX E

Criteria for Non-Teacher Coaches

Schools are encouraged to consider the following prior to engaging the services of a non- teacher coach:

• Applicant completes an application form (see Appendix F).

• Applicant supplies two references

• Applicant demonstrates coaching expertise. For higher risk sports, this may be derived from one of the following: o NCCP Competition Introduction – Part A or NCCP Level 1 Technical in the sport o Attendance at a relevant clinic or workshop within the past three years o Past experience as a competitor or coach in that sport in the last 10 years

• Applicant presents a criminal record check

• Applicant agrees to a process for monitoring of his/her coaching activities, e.g., seasonal review

• Applicant agrees to a process for resolving issues accompanied by appropriate disciplinary action by the school

• Applicant agrees to abide by all relevant policies and procedures

• Applicant undergoes an orientation session, with the school principal or designate, to: o review coaching philosophy of school o review relevant sections of Physical Education Safety Guidelines o outline school policies with respect to academic eligibility o highlight OFSAA Coaching Conduct and Athlete Code of Behaviour o detail OFSAA Transfer and Eligibility Policies o review school disciplinary policies o clarify school policies with respect to supervision and travel

• Applicant agrees to attend a pre-season coaches’ meeting of school and/or association coaches, if requested

• Applicant agrees to communicate regularly with designated supervisor (e.g., coach liaison)

Policy No. . Volunteer Pg. of

5-22 APPENDIX F

Sample Volunteer Coaching Application Form

The following form can be used when interviewing a potential coach in any one of the following situations: • The applicant is not an administrator or someone with teaching certification. • The person’s philosophy and/or expertise is unknown. • The position to be filled is one of head coach or the person would be asked to coach by himself/herself. • The person would be coaching a higher-risk sport. • The principal or designate decides to formally interview for other reasons.

Please record pertinent information on this form and keep on file. Interviewers are encouraged to include additional questions, which would be relevant to their school.

Candidate: Name: ______Address: ______Phone: (home): ______Phone: (work): ______Email: ______Health Card Number (optional): ______

School: Principal/Designate: ______Team in Question: ______Higher-Risk Sport: Y___ N___

1. Please describe your previous coaching experience in ______(specific sport), as well as experience in any other sport. Include number of years you have coached, age range of players competitive nature of league and any other details you think are pertinent? ______

2. Describe current certification(s) and/or qualification(s) you hold which would be relevant to coaching? ______

3. Describe other coaching development sessions/clinics which have helped you learn more about coaching the sport? ______

Policy No. . Volunteer Pg. of

5-23 APPENDIX F

Sample Volunteer Coaching Application Form

4. What are three primary goals that you are trying to achieve as a coach? ______

5. Do you understand/support the principles of the “fair play” philosophy in athletics? Y__ N__

6. Explain how you would apply these principles to your coaching role? ______

7. How would you set standards of behaviour for the players you coach? ______

8. Please list two references associated with previous coaching experience? Name (not a relative) Position Phone Number

This information is collected pursuant to the (Name of School Board’s) role as employer as set out in the Education Act. The information is collected for employment and human resource planning purposes and is within the guidelines set out in the Municipal Freedom of Information and Protection of Privacy Act, 1989.

References listed on this form will be contacted for information with respect to your suitability as a volunteer coach of Hamilton-Wentworth District School Board student athletes.

Signature of Applicant: ______Date: ______Signature of Principal/Designate: ______Date: ______

Office Use Only References received: Yes ___ No ___ by signature of Principal/Designate: ______Criminal record check received: Yes ___ No ___ by signature of Principal/Designate: ______Application Accepted Yes ___ No ___ Orientation session completed: Yes___ No___ Signature of Principal/Designate: ______Date: ____/____/____

Policy No. . Volunteer Pg. of

6-1 POLICY COMMITTEE - COVER PAGE

Title: Trustee Expense Policy

Recommended Action: That the Trustee Expense Policy Issue Identification be submitted for approval by the Board of Trustees. The revised Trustee Expense Policy is attached. It has been updated to:

Scoping Report 1) Create a Trustee Expense Directive 2) Make minor changes to the Trustee Expense Policy to align with the Broader Public Sector Expense Directive. Draft Policy Development

Stakeholder Consultation

Draft Policy Revisions and Approval

Policy Directive and Implementation

Policy Evaluation and Review

Ministry Mandated Policy

Revoking a Policy

6-2

Policy No. TBD

Trustee Expense

Date Approved: Projected Review Date:

PURPOSE:

Hamilton-Wentworth District School Board (HWDSB) will reimburse trustees and student trustees for out-of-pocket expenses reasonably incurred in connection with carrying out the responsibilities of a board member.

GUIDING PRINCIPLES:

HWDSB believes in being:

• Accountable for public funds to reimburse Trustee expenses.

• Transparent to all stakeholders by posting Trustee expenses every three months on the website.

• Responsible with taxpayer dollars.

• Fair by reimbursing Trustees for legitimate and authorized expenses incurred during the course of the business of the Board.

INTENDED OUTCOMES:

• Ensure compliance with Ministry of Education School Board Expenditure Guidelines (2006:B15).

• Ensure compliance with the Broader Public Sector Expenses Directive.

RESPONSIBILITY:

Director of Education Members of Executive Council

TERMINOLOGY:

Hospitality: This refers to the provision of food, beverage, accommodation, transportation and other amenities paid out of public funds.

ACTION REQUIRED:

Trustees will be provided with the following equipment for use throughout their term of office: • Home based computer and printer

Policy No. TBD Page 1

6-3

• Standard cellular phone or wireless communication device • High speed internet service • Office software

All equipment will be provided in accordance with current Board standards and is to be returned to the Board at the end of the Trustee’s term of office; or can be purchased by the exiting Trustee at the fair market value of the equipment at that time.

Trustees are eligible for reimbursement of the following costs on an on-going basis: • Monthly costs associated with one standard cellular phone or wireless communication devise • Board business long distance telephone costs • Basic office supplies • Internet access • Hospitality

The Directive for this policy further outlines:

• Approvals – Process for approving Trustee expenses.

• Reporting of Trustee Expenses – How expenses will be reported to the public.

• Professional Development – Reimbursement of Trustees for attending any conventions, conferences, workshops, seminars, etc…

• Travel – To and from meetings of the Board, carrying out the responsibilities of a Trustee, or travel outside the Province.

• Meals – reimbursement of Trustees for meals, with the original detailed receipt provided.

• Accommodation – When overnight accommodation is required.

• Hospitality – food, beverages, accommodation, transportation, token gifts of appreciation or other amenities at Board expense.

• Discretionary Expenses – expensed incurred while directly connected with carrying out the responsibilities of a Trustee.

• Unallowable Expenditures – items that Trustees will not be reimbursed for.

• Expense Claims – process for how Trustees may claim expenses for reimbursement.

PROGRESS INDICATORS:

Intended Outcome Assessment Ensure compliance with Ministry of Education Assess against the Ministry Guidelines School Board Expenditure Guidelines (2006:B15) Ensure compliance with the Broader Public Assess against the Directive Sector Expenses Directive

Policy No. TBD Page 2

6-4

REFERENCES:

Government Documents Ministry of Education Expenditure Guidelines Broader Public Sector Expenses Directive

HWDSB Strategic Directions Achievement Matters Engagement Matters Equity Matters

HWDSB Policies Finance and Administration Pillar Employee Expense Procurement

Policy No. TBD Page 3

6-5

Trustee Expense Directive

Directive for Policy X.X [name of policy] Projected Review Date:

RATIONALE:

Hamilton-Wentworth District School Board (HWDSB) will reimburse Trustees and Student Trustees for out-of-pocket expenses reasonably incurred in connection with carrying out the responsibilities of a board member.

The Board is committed to ensuring that sound business practices are employed; the protection of the Board’s reputation and integrity as a public organization; and expenses are associated with the responsibilities of a board member, support the program objectives of the organization and maximize the benefits to the Board.

Trustees will be provided with the following equipment for use throughout their term of office: • Home based computer and printer • Standard cellular phone or wireless communication device • High speed internet service • Office software

TERMINOLOGY:

Hospitality: is the provision of food, beverages, accommodation, transportation, token gifts of appreciation or other amenities at Board expense.

PROCEDURES:

1.0 Approvals

1.1 Claims for the reimbursement of Trustees’ expenses require the approval of the Chair of the Board or the Superintendent of Business Services. For the Chair of the Board, approval of the Director of Education and Secretary of the Board is required.

2.0 Reporting Trustee Expenses

2.1 The Officer of Trustee Services will post Trustee expenses quarterly (every three months) to the Board’s website. These expenses are reported according to the following categories:

• Office – Equipment and Supplies • Telephone, Internet and Wireless Communication Services

Title of Directive Page 1

6-6

• Postage and Printing • Professional Development • Travel for Board Business • Hospitality • Other

2.2 All expense reports will remain on the Board website until one year after the expiry of the term of office.

2.3 Information pertaining to individual Trustee expenses will be forwarded to the Ministry of Education as required by the Ministry.

3.0 Conference or Professional Development Activity

3.1 Annually, the board will establish a budget for Trustee conference/professional development (conventions, conferences, workshops, seminars, etc.).

3.2 Each Trustee will have access to this budget for the reimbursement of actual conference/professional development costs.

3.3 All costs associated with a conference or professional development activities are to be charged against the conference budget: registration, meals, accommodation, travel and other.

3.4 A Trustee attending a conference or professional development activity will provide a report to the Board regarding the content of the same.

3.5 Reimbursement for conferences or professional development activities shall not exceed $1,000 per annum per Trustee, subject to the exceptions specifically noted below.

3.5.1 All Trustees are encouraged to attend appropriate in-province conferences and other professional development events held by: the Ontario Public School Boards’ Association (OPSBA), the Canadian School Boards’ Association (CSBA) and Ontario Student Trustees’ Association (OSTA). An exception to the individual Trustee professional development limitation shall be made for expenses related to in-province professional development events held by either of these Associations, including in- province regular and annual meetings/ conferences.

3.5.2 When the CSBA holds its annual conference out of the province, the following Trustees shall have the first option to attend: • Trustee designated as HWDSB’s OPSBA liaison • The Chair • The Vice-Chair

Openings to the above allotment will be filled by drawing lots from those Trustees interested in attending.

Reimbursement for costs related to this conference is not subject to the $1,000 limitation.

Title of Directive Page 2

6-7

3.5.3 In addition, in the situation that a Trustee in any budget year feels a need to exceed the above noted $1,000 individual limitation, or to attend an out-of-province professional development event (other than CSBA as noted above) with accompanying costs not subject to the $1,000 limit, application may submitted to the Chair of the Board for permission to exceed the limitation on an exception basis or to attend the out-of-province event. The Chair of the Board shall consider budget availability and the need for the professional development vis a vis the responsibilities of the particular Board member. In the case of the Chair of the Board such application may be submitted to the Director of Education and Secretary of the Board.

Registration Fees: Advance discounts should be realized on registration fees where possible.

4.0 Travel

4.1 Travel of a member of the Board to and from his or her residence to attend a meeting of the Board, or of a committee of the Board that is held within the area of jurisdiction of the Board, the Board will pay the member an allowance at a rate per kilometer as determined in 5.1 below.

4.2 Travel incurred in connection with carrying out the responsibilities of a board member, the Board will pay the member an allowance at a rate per kilometer as determined in 5.1 below.

4.3 Trustees are encouraged to travel by the most economical mode whenever feasible. For distances in excess of a radius of 150 km, the Board will reimburse the lesser of the cost for private automobile or the economy rate for air, train or bus fare.

4.4 Transfer fees to and from transportation terminals at points of departure and arrival by the most economically feasible method, including parking are eligible costs.

4.5 Shared transportation is encouraged when appropriate.

4.6 If the Trustee travels to various locations during the day, travel shall be calculated from the last location to the next location.

4.7 Travel costs by private automobiles will be reimbursed for kilometers travelled based on the lesser of Canada Revenue Agency non-taxable mileage rate and/or CAA Annual Automobile Driving Costs.

5.0 Mileage Rate

5.1 Travel costs by private automobiles will be reimbursed for kilometres travelled based on the Canada Revenue Agency non-taxable mileage rate

Per Kilometer rate for 2013/2014 Budget Year, September 1, 2013 to August 31, 2014:

$0.48 per kilometer

Title of Directive Page 3

6-8

6.0 Meals

6.1 The cost of meals will be reimbursed up to the following amounts with the original detailed receipt provided.

The meal rates for the 2013/2014 Budget Year, September 1, 2013 to August 31, 2014 are as follows:

• Breakfast $10.00 • Lunch $20.00 • Dinner $42.00

6.2 Rates include taxes and gratuities and are in Canadian dollars.

6.3 These rates will be adjusted to the nearest dollar in September based on the annual Consumers’ Price Index taken in June of the preceding school year.

6.4 Meal rates are not to be combined; the sole exception is for lunch and dinner meals taken on the same day. If both lunch and dinner meals are taken on the same day, the employee is allowed to add the lunch and dinner meal rates together to cover the two meals. For example, using the above rates, it is acceptable for an employee to spend $15 for lunch and $46 for dinner, as long as the $62 limit allowed for the two meals is not exceeded.

6.5 Where a meal is included as part of a professional event (e.g., conference, workshop, etc.), the meal entitlement will not apply. Exceptions, such as for a dietary restriction, may be reviewed with the approver.

6.6 Alcohol: Reimbursement for purchases of alcohol is not allowed. This includes:

• Alcohol consumed at a meal, event, conference, etc. • Bottles of wine or other spirits given as a gift or honorarium • LCBO, Beer Store, wine store etc. gift certificates or gift cards given as a gift or honorarium

In addition, the purchase of such items on Board purchasing cards and Board credit cards are not permitted.

7.0 Accommodation

7.1 Where overnight accommodation is required, reasonable room, parking and telephone costs will be recognized for reimbursement.

8.0 Hospitality

8.1 Hospitality should be extended in an economical, consistent and appropriate way when it will facilitate Board business or is considered desirable as a matter of courtesy. The guidelines for meals and gifts listed herein are to be followed. In certain, limited cases of hospitality, the meal limits contained herein may be exceeded upon authorization of the Chair of the Board.

Title of Directive Page 4

6-9

8.2 Hospitality should not be provided to individuals employed by the Board except in the normal course of Board business.

8.3 Trustees may only accept infrequent and reasonable hospitality and may only accept infrequent and reasonable business gifts with a value of $75 or less, including taxes and delivery. The frequency and nature of gifts or hospitality shall not be allowed to be such that the recipient might be, or might be deemed by others, to have been influenced in making a business decision as a consequence of accepting such gift or hospitality

9.0 Other Discretionary Expenses

9.1 Expenses incurred must be directly connected with carrying out the responsibilities of a Trustee. There will be no reimbursement for expenses of a personal or political nature.

9.2 Expenses allowed for reimbursement as discretionary expenses include:

• hospitality expenses to hold school or ward based meetings • admission fees to attend community-related presentations and events • consumable supplies for the home-based office such as paper and toner

9.3 Unallowable expenses for reimbursement include:

• costs incurred to independently attend a fundraising event • independent donations and/or contributions made to community-related presentations and events (includes those made in addition to, or instead of, admission fees) • independent donations to a fundraising event or charity • independent payment to a school or program • other expenses not pre-approved by the Chair of the Board or the Superintendent of Business Services

9.4 If a Trustee receives a donation slip for any expenses reimbursed by the Board, the Trustee is asked to submit the donation slip to the Superintendent of Business Services.

9.5 Reimbursement for discretionary expenses shall not exceed $1,200 per annum per Trustee.

10.0 Travel Outside of the Province

10.1 For authorized travel outside of the Province, the procedures noted in this policy are to be followed. However it is understood that the costs of meals and hospitality outside of the Province may differ from those in the Province.

10.2 The Trustee is to ensure the costs incurred for meals and hospitality are reasonable and appropriate.

10.3 Alcoholic purchases will not be reimbursed.

10.4 Expenses incurred on authorized travel outside of the Province must be approved by the Chair of the Board or the Superintendent of Business Services.

Title of Directive Page 5

6-10

11.0 Gifts of Appreciation to Non-Employees

11.1 Token gifts of appreciation, valued at up to $30 (inclusive of taxes and delivery charges, etc.), may be extended to persons who are not attached to the Board in exchange for pro bono services, including those provided at professional development events.

11.2 The gift must be approved by the Chair of the Board or the Superintendent of Business Services.

11.3 Gifts valued above $30 must be justified and approved by the Superintendent of Business Services or designate.

11.4 Alcohol may not be given as a gift (i.e. bottles of wine or other spirits, gift certificates for the LCBO, Beer Store or wine stores, etc.).

11.5 For gift certificates and gift cards, refer to the Board’s procedures on Gift Certificates and Gift Cards.

12.0 Unallowable Expenditures

12.1 The Board will not reimburse Trustees for the following expenditures:

• Alcoholic purchases including: o alcohol consumed at a meal, event, conference, etc.; o bottles of wine or other spirits as a gift/honorarium; o LCBO, Beer Store, wine store, etc. gift certificates as a gift/honorarium. • Goods and services purchased from Board employees as stipulated in the Education Act S217; • Charges for use of recreational/fitness facilities; • In-room movie rentals and mini-bar charges; • Charges incurred by spouse or other family members; • Parking tickets or traffic tickets; • Automobile expenses, since these are reimbursed on a per kilometre basis; • Expenses for hospitality, unless specifically allowed by this Policy; • Expenses for re-furnishing or redecorating offices; • Supporting a fundraiser for a specific political party; • Supporting an event for a specific political party; • Purchase of travel gift certificates; • Lavish gifts (i.e. expenditures over $75).

12.2 Board Funds must never be used to fund:

• Gifts (including cards and/or flowers) for Administrative Professionals’ Day, World Teachers’ Day, etc.; • Gifts (including cards and/or flowers), due to births, adoption, illness, retirements, marriage, birthdays, death, or other life events. These are considered personal and are not reimbursable. A collection from personal funds should pay for these types of expenditures.

Title of Directive Page 6

6-11

• Festival parties, year-end celebrations, school start up celebrations or other festive occasions (The exception is specific funds provided through the Board’s Budget for events such as school openings, anniversary celebrations, or other events as approved in the Budget); • Birthday or other holiday gifts (including cards and/or flowers).

13.0 Cash Advances for Expenses

13.1 Cash advances are not permitted.

13.2 If there are unusual circumstances, the approval of the Superintendent of Business Services or designate is required for cash advances for the payment of what would be authorized expenditures incurred while on Board business.

14.0 Credit Card or Reward Card Advantages

14.1 The use of a personal credit card or reward card is prohibited in cases where it is for more than normal business or conveys undue benefit to the Trustee.

15.0 Claim Procedures

15.1 Claims for reimbursement of expenses shall be submitted for approval as indicated in section 1.1.

15.2 This form must be signed by the claimant and the appropriate approver before submission to the Finance Department for payment.

15.3 Along with the required original, detailed receipt (a debit/credit card receipt is not appropriate as it does not give sufficient detail to authorize the payment or meet audit requirements), supporting documentation is also required as follows:

• For meeting or hospitality expenses that include meals, the names of the individuals and the business purpose for the expense; • For hospitality or gifts, include the event, and reason for the hospitality or gift; • Other documentation may be requested.

15.4 Claims are to be submitted to Finance on a monthly basis.

15.5 Claims covering more than one month can be submitted however may not be paid in a timely manner.

15.6 Expense claims not submitted by September 15th following the fiscal year in which the cost was incurred may not be processed, or may be charged to the next budget year.

16.0 Student Trustees

16.1 To avoid any misunderstanding, it is explicitly noted that all provisions and expectations of this policy apply to Student Trustees of the Board.

Title of Directive Page 7

7-1 POLICY COMMITTEE - COVER PAGE

Title: Program Policy Pillar Policy: Student Performance and Achievement

Recommended Action: Issue Identification That the Policy Committee review and approve the attached Scoping Report and forward to the January Board meeting for approval.

Scoping Report

Draft Policy

Development

Background:

Stakeholder The current Program of Choice Policy does not completely Consultation align to the new vision of HWDSB’s Secondary Program Strategy.

The current policy focuses on the guiding principle of Draft Policy Revisions specialized programs (tier 3), but does not capture the and Approval other guiding principles: all schools are great schools; students will have more choice within their home Policy Directive and schools; and Implementation all students achieving and graduating in HWDSB.

Policy Evaluation and Review

Ministry Mandated Policy

Revoking a Policy

7-5

Policy No. 7.4

Programs of Choice

Date Approved: Apr. 2009 Projected Review Date: Apr. 2012

PURPOSE:

It is the policy of Hamilton-Wentworth District School Board (HWDSB) to support innovative programs within its schools and enhance student achievement by responding to stakeholder needs through the adoption of approved Programs of Choice.

Programs of Choice will endeavour to strengthen public education by: Supporting student achievement by helping students meet provincial standards and the intended outcomes of the Program of Choice Offering high quality, innovative educational programs in focused areas Attracting, retaining and engaging students with differing educational interests Attracting, retaining and engaging staff with specialized knowledge, skills and training Increasing parent involvement and satisfaction

GUIDING PRINCIPLES:

Programs of Choice must: Conform to The Education Act, Board policies, collective agreements and an approved Programs of Choice Implementation Plan Adhere to the highest standards of programming excellence expected by the Board, the community, the associated partners and the parents and students in the program Align with the Board’s Vision, Mission and Core Commitments Endeavour to provide accessibility for all students

INTENDED OUTCOMES:

Programs of Choice are a means by which HWDSB can: Realize its vision of ensuring a future in which all learners achieve their full potential Attract and retain students and families who view HWDSB as a Board of Choice that offers dynamic programming to meet the diverse needs and interests of the community Respond to parental requests for programs in specialized areas that meet the unique needs of students across our district. Develop career-focused pathways for existing Programs of Choice to become Specialist High Skills Major

RESPONSIBILITY:

Director of Education Members of Executive Council

Policy No. 7.4 Programs of Choice Page 1

7-6

TERMINOLOGY:

Programs of Choice: non-Ministry mandated, unique, innovative learning programs in focused areas, designed to engage students who have differing educational interests. The programs have the capacity to develop a broad range of skills and further enhance character development, academic achievement, and leadership development and may include languages, environmental studies, the arts and fitness and wellness. These programs compliment subjects/courses consistent with the Ontario Curriculum however, offer specialized learning opportunities that develop skills with greater depth and intensity.

Students may enter a Program of Choice at different elementary and secondary grade levels based on program availability and admission criteria. Secondary Programs of Choice may contribute to a Ministry approved Specialist High Skills Major when a career-focused pathway offering opportunities in apprenticeship, college, university and workplace exists.

ACTION REQUIRED:

Programs of Choice can be initiated by a community group or school staff in HWDSB who approach the Superintendent responsible for Programs of Choice with a specific Program of Choice proposal. If the proposal originates from school staff in HWDSB it must be supported by the school administration, the School Council, the school Superintendent of Education and the Superintendent responsible for Programs of Choice. If the proposal originates from the community it must have the support of the Superintendent responsible for Programs of Choice, Executive Council and the Board of Trustees. The location of all Programs of Choice will be at the discretion of the Superintendent responsible for Programs of Choice and Executive Council. There will be no stand-alone Programs of Choice entertained by the Board.

Potential Programs of Choice that meet the criteria identified above will be provided with a Programs of Choice Application Proposal Form. Programs of Choice Application Proposal Forms are completed and submitted to the Superintendent responsible for Programs of Choice. The Superintendent, in consultation with the school Superintendent of Education and school administration will decide on whether or not to support the idea. Once approved a Programs of Choice Implementation Plan is completed. A Programs of Choice Implementation Plan must include the rationale for the program and how the program will address the guiding principles and intended outcomes of Programs of Choice Final approval, prior to the commencement of any new Program of Choice requires that the Implementation Plan along with any supporting information is presented to the Programs of Choice Proposal Review Committee. The process is summarized in Appendix A.

The Programs of Choice Proposal Review Committee will be composed of the following: 1 Superintendent responsible for Programs of Choice 1 Trustee of the Board 1 Parent Involvement Committee Member 1 Elementary Teacher

Policy No. 7.4 Programs of Choice Page 2

7-7

1 Secondary Teacher 1 Elementary Administrator 1 Secondary Administrator 1 non-parent ratepayer 1 Elementary Student Leader 1 Secondary Student Leader

Once the Programs of Choice Proposal Review Committee has reviewed the implementation of a new Program of Choice the program will be referred to Executive Council for final approval. Proposals brought forward by a community group must have the approval of the Board of Trustees. If approved, the program will be considered to be in a Pilot Year. See Appendix B.

Pilot Year Requirements: Implement program as per proposal Present status report to the Superintendent responsible for Programs of Choice prior to the end of the Pilot Year If the report demonstrates that the program is viable, as determined by positive student achievement, student engagement, and parent satisfaction data, it will be recommended that the program continue. Alternatively if it is shown to not be viable a recommendation may be made that the program is discontinued. At the end of year 2 the Superintendent responsible for Programs of Choice with require a review of the Program of Choice conducted by external reviewers from outside HWDSB and/or EBEST with a report being presented to Executive Council.

Programs of Choice Resourcing: Financial and other resource considerations in support of Programs of Choice will be determined through the collaborative efforts of the school administration, the Superintendent responsible for Programs of Choice, Board personnel and Executive Council. Staffing considerations in support of each program, based on specialized training and qualifications, will be determined by the staffing process, the Superintendent of Operations in consultation with the Superintendent responsible for Programs of Choice and school administration. Resource allocation will be reviewed annually by the Superintendent responsible for Programs of Choice.

PROGRESS INDICATORS:

A formal program review will be completed every 3 years by school administration, school staff and/or EBEST and reported to the Superintendent responsible for Programs of Choice, Executive Council and included as part of the annual report to the Board of Trustees. As part of the review process evidence must be presented to demonstrate growth in student achievement, student engagement, and parent satisfaction.

In addition to the formal program review, for an elementary Program of Choice to be considered viable, it must have a sufficient number of students to run one full class and generate 1 FTE teaching position according to staffing protocols. If the enrolment numbers fall below this minimum for two years consideration will be given to discontinue the program.

In addition to the formal program review, for a secondary Program of Choice to be considered viable, it must generate enough student interest to warrant the allocation of staffing lines. If the

Policy No. 7.4 Programs of Choice Page 3

7-8

enrolment numbers fall below an acceptable threshold that make it financially viable for two years, consideration will be given to discontinue the program.

If the existing POC grows successfully beyond the current capacity of the existing building as indicated in the mandatory review process consideration may be given to moving/expanding the POC to an additional location as determined by an extensive review of all data sources, including the Capital Plan, with the final decision being made by the Superintendent responsible for Programs and Choice in consultation with Executive Council and where necessary the Board of Trustees.

The Superintendent responsible for Programs of Choice will prepare an annual report for Board as part of the Trustees’ Annual Work Plan. The Superintendent responsible for Programs of Choice will make bi-annual reports to Executive Council based on the how the programs align with HWDSB’s Strategic Directions and Annual Operating Plan including: Program viability as determined by student and parent engagement and satisfaction surveys Growth potential of the programs as projected over a 3 year period Growth potential to evolve into SHSM when programs have a career focus Financial viability as determined by the allocation of school and central funds Academic viability as determined by student achievement data Retention and attraction of students as determined by analysis of enrolment data Partnership viability as determined through consultation with associated organization and groups Student access to programs from all parts of the district as determined by an analysis of demographic information

REFERENCES:

Government Documents N/A

HWDSB Strategic Directions Achievement Matters Engagement Matters Equity Matters

HWDSB Policies Equity Information Technology Collective Agreements for all employee groups Purchasing/Procurement OCT Standards of Teaching Practice

Policy No. 7.4 Programs of Choice Page 4

8-1

French Immersion Directive

Directive for Policy TDB Projected Review Date: June 2017

RATIONALE:

Hamilton Wentworth District School Board (HWDSB) provides a continuous French Immersion program beginning in Grade 1 (and in Senior Kindergarten at some schools until full day kindergarten is fully implemented in 2014) and through to the end of the secondary level.

HWDSB also promotes the vision that “Students in English-language school boards have the confidence and ability to use French effectively in their daily lives.” (A Framework for French as a Second Language in Ontario Schools)

TERMINOLOGY:

GB+: Groupe Beauchemin - French Immersion Reading Assessment

DRA: Developmental Reading Assessment used as a standardized reading assessment in elementary schools

CEFR: Common European Framework of Reference is a guideline to describe achievement of second language learners

PROCEDURES:

1.0 French Immersion Program Entry

1.1 The Early French Immersion program begins in Grade 1 and in Senior Kindergarten at some schools until full day kindergarten is fully implemented in 2014.

1.2 The Board provides a continuous French Immersion program through to the end of the secondary level.

1.3 Students with some French competency wishing to enter French Immersion at a time other than Grade 1 must request assessment prior to entering the program. The assessment will be school based and a decision will be made on a case by case basis. Several factors will be part of the decision include past French experience, support outside the school and students’ abilities in their first language. Possible components of the test could include; a GB+/French DRA reading assessment, an oral component which could include the CEFR continuum and some work in math where the student will explain their work.

2.0 French Immersion Community Advisory Committee

2.1 The French Immersion Community Advisory Committee shall provide advice to the Board regarding French Immersion program and accommodation issues.

French Immersion Directive – Policy TBD Page 1

8-2

2.2 The French Immersion Community Advisory Committee shall consist of the following persons:

Voting members:

• Three French Immersion elementary parents - to report regularly to their School Council and/or Home & School, one (1) from each cluster • Three French Immersion secondary parents - to report regularly to their School Council and/or Home & School representatives one (1) from each cluster • One representative from Canadian Parents for French • One community representative with interest in French language programming • One representative from a local post-secondary institution (e.g., Mohawk College or McMaster University) with interest in French language programming • Up to two secondary French Immersion students

HWDSB Resource Staff:

• One Superintendent of Education responsible for French Immersion • One consultant or support person responsible for French Immersion • One elementary Principal/Vice-Principal of a French Immersion school • One secondary Principal/Vice-Principal of a French Immersion school • One French Immersion elementary teacher representative of a French Immersion school • One French Immersion secondary teacher representative of a French Immersion school

2.3 The French Immersion Advisory Committee shall appoint a chair or co-chairs from among its members at the first meeting following the Board’s organizational meeting each year.

2.4 The Term of office for a member of the French Immersion Community Advisory Committee shall be two years commencing on December 1 and ending on November 30.

2.5 The French Immersion Community Advisory Committee may have one or two Trustees, appointed by the Board, who may participate in the meetings but will not count towards quorum or have voting privileges.

2.6 Quorum represents 50% plus one of the voting members of the committee established in September

2.7 A committee member has the right to make a declaration of conflict of interest and therefore not participate in a particular discussion or vote.

French Immersion Directive – Policy TBD Page 2

8-3

2.8 There is an expectation that information from the French Immersion Community Advisory Committee meetings will be shared with all French Immersion school councils and communities.

3.0 School Organization

3.1 The French Immersion program may be offered in either a single track or a dual track school model.

3.2 The selection of single or dual track program delivery in any new French Immersion site shall be determined according to system accommodation circumstances.

3.3 Class size, staffing and working conditions for the French Immersion program shall be determined by the collective agreement.

4.0 Registration Procedures

4.1 The entire Board area shall be divided into attendance areas for French Immersion. The process for admission shall be congruent with that for the English program.

4.2 Advertising for French Immersion shall happen in conjunction with the Board’s advertising for English senior kindergarten

4.3 Prior to registration, all parents of children in junior kindergarten or entering senior kindergarten shall receive (i) information on the French Immersion program through information nights and advertising; (ii) an announcement of any information meetings;

4.4 In the event that requests exceed the number of available Grade 1 spaces in a given school, the Superintendent of Education shall determine the resolution using the same options as for other Grade 1 programs.

4.5 Entry into the program at points other than Grade 1 shall be at the discretion of the principal following assessment and consultation with Board and school personnel as outlined in the statement on assessment above.

5.0 Long-Term Accommodation Issues

5.1 All decisions made in regards to French Immersion program initiation, phase out or relocation shall be made in consultation with the Superintendents of Student Achievement, the French Immersion Community Advisory Committee, and other stakeholder groups, and in keeping with policies and procedures established by Hamilton-Wentworth District School Board.

5.2 The criteria for determining site locations for French Immersion programs shall include the following:

French Immersion Directive – Policy TBD Page 3

8-4

• availability: vacant, leased or under-used sites - where space is available and where space is projected to remain available • accessibility: good traffic paths to the site - safety • community support: demonstrated interest in enrolling • accommodation to support program: gym, library, grounds (best interests of student’s program) • program and accommodation costs • grouping: locating junior/middle/secondary sites within short distances of one another • distribution: equitable distribution to meet system needs • nearness to next school • at the secondary level, staffing, enrolment and program organization: where sufficient courses can be offered in French • other considerations as relevant

6.0 Administration/Staffing

6.1 Class organization, programming, staffing and timetabling in a school offering French Immersion programs shall be the responsibilities of the Principal and the Superintendent of Education.

6.2 As opportunities arise in schools with French Immersion, the Board shall support the assignment of bilingual personnel to other existing assignments, such as Learning Resource Centre, Physical Education, Music, Co-operative Education, Information Technology, and administration.

7.0 Program

7.1 The Board shall provide centralized program support for French Immersion and will use A Framework for French as a Second Language in Ontario Schools, Kindergarten to Grade 12, 2013 as a guide for program options

7.2 The following program shall be delivered: I. French Language Arts Shall be a component of the program in every year at the elementary level. A selection of other subjects is also taught in French.

II. Junior Schools Classroom instruction in Grade 1 (and in Senior Kindergarten at some schools until full day kindergarten is fully implemented in 2014) shall be in French. English Language Arts instruction shall be introduced in Grade 2. The amount of instructional time for English in Grades 2 and 3 shall be a minimum of 225 minutes per week. In Grades 4 and 5, the amount of instructional time for English shall be a minimum of 300 minutes per week.

III. Middle Schools Fifty per cent (50%) of classroom instruction shall be in French Where choice of subjects for instruction in French is possible, the determination shall be made by the Principal in consultation with the Superintendent of Education.

French Immersion Directive – Policy TBD Page 4

8-5

IV. Secondary Schools Students shall be required to complete ten courses within the French Immersion Program, four of which must be French Language Arts credits, and at least six other subjects in which French is the language of instruction, to qualify for the Certificate of French Immersion. Of the ten courses, three must be at a senior level.

8.0 Support Services

8.1 Students requiring special education assistance shall receive support through the appropriate staff assigned to the school following standard processes.

8.2 Students enrolled in French Immersion whose needs require special assistance beyond the school level shall have access to: (i) special education services; (ii) central services as provided by the support staff of Hamilton-Wentworth District School Board and/or other community agencies (iii) special education programs as recommended by an Identification, Placement and Review Committee (if the recommendation is for a self- contained class, then the program is in English).

9.0 Resources

9.1 Adequate resource materials for French Immersion shall be acquired for schools by the school principal in consultation with appropriate school and Education Centre staff.

9.2 French Immersion needs shall be taken into consideration by the Discovery Centre when ordering materials.

9.3 French Immersion translations and adaptations of subject-based curricula shall be funded by the Board. French Immersion teachers shall be encouraged to participate in curriculum writing teams where possible.

9.4 A school with French Immersion shall have access to the grant monies provided provincially for the support of the program, if available.

French Immersion Directive – Policy TBD Page 5