12/16/2014 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING
2014 DECEMBER 16.7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
The Board met in regular session on 2014 December 16 in the Board Room at the Education Centre,
meeting in public session at 7:00 p.m.The following were in attendance:
TRUSTEES ADMINISTRATION AND OTHERS
R.Tisdale (Chair)E.Muellejans L.Elliott K.Young
J.Bennett G.Osih K.Dalton K.Aitken
R.Campbell S.Polhill J.Pratt L. De Vos (-7:50)
C.Goodall M.Reid R.Culhane S.Bruyns (-7 :50)
G.Hart P.Schuyler M.Deman C.Kissua (-7 :50)
P.Jaffe J.Skinner K.Edgar A.Pigeon (-7:50)
B.McKinnon J.Todd (-7:50)L.Griffith-Jones K.Auckland (-7:50)
A.Morell S.Hughes C.Tremblay (-9:05)
D.Macpherson M.Ferdinand (-9:05)
M.Moynihan D.Weeden (-9:05)
V.Nielsen M.Arnold (-9:05)
•S.Powell P.Venesoen (-9:05)
B.Sonier T.Smith (-9:05)
K.Wilkinson R.Kuiper (-9:23)
K.Bushell
B.Williams Guest:P.McKenzie
1.CALL TO ORDER
Board Chair R.Tisdale called the meeting to order at 7:00 p.m.
2./3.O CANADA AND SPECIAL MUSICAL PRESENTATION
The appreciation of the Board was extended to Bonaventure Meadows Public School Choir for their
perfonmance and to Conductor Allison O'Connor for leading in the singing of O Canada and
performing three musical selections
4.APPROVAL OF AGENDA
The agenda was approved on motion of J.Todd,seconded by P.Jaffe.
5.OFFICIAL RECORD
B.Williams,Supervisor,Corporate Services,read the following official record into the minutes:
"We regret to record the death of John Espoir-Jones,an 18-year-old student at Clarke Road
Secondary School on 2014 December 9."
6.CONFLICTS OF INTEREST -none declared
7.CHAIR'S ANNOUNCEMENTS-none
8.DIRECTOR'S ANNOUNCEMENTS
Director L. Elliott extended her appreciation to S.Hughes for his work as Acting Superintendent
throughout the Fall.
Director Elliott wished everyone a happy holiday season thanking Trustees,staff,parents and
community members for their commitment and work on behalf of all students.She referred to the
holiday message recorded at White Oaks Public School available on the Board's website.
2014 December 16...2
9.ADMINISTRATIVE PRESENTATIONS
a.Summer School Report 2014
Supt. M. Deman referred to the 2014 Summer School report.She was joined by Principal C.
Kissau,teacher A. Pigeon, Learning Supervisors L. De Vos and S. Bruyns and Principal K.
Auckland who provided an overview by PowerPoint presentation (Item 9.a) highlighting First
Nations,Metis,and Inuit Summer Camp,Summer Numeracy Camp,and Summer Literacy Camp.
Vice Principal C.Tremblay provided a summary of the summer programs offered through Adult,
Alternative and Continuing Education.
b.Alternative Education Overview (School of Adult,Alternative and Continuing Education)
Supt.K.Wilkinson,Vice Principal Tremblay,M.Ferdinand,Coordinator School Counselling &
Social Work Services,P.Venesoen,Research &Assessment Associate and Principal D.Weeden
provided an overview of Alternative Education -School of Adult,Alternative and Continuing
Education.
An organizational chart depicting the broad range of programming provided through Adult,
Alternative &Continuing Education was distributed;the programming offered was described.The
Framework for Supporting Student Success was explained as a pyramid,whereby the in-school
and in-class preventions generally are considered first followed by in-class interventions,in-
school interventions,Board interventions,and final supervised alternative learning.
Supt.Wilkinson referred to the review of Adult,Alternative and Continuing Education that was
completed.P.Venesoen described data collection through surveys and focus groups;he
highlighted key findings. Principal Weeden and Supt.Wilkinson outlined next steps regarding the
Adult,Alternative and Continuing Education Program.
The Administration responded to questions of clarification.
10.MINUTES OF THE 2014 NOVEMBER 25 REGULAR BOARD,2014 DECEMBER 1 AND 2014
DECEMBER 9 SPECIAL BOARD MEETINGS
a.Confirmation of Minutes
The minutes of the 2014 November 25 Regular Board,2014 December 1 and 2014 December 9
Special Board meetings of was adopted on motion of M.Reid,seconded by R.Campbell.
b.Business Arising from the Minutes -none
11.STUDENT TRUSTEES'UPDATE
Student Trustee E.Muellejans advised that the rural Student Representative meeting was cancelled
and will be rescheduled to March.Student Trustee Muellejans reported he met with the First Nations
Student Advisory Council representatives and is looking forward to their input moving forward.
Student Trustee G.Osih advised that students are looking forward to the upcoming break.
12.REPORTS FROM THE ADMINISTRATION
a.Attracting and Retaining Secondary School Students
Associate Director K.Dalton referred to the Attracting and Retaining Secondary School Students
report (Item 12.a)regarding students as they move from elementary to secondary school.She
was joined by Learning Supervisor R.Kuiper and P.Venesoen of Research and Assessment.
Learning Supervisor Kuiper provided an overview of the retention and transfer-in data noting the
increase in rates for both.School staff and Superintendents were acknowledged for their efforts
to retaining students from Grade 8 to Grade 9.The importance of student voice In identifying
ways to help Grade 8 students transition to Grade 9 was highlighted.The Grade 9 Registration
campaign was also identified as a key factor in contributing to the results.Materials created
through Public Affairs and Communication for the campaign were shared.
2014 December 16...3
12.REPORTS FROM THE ADMINISTRATION -cont'd
b.Victoria Pubiic School Schoolyard Greening Project Donation
Supt.V.Nielsen referred to the written report regarding the Victoria Public School Schoolyard
Greening Project Donation (Item 12.b).
The following recommendation was moved by S.Polhill,seconded by A. Morel)and CARRIED:
That the acceptance of a donation of $100,000 for the Victoria Public School
schoolyard greening project be approved.
Chair Tisdale expressed sincere appreciation to the anonymous donor for their significant gift.
c.Membership of Three Naming Committees for Tillsonburg Area Schools
Supt.S. Powell referred to the report regarding the Membership of the Three Naming Committees
for Tillsonburg Area Schools (Item 12.c).
The followng recommendation was moved by B.McKlnnon,seconded by R.Campbell and
CARRIED;
That the Board approve the Naming Committee Membership for the following
Tillsonburg area schools as per the attached report:
•The New Elementary School in Tillsonburg
•Annandale School
•South Ridge Public School
d.2013-2014 Director of Education's Annual Report
Director Elliott presented the 2013-2014 Director of Education's Annual report to fulfill the
requirement of section 283(3) of the Education Act.The report will be submitted to the Ministryof
Education on or before the 31st day of January next following.The Director of Education's Annual
Report will be posted on the Thames Valley District School Board website by 2015 January 31.
The 2013 -2014 Director's Annual Report demonstrates the progress toward achieving the
Board's Vision, Mission and Strategic Commitments.Evidence supporting the'Board's
commitment to improving and celebrating student achievement,parent Involvement,staff
teaming,innovation,staff recognition and many other initiatives are highlighted.
e.TVDSB Operating Plan
Director Elliott referred to the 2014-2015 Annual Operating Plan noting it is available on the
Board's website at:httD://www.tvdsb.ca/files/277471/annual%20oDeratinQ%20Dlan2014-
2015%20final.pdf.Trustee feedback was invited.
13.REPORTS OF COMMITTEES
a.Report of the Fii^t Nations Advisory Committee,2014 November 18
Trustee B. McKlnnon referred to the written report of the First Nations'Advisory Committee (Item
13.a)and provided to Trustees in advance of the meeting.There were no recommendations.
b.Report of the Policy Working Committee,2014 November 25
Trustee M.Reid referred to the virt"itten report of the Policy Working Committee (Item 13.b)and
provided to Trustees In advance of the meeting.There were no recommendations.
c.Report of the Chair's Committee,2014 December 2
Trustee B. McKlnnon referred to the written report of the Chair's Committee (Item 13.c)and
provided to Trustees in advance of the meeting.
The following recommendations were moved by B.McKlnnon,seconded by P. Jaffe and
CARRIED:
2014 December 16...4
13.REPORTS OF COMMITTEES -cont'd
c.Report of the Chair's Committee,2014 December 2 -cont'd
That Trustees G.Hart and B.McKinnon be appointed to the three Naming Committees
for the Tiilsonburg area schools.
That the Committees of the Board and Commum'ty Representation for 2015 be
approved.
That the OSTA membership fee for 2014-2015 in the amount of $2,715.38 be approved.
d.Report of the Committee of the Whoie in-Camera,2014 December 16
Trustee B. McKinnon advised that the committee met in-camera from 5:05 p.m. to 6:16 p.m.
where confidential legal,personal and property matters were discussed.
The following recommendation was moved by B. McKinnon,seconded by M. Reid and CARRIED:
That the motion relating to personal matters be approved.
14.COMMUNICATIONS
a.Ontario Public School Boards'Association (OPSBA)Update
The Public Education Symposium,January 29-31,2015 was identified as an important learning
opportunity for trustees.
b.Letterfrom the Ministry of Citizenship,Immigration and International Trade
Chair Tisdale reported correspondence received from the Ministryof Citizenship, Immigration and
Intemational Trade conceming a grant was provided for information.
c.Appointment to the First Nations Advisory Committee
The Board received correspondence from Chippewas of the Thames First Nation seeking
approval to appoint Danielle Grosbeck and Michelle Burch as their representatives on the Board's
First Nations Advisory Committee.
The following motion was moved by B. McKinnon.seconded by S. Polhill and CARRIED:
That Danielle Grosbeck and Michelle Burch of Chippewas of the Thames be appointed
as representatives on the First Nations Advisory Committee from December 1,2014 to
August 31,2015.
d.Appointment to the Special Education Advisory Committee
The Board received correspondence from Chippewas of the Thames First Nation seeking
approval to appoint Carol-anne Dendias as their representative on the Board's Special Education
Advisory Committee.
The following motion was moved by S.Polhlll,seconded by P.Schuyler and CARRIED:
That Carol-anne Dendias of the Chippewas of the Thames First Nation be appointed as
the representative on the Board's Special Education Advisory Committee from
December 1,2014 to August 31,2015.
15.NOTICE OF MOTION -none
16.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
17.ADDITIONAL ITEMS -none
18.QUESTIONS/COMMENTS BY MEMBERS
Chair Tisdale wished everyone safe and happy holiday season.
2014 December 16...5
19.ADJOURNMENT
The meeting adjourned at 9:43 on motion of M.Reid,seconded by A. Morelll.
Confirmed:
Chairperson
2014 December 16...6
SUMMARY OF APPROVED RECOMMENDATIONS OF 2014 DECEMBER 16
That the acceptance of a donation of $100,000 for the Victoria Public School schoolyard greening
project be approved.
That the Naming Committee Membership,as provided in the attached report,for the following
Tillsonburg area schools be approved:
•The Nevi^Elementary School in Tillsonburg
•Annandale School
•South Ridge Public School
That Trustees G.Hart and B.McKinnon be appointed to the three Naming Committees for the
Tillsonburg area schools.
That the Committees of the Board and Community Representation for 2015 be approved.
-That the OSTA membership fee for 2014-2015 in the amount of $2,715.38 be approved.
That the motion relating to personal matters be approved.
That Danielle Grosbeck and Michelle Burch of Chippewas of the Thames be appointed as
representatives on the First Nations Advisory Committee from December 1,2014 to August 31,2015.
That Carol-anne Dendias of the Chippewas of the Thames First Nation be appointed as the
representative on the Board's Special Education Advisory Committee from December 1,2014 to
August 31,2015.
SChIoL
REPORT TO:BOARD X Public
COMMITTEE Public
PRESENTED FOR INFORMATION
SUBMITTED BY:Karen Wilkinson,Superintendent
of Student Achievement
In Camera
In Camera
SIGNATURE:
Date of
Meeting:
Item #:9.a
SUBJECT:Adult,Alterriative arid Continuing Education Summer School Report 2014
Purpose To provide a summary report for Summer School 2014.
Content The Summer School Report outlines the following information:
Summer School Sites
Summer School Administrative Team
Quick Facts about Summer School 2014
Enrolment by Site
Enrolment by Program
Retention by Program
Improvement Credit by Field of Study
New Credit by Field of Study
Specialized Summer School Programs
Summer School 2015
Cost/Savings N/A
Timeline N/A
Appendices Adult,Alternativeand Continuing Education Summer School Report 2014
2014 December 16
Relation to Commitments:
0 Putting students first.El Actively engagingour students,staff, familiesand communities.
•Recognizing and encouraging leadership in all Its forms.gj Being inclusive,fair,and equitable.
•Ensuring safe, positivelearning and workingenvironments. •Inspiring new Ideas and promoting Innovation.
S Takingresponsibility for the students and resources entrusted to our care.
We build each student's tomorrow,every day
D
UV
School 2014
We build each student's tomorrow,every day.
TVDSB Summer School Report to the Board
Summer School Sites
Elgin Arthur Voaden Secondary School
East Elgin Secondary School
Central Elgin Collegiate Institute
Parkside Collegiate Institute
High School,Here ICome!!
High School,Here I Come!!
High School,Here 1 Come!!
High School,Here ICome!!
London A.B.Lucas Secondary School
Central Secondary School
Clarke Road Secondary School
G.A.Wheable Centre
H.B.Beal Secondary School
London South Collegiate Institute
Montcalm Secondary School
Oakridge Secondary School
Saunders Secondary School
Sir Frederick Banting Secondary School
Sir Wilfrid Laurier Secondary School
St.Leonard's
W.Shenwood Fox Public School
White Oaks Public School
New and Improvement Credit Grade 9 and 10
High School.Here ICome!!
High School,Here I Come!!
High School,Here I Come!!
Improvement Credit Grade 11 and 12
New Credit Grade 11 and 12
High School,Here I Come!!
High School,Here I Come!!
Grade 7 & 8 Program
High School,Here I Come!!
High School,Here I Come!!
High School,Here 1 Come!!
High School,Here ICome!!
High School,Here I Come!!
Alternative Education Program
Grade 7 & 8 Program
Grade 7 & 8 Program
Middlesex Glencoe District High School High School,Here 11 Come!!
Lord Dorchester Secondary School High School,Here 11 Come!!
Medway High School High School,Here 11 Come!!
Strathroy District Collegiate Institute High School,Here 11 Come!!
Oxford College Avenue Secondary School High School,Here!1 Come!!
Glendale.High School High School,Here 11 Come!!
Huron Park Secondary School High School,Here 11 Come!!
Ingersoll District Collegiate Institute High School,Here 11 Come!!
Woodstock Collegiate Institute High School,Here 1[Come!!
3
o
CN
•g
ra
o
CQ
a>
o
Q.
<u
CL
"5
o
o
CO
05
E
E
3
(/)
m
</)
a
>
o
CNJ
•D
(0
o
m
o
Q.
<D
CC
"o
o
jC
o
CO
o
E
E
w
m
to
Q
Summer School Admin Team
;]Name -
Caria Trembley Principal
Allan Bingham Summer School Coordinator
Rick Andrews Supervisor -Oakridge
Elizabeth Akano Supervisor -Oakridge
Blake Passfleld Supervisor -Lucas
Malcolm McLean Supervisor -Improvement Credit
Jeff Smith Supervisor -Literacy/Numeracy
Travis Kartye Supervisor -Summer e-Learnlng
Carrie Huffman Supervisor -Summer e-Learnlng
Paul MacGregor Supervisor - High School,Here 1 Come!!
Terry Allen Supervisor -Summer Coop
Quick Facts adouj Summer Scftdol 2014
O Summer School 2014 programs were offered in 26 Board facilities.
O Programs were delivered by 174 teaching staff, 9 supervisors,12 support staff,and
1 administrator.
O 2036 new credits were earned by students attending Summer School 2014.
O 534 improvement credits were earned by students attending Summer School 2014.
O 47 students participated in an Alternative Education program.
O 63 students from across the Thames Valley participated in the Summer Cooperative
Education program.
O 101 students completed the new Grade 7/8 Literacy and Numeracy Camp.
O 1667 students participated in the High School,Here I Come!!program at 22
secondary schools throughout the Thames Valley.
O A total of 5180 students participated in Summer School 2014 programs.
"sr
o
CM
(S
O
03
t
o
a.
0)
cc
•5
o
o
W
0
E
£
3
CO
ca
w
a
H
O
CM
(0
o
m
0)
•!->
O
•<-<
o
d
O)
cc
"o
o
o
CO
E
E
3
(/)
CD
(/)
Q
Enrolment by Site
Site Enrolment (#ofstudents)
Lucas -New Credit (9 and 10)637
Beal -New Credit (11 and 12)751
improvement Credit (9 to 12)633
Grades 7 and 8 Literacy and Numeracy 101
Summer Cooperative Education 63
Higi)Sctiool,Here 1 Come!!-A.B.Lucas SS 149
High School,Here 1 Come!!-Arthur Voaden SS 31
High School,Here 1 Come!!-Central SS 114
High School,Here 1 Come!!-Clarke Road SS 128
High School,Here 1 Come!! -Central Elgin Cl .74
HighSchool,Here 1 Come!!- College Avenue SS 36
High School,Here 1 Come!! -East Elgin SS 12
High School,Here 1 Come!!-Glencoe District HS 23
High School,Here 1 Come!!~Glendale HS 41
High School.Here 1 Come!!- H.B.Beal SS 94
High School,Here 1 Come!!-Huron Park SS 30
High School,Here 1 Come!! -Ingersoll DC!78
High School,Here 1 Come!!-London South Cl 64
High School,Here 1 Come!!-Lord Dorchester 37
High School,Here 1 Come!!-Medway HS 160
High School,Here 1 Come!!-Montcalm SS 19
High School,Here 1 Come!! -Oakn'dge SS 110
High School,Here 1 Come!!-Parkside Cl 74
High School,Here 1 Come!!-Saunders SS 91
HighSchool. Here 1 Come!!- Sir Frederick Banting SS 61
High School,Here 1 Come!!-Sir Wilfrid LaurierSS 100
High School,Here 1 Come!! -Strathroy DC!117
High School,Here 1 Come!!-Woodstock Cl 34 .
Alternative Education -St.Leonard's 47
Summer e-Learning 1281
Total 5180
Enrolment by-Prograni
Program 2014 2013 2012 2011 2010 2009 2008 2007 2006 2005
New Credit 9-12 1388 1492 1567 1532 ,1555 1566 1207 1088 938 1128
Improvement Credit 9-12 318 478 585 563 571 632 597 795 971 T034
Summer Coop 63 72 64 102 174 99 60 45 26 24
High School,Here 1 Come!!1667*1667 1394 1061 717 411 380 126 97 65
Alternative Education 47 75 57 43 43 30 - •--•••'
Summer -e-LearnIng new credit 1281 977 873 330 ------
Summer -e-Learning
Improvement credit 315 97 151 -------
Literacy and Numeracy Camp 7-8 101 148 -------
Totals 5180 5006 4944 3872 3374 3012 2499 2508 2383 2766
*The same amount of learners took part in 2014 and 2013.
TVDSB Summer School Report to the Board 2014
TVDSB Summer School Report to the Board 2014
Cou rse rn
Site
Course Completion Rate as a %
2014 2013 2012 2011 2010 2009 2008 2007 2006
New Credit 9-12 90.9 87.9 84.4 83.3 83.7 78.4 83.8 86.2 81.5
Improvement Credit 9-12 94.3 98.5 90.1 87.7 90.5 89.7 88.8 92 89.6
Summer Coop 98.4 90.2 95.3 92.2 94.3 98.9 77:3 100 92.3
Summer e-Learning 80.6 83.2 81.8 86.7 -----
Alternative Education 80.8 81.3 98.2 88.9 72.1 ----
Improyement Gredjt.by Fieldof Studj;
Comparative Data for
2013
Comparative Data for
2012
Comparative Data for
2011
Comparative Data for
2010
Field of Study
Actual
Credits
Earned
(2014)
%of Total
Credits
Earned
(2014)
Actual
Credits
Earned
%of
Total
Credits
Earned
Actual
Credits
Earned
%of
Total
Credits
Earned
Actual
Credits
Earned
%of
Total
Credits
Earned
Actual
Credits
Earned
%of
Total
Credits
Earned
English 104 16.69%134 30.31%176 29.68%150 31.91%156 34.14%
Mathematics 467 74.96%258 58.38%346 58.35%243 51.70%254 55.58%
Science 52 8.35%50 11.31%71 11.97%77 16.38%47 10.28%
Totals 623 100.00%442 100.00%593 100.00%470 100.00%457 100.00%
Field of study in Improvement Credit
(2014)
TVDSB Summer School Report to the Board 2014
English
Mathematics
Science
TVDSBSummer School Report to the Board 2014
New Credit by Field of Sfudy
Comparative Data for
2013
Comparative Data for
2012
Comparative Data for
2011
Comparative Data for
2010
Field of Study
Actual
Credits
Earned
(2014)
%of Total
Credits
Earned
(2014)
Actual
Credits
Earned
%of
Total
Credits
Earned
Actual
Credits
Earned
%of
Total
Credits
Earned
Actual
Credits
Earned
%of
Total
Credits
Earned
Actual
Credits
Earned
%of
Total
Credits
Earned
English 550 27.01%502 26.41%457 23.91%424 26.31%373 22.38%
Mathematics 332 16.31%384 20.20%380 19.88%348 21.59%376 22.56%
Science 246 12.09%244 12.83%197 10.30%228 14.15%256 15.36%
*Other 908 44.59%771 40.56%877 36.83%600.5 26.78%662 20.87%
Totals 2036 100.00%1901 100.00%1911 100.00%1600.5 100.00%1667 100.00%
*Other coursesincludeCoop,Social Sciences and Business
Field of study in New Credit (2014)
mam
• English
•Mathematics
B Science
•*Other
Specialized Summer School Programs
High School,Here I Cornel!
The High School,Here ICome!!program was offered at 22 secondary schools to 1667
students throughout the Valley. The curriculum involves exercises in communication,team
building, and problem solving as well as an introduction to the Grade 9 Mathematics and
English curricula. This program assists students in making the transition from grade 8 to grade
9.Promotion for this program will continue throughout Thames Valley during the 2014 -15
school year in order to increase enrolment and access.
Summer e-Learning
The e-Learning new credit program continues to grow each summer.Enrolment increased from
977 students in 2013 to 1281 students in 2014.New credit and improvement credit
e-Learning courses were offered to 1596 learners this summer.
Summer ESL Programs
Expanded programming for secondary-school aged ESL and ELD learners was offered through
Summer School 2014.Courses were specifically tailored for ESL and ELD learners and were
offered for four weeks (July 3 to July 30) providing the learners with an extended opportunity to
work on their English language skills.
Literacy and Numeracy Camp -Grade 7-8
Grade 7/8 Literacy Numeracy Camps were offered at three sites this summer.
TVDSB Summer School Report to the Board 2014
Summer School 2015
In consultation with the appropriate stakeholdersand after reviewing the requisite data
related to Summer School,the administration of Adult,Alternative,and Continuing
Education has determined the following for Summer School 2015:
1.The 9-12 Improvement Credit program will continue to be offered at one site.In
order to continue to minimize the number of courses that must be cancelled as a
result of low enrolment and to minimize the number of students who must be
redirected from one section ofa course toanother,the structureofthe Improvement
Credit program will continueto be offered as a one-periodper day program with a
site-based (face-to-face) or e-Learning program option. The ImprovementCredit
program will continue to be offered in the second week ofJuly in order to allow
students and parents to be informed by home schools of the need for an
ImprovementCredit program. ForSummer School 2015,the ImprovementCredit
program will be offered at the G.A.Wheable Centre.
2.In order to accommodate the enrolment in the NewCredit program, the NewCredit
program will continue to be split between two campuses:grades 9 and 10 at one
location and grades 11 and 12 at another.For Summer School 2015,the Grade 9
and 10 New Credit program will be offered at A.B.Lucas SS and the Grade 11 and
12 NewCredit program will be offered at H.B.Beal Secondary School.
3. The High School, Here ICornell program will continue to be promoted throughout
the system.The program will be available to all secondary school locations in 2015
based on sufficient enrollment.
We build each student's tomorrow,every day.
TVDSB Summer School Report to the Board 2014 m
r-\
Date of
Meeting:
Item #:
2014 December 16
DISTRICT SCHOOL KOARO 12.a
REPORTTO:BOARD
COMMITTEE
X Public
Public
In Camera
In Camera
PRESENTED FOR INFORMATION SOURCE:Nathan Luo,Research and Assessment
Associate
Rose Anne Kuiper,Learning Supervisor,
Learning Support Services
SIGNATURE:SUBMITTED BY:Karen Dalton,Associate Director
Learning Support Services
SUBJECT:ATTRACTING AND RETAINING SECONDARY SCHOOL STUDENTS
Purpose To provide an update on data related to attracting and retaining students as they move from
elementary to secondary school.
Content A report was presented to the Board of Trustees 2013 October 22 which outlined historical data on the
attraction and retention of students moving from grade 8 to grade 9.Initiatives were proposed and
continue to be implemented to increase both the attraction and the retention of these students in
Thames Valley schools.
Two key initiatives continue to be the focus.
1.Strengthening the connection between elementary and secondary schools.
Multiple strategies are continuing to be utilized to bring elementary students,staff and parents into
the affiliated secondary schools.Elementary and secondary school administrators and teachers
work closely together through cross-panel networking to enhance current and future programs for
students.Planning initiatives are ongoing to bring grade 8 teachers,resource staff and
secondary staff together to ease the transition for at-hsk students,working collaboratively on
curriculum initiatives that support students as they move from elementary to secondary school.
Highlighting programs available at the secondary schools (e.g.,technology,athletics,the arts)
continues to allow students and parents to make informed choices.Hosting elementary students
at the secondary school increases the comfort level and sense of belonging as they experience
programming,opportunities,and the student leadership at their Thames Valley schools.
Input was collected from grade 7 and 8 students during the Transition Conference'in Spring
2014,in order to inform future planning and decisions for better transitions for students to
secondary school.Detailed information was shared by all Superintendents of Student
Achievement with each school Principal during the November Community of Schools'meetings.
Some suggestions from the students were:
•Could transitions begin early and can transition opportunities happen often?
•When visits to Secondary Schools occur,are we able to go into the classrooms and
experience part of a lesson?
•Can our parents be engaged in the transition?
•Can we participate in a panel discussion with students from high school so that we can ask
them some questions?
We build each student's tomorrow,every day
Canwe be provided with a variety ofwaysto communicate with teachers when weneed help
or clarification with our work?
2. Providing information to tfie public regarding the positive programming available to TVDSB
secondary schools..
The Public Affairs and Community Relations staff continue to work with secondaryschoolsto
increase public awareness,particularly thatof grade 8 students and their parents,ofthe programs
available in oursecondaryschools. The following variety of communication strategies will be
implemented to reachourgrade 8 students and parents regarding grade 9 registration:
•Registration and Emphasis Technology posters will be distributed to each elementary
school;
• Coloured postcards will be distributed to each grade 8 home withan individualized invitation
from secondary school Principals to attend the orientation/information nights;
•TVDSB web sites will display alert messages remindingschool communities ofthe current
registration period;
• Messages will be distributed viasocialmedia(e.g.,Facebook,Twitter,Google Ads);
• Newspaper advertisements will be printed inthe weekly community papers;
• Radio broadcasts will be playedon 5 different stations, as well as Rogers TV;
•Billboard advertisements will be seen throughout the TVDSB region;
•Advertisements will be placed in London Bus Shelter locations;and
• Advertisements will be placed on the exteriorand interior of City Transit buses throughout
the TVDSB region.
The Public Affairs and Community Relationsstaffare recognizing the societal shiftaway from
newspapers and network television and,therefore,are beginning to shift more resources into
social media such as Twitter,Facebook and YouTube.
Elementary and secondary schools, along withthe Public Affairs and CommunityRelations staff,
continue to work diligently to implement the above initiatives in efforts to both attract and retain
students.TVDSB celebrates an increase of 0.9%in the retention rate and an increase of 0.6 % in the
attractionrate from the 2013-14 school year. Appendices A,Band Cshow these results graphically.
Superintendents ofStudentAchievementcontinueto place emphasis on the effortsofelementaryand
secondary administrators and staffto work with,and make multiple connections among,elementary
and secondary students.
DuringCommunity of Schools'meetings,Superintendents of Student Achievement reviewed these
retentionresults and the strategies for continuing the efforts,with a strong focus on utilizing the student
voice information which was distributed.
Cost/Savings N/A
Timeline N/A
Appendices Appendix A:Retention Rates of Previous Grade 8 Students
Appendix B:Transfer In Rates of Previous Grade 8 Students
Appendix C: Net Grade 8 to 9 Enrolment Change
Relation to Commitments:
El Putting students first.|x|Actively engaging ourstudents,staff,families and communities.
•Recognizing and encouraging leadership In all Its forms.•Being inclusive,fair,and equitable.
•Ensuring safe,positive learning and working environments.S Inspiring newideasand promoting innovation.
S Taking responsibility for the students and resources entrusted to our care.
APPENDIX A
Retehtidri Rates Of Previous Grade 8 Students
100%
86.4% 87.3%85.9% 87.9% 89.4%88,2%89.1%
2008^19 apoa-io 2g^6m:2011-12 2(rt2^T3 2Crt3r14 2014-15'
,Grade;9 School Year
We build each student's tomorrow,every day
APPENDIX B
Transfer In Rates of Previous Grade 8 Students.
100%
i2-80%
•C"
<D
:o
,3-
W 60%
O)
0)
2 40%
CD
OQ
CO
Q 20%
0%
U2%9^2%10^7%"TTBYo 104%mW
1 1 I 1 'I r
2008-09 2009-10 2010-11 2011-12 2012-13 2013-14 2014-15
Grade 9 School Year
B
c
-o
2
CO
CO
o
"O
(D
5
(0
3
O
•>
9>
10%
5%
0%
ir -5%Q.
m
CO
Q
^.10%
Net Grade 8 to 9 Enrolment Change
-ti.9%
lio 201031 2OS2 2012-13 *2dil^4 2014-15
-1.4%-1.5%
8;rig
. .o_oo>8:8%«3t8%-
^.9%
Grade 9 School Year
We build each student's tomorrow,every day
APPENDIX C
0:2%
^CTRICT SCHOOL BOARD
REPORT TO:BOARD X Public In Camera
COMMITTEE Public In Camera
PRESENTED FOR APPROVAL
SUBMITTEDBY: Valerie Nielsen,Superintendent of Student SIGNATURE:
Achievement
SUBJECT:Victoria PublicSchoolSchoolyardGreeningProject Donation
Date of
Meeting;
Item#:12.b
2014 December 16
RECOMMENDATION'That the acceptance of a donation of $100,000 for the Victoria Public School schoolyard'greening project be approved.
Purpose To approve theacceptanceofa donation for the Victoria Public School schoolyard greening project.
Content Following a numberofmeetings with a committee of volunteers,as well as appropriate Board staff,a
proposal has been developed fora schoolyard greening project at Victoria PublicSchool (attached).
Thisprojectproposal has followed the new Fundraising Activities and DonationsforSchool Projects,
Enhancements,Equipment and Programs Policyand Procedure.
Asa donation is being offered forthe project inthe amount of $100,000,Appendix Iof the Procedure
has been followed.Acceptance ofa donation ofthis amount requires approval fromthe Board of
Trustees.
The individual donor for this project wishes to remain anonymous.
Cost/Savings $100,000
Timeline Project completion Spring/summer 2015
Appendices Victoria PS Schoolyard Greening Proposal
Relation to Commitments:
S Putting students first.B Actively engaging ourstudents,staff,families and communities.
•Recognizing and encouraging leadership in all its forms.^Being inclusive,fair,and equitable.
S Ensuring safe,positive learning and working environments.•Inspiring newideasand promoting innovation.
ElTaking responsibility for the students and resources entrusted to our care.
We build each student's tomorrow,every day
TVDSB Environmental Education and Management Committee
School Ground Greening Request for Approval
Revised September 2014
Request for Approval
***Please ensure you read the TVDSB School Ground Greening Guidelines prior to filling out this form***
School Information
Name of School:
Address:
Phone:
Victoria Public School
130 Whamcliffe Road South,London,ON N6J 2K5
(519)452-8640 Fax:519-452-8649
Certified EcoSchool:No (no/ in progress/bronze/silver/gold)
Contact Information
Vivienne Bell-McKaig
Name ofApplicant/Contact
v.bellmckaig@tvdsb.on.ca
Email
Signature of Contact Person
Vivienne Bell-McKaig
Name of Principal
Nov 12,2014
Date of Application
Submission Information
Principal
Position
(519)452-8640
Phone
Signature of Principal
Sprmg/Summer,2015
Anticipated Date of Project
Do not submit without consent from vour school principal.Submit your request to the Environmental
Education and Management Learning Coordinator,Erin Mutch,Education Centre,Learning Support Services,
preferably by email to e.mutch@tvdsb.onxa.This will be shared with Facility Services.
Attach extra pages as necessary.Please label each of these pages appropriately.
Project Details
1.Volunteer Information
Please tell us who will be involved in your project, how many of each category and how they will be
involved. Examples of types of involvement: greening committee, project planning, design help,
fundraising, community outreach, planting,project maintenance, teaching students/ children about the
project,evaluation,etc.
Use the table below as a guide. Attach extra pages if necessary.
WIio .How
Students Helping out with the final planting of various plants in
the gardens.
120
Administrators Helping out with the final planting of various plants,
input into the design, final plans, etc.
4
Teaching Staff Helping out with the final planting of various plants,
input into the design, final plans, sitting on plaiming and
maintenance committee,maintaining additions,etc.
10
Community (parents,
neighbours,etc.)
1
Helping out with the final planting of various plants,
input into the design, final plans, sitting on planning and
maintenance committee,maintaining additions, etc.
50
Custodial Staff Contributing ideas, helping with maintenance, etc.2
Design Professional/
Native Plant Expert
Doing the initial design and providing ideas, then
completing the details, sourcing the native plants,
facilitating the planting events, etc.
3
Other (construction workers)Depending on final approvals, we will need to contract
workers for various stages designed, approved and to be '
constructed.
10-20
2.Design Plan
Please attach a copyofthesiteplanforyour project.A completed design plan from Ron Koudys Landscape
Architect is suitable for comprehensive projects.Ifyouare creating yourown drawing,asiteplanofyour
schoolis availablefromFacility Services.Be sureto includethe following:
a.North direction arrow -e.Parking lot and any roads, pa ths,etc.
^rtl^5Existmgitrees!(lweysizeSaiai!B
c.Desired location of new trees (native
'•:species pfeferred)
g.Area of use (active play areas,spectator
areas adjacent,to sports fields)
d.School building h. Digital photos of existing school if
possible
Victoria Public School as it currently exists:
Byr-on-Ave'E
€J2014tGoqgiQ'I
Askin-St'•ASKin'oi •',Ci(X)OlC-Uc^siee|l
ig 2003:maqefy Date:9/27/2013 42'^58'24.30''tr''81"'15'39.25''W elev'244 m eye ait 415 mO
OihiUskiVne
BilwdnmagEctfi
itdea(a-m Kiaj ral Pl^iua,
'•So^withpots tabaiisdrwel
^•liaaedpLuisnuofrsflnenud^
'TigMiljigstaggpcrtCTraaMa'"
•UpiigWlojtMfaVf '
,;Saa£bo<Mh ean!tr><&;
bcffsooth to gkv !Tiirtip2E#DCTIC
^Ucrchjhi1lB%tci^«iUtJe9ai3(}-Z.,Bu!Uterm ,
"BitoaripMhiw
Viw«»
Victoria Public School -Schoolyard Naturalization
Draft Proposed Layout November,2014
Etpaeeea D«VSes:tas—.
Uoi ts 1/1Kbcs»Bay Aira.
-SNavKlaB-l
-Kdun toQ ali>9-}
X-
Pila tmto UadtraKlaf/afla!
^Ctxn Dfld
i
'ffalnBtrnli
Umfarfn
R^cnd
-Pbjfcflos*
•Htfteabf
Roccitjv
(UilM
iQsiurj
lunaxef
hopKotdt.OTlwjileU.wtttitn^t^)
ieninB^S
r^oDd tnisk <cttto
acTTvfthro^
likeaCIswnaatd Ilmn
ployobP-J
s|itBd>7rt(s'bsd
znieia
LawSma'Aivtad Flrid
<9d0C3Isi]|^CIImfcas,^
WlBiWanti Wtiich >n<iad
3.Curriculum Links
The purpose of construction of outdoor learning spaces is to support curriculum. Indicate how the elements
of the outdoor space will support curriculum. Add rows as necessary.
Element of outdoor space,
(ie reading circl(^climbing
structure,garden)
Intended use Curriculum linlu
Garden area Exploring cause and effect
relationships.Instilling stewardship
and management of natural
resources.Creating ownership.
Demonstrating how consistent
group efforts create boiintiful
results.
Outdoor education
.
5
Slightly raised berms and
amphitheatre seating area
Creating topographic relief on a
very flat area.Inspiring
exploration,running play and
inspiring imagination by breaking
Expanded woodland herbaceous
plant garden .
Raised water play area
Various board approved (from
Koudyis material)climbing ,
structures'.
Natural play path
Discovery of native pl^ts,'
pollinators and providing a seiiii-
natural setting to seewhat their^
school yard looked likeprior to
European settlement.;
Inspiring play iii a whole different
manner.To,inspire the imagination
^d enliven the senses in a manner
not currently possible.
'!Inciting active climbing and
[explorative:play using natural
j materials and^e:child's own
1 strength.
For walking,playing and sheer^
beauty
'Biodivereity sUidies^Examine
! biodiversity,see pollinators iri
action, look atiVarious ecological
associations (e.g. last year we ^
witnessed a toad feeding on insects
that were attracted to the plants we
v:':
,
_.—
4.Environmental Design Benefit
Indicate the type of environmental design benefit(s)that your school would like to target with this tree/plant
greening project.
X Shade for student/staff/community
X Shade for energy conservation
X Groves of trees for wildlife habitat
•Windbreak
X Outdoor classroom/reading circle with shade
X Other: please specify:Natural play; studies in biodiversity,vegetable garden,increasing yard's ability
to sequester carbon by planting prairie,woodland and savannah herbaceous plants.
5.Accessibility &Inclusion Considerations
-Have you considered how the outdoor space could be used by all groups at your school?Please outline
accessibility and inclusions considerations that have been made,(ie use by Developmental Class,FNMI
consideration for species of plant material etc)
This space will be accessible to all with solid pathways and concrete remaining in areas shown in the figure.
In the same respect the school yard accommodates students currently,this will be maintained.Plant species
will be predominantly native. Anv non-native plant species will be vetted by your plant lists and by our
expert ecologist parent volunteers Tand there are many surprisinglvn..
6.Safety and Security Considerations
Please refer to the School Ground Greening Guidelines for other safety considerations andprovide the
details about any safety concerns you may have. For example, what will be doneto ensure there are clear
lines of sight through the trees?
"We have considered this and the gardens will have paths through them and they will be not only
both accessible, but they will also have plants that do not grow too tall. Our woodland herbaceous plant
garden that will be expanded will have plants that also do not grow too tall. This expanded garden will be
against an existing chainlink fence and as such it will be safe. It will have pathways through it and around it
and as indicated above, the plants will be small ferns, Trilliums, and other small flowering forest flowers,
grasses and other soft plants.
7.Maintenance Plan -
a.Strategies
Check off the strategies that you will use to carry out your school's maintenance plan.
X Water trees after they're planted and as needed throughout the school year
X Spread wood mulch to retain moisture and keeps weeds down
X Prune dead wood from trees and shrubs in spring and fall
X Protect tree trunks from string trimmers and lawrunowers that can kill trees by damaging the trunks
(mulch donut, wire mesh caging, woven tree baskets)
X Inform your school board maintenance department about tree and root damage caused by lawnmowers
and string trimmers
X Protect trees from play damage (education,monitoring,shrubs around trees)
X Access to water for summer watering of gardens has been addressed
X Other : We already have a huge portion of our parents,staff administration and teachers committed to
this process. Success will be not only the target, but the level of commitment that exists in this
v..
community willresultin striving to findbetterwaysto maintain,improve and promote theuseofour
amazing space.Thisproject will gowell beyond the principal,asthespiritamong participants isvery
high.
b.Assignment of Tasks
Who will do maintenance overthe schoolyear andduringsummerholidays? Fill in all sectionsthatapply.
Whichtaskswillthey do (watering,weeding,mulching)andwhen? Use the-table belowas a guide.
Who M ai ntenance Tasks #of people Sept-
June
July-
Aug,
Students Gardening through June; weeding,watering All grades
Parents Watering and weedmg around intendedplants
(woodland and vegetable)
20 X
Grounds/
Maintenance Stafl/
Custodians
Alerting Parent Committee oftasks m need
Checking play ground equip,is in working order
2 X X
Teachers/Centre
Staff
Ensuring students play properly in all areas
Watering plants with students
12 X
Community
Members
Neighbourhood watch after hours ensuring
property is not vandalized
20 X X
Local Groups/
Organizations
Maintain species presence/health of plants in
woodland garden (Friends of the Coves)
2 X X
Other
c.Execution of Plan
Methods of executing your maintenance plan:
X Organize students to help weed, water and mulch
X Recruitlocalhigh schoolstudentsto assistwith maintenance of sitefor volunteercreditsor a co-op
placement
X Summer student to do some maintenance
X Plan awork party and invite the community to help out
X Other:Wehavea strongly committed parent committee whowill org^ize the specifics of all ofthe
above.
Other:
8.Budget
What is the total dollar cost of your project? $100,000
Considerthatforanyprojectwhichrequiresthe useofdesignservicesfromour Landscape Architect,that
approximately 10%of yourtotal costwill be consultation,designand implementation fees.
Usethetables belowto itemizecostsand indicatefundingsources. If necessary,attachextrapages, a
prepared list,or a list provided by the Consultant.TO BE DETERMINED BY THE ESTIMATES
DERIVED FROM THE BOARD CONSULTANT BASED ON OUR DRAWINGS AND STRUCTURS
FROM YOUR BOOKLET.BELOW,COSTS ARE PUT IN ONLY FOR THE WOODLAND GARDEN
THAT WILL BE EXPANDED APPROX.SIX TIMES ITS CURRENT SIZE.
i Item Cost Item Cost
1,Woodland garden;
herbaceous plants, small
logs,gentle log and rope
fencing,pathways.
TBD with work with
landscape consultant
- see draft plan,total
cost to be $100,000
5.
2.6.
3.7.
4.8.
:Funding Source'*
(schoolfnnds^donation^fundraised)
Amount °f Confirmed or
.(dollar or '^Pending
in-kind donation^;
1Anonymous donor $100,000 Confirmed
2.
3'.
,..
4.
9.Other Pleaseattachanyother information you feel isrelevanttothe success of your project.
Thisprojectposesmany benefitsto ourlocalschool community,includingofcourseour students,their care
givers and families as well as the immediate community within which our school is located. The main
benefitisthe creationof amore inspiringlandscapethat lendsitselfto naturalplay, natureexplorationand
the process of the production of'in house'or locallygrownfood.Furthermore,manystudieshaveshown
that children whoaremore active and engaged in outdoor play and learning translate thisintobetter learning
inthe classroom.Given thatmany students atour school are disadvantaged andcome from troubling home
lifesituations,we arevery excitedto offerthis opportunityforall ofour childrento thrive intheirlivesat
school.
Date of
Meeting:
Item #:
2014 December 16
12.C
^STRICT SOfOOL BOARD
REPORT TO:BOARD X Public In Camera
COMMITTEE Public In Camera
PRESENTED FOR APPROVAL
SUBMITTED BY:Sheila Powell.
Superintendent of Student Achievement
SIGNATURE:
SUBJECT:Membership of Three Naming Committees for Tillsbnburg Area Schools
RECOMMENDATION:That the Board consider approval of the Naming Committee Membership for the following
Tlllsonburg area schools:
The New Elementary School in Tlllsonburg
•Ahnandale School
•South Ridge Public School
Purpose
Content
Cost/Savings
Timeline
Appendices
To provide the names of individuals who have agreed to participate in the process to name
the three schools.
In accordance with the Board's Policy and Procedures regarding Naming of Schools,
requests were made for individuals to serve.
The Committee Membership includes:
• two trustees (non-voting)at least one of whom is from that electoral district;
two parent representatives (voting)residing in the designated school boundary
areas appointed by the School Council for each of the school areas involved in a
consolidation OR when only one school is involved in a Naming Committee,two
parent representatives (voting)residing in the designated school boundary area,
appointed by the School Council from each Division attending the school;
the Superintendent(s)of Achievement (non-voting)for the area.
An advertisement,requesting submissions for school names,was placed in the Tlllsonburg
News on 2014 December 15.Names for schools will also be solicited through school
newsletters and on the Board website.
All submissions are to be received by 2016 January 16,by Bonnie Williams,Supervisor-
Corporate Services for forwarding on to the selection committee.
To avoid a conflict of interest in the selection process,members of the Naming Committee
are not eligible to submit names for consideration.
N/A
Naming Committee meetings will commence as soon as possible following the closing of
submissions
Appendix A:Naming Committee Membership for Tlllsonburg Area Schools
Relation to Commitments:
•Putting students first.13 Actively engaging our students,staff,families and communities.
•Recognizing and encouraging leadersfiip In all its forms.• Being inclusive,fair,and equitable.
• Ensuring safe,positive learning and working environments.• Inspiring new Ideas and promoting innovation.
S Taking responsibility for the students and resources entrusted to our care.
We build each student's tomorrow,every day
Naming Committee Membership for Tillsonburg Area Schools
New Elementary School in the Tillsonburg Area Naming Committee
To be determined,Trustee Oxford County
To be determined,Trustee
Debbie Peever,Parent,Ralph Street P.S.
Jill Vandermeersch,Parent,Rolph Street P.S.
Ashley Edwards,Parent,South Ridge P.S.
Kristle Hayward,Parent.South Ridge P.S.
Sheila Powell,Superintendent of Student Achievement
Annandale School Naming Committee
To be determined,Trustee Oxford County
To be determined,Trustee
Adele Black,Parent,Annandale P.S.
Susan Sandham,Parent,Annandale P.S.
Shane Glendinning,Parent,Maple Lane P.S.
Sheila Powell,Superintendent of Student Achievement
South Ridge Public School Naming Committee
To be determined,Trustee Oxford County
To be determined,Trustee
Corry Davis,Parent,Rolph Street P.S.
Deldre Hopkins,Parent,Rolph Street P.S.
Jacqueline Bailey,Parent,South Ridge P.S.
Cynthia Gilvesy,Parent,South Ridge P.S.
Sheila Powell,Superintendent of Student Achievement
We build each student's tomorrow,evet7 day
APPENDIX A
REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE MEETING
MEMBERS
W. Huff (Chair)
M.Reid,Trustee
B.McKinnon,Trustee (+3:15)
B.Summers,Oneida Nation of the Thames
L.Nicholas,Munsee-Delavt/are Nation
C.Thomas.IVlunsee-Delaware Nation
Regrets:
D.Grosbeck,Chippewas of the Thames
Absent:
M.Burch,Chippewas of the Thames
2014 November 18
3:00 —5:06 p.m.
ADMINISTRATION AND OTHERS
V.Nielsen,Superintendent of Student Achievement
P.Skinner,FNMI Learning Supen/isor
J.Hill,FNMI Learning Coordinator
K.Aitken,Corporate Services
P.Thompson,Principal,Saunders SS
D.Chisholm,Vice Principal,Saunders SS
R. Hart,Principal,B.Davison SS
L.Williams,Principal,Lambeth PS
P.McKenzie,Vice-Principal,H.B.Beal Secondary SS
M.Macdonald,Principal SDCI
J.Wood,Research &Assessment
M.Ferdinand,Coordinator School Counselling and Social
Work
Guests;
R.Doxtator,Oneida Nation of the Thames
1.CALL TO ORDER
The meeting convened at 3:00 p.m. in the Elgin Room at the Education Centre.
Supt.V.Nielsen extended her appreciation to Chair W. Huff on behalf of the committee for his
support and dedication to First Nations students over the past four years.
2.APPROVAL OF AGENDA -The agenda v/as approved as printed.
3.CONFLICTS OF INTEREST -none declared
4.REPORT OF MEETING -2014 SEPTEMBER 16 -provided for information
5.BUSINESS ARISING FROM MINUTES -none
6.A.C.ASKEW NATIVE BURSARY
Executive Director R.Princis of the Thames Valley Education Foundation joined the meeting to
provide information regarding the A.C. Askew Native Bursary (Appendix FNMI 1). Itwas suggested
that members share the information with their respective communities.
A sub-committee will be established in May 2015 with one volunteer member from each First Nation.
Applications for nominations will be distributed in advance.
7.LEARNING SUPPORT SERVICES UPDATE
a.FNMI Education Advisor
Supt.Nielsen announced that Starr McGahey-Albert has been hired as the new FNMI Education
Advisor for the Thames Valley District School Board.
b.Action Plan and Implementation Plan
Supt.Nielsen referred to the Implementation Plan -Ontario First Nation, Metis,and Inuit
education Policy Framework that is available online for reference at:
httD:/Awi/w.edu.aov.on.ca/enQ/aboriQinal/OFNImDlementationPlan.Ddf
It was noted that all proposals submitted have been approved in principle by the Ministry of
Education.It was agreed that Learning Support Services will forward a copy of the proposal to
interested members via email.
7.LEARNING SUPPORT SERVICES UPDATE -cont'd
Concern was raised regarding Administrative staff changeovers occurring every four years within
schools and how it can Impact aboriginal students and their success rate.Munsee-Delaware
Nation expressed their concern for the lack of supports within classrooms for FNMI students,with
more needing to be done to address student issues.
Moving forward,everyone will need to work together on allfour areas highlightedinthe Ministry's
plan,including using data for student achievement, supporting students,supporting educators,
and engagement and awareness buildingto overcome the challenges that currently exist.
c.Student Work Study Initiative
Participants visitedAntlerRiverElementary School to network with teachers and explore ideas on
how to incorporate culturally relevant pedagogy inthe classroom.
d.Visiting Elders and Cultural Teachers
The Visiting Elders and Cultural Teachers program continues to be offered at both the elementary
and secondary panel.
e. Tim Norton Onondaga Farms Leadership Camp
Learning Coordinator J.Hill and three students from B. Davison Secondary School will attend the
Tim Horton Onondaga Farms Leadership Camp on November 25 - 28.The student focus will
centre around leadership and cultural pride.
MPP Liz Sandals will join students on November 28.
f.FNMI Collaborative Inquiry
The FNMI Collaborative Inquiry is currently in its second year of funding.Lambeth Public
School, Delaware Central Public School,Wilfred Jury Public School and Woodland Heights
PublicSchool have met as school teams to determine the areas offocus forthis school year.
g. FNMI Celebration
A First Nations,Metis,and Inuit CommunityCelebration Dinner will be held on Wednesday,
January 7,2015 from 5:00 - 7:00 p.m. at H.B.Beal Secondary School.The evening will include
a traditional opening/closing,welcoming remarks, dinner, drumming,and dancing and student
performances.
Transportation will be provided from Chippewas,Munsee-Delaware,and Oneida communities.
a.RESEARCH &ASSESSMENT
J. Wood of Research &Assessment joined the meeting to provide an overview of data relating to
FNMI students.She agreed to prepare a summarized listfor distribution.
9.PRINCIPALS'UPDATE
a. B.Davison Secondary School
Principal R. Hart referred to the written report as attached (Appendix FNMI 2) and provided to the
Committee in advance ofthe meeting regarding FNMI students at B. Davison Secondary School.
b.Delaware Central Public School
The written report as attached (Appendix FMNI 3)was provided to the Committee in advance of
the meeting regarding FNMI students at Delaware Central Public School.
c. H.B.Beal Secondary School
Principal P.McKenzie referred to the writtenreport as attached (Appendix FNMI 4) and provided
to the Committee in advance of the meeting regarding FNMI students at H.B.Beal Secondary
School.
Page 2
9.PRINCIPALS'UPDATE -cont'd
d.Lambeth Public School
Principal L.Williams referred to the written report as attached (Appendix FNMI 5)and provided to
the Committee in advance of the meeting regarding FNMI students at Lambeth Public School.
e.Saunders Secondary School
Principal P.Thompson refen-ed to the w/ritten report as attached (Appendix FNMI 6)and provided
to the Committee in advance of the meeting regarding FNMI students at Saunders Secondary
School.
f.Strathroy District Collegiate Institute (SDCI)
Principal M.Macdonald referred to the written report as attached (Appendix FNMI 7)and
provided to the Committee in advance of the meeting regarding FNMI students at Strathroy
District Collegiate Institute.
10.COMMUNITY UPDATE
a.Chippewas of the Thames First Nation -none
b.Munsee-Delaware Nation
L.Nicholas advised that the Community Winter Coat Giveaway took place on November 3.
Additional educational resources/partners within the.community include Sarah's Room and
Sylvan Learning Centre.
The three Nations came together to appoint a First Nations Trustee representative for the
Thames Valley District School Board for the 2014-2018 term.Philip Schuyler was named to
represent students of Chippewas of the Thames First Nation,Munsee-Delaware Nation and
Oneida Nation of the Thames.
c.Oneida Nation of the Thames
B.Summers advised that the Life-Long Leaming Department is focusing on student transition
with an emphasis on special education,literacy and numeracy.An Education Committee was
struck and they will use baseline data as a starting point.
11.ADDITIONAL ITEMS -none
12.FUTURE MEETING DATES
DATE LOCATION
2015 January 20 The Education Centre -Katherine Harley Room
2015 February 17 Chippewas of the Thames First Nation
2015 March 24 B.Davison Secondary School
2015 April 21 Strathroy District Collegiate Institute
2015 May 19 Oneida Nation of the Thames
2015 June 16 Munsee-Deiaware Nation
13.ADJOURNMENT -The meeting adjourned at 5:06 p.m. by motion.
RECOMMENDATIONS:none
WARREN HUFF
Chairperson
Page 3
REPORT OF THE POLICY WORKING COMMITTEE
13.b
2014 November 25
3:36 p.m.-4:53 p.m.
MEMBERS ADMINISTRATION AND OTHERS
T.Grant (Chair)B.Mcl^nnon L.Elliott K.Altken
J.Bennett M.Raid J.Pratt S.Macey
R.TIsdale J. Knight B.Strong
Regrets:D.Clark D.Macpherson
1.APPROVAL OF AGENDA-The agenda was approved on motion. "
2.CONFLICTS OF INTEREST -none declared
3.COMMITTEE REPORT OF 2014 OCTOBER 28 AND THE 2014 NOVEMBER 25 TRACKING
SHEET -provided for information
4.POLICY/PROCEDURE -TO COMMITTEE FOLLOWING PUBLIC INPUT
a.Records Information Management Procedure
Supervisor B. Williams and Records Information Management Officer L.Baines joined the
meeting to update the committee regarding the Records Infonnation Management procedure
which was posted to the Board's website for 60 days.No Input was received during that time.
The following motion was moved and carried:
That the Records Information Management Procedure be fonwarded to the 2014
December 16 Board meeting for information.
b.Use of Commercial Electronic Messages Independent Procedure
Supervisor Williams updated the committee on the Use of Commercial Electronic Messages
independent procedure which was posted to the Board's website for 60 days.Input was
received from one individual suggesting the procedure incorporate guidelines pertaiing to the
sending of electronic messages on behalf of charities. Under CASL regulations,registered
charities sending information related to fund raising activities are exempt.
The procedure purposefully does not provide guidelines regarding any exemptions for the
following reasons:
exemptions are contained in the legislation and regulations;it is not the intent of the
procedure to restate or summarize the legislation or regulations;
there are many exemptions other than the one noted;
as regulations are adopted there may be additional exemptions in the future;and
tools have been created for schools outlining the exemptions specifically pertaining to
their communication with parents.The tools clearly notate that schools may send
electronic messages on behalf of charities.
The following motion was moved and carried:
That the Use of Commercial Electronic Messages Independent Procedure be
forwarded to the 2014 December 16 meeting for Information.
5.DRAFT POLICIES/PROCEDURES -none
6.DRAFT POLICIES/PROCEDURES REQUIRING ADDITIONAL CONSIDERATION -none
7.POLICIES/PROCEDURES UNDER REVISION
a.Medical/Health Support for Students Procedure
Associate Directors K. Dalton and J.Pratt joined the meeting following a request from the
committee regarding the procedural direction regarding response to incidents of accident
and/or injury to a student,as well as the claims handling procedures.A detailed discussion
and questions of clarification ensued.It was noted that there is no written protocol and/or
process in place at the school level. It was agreed to follow-up with the Ontario School
Board's Insurance Exchange on the mandatory minimum requirement and brought back to
the committee in January for further discussion.
b.Liability Insurance -Claims Handling Procedure Independent Procedure
-See Item 7.a
8.DRAFT/APPROVED POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION -none
9.OTHER BUSINESS -none
10.DATE AND TIME OF NEXT MEETING
The next meeting is scheduled for Tuesday,January 27,in the Governor Simcoe Room.
11.ADJOURNMENT
The meeting adjourned at 4:53 p.m.by motion.
A special thank you was extended to Policy Working Committee Chair T.Grant for her support and
dedication to the committee.
RECOMMENDATION:none
TRACY GRANT
Chairperson
Thames Valley District School Board PROCEDURE
Title
Department
Reference(s)
RECORDS INFORMATION
MANAGEMENT
DIRECTOR'S SERVICES
Policy -Privacy and Records Information Management
Education Act of Ontario
Canada Evidence Act
Municipal Freedom of information and Pnjtection of
Privacy Act
Personal Health information Protection Act
Canadian General Standards Board Guidelines -
Electronic Records and Documentary Evidence
TVDSB Records Retention Schedule (AppendixA)
Other Federal and Provincial Legislation (Appendix B)
Ministry of Education OSR Guideline 2000
Ministry of Education Policy and Program Memoranda
ISO 15489 - Infonnation and Documentation (Records
Management)
Procedure No.2014
Effective Date 2005 May 24
Records Information Management (RliVI)is the systematic management of all records created
or received at any site operated by the Thames Valley District School Board to their final
disposition (destruction or archival retention).
Record keeping practices must comply withthe Municipal Freedom of Information and
Protection of Privacy Act.All general information inthe custody and control of the Board,that
is not confidential, or otherwise exempt,shall be publicly accessible.
1.0 Legislation,Policies,Standards and Practices
The context for Information management for school boards is provided by legislation.
Ministry Policy Program Memoranda, and school board policies and procedures.The
following statutes provide guidance for the collection,use,and maintenance of recorded
information.
The Education Act of Ontario
This is the administrative statute under which all Ontario school boards must operate.
The Act sets out provisions for the creation and maintenance of the pupil record (s. 265
(1) and S.266) and forthe establishment ofa records management program (s.
171(38)).
Administered By DIRECTOR'S SERVICES
Amendment Date(s)2008 Nov.13
2010 May 11
2014 December 16
Page 1 of 15
The Ontario Evidence Act
The Act sets out how Records Information Management may be used as evidence in
legal proceedings in a Court of Ontario.
The Canada Evidence Act
The Act sets out how Records Information Management may be used as evidence in
legal proceedings in a court in a matter under federal jurisdiction.
The l\/lunicipa!Freedom of information and Protection ofPrivacyAct (MFIPPA)MFIPPA
addresses issues of disclosure of records under the care and custody of school
boards/authorities,as well as the collection,use,and disclosure of records containing
personal information.MFIPPA also regulates the collection,use, disclosure, and
accuracy of personal information stored in records and creates a process forobtaining
access to recorded information.
The Persona!Health Information Protection Act (PHIPA)
PHIPA addresses the collection,use,disclosure,retention,and destruction of personal
health information.
Other Statutory Provisions
The Table of Laws and Citations with Retention Requirements for School Boards
(Appendix B)providesa listing ofother statutory provisions contained in the lawsof
Canada and Ontario that may affect the creation and retention ofschool board records.
l\/linistry Policy and Program Memoranda (PPM)
Ministry of Education PPM's may include requirements forthe collection,creation, use,
retention,and destruction of RIM.
2.0 Goals and Objectives
Maintaining a Records Information Management (RIM)program facilitatesthe following;
•Timely,relevant, and accurate management of information to support the provision
of programs and services that best meet students'needs;
• Informed decision-making and policy development,and effective, efficient, and
trustworthy program and service delivery;
•Transparency and accountability;
•Access to and privacy of information in accordance with legislation and policies;
• Recording and management of business decisions and transactions that preserve
corporate memory;and
•Access to information for legal purposes.
The objectives of the Records Information Management (RIM)program include::
• Ensuring a consistent and coordinated approach to records management by
establishing policy,standards,practices,and tools that reflect organizational needs;
• Establishing a records management framework that supports organizational goals
and objectives and supports student needs;
• Establishing processes that ensure that information is accurate,reliable,trustworthy,
and authentic; has a context and Is able to serve as evidence; and supports
accountability;
•Building staff awareness and understanding ofand commitmentto managing
information assets and protecting privacy and confidentiality at all levels of the
organization;
•Improving control and security through providing audit trails of document activities,
ensuring their use as reliable information assets;
• Establishing an integrated, organization-wide solution for managing electronic
information;
• Developing a staff training strategy to bulldrecords management skills;
• Developing and implementing standards to support the Identification, location, and
retrieval of information;
• Developing a strategy forthe long-term management (migration)and preservation of
Information assets;
•Assessing progress in improving the management of information In the organization.
3.0 Principles
The RIM program Is established in accordance with the following principles.
Principle 1 -Accessibility
Information is readilyavailable and accessible for as long as itis required.
1.Information to support evidence of communications,actions,and decisions is
routinely recorded and stored.
2.Information is accessible to staff who require itinthe performance of their duties and
are authorized to access it.
3.Information Is shared across the organization and withsocial agencies In
accordance with operational needs and statutory provisions.
4.Information is managed througtiout its life cycle regardless of format.
5.Rules are established for the organization,storage,retrieval,and destruction of
records.
6.Plans and practices to actively make records available to the public are in place,and
records are available to the public by request,subject to the statutory requirements.
Principle 2 -Accountability and Stewardship
Accountability for managing information in the custody and control of the organization is
clearly defined,communicated and monitored.
1.Accountability for creating a record of business decisions and transactions and for
maintaining corporate memory is clearly established and monitored.
2.Roles and responsibilities for staff are articulated and understood for all
management of information activities.
3.Core competencies relating to managing information are identified and training is
provided.
4.Performance in managing information is managed and measured.
Principle 3 -Risk Management
Rlsf<s to information are managed and practices and processes are in place to protect
information assets.
1.Risks to records management are identified and managed.
2.Practices are in place to protect confidential,sensitive,and personal information
from unauthorized collection,use,disclosure,or destruction.
3.All records are managed to meet rules of evidence and legal discovery.
4.Contractual arrangements include provisions for the protection and appropriate use
of records to mitigate risks.
5.Records are managed in order to support business continuity and recovery in the
event of disaster.
6.Records are managed to protect privacy and confidentiality.
Principle 4 -Usability and Quality Control
Records management meets the needs of staff and stakeholders.Records
management is timely,accurate,reliable,and relevant,has integrity,and is easy to use.
1.Processes are in place to ensure that records management is accurate,timely,
reliable,and easy to use.
2.Records management is planned and managed.
3.Records are managed appropriately throughout the entire life cycle of the record -
creation,capture,and collection;organization;storage,access,and use;and
disclosure and disposition (destruction or permanent retention).
4.Plans are in place to leverage the value of records management by combining itwith
records management from other internal or external sources,in accordance with
statutory provisions,to improve programs and services.
5.Processes and technology supports are in place to ensure appropriate access to
records and tracking of who has modified or accessed confidential records.
Principle 5 -Planning and Coordination
Coordinated planning for records management is linked to organizational goals,
objectives,and financial planning.
1.Records management practices are included in all program planning.
2.Records management is coordinated across the organization—schools and
departments.
3.Records management is planned to support continuous service and disaster
recovery.
4.Records management is integrated into succession plans to ensure the capture and
maintenance of corporate history.
Principle 6 -Integration
Records management is integrated with program planning and other business
processes.
1.Records management practices are a component of program and project
management.
2.Records management is integrated across the organization (schools and
departments)to support organizational objectives.
4.0 Definition of a Record
4.1 "Record"means any information in printed form, on film,by electronic means or
otherwise,and includes:
a.correspondence,a memorandum,a book, a plan,a map, a drawing, a
diagram,a pictorial, or graphic work,a photograph,a film,a microfilm,a
sound recording,a videotape,a machine readable record,any other
documentary material,regardless of physical form or characteristics,and any
copy thereof,and
b. any record that is capable of being produced from a machine readable record
under the control of an institution by means of computer hardware and
software or any other information storage equipment and technical expertise
normally used by the Institution.
4.2 Transitory records are records that hold no further value to the school board
beyond an immediate or minor transaction,or records that may be required only
for a very short time,perhaps until they are made obsolete by an updated version
of the record,or by a subsequent transaction or decision.Examples of transitory
records include notices of meetings,routine notices or memos regarding holidays
or special events circulated to all staff or posted in public folders;insignificant or
inconsequential information items concerning routine administrative or
operational matters,daily student work/assignments,and personal messages
and information.
5.0 Responsibilities
All Board employees are responsible for the records and information they create and
maintain to support the business operations of the Board.They must ensure compliance
with the Board's policy and procedures in the management of Board records.
This procedure applies to all records and information within the custody or under the
control of the Board,including those records and information relating to the operation
and administration of the Board and those records and information relating to
employees and students individually.
Each department and school is responsible for supporting the RIM program by ensuring
that the Board's records information management policy and procedures are applied.
5.1 Schools
•Schools are responsible for the effective management of records created
and/or used at the school,including office records,student records,staffing
information,teaching resources.
•Ontario Student Records will be managed in accordance with Board's
independent procedure:Ontario Student Record (OSR)Guideline 2000 and
TVDSB Procedures.Note:For secondary schools,responsibility for the OSR
extends to five years following a student's retirement/graduation.
5.2 Departments
The Board's administrative departments:
•manage all hard copy and electronic records and information (including audio,
videotapes,etc.)according to Board policy and procedures,and applicable
federal and Ontario legislation;
•print and file records and information in the departmental records area if there
is no electronic content/records management system in place;
•maintain records and information according to the department file plan
developed from the Board classification scheme;
•ensure that appropriate access and security processes are in piace to protect
both paper and electronic records;
•apply the records and information retention schedules and securely dispose
of records in accordance with those schedules;and
•ensure that ail third party organizations,contractors,or agents who receive or
collect personal information on behalf of the Board are aware of and comply
with the Board's policy.
5.3 Records Centre
The Records Centre:
•acts as a central repository for records which are not frequently needed
but must be retained for a number of years;
•receives inactive Ontario Student Records (OSRs)that are purged,
prepared,and imaged for long term retention in accordance with the
Ministry of Education's OSR Guideline;
•issues certified copies of the Ontario Student Transcripts and diplomas for
former TVDSB students;
• is responsible for responding to all record requests related to students
who have left school more than five years ago (including formal
assessments,confirmation of attendance,etc.)as well as all education
verifications;and
• is responsible for overseeing an inventory of the Board's archival/
historical records (see 6.0 below)and responding to requests for access
to these records.
• Is responsible for reviewing the Board Records Retention Schedule
annually to ensure it complies with any changes in federal and provincial
legislation and guidelines.
The Records Information Management Officer is responsible for overseeing the
activities of the Records Centre and its staff.
6.0 Archival/Historical Records
6.1 Although the Records Information Management procedure has been designed to
specifically address the establishment of a records management system,special
consideration is also given to those records identified in the Board's Retention
schedule as having archival value.These records,although no longer required
for daily administrative purposes,contain information which is of value for both
long- term use and for historical reference.The archival program will effectively
store records which are to be kept permanently once the original operational
need for the record has ceased to ensure that valuable documents are not
destroyed.
6.2 Care must be taken in handling and boxing archival records.Adequate
descriptions must be made to permit ready access and appropriate protective
measures must be taken to reduce the wear and tear on records that do not have
to be consulted often.Because of the special attention archival records require,
they will be maintained by trained staff.Archival retention schedules must be
approved by the Records Information Management Officer in consultation with
the Freedom of Information Co-ordinator.
6.3 The following list provides general information on the types of records which
should be maintained as archival for historical reference:
•Minutes of Official Meetings of the Board of Trustees;
•Board Reports;
•Yearbooks;
•Architectural Plans/Engineering Drawings;
•In-House Publications (e.g.Director's Annual Report);
•Legal Documents;and
•Student enrolment registers prior to and including the 1969-1970 school year.
6.4 Enrolment registers pre-1970,particularly those in the late 1800's and early
1900's,are the only record of a student's elementary and secondary school
education.These were replaced by the Ontario Student Record (OSR)folder and
Attendance Registers in the mid-1900's which are governed by the Ministry of
Education's OSR procedures.The Records Information Management Officer is
responsible for the long-term storage and retention.
6.5 Arrangements for the donation of historical documents/memorabilia to local
museums or historical/heritage societies,are the responsibility of the Records
Information.Management Officer.Each donation must be accompanied by a
Deed of Gift contract developed and signed by the RIM Officer and the recipient.
7.0 Electronic Records
7.1 Electronic files cover a broad range of data and include any named grouping of
data such as word processing files,email,directories,spread sheets,databases,
or lists of file names.The same issues when dealing with paper documents,
such as scheduling,disposal,and storage also apply to machine readable
records.They are governed by the statutes that apply to the access,retention,
and destruction of all public records.
7.2 Microfilming or other forms of electronic imaging will be done for series of records
which are well organized and will not consequently require extensive
reorganization prior to imaging,where there is an urgent need for reductions in
storage space,where many users may need copies of the records,and where
records are too fragile to be used on a regular basis.It should not be done where
the original records are poorly organized or are illegible.Records with a
remaining retention of 10 years or greater may be imaged,e.g.OSRs,employee
files,permanent financial records,Board/Committee agendas,and minutes.
7.3 To ensure that the information in electronic formats is accessible,work
sites/schools will record the following on the outside of the disk,tape,or
container:
description of the data;
name of the system on which the medium is to be used;
name and version number of the application software;
capacity and density of the media;
recording date(s);
security precautions and access restrictions;
type of copy (storage,working,back-up,etc);
any special attributes;
any other pertinent information regarding the data stored.
7.4 The need to maintain electronic records should also be taken into consideration
when upgrading software or hardware throughout the system.Electronic files,
particularly those designated as permanent records,must be migrated onto the
new technology and stored in a stable environment.
8.0 Vital Records Plan
A Vital Records Plan will be developed to identify and protect those records that are
vital to getting the system up and running immediately after a disaster,e.g.water
damage,fire. It will include a pre-arranged set of scenarios for dealing with system
records and back-up copies of vital records.Once identified and duplicated,the record
copies are to be kept in a separate and safe location as determined by the
department/school administrator.The location of all back-up material will be reported to
and maintained by the Finance Department.
9.0 Records Retention Schedule
9.1 The Records Retention Schedule (Appendix A)outlines retention of the Board's
records according to their administrative,fiscal, legal,and research/archival
value.It includes records that must be retained according to legislation and/or
Board procedures and a notation of the archival/historic Importance of each
record series where appropriate.The Schedule excludes all reference,resource
and library material such as books,articles,and external publications which are
not official records of the Board,as well as transitory records for which their
purpose has been served.
9.2 All recorded information must be identified in a Retention Schedule and must not
be destroyed or removed from the control or custody of the Board except as
authorized in the schedule.Additional records may be stored at the discretion of
the principal or department supervisory officer/designate.For access and privacy
purposes,there should be only one complete official retention copy of each
record.Back-up copies should be prepared only when there Is sufficient need for
authenticity of the original record,when they are considered vital records and to
provide ease of access.
9.3 Electronic records will be backed up in accordance with the schedule developed
by Information Technology Services.
9.4 At the time of storage,a label indicating the disposal date should be affixed to the
record or box of records before it is stored to facilitate destruction per the
retention schedule.
9.5 The Schedule excludes all reference,resource,and library material such as
books,articles,and external publications which are not official records of the
Board.
9.6 The process for maintaining the Board's retention schedule is to:
•train staff in record retention procedures;
•establish a regular schedule for disposal of records,normally once a year;
•review the retention schedule on a regular basis and update as required.
9.7 The model scheme is based on a functional classification methodology where
records and information are classified In accordance with the functions and
activities they support within the organization.Records and information are
classified into eleven primary functional categories,as follows:
Administrative Management (ADM)
The function of overseeing the administration of the team and units within the
board and its schools.Records supporting this function relate to
administrative committees'decisions and meetings,and Internal
administrative support or services.The functions of acquiring and managing
equipment,supplies,services and materials for schools.
Communications and Public Relations (COM)
The function of promoting and marketing board and school and programs and
services.Records in this function include board/authority/school communication
and press releases,speeches,websites,public relations activities,events,and
news releases;materials relating to marketing research,publications,and
reports.
Facilities Management (FAC)
The function of managing and maintaining the board's buildings and facilities and
supporting capital initiatives and building improvements.Records include
maintenance and operations reports,requests and logs,environmental testing of
facilities,equipment maintenance and testing,facilities planning and
improvements,capital and non-capital projects,inspection reports,and records
relating to property acquisition and disposition,building and office renovations,
security,and property management relationships.
Finance and Accounting (FIN)
The function of managing the Board's financial and accounting resources
Includes establishing and operating and maintaining accounting (payables,
receivables,revenue)systems,controls and procedures,financial planning,
reporting,preparing budgets and budget submissions,and the monitoring and
analysis of capital assets.Records include but are not limited to accounts
payable and receivable,budgets,audits,benefits accounting,expense
payments,financial reporting,fixed asset management,and all matters regarding
the allocation and control of funds.
Governance and Policy (GOV)
The function of governing the board and its schools and exercising legal authority
and control.The corporate governance structure specifies the distribution of
rights and responsibilities among different participants In
boards/authoritles/schools,such as the board and staff,and spells out the rules
and procedures for making decisions on it affairs.Includes resolutions,bylaws,
policies and procedures,charters,board meeting administration,and strategic
planning.
Human Resources (HUM)
The function of managing all employees within the organization In accordance
with policies and procedures.Records include but are not limited to personnel
records,employee collective agreements,employee information (Including
medical information),conditions of work,overtime,salary rates,pensions,
benefits,payroll records,grievances,performance evaluations,and recruitment.
Information and Computer Technology (ICT)
The function of applying and managing Information and communications
technology to support the business needs of the board to capture,store,retrieve,
transfer communicate,and disseminate information through automated systems
such as Wide Area Networks and Local Area Networks.Includes planning,
determining requirements,developing acquiring,modifying,and evaluating
applications and databases,and acquiring,tendering,leasing,licensing,
registering,and disposition of systems.
Legal (LEG)
The function of addressing legal issues relating to the operations of the board
and its schools.Records include,but are not limited to,claims and litigation files,
appeals and hearings,contracts and agreements entered into on behalf ofthe
board/authority and schools,deeds and titles relating to properties,harassments
Incidents,etc.
Program Design and Development (PPD)
The function of applying curriculum guidelines and designing education programs
for students.Records include but are not limited to proposals,correspondence,
lesson plans,and course outlines.
Research and Planning (RPL)
The function of undertaking research and planning to support the ongoing
operations of the board and Itsschool.Records Include but are not limited to
research surveys, studies, and reports which address issues such as school
boundaries,student demographics,municipal planning, and statistics used to
support Ministry funding requests.
Programs and Services in the Community (PSC)
The function of offering programs and services to the community through school
and board facilities.Programs Include nightschool and summer school, and
services to the community include day care and safety avi/areness.Records
Include but are not limited to lesson units,reports,program reviews,teaching
materials,correspondence,and program brochures/advertising.Generally refers
to programs that are not part of day school.
Student Services (STU)
The function of providing students with programs and services In accordance
with the Education Act.Records cover such areas as admissions,transfers
and withdrawals,Ontario Student Records,guidance and counseling,
assessments,consent/permission forms for special activities and programs,and
extra-curriculum programs and participation.Records include but are not limited
to student marks, program participation records, examination and testing records,
and counseling records.
9.8 The Records Retention Schedule has 14 columns as follows:
Function - the assigned code for the record type (see 9.7 above)
Record Series -the type of records that are normally used in schools and
departments
Function Description -detailed description of the Record Series
Responsible Site - the department responsible for keeping the "official"copy
of the record."Originating"department is where the record comes from or is
brought into existence,i.e.created or received.
Responsible Site Retention Period - Indicates the total length of time the record
is to be kept (i.e. sum of Activeand Inactive).
Non-Responsible Site Retention Period -sets out the retention period for records
that are not the official copy.In some cases,more than one department may
need or use the records and information and for operational efficiency a
department may choose to retain a copy or duplicate of the same record even if
they are not responsible for maintaining the official record.The recommended
retention ofduplicate records recognizes that on occasions other departments
will need to keep copies but sets a short term retention period ofthose copies to
minimize duplication and maximize efficiencies.These duplicates or copies are
subject to legal discovery and/or Freedom of Information Requests and should
be niinimized as much as possible. They must be controlled to reduce storage
and handling costs and to support the integrityof a systematic records retention
program.
Vital Record -identifies records that are necessary to resume or continue
operations and to recreate the company's legal and financial position inthe event
of a disaster.
Personal Information Bank fPIB)- identifies records that contain personal
information and that should be included in a personal information bank listing in
accordance withthe Municipal Freedom of information and Protection of Privacy
Act.
Archival Selection - identifies records that may preserve history and may be of
value for inclusion In archives.Where school boards do not have an official
archive,consideration should be given to maintaining the records permanently.
Included in OSR - identifies records that may be included in the Ontario Student
Record in accordance withthe Ministry of Education OSR guideline and the
applicable board procedure.
Notes/Reference -provides a further explanation about the retention where
necessary;for example,when the retention is based on an event,the event is
explained for the records series,i.e.,the event date is the date the record was
created.
Value of Record -indicates if the record retention is based on administrative
practice or legislative requirements Legal citations are cross-referenced to the
School Board/Authority Table of Legal Retention Citations.
Retention Codes - listed at the top of each page of the retention schedule as
follows:
P -Permanent
A file with permanent retention period is never destroyed apd is stored ina
location determined by the Records Centre inconsultation withthe Freedom of
Information Coordinator.
E -Event
Retention begins once an event or action occurs, e.g., the creation ofthe record,
retirement of a student.
C -Current Document
A current document is to be retained for the current school or fiscal year.
S -Superseded
A document is to be retained until a new version replaces the current one.
Note:S + 1 =Retain the new version until a newer version is issued and keep
the previous version forone year beyond receipt ofthe new version.
9.9 The Record Retention Schedule (Appendix A)is a "living"document.Updates
and revisions to both the nature of records retained and the retention periods
appliedtothem continuously evolve.It isthe responsibility ofthe Records Centre
to ensure the retention schedule is routinely reviewed and revised to
accommodate these updates.
10.0 Disposal
10.1 Records should be reviewed yearly for disposal including electronic and other
viable media records,and in accordance with the Board's Retention Schedule.
This includes all relevant back-up tapes and hard drives.
10.2 Transitory records may be destroyed after their use has been served,e.g.in the
case of student work,once a mark or indication of mastery has been made.
Most electronic/voice mail and telephone transitory messages are considered
short-term records and should be disposed of as soon as their purpose has
been served.However,if the content of the message or any attachments are
considered business records,they fall under the Retention Schedule.
10.3 If not already disposed,duplicate records and temporary working papers such as
rough notes or informal drafts are to be destroyed at the timethe official records
are destroyed since they should not outlive the documents that resulted from
them.
10.4 Records containing confidential and/or personal information must be handled
securely when storing, maintaining, transferring, or destroying them. They are to
be destroyed in such a manner that they cannot be read,interpreted,or
reconstructed according to the terms of the Municipal Freedom of Information
and Protection of Privacy Act.
10.5 In general,the school/department that created or authorized creation of a record
is responsible for its retention and disposal, including records stored on a
computer.To avoid overloading the storage capacity on a server,the Information
Technology Services department may eliminate records after advising the users
and allowing a reasonable time for them to destroy the record or make other
arrangements for storage.
10.6 In the event ofa school closure/consolidation,the Principal and school secretary
will work with the Records Information Management Officer to ensure proper
management and storage of student,administrative,and archival records.
10.7 If there is a potential, pending, or ongoing lawsuit, investigation or audit, related
documents will be retained beyond the approved retention requirement set out in
the Records Retention Schedule until further notice.
THAMES VALLEY DISTRI HOOL BOARD
RECORD RETENTION SCHEDULE
Appendix A
P -Permanent Retention E -Event (retention begins once an event or
action occurs^e.g.,the creation of the record,
retirerhent of a student)
C-Current (retain for the current school/fiscal
year)
S-Supersede
the current 0
previous vers
2d (retai
ne:S +
ions)
n until a nevtf ve
L =retain both c
rslon replaces
urrentand
Classification ,Retention for Responsible and Non-Responsible Departinents Notes/
Reference -
Value of
Record
ti-
c
3
a
o
s
Record Series Record Description Resi^nsible Site Responsible Site
Retention Period
Non-Respbnsible Site
Retention (eg.copies)
S
?
70
ro
r>
O
3.
^-o
U 3
Fli
3
5?>2.?
n "
a ~~<O q;
3
rt
o gtAO.
:x3 n.
*a
3'
Includes
definition of
retention
'based on E
(Event)
(retention as
determined by
jeglslatidn
and/or
operational
ADM \dmtnistraUve.
Management
The function of overseeing the administration of the team and units within the board and schools.Records supporting this function relate lb adrninistrative committees decisions andmeetings,and intOTal administrative support orservices.The funrtibns ofacquiring arid managing equipment,supplies,sennces and me^OTals for s<Aools.
ADM Associations/
Organizations
ncludes reports,newsletters,
Dubilcations,conferenceand
vorkshop Infomiation and
}roceedings from organizations to
wiiich staffbelong.
Originating Site C+3 C +1 Operational value
ADM Forms Inventory nciudes forms history and blank
copies offorms,kept onfiie for
convenience.
Originating Site S S Operational value
ADM -ibrary
Management
Includes records related to
soard/school iibrary operations.
Records include collection
inventories,correspondence,
acquisition and disposal planning
andstrategies,and other records
related to library holdings and
operations.
.earning Support
Services
S-t-1 S +1 RIB S =when
inventories are
updated and
library weeding out
is done.
MFIPPA-O
Operational value
ADM Meeting
Documentation:
Extemai
Includes records of extemai
committees and councils on which
board and school staff members
participate as members.Records
include agendas,reports,
resolutions andany documentation
which reflects obligations ofthe
board.
Originating Site E +2 E E =the date the
board became a
member of the
committee.
Operational value
ADM Meeting
Documentation:
internal
Includes records regarding staff
meetings,student council,and
committees suchas principals'
council,secretaries'meetings,as
well as district andsubjecthead
meetings.Records include
agendas,minutes,reports and
resolutions.
Excludes Governance committees
(seeGOV-Meetings:Govemance
Committees and Councils)and
student/school councilfinancial
records (FIN •Funding:Student and
School Councils)
Originating Site C+3 G +1
ArchivalReview
Operational value
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of tiie record,
.retirement of a student)
C-Current (retain for the current school/fiscal
year)
S-Superseded (retain until a new version replaces
the current one;S +1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site '
Retention Period
Non*Responsible Site
Retention (eg. copies)
VitalRecord
PersonalInformationBank
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
ADM Records
Destruction Notices
Documentation relating to which
records havebeen destroyed In the
nomial course of business.Includes
listsof destroyed records and forms
authorizing the destruction of
records.
Corporate
Services/Records
Management
P P Vital Evidence of
application of
recordsprogramto
supportlitigation if
required.
Legal value
ADM Records
Management
Listings and
Reports
Includes Infonnatlon regarding the
management of records,regardless
ofiTiedlum.Records include
Classification Scheme,Legal
Citation Table,file lists,listsof
recordsinstorage, records
management reports and related
correspondence,
Corporate
Services/Records
Management
S +1 S Vital S =when new
reportsare
received
Legal value
ADM Requestsfor
Infomiation
Includes requestsand tracking
sheets for Freedom of Information
Requests made under the Municipal
Freedom ofInformation Act and
requestsforaccess to
student/employee records and
information.
Excludes requests relating to
Purchasing records (see FIN -
Purchasing Documentation)and
appealed requests (see LEG -
Appeals/Hearings)
CorporateServices/
Learning Support
Services/.
Human Resources
E+2 E +1 PIB E= final resolution
ofrequest(or
appeal if
applicable)
MFIPPA-0
Operational value
ADM Service
Requisitions and
Reports:intemai
Services
Includes records relating to
translation, audio visualservices,
duplicating/printing servicesand
mail/courier and delivery services.
Records include copiesof
requisitions and memos for
sen/ices, confirmationsand service
bgs/reports,correspondence,
reports,etc.
Excludes Purchasing requisitions
and reports (see FIN -Purchasing
Documentation)
Originating Site C-t-1 C Operational value
v..THAMES VALLEY DISTRI IHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E -Everit (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
5 -Superseded (retain until a new version replaces
the current one:S +1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference
VaUie of
Record
Functior>
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInforinationRank
ArchivalSelection
Includedin
OSR
includes
definition of
retention
.based on E
(Event)
(retention as
determined by
legislation
and/or
operational
ADM Vendors/
Suppliers/
Contractors
Includes information about vendors,
contractors and suppliers andtheir
goodsand services.Records
include catalogues,price listsand
correspondence.
Excludes agreements and
purchasing documents (see LEG -
Contracts/Agreements and FIN-
Purchasing Documentation)
Originating Site S +1 S S =when new
documentation is
received from
suppliers.
Operational value
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S-Superseded (retain until a new version replaces
the current one;S +1 =retain both current and
previous versions)
Classification Retehtlon for Responsibleand Non-Responsible Departments-Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationRank
ArchivalSelection
IncludedIn
bSR
includes
definition of
retention
based on E
(Event)
(retention as
deterniined by
legislation
and/or
operational
COM Communications
and PubiiC'
Relations
The function of promoting and martceting boards/schoolsand programsandservices. Recordsintills function includeboard/school communication and press releases,speeches,
webs^tes^public relations activities,eyehts and news releases;material relating to marketing research,publications and reports.-^
COM Advertisements Includes publications,artwork and
copies of advertisements placed by
the board or schools.Excludes
website records (see COM -
Website content).
Originating Site C+4
y
C
ArchivalReview Operational value
COM Appreciation and
Commendations
Includes generalcommendations,
certificates of appreciation and
petitions received from thegeneral
public and parents.
Excludes records relating to specific
employees (see HUM -Employee
Records)or student records (see
STU -Ontario Student Records)
Originating Site C +1 C Operational value
COM Communiques Includes memos,brochures,
correspondence and related
information about programs and
activities sponsoredbytheboardor
byschools.
Originating Site C+4 C
ArchivalReview
Operational value
COM Complaints Includes records related to general
complaints aboutthe board/school
and its activities.Includes
correspondence,investigations,
findings and related reports
regarding resolution.Complaints
abouta specific project or program
maybe contained within the
program.
Excludes complaints specific toan
individual student or staff member
(see STU -Case Files:Student
Welfare,or HUM -Case Files:
Employee).
Originating Site E +1 E PIB E =resolution of
complaint
MFlPPA-0
COM Contacts and
Mailing Lists
Includes lists of individuals or
organizations with whom theboard
and school communicate,Records
include mailing lists,emergency
contact lists,student lists,etc.
Originating Site 8 S PIB S=when lists are
updated.
MFIPPA-O
Operational value
THAMES VALLEY OlSTRIi HOOL BOARD
RECORD RETENTION SCHEDULE
\PPENDIXA
P -Permanent Retention E -Event (retention begins once an event or
action occurs,e.g^the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S ~Superseded (retain until a new version replaces
the current one:S +is retain both current and
previous versions)
Classiftcatiori Retention far Responsible and Non-Responsible Departments Notes/
Reference
Value of
'•Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInforrhationBank
ArchivalSelection
Includedin
OSR
includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
COM Events,
Ceremonies and
Celebrations
Includes memos, notices,
correspondence with parentsand
others,pit^grams and a!l related
materials pertinent toevents
sponsored bythe board orby
schools (e.g.,parents'night,school
opening ceremonies,reunions,
etc.).Records include program
schedules,correspondence,
brochures,andevent activity
details.
Originating Site C+4 C ArchivalRewew Operational value
COM MediaKits,
Communications
and News'
Releases
Includes records regarding board
relations with the various media.
Includes pressreleasesand
information releases,speeches,
photographs,correspondence,etc.
Originating Site 0+4 C
ArchivalReview
These publications
mayhave
historical value.
Please contact the
TVDSB Records
Centre prior to
disposal.
Operational value
COM Memorabilia/
Archives
Management
includes school/board memorabilia,
collectibles and other historical
items that reflect the Individual
nature ofthe schools, such as
Infonnalschool/board histories,
school logos andcrests,songs,etc.
"Note:The memorabilia retention
period is under review as the
archive program continues tobe
developed.
Originating Site P P
1ArchivalRewew
These publications
mayhave
historical value.
Please contact the
Records
Information Officer
prior to disposal.
EA-O
COM Multimedia
Materials
Includes photographs,slides,.
videotapes,CDs,DVDs,recordings,
etc.that document school and
board activities.
Includes Board meeting streamed
videos.
Public Affairs/Media
Services
S +1 S + 1 EA-0
f
COM NewsReports Includesnewsreports from
newspapers,magazines,websites
andother publications regarding the
board,school,staff,studentsand
trustees.May bepaperor
electronic.
Originating Site C+3 0
1ArchivalReview
EA-0
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C~Current (retain for the current school/fiscal
year)
S -Superseded (retain until a new version replaces
the current one:S +1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg. copies)
VitalRecord
PersonalInformationBank
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
deterrnined by
legislation
and/or
operational
COM Publications:
Internal
Includes records and artwork for
publications such as curriculum
handbooks, school handbooks,
school calendars,'Welcome to High
School'booklets,annual reports,
brochures on programs offered by
schools, newsletters, and other
school promotions,
Excludes yearbooks which havea
pemrianent retention.
School/
Originating Site
S+5 S PIB ArchivalReview1 These publications
mayhave
historical value.
Please contact the
Records
Information Officer
prior to disposal.
EA-0
MFIPPA-0
COM Speechesand
Presentations
Includes speeches and
presentations delivered by
board/school staff,elected officials
andteachers covering non-
classroom topics.
Originating Site C+4 C +1
ArchivalReview
EA-0
COM Website content Includes snapshots ofwebsite
contentandcopiesofwebpages
createdby school boardsfor
general public use.Includes board
and school sites.
Public Affairs C +4 0 + 1
ArchivalReview
These publications
mayhave
historical value.
Please contact the
Records
Information Officer
priorto disposal.
EA-0
Operational value
Legal Value
THAMES VALLEY DISTRI :H00L BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs^e.g.,the creation of the record,
retirement of a student)
C -Current (retain for the current school/fiscal
year)
S-Superseded (retain until a hew version replaces
the current one:S -f 1 =retain both current and
previous versions),
Classification Retention for Responsible and Non-Responsible Departments Notes/
-Reference
Value of
^Record
Function
Record Series Record Description Responsible Sue Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)'
VitalRecord
PersonalInformationRank
ArchivalSelection
indudedin
OSR
includes
definition of
retention
based on E
(Event).
(retention as
determined by
legislation
and/or
operational
FAC Facilities
Management
The function ofmanaging and maintaining board buildings andfacilities and supporting capital initiative and building improvements.Retards Include maintenance and operations reports,
requ^ts and logs,en>nronmenial testingof facilities,equipment maintenance a_nd testing,facilities planning and Impirpvements,capital and non-capftal projects.Inspection reports/and
records relatinq to prooertv acquisition and disobsitlon.bulldinq and office innovations,security,and proDertv imanaqement relationshlos.
FAC Building andSite
Approvals
Includes documentation such as
siteplan approvals,building
permits,Life SafetyPlanand
municipal reports pertaining tothe
approval of building plansbythe
municipality,Fire Marshal's Office,
Ministry of Education,Ministry of
Health,and oUier govemment
bodies.
Facilities E+6 E E=as long as
building remains
board property.
BCA-0
FPPA-0
TSSA-0
Operational value
Legal Value
FAC Confined Spaces Includes records relating tothe
assessmentof confined spaces.and
written planand procedures forthe
control of hazards in confined
spaces.
Excludes training records {see HUM
-Training Records).
Facilities E +1 E+1 E =when the
record was first
created or the
period necessary
to ensure 2 most
recent records are
retained.
OHSA-0
FAC Designated
Substances and
•Hazardous Matenal
Monitoring:
Hazardous
Biological,
Cliemical or
Physical Agents
Includes records regarding the
monitoring of hazardous chemical
and physical agentsand designated
substances in accordance vwth the
Occupational Health andSafety
Act.Includes air quality reports.
Excludes exposure records of
workers (see HUM -Medical
Records:Hazardous Materials
Exposure).
Facilities P P E =when the
record was first
created.
OHSA-0
FAC Designated
Substances and
Hazardous
Materials-Waste
Monitoring and
Management
Includes records related to the
managementand disposalof
chemical,biological or physical
agentsorsubstances.
Facilities/
Health andSafety
P P OHSA-0
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S -Superseded (retain until a new version replaces
the current one:S +1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationBank
ArchivalSelection
includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
FAC Drawings and
Specifications
Includes technical specifications for
a project or property,e.g.,
mechanical, electrical and
stnjctural.Includes building and fire
code requirements and architect's
instructions.Includes all drawings
andplansofschoolsand offices,
suchas master drawings andfloor
plans,siteplans,aerial plans,and
plans for additions and alterations.
Facilities E +15 E Vital
ArchivalReview
E=as long as
building remains
board property.
RPLA-0
FAG Emergency Plans Includes records regarding
emergencies and related plansto
supportthe board/school Incase of
fire orother emergencies,Records
include emergency plans,business
continuity plans,call lists,
supplier/vendor contacts,and
related reports.
School/
Facilities
8+5 S Vital
ArchivalRewew
Operational value
FAC Facilities
Construction
Projects
Includes budgets,estimates,project
plansandschedules,progress
reports,project meeting minutes,
certificates of clearance,project
drawings and con^espondence
regarding the building ofschools
andother properties.
Excludes capital projects financing
and financial records related to
construction disbursements (see
FIN-capital proiects).
Facilities E +6 E E=completion of
project
BCA-0
FPPA-0
TSSA-0
FAC Facilities
Improvement
Projects
Includes project records regarding
the building improvements program
and supporting documents specific
to additions,renovations,and
alterations toschoolsand buildings.
Records include drawings,project
plans,specifications,meeting
minutes,project updates,budgets,
etc.
Fadlities E + 6 E E=completion of
project (superficial
improvements)
Note:Upon project
completion.
specific records
maybe transferred
to building
maintenance and
operations files for
ongoing
operational
support.
BCA-0
ITA-C
lTA-0
ETA-C
FPPA-0
RPLA-O
THAMES VALLEY DISTRI :H00L BOARD
RECORD RETENTION SCHEDULE
\PPENOIXA
P -Permanent Retention E-Event (retention begins once an event or
action occurs^e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S-Superseded (retain until a new version replaces
the current one:S +1-retain both current and
previous versions)
Classification Retention for Responsibleand Non-Responsible Depailments Notes/
Reference
Valueof
Record
Function
Record Series 'Record Description Responsible Site Responsible Site
Retention Period
Non*Resporisible Site
Retention (eg.copies)
VitalRecord
PersonalInformationBank
ArchivalSelection<
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
FAC
FAC
FAC
Facilities Planning
Inspection and
Testing Logs and
Reports:General
Inspections Logs
and Reports:Fire
Protection Systems
and Emergency
Power Systems
Includes records regarding the
allocation of classroom and
workspace tostaffandstudents.
Recorts includecorrespondence,
proposed enrolment studiesand
reports,facilities use plans,facilities
designs and layouts,furniture
layouts, etc.
Includes all documentation to
supportthe inspection and testing
of buildings,equipment,physical
plantand property.Records include
logs,inspection reports,year-end
reports,equipmentlistsand
locations.Includes waterflushing
logs,watertesting reports,elevator
logs,sanding and salting logs,
playground equipment inspections
logs,chemical treatment log,
underground storagetank
inspections,playground
inspections,physical education
equipment inspections,technical
program equipment.
Excludes contractor logs(see FAC
-Security),air quality testing (see
FAC -Designated Substancesand
Hazardous Material Monitoring:
Hazardous Biological,Chemical or
Physical Agents),Health and Safety
inspection reports,emergency
power systems inspections and
testing,fire extinguisher testing,fire
protection systems testing (see
FAC-Inspections Logs and
Reports:Fire Protection Systems
and Emergency PowerSystems).
Includes records regarding the
inspection and testing of emergency
power systems,fire extinguishers
and fire protection systems.
Facilities
Facilities/Custodian (as
designated bythe board)
Facilities
C+4 C +1
E +6
E+2
E =date the
record was
created
Note:Must ensure
that at least
cun^ent and
immediately
preceding reports
are retained.
E = life of
equipmenL
Operational value
FPPA-0
SDWA-0
TSSA-0
FPPA-O
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S-Superseded (retain until a new version replaces
the current one.: S +1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments NoteV
Reference
Value of
Record
Function
Record Series Record Description Responsible Site ResponsibleSite
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
Personal,InformationBank
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
FAC Land Surveys includes land survey information
such as legal property surveys,
construction layout and control
surveys,and field notes.Also
includes soii-borinq reports.
Facilities S S
ArchivalReview
Ensure that land
surveys are
available at local
registry office
before destruction.
FAC Maintenance and
Operations;
Buildings/
Physical Plantand
Equipment
Includes records related tosupport
the maintenanceand operationsof
buildings,physical plant and
equipment.Includes office
equioment.
Facilities E+3 E +1 E=disposal of
facility or
equipment.
FPPA-0
TSSA-0
FAC Maintenance and
Operations:
Grounds
Maintenance requisitions,work
orders,logsand reports showing
action takenre gnsunds keeping,
snowclearance,and cleaning.
Facilities 04-2 C Operational
requirement
FAC Material Safety
Data Sheets
(MSDS)
Includes material safetydatasheets
as createdandissuedbythe
manufacturer.
Schools/
Departments
E + 3 E + 3 E =creation or
revision of the
MSDS.
Note:Every
location that uses
the material must
retain a copyof
the data sheet.
OHSA-0
FAC Permits/Faciiity
Bool<ings
Includes copiesof permits issued
bytheboardfortheuseof school
property forpurposessuchas
polling stationsand community
events,Also includes applications
for permits,listsof permit holders
and inter-iurisdictional pennits.
Public Affairs/
Community Use of
Schools
C+4 0 + 1
Operational value
FAC Security Includes records regarding the
security of office and school
facilities and properties suchas
control of keys,trespassing,
surveillance reports,emergency
telephone numbers/contacts,and
police station locations.Also
includes school visitor book and
contractor loqs,etc.
Facilities S+2 C +1 PIB EA-0
MFIPPA-0
THAMES VALLEY DISTRI IHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creatiori of the record^
retirement of a student)
C -Current (retain for the current school/fiscal
year)
S -Superseded (retain until a new version replaces
the current one:S -i-1 =:retain both current and
previous versions)
Classification Reteritlon for Responsibleand Non-Responsib!e Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description .Responsible Site 'Responsible Site
Retention Period
Noh-Respdnsible Site
Retention (eg.copies)
VitalRecord
PersonalinformationBank
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
^determined by
legislation
and/or
operational
FAC Vehicles/Fleet
Management
Includes records of all vehicles
currently owned,operated and
maintained bythe board.
Excludes lease agreements and
vehicle insurance (see FIN -
Vehicle Lease Agreements and
Insurance).
Originating Site E+2 E E=disposal of
vehicle,
CAI-0
U-0
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E "Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement ofa student)
C -Current (retain for the current school/fiscal
year)
S-Superseded (retain until a new version replaces
the current one:S 1-retain both current and
previous versions)
Cliassification Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site '
Retention (eg.copies)
VitalRecord
PersonalinformationBank_
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
FIN Finance and
Accounting ^
The function of managing board/school financial and accounting resources.Includes establishing and operating and maintaining accounting Oiayables,receivables,revenue)systems,
controls and procedures,financial planning,reporting,preparing budgetsandbudgetsubmissions,and tfie monitoring andanalysisof capital assets.Records include bitt arenot limits to
accounts payable and receivable,budgets,audits,benefits accounting,expensepayments,financial reporting,fixed asset management andallmattersregarding the allocation and control
of funds.
FIN Accounts Payable Includes records documenting
funds payable suchas legal fees,
trusteesand employees expenses,
vendor transaction listings,payment
vouchers,cheque requisitions,gas.
hydro and plione bills,petty cash
disbursements.PIB for staff and
boardexpense.
Finance C+6 C +1 PIB ETA-C
ITA-C
ITA-0
ECA-0
MFIPPA-0
FIN Accounts
Receivable
Records related tothe accounting
for money ovi^ed to schools and
boards. Records include invoices,
cash receipts,correspondence,
cash lists and statements of
account
Finance C+6 C +1 Vital
-
ETA-C
ITA-C
ITA-0
ECA-0
FIN Audits -Financial Includes records regarding intemal
and external financial audits of
accounts.
Finance C+6 C + 1 Vital ETA-C
ITA-C
ITA-0
ECA-0
FIN Banking andCash
Management
Includes records regarding banking
transactions and relationships with
banks.Includes bankstatements,
bank reconciliations,deposit
records,cancelled cheques,cheque
stubsand money orderrates.
Finance C + 6 C + 1 Vital ETA-C
ITA-C
ITA-0
ECA-0
FIN Budgets Includes departmental andboard
budgets,both capital and operating.
Includes all budget fonnula
calculations,current estimate
highlights,preliminary formula
budgetcalculation sheet
summaries,and budgeted vs.
actual reports.
Finance C+6 c + 1 ETA-C
ITA-C
ITA-0
ECA-0
THAMES VALLEY DISTRH HOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins onceaneventor C-Current (retainforthe current school/fiscal
a^ion occurs, e.g.,the creation of the record, year)
retirement of a student)
S -Superseded (retain until a new ve
the current one:S +1 ~retain both c
previous versions)
rslon replaces
urrent and
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period -
Non-Responsible Site
Retention (eg.copies)
£
S
TO
n
n
O
s.
33 ^»
i-l
3
a i:
o'^
3
c.
Si.
="S.
3'
includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
FIN Capital Projects:
Financing
Includes records relating tothe
financing of capital projects.
Includes quarterly reports,working
papers,building monthly costs,
capital payment vouchers,
approvals,costing,capital
expenditure forecasts and
correspondence with architects and
contractors.
Finance E-^6 E +1 E=completion of
project.
ETA-C
ITA-C
lTA-0
ECA-0
FIN Capital Revenue Includes records related to capital
revenuefrom saleof property and
rental income from leasedpremises
and other sources.
Finance C+6 C +1 Vital ETA-C
ITA-C
lTA-0
ECA-0
FIN Cost Allocations Includes records relating to
allocation of tuition and other costs
between school boards.Records
include correspondence,reports
andrelatedsupporting
documentation.
Finance C+6 C +1 Vital ETA-C
ITA-C
ITA-0
ECA-0
FIN Financial Forecasts
and Reports
Includes records relating togeneral
ledger balancing,including GL
reports,variance reports,yearly
schedule,variance report changes.
Finance C+6 C + 1
ETA-C
ITA-C
ITA-0
ECA-0
FIN Financial
Statements
Includesthe balance sheet, income
statement,statement ofsource and
application offunds,andother
audited financial statements.
Finance P C + 1
Vital
IS
CD*<•
ETA-C
ITA-C
ITA-0
ECA-0
FIN Financial Worl<
Papers
Includes alldrafts,grant
calculations andotherworking
papersassociatedwith the
development of financial
statements.
Finance G + 6 C + 1
ETA-C
ITA-C
lTA-0
ECA-0
FIN Funding
Assessments
Includes records relating tothe
direction of school support,levies
and related assessments.Also
includes infomiation on fee-paying,
non-resident and intemational visa
students.
Finance C+6 C + 1 ETA-C
ITA-C
lTA-0
ECA-0
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIXA
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S -Superseded (retain until a new version replaces
the current one:S +1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Nbn-Respdnsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationBank
ArchivalSelection
Indudedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
FIN Funding -External
Sources
Records relatetobequestsand
donations,grants andsubsidies
(including government),and ISA
claims.Records include
correspondence,background
information and supporting
documentation.
Finance E + 6 E +1 Vital E=winding upof
fund/bequestor
expiry ofgrant
period.
ETA-C
ITA-C
lTA-0
ECA-0
FIN Funding:Student
and School
Councils
Includes records on funds allocated
toorraisedbythestudentand
school councils.Records consist of
accountsreceivable and payable
documents such as invoices and
vouchers,
Finance C+6 C +1 Vital ETA-C
ITA-C
ITA-0
ECA-0
FIN Fundraising:
Charitable
O^anizations
Includes recordsregarding the
raising of funds for charitable
oiganizations.Records include
completedcontribution forms,
promotional materials for
fundraising and reports
Originating Site C+6 C +1 Vital ETA-C
ITA-C
ITA-0
ECA-O
FIN Income Tax
Returns
Records relating to federal and
provincial incometaxretums,
including signed income taxretums
and supporting documents
submitted to federal and provincial
tax aqencies.
Finance P C + 1 ETA-C
ITA-C
ITA-0
ECA-0
FIN Inventory Control:
Fixed Assets
Records relating tothebalance
sheet.Including fixed asset listings,
depreciation details,asset transfer
information,and details of
extraordinary entries.
Finance P E + 1 Vital
<^
<•
E=disposal of
asset.
ETA-C
ITA-C
ITA-0
ECA-0
FIN Inventory Control:
Non-fixed assets
Includes all records regarding
inventories of board-owned
equipment andassets (e.g.
computers).
Excludes hazardous materials
inventories (see FAC -Designated
Substances and Hazardous
Materials).
Originating Site C+6 C + 1
ETA-C
ITA-C
ITA-0
ECA-0
THAMES VALLEY DISTRI IHOOL BOARD
RECORD RETENTION SCHEDULE
\PPENDIXA
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S-Superseded (retain until a new version replaces
the current one:S +1 s retain both current and
previous versions)
Classificatton Retention For Responsible and Non-Responsible Department^'
•
Notes/
Reference
Value of
R^rd
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationBank
ArchivalSelection
Includedin
gsR
includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/pr
operational
FIN Investinents Includes records regarding the
board'sinvestments,termdeposits
and promissory notes.Includes
records of investments in fuel for
later sale to individual schools and
otherorganizations involved in bulk
purchases.Also records regarding
issued debentures and bonds,and
information on the initial issuance of
the debenture or bond and records
ofpaymentsmade to investors.
Finance E + 6 E +1 Vital E =after closure of
account,
redemption of
issue.
ETA-C
ITA-C
ITA-0
ECA-0
FIN Journal Vouchers
and Journal Entries
Includes completed journal voucher
forms,input forms,andall
background documentation usedto
substantiatejoumalentries.
Finance C + 6 C +1 ETA-C
ITA-C
ITA-0
ECA-0
FIN Ledgers;General Includes all records in the books of
original entry,whether maintained
in book fomiat oras a computer
report.
Finance P C Vital General ledgersof
discontinued or
dissolved school
boards should be
senttothe Ministry
of Education.
ETA-C
ITA-C
ITA-0
ECA-0
FIN Ledgers:
Subsidiary
Ledgers,Registers
and Journals
Includes all subsidiary ledgers,
registers and journals suchas
payment and receipt journals,
payroll registers,purchaseorder
registers,and year-end
adjustments.
Finance C + 6 C + 1 ETA-C
ITA-C
ITA-0
ECA-0
LA-0
RPLA-0
FIN ONSIS Reporting Includes all countsand projections
documenting enrolments inthe
schoolsystemandstatistical
reports required bythe Ministry of
Education as partofthe funding
process for the preparation of
educational statistics,e.g.October
and March school/board reports.
Finance/Learning
SupportServices
C + 6 C + 1
>
a
s.
i
2008 discussions
with the Ministry
OnSIS group
ndicate that there
s nospecified
retention period for
Jiese reports.The
current retention
3eriod is based on
he need tosupport
other financial
data.
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs^e.g.^the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S-Superseded (retain until a new version replaces
the current one:S +1 =retain both current and
previous versions)
Classification Retention for Responsibleand Non-Responsible Departments Notes/
^Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationBank
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
FIN Payroll
Management
Includes all records of payments of
salary,wagesand deductions to
employees.Includes payn^ll master
cards,timesheets, directdeposit
requestforms,payroll update logs,
holdbacks,and payroll deduction
and billing reports.Also includes
T4's.TD's,and ROE's.
Payroll C+6 C +1 Vital ETA-C
ITA-C
lTA-0
ECA-0
FIN Pension
Contributions/
Support
Includes contribution cards detailing
pension and benefits obligations
dueto retired employees under
OMERS andother annuity or
superannuation plans (TPP).
Includes payroll records required to
determine and verify pension
payments.
Payroll E+6 E +1 Vital E=until pension is
paid outtoall
beneficiaries.
ETA-C
ITA-C
ITA-0
ECA-0
FIN Purchasing
Documentation
Records supporting purchases
made by the school^oard.Includes
purchase requisitions,purchase
orders,requestsfor proposal,
requestsforquotations,
specifications,invitations to lender,
proposals,tender submissions,bid
and performance bonds,and all
documentation regarding the
selection process.
Purchasing C + 6 C + 1 Vital ETA-C
ITA-C
ITA-0
ECA-0
FIN Salesand Property
Tax Returns and
Reports
includes records documenting
taxation suchas gas surtax reports,
incometax returns, and federal
sales tax tables.Also includes
Goods and Services Tax returns
and requests for rebate.
Finance C+6 C + 1
ETA-C
ITA-C
lTA-0
ECA-0
THAMES VALLEY DISTRI IHOOL BOARD
RECORD RETENTION SCHEDULE
'APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.gv the creation of the record,
retirement of a student).
C -•Current (retain for the current school/fiscal
year)
S -Superseded (retain until a nevi/version replaces
the current one:S -f 1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period -
Non-Responsible Site
Retention (eg.copies)
VitalRecord
Personal.InformationjBank_
ArchivalSelection
Includedin
OSR
includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
FIN Transportation
Reports and
Costing
Includes records on bus route
costing,fuel rates,buscapacity
loading,and records regarding the
escalation and de-escalation of fuel
pricesforvehicles andbuses and
its impact ontheBusTransportation
Contract with the Bus Line
Operaiors.
Excludes contracts with Bus
Operators (see LEG -Contracts
and Agreements -Under Seal)
Southwestern Ontario
Student Transportation
Service
C + 6 C +1 ETA-C
ITA-C
ITA-0
ECA-0
FIN Vehicle Lease
Agreements and
Insurance).
Includes records of vehicle lease
agreements and related insurance
records.
Rnance E + 2 E E=disposalof
vehicle
CAI-0
U-0
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C Current (retain for the current school/fiscal
year)
S -Superseded (retain until a new version replaces
the current one:S +1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationRank
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
GOV Governance The function of governing boards/schools and exercising legal authdri^and control.Thecorporate governance structure specifies the distribution of rights and responsibilities among
different participants in boards/Shools,suchas the board arid staff,andspellsoutthe riiles and procedures for making decisions onit affairs.Includes re^Iutiops,bylaws,policies and
procedures,charters,board meetinq administration,and strateqic planninq.
GOV Appointments:
Board and
Committee
IVlembers
Includes records on
recommendations madebythe
board regarding appointments to
other local boards such as
solicitors,banking authority and
auditor.
Corporate Services E +1 E + 1
ArchivalReview E=expiry ofterm
of office.
EA-0
GOV Articles of
Incorporation,By
laws and
Constitution
Includes records related to the
operation ofthe school boardand
capturedetailsaboutthe legal
entity.
Corporate Services P S
ArchivalReview
S =changes
made to
dxumentation.
EA-0
GOV Audits-Program Includes audits of programs,
curriculum plansand related board
andschool activities undertaken by
the Ministry of Education.
Originating Site E+6 E E =date of audit EA-0
GOV Guidelines,
Policies and
Directives:External
Includes documentation about
initiatives and guidelines provided
bythe Ministry of Education.
Recordsincludememoranda,
directives,and correspondence
such as the OSR Guideline.EIC
Guidelines and Ministry Policy/
Program Memoranda.
Director of Education S+3 S S =when policies
and directives are
replaced.
Board/school can
obtain oldcopies
from Ministry if
required.
EA-0
GOV Guidelines,
^^clicies and
Directives: Internal
Includes records relating to board
practices and activities,policy and
procedure manuals,guidelines and
directives,and all other polides and
procedures established bythe
Doard,departments and schools,
suchas accounting,emergency,
evalua^on,records management,
attendance,personnel.
Originating Site/School P S
ArchivalReview
S =when policies
and procedures
are replaced.
Note:Corporate
Services only
retains the cun^ent
version of Board
policies and
procedures.
Core records are
retained
permanently by
Originating Sites/
schools and show
evolution of
school/board.
EA-0
FPPA-0
OHSA-0
THAMES VALLEY DISTRI :H00L BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C -Current (retain for the current school/fiscal S -Superseded (retain until a nevt/version replaces
year)the current one:S +1 =retain both current and
previous versions)
Classification Retentionfor Responsible and Non-Responsible Departments 'Notes/
Refererice
Value of
Record
Function
Record Series Record Description Responsible Site ResponsibleSite
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationBank
ArchivalSelection
Includedin
OSR
includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
GOV Intergovernmental
Reporting and
Communication
Includes correspondence and
reports between theboardand
various levels of government such
as the municipality,provincial
ministries,etc. Also includes
correspondence and information on
other school boards.
Originating Site C+6 C +1 ArchivalRewew EA-0
GOV Meetings:Board of
Trustees
Includes Board Meeting minutes,
related reports,and resolutions.
Corporate Services P C +1
ArchivalReview
EA-0 ,
GOV Meetings;
Governance
Committees and
Councils
Includes agendaand minutes of
statutory,standing,advisory andad
hoc committees.
May include Administrative Council,
Executive Council,steering,
standing,and advisory committees;
and task forces.
Corporate Services C+5 0 + 1 l\/linutes/reports
from Governance
Committees are
retained
permanently within
Board meeting
minutes (see GOV
-Meetings:Board
of Trustees)
EA-0
GOV Organization
Structure
Includes records regarding
reporting relationships,organization
structure,organization analysis,etc.
For both schools and school
boards.Includes organizational
charts and school profiles.
Originating Site S +1 S
ArchivalReview
S =when
organization
structure changes.
EA-0
GOV Trustee
Management
Includes cleric'scertificate,elections
information,personal information,
directories and news items
regarding the tnjstees.Also
includes Trustees'Distribution and
Orientation information,
Trustees'Office E +2 E +1 FIB
ArchivalReview
E=expiry ofterm
of office,
EA-0
MFIPPA-0
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E ~Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S-Superseded (retain until a new version replaces
the current one:S 4-1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationRank
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
HUM Human
Resources
The function of managing all employees within the organization in accordance with pollci^and procedures.Records include but are not limited to personnel records,employee collective
agreement,employee information Oncluding medicafinformation),conditions ofwork,overtime,salary rates,pensions,benefits,payroll records,grievances,performance evaluations and
recruitment.
HUM Attendance -
Employee
Includes records regarding
employee attendance,absences
(leaves andsabbaticals)and
vacations.Records include details
about vacation schedules, hoursof
work,absenteeism reports and
relatedreports from the HRiS
systems.
Human Resources E +3 C +1 PIB E =date record
created.
ESA-0
MFIPPA-0
HUM Criminal
Background
Checks
Includes records listing anycriminal
code convictions that have not been
pardoned for all existing andnew
employees,service providers and
volunteers that come into direct
contact with studentsona regular
basis.
Human Resources/
Schools
E +6 E PIB E =termination of
employment orsix
years vwthout an
offence declaration
for volunteers.
EA-0
MFIPPA-0
HUM Criminal Offence
Declarations
Annual offence declarations,signed
bythe employee/service provider,
which lists all criminal code
convictions registered sincethe
date of the CBC or last offence
declaration.
Human Resources/
Schools
S-t-1 C PIB Retain current and
previous year.
EA-0
MFIPPA-0
HUM Employee Benefit
Plans
Includes brochures,rates,quotes,
correspondence and explanatory
dxuments regarding benefits
offered to employees suchas group
insurance,dental plans,employee
assistance program,benefit rate
changes and premiumadiustments.
Human Resources S +1 s Operational value
THAMES VALLEY DISTRI IHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E -Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirerrient of a student)
C-Current (retain for the current school/fiscal
year)
S-Superseded (retain until a new version replaces
the current one:S -f 1 -retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record
Function
Record Series RecordDescription'Responsible Site'Responsible Site
Retention Period .
Non-Respransible Site
Retention (eg.copies)
VitalRecord
PersonalInformationBanl<
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
deterrnined by
legislation
and/or
operational
HUM Employee Incident/
Accident Reports
Includes reports of accident/injury to
boardemployees underthe
Workplace Safetyand Insurance
Actan6 designated substances
exposurerecords underthe
Occupational Health and Safety
Act.Records may include:doctor's
notes,follow-up notesand related
correspondence,and short-tenn
and long-temi disability claims for
bothteaching and support staffand
record of administration of first aid.
Human Resources E +7 E PIB E =claim settled.LA-0
MFIPPA-0
OHSA-0
WSIA-0
HUM Employee Records Includes records regarding the
employment history ofthe boardor
school employees.Includes initial
resumeand applications,internal
applications,benefit enrollment
fonns,salary calculation forms,
change advice,employee master
recordcards,certification oflevel
placement,probationary contract,
keytasks,complaints about
employee,and employee
verification fonns.Includes teaching
andsupportstaff.
Human Resources E + 7 E Vital PIB E =termination of
employment.
LA-0
OHSA-0
MFIPPA-0
WSIA-O'
HUM Employee Surveys Includes surveysandresearch
conducted onboardstaffregarding
issuesand planning that affect
them.
Human Resources S +1 S PIB S=when survey is
updated.
MFIPPA-0
HUM Employment Equity
Program
Includes records and historical
information regarding employment
equity.
Human Resources E + 3 E +1 PIB
ArchivalReview
E =termination of
theplan.
MFIPPA-0
HUM Health and Safety
Committee
Records include reports,
correspondence,minutes ofhealth
andsafety committee meetings,
notices,con^espondence and
reports
Human Resources/
Health andSafety
C+3 C +1 OHSA-0
THAMES VALLEY DISTRICTSCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -PermaiiGnt Retention E -Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S-Superseded (retain until a new version replaces
the current one:S -f 1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsibfe Site
Retention (eg.copies)
VitalRecord
PersonalInformationBank
ArchivalSelection
Includedin
OSR
includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
HUM Health andSafety
Inspection Reports
Includes records of inspections
can-led outbythe Health andSafety
Committee in accordance with the
Occupational Health andSafety
Act.
Human Resources/
Health and Safety
C+1 C +1 Note: A minimum
oftwo inspection
reports mustbe
retained.
OHSA-0
HUM Incident Reports:
Health andSafety
andStudentSafety
Includes general records relating to
incidents that affect health and
safety ofstaff and/or students,e.g.,
emergencyresponse, school
illness,infections,quarantines,etc.
Records include reports,
correspondence and summaries
and information related to actions
taken by staff.
Excludes employee medical health
records (personally identifiable
records -see HUM -Medical
Records:Employee).
Human Resources E + 6 E E =resolution of
issue.
Note:Depending
on the nature of
the incident,
recordsmayhave
legal value.
OHSA-0
HUM Human Resource
Planning
Includes records of succession
planning,staff allocations,staff
turnover,staff mobility,promotions,
transfers and related records.
Human Resources C-t-5 C + 1 PIB MFIPPA-0
LtG Incidents-Racial
Discrimination and
Harassment (Staff)
Includes records of incidents
involving staff,incident reports,
investigations,and correspondence
regarding theseissues.
Excludes appeals/hearings (see
LEG-Appeals/Hearings).
Human Resources E +1 C +1 PIB OSR E =date of
incident
MFIPPA-0
HUM Job Descriptions Includes jobdescriptions and
specifications as wellas
background information used in
their preparation or amendment.
Also includes positions of
responsibility.
Human Resources S+2 S
ArchivalReview
8 =whennewjob
descriptions are
written.
Operational value
THAMES VALLEY DISTRI HOOL BOARD
RECORD RETENTION SCHEDULE
VPPENOIXA
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,tiie creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S -Superseded (retain until a new version replaces
the current one:S4-1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
.Record
Function
Record Series Record Description Responsible Sue R^ponslblc Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationRank
.ArchivalSelection
includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
HUM Labour Relations
Negotiations and
Agreements
Includes records regarding the
administration and interpretation of
Uie board's collective agreements
and includes seniority lists,
implementation plans,sub-plans,
and related records. Also includes
records related to collective
bargaining,e.g.,final offers,
memoranda ofsettlement,
mediations, arbitrations,and scatter
gramsusedin preparation for
bargaining.
Excludes financial agreements(see
LEG - Contractsand Agreements).
Human Resources E+5 E E =termination of
contract period;
seniority lists until
suspended.
HUM Labour Relations:
Grievances and
Arbitration
Includes records regarding
grievances filed by employees,
suchas evaluation reports,
notifications,correspondence with
unions concerning grievance
initiators,andlegalopinions.
Human Resources E + 5
E PIB E =resolution/
withdrawal of
grievance.
MFIPPA-0
HUM Labour Relations:
Union Certification
Includes original documents
concerning the certification of
labour unions.
Human Resources P P
HUM Medical Records:
Employee
Includesdoctor's notes,
correspondence,and health reports
related toan employee's medical
situation.
Human Resources E +1 E PIB Note:Maintain
confidentially and
limit access
(OPSBA
quidelines).
MFIPPA-0
HUM Medical Records:
Hazardous
Materials Exposure
Records of exposure toasbestos
and other hazardous materials."'
Human Resources E +20 E PIB E =last record
made.
OHSA-0
MFIPPA-O
HUM Pay Equity Includes records regarding the
establishment and implementation
ofthe board'spay equity plan.
Records include background
information,consultant information,
questionnaires,inten/iew
documentation andjob evaluation
plans.
Human Resources S+5 S
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIXA
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal S-Superseded (retain until a new version replaces
year)the current one:S 1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationRank
ArchivalSelection
Indudedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
HUM Pension/
Superannuation
Plans
Includes general information on
OMERS,TPPandotherannuity or
superannuation plansand annual
information returns.
Human Resources P S
HUM Performance
Appraisals
Includes records ofjob performance
appraisals on all employees
according to established limelines
and criteria through board
procedures.
Human Resources E + 6 E PIB E =date of
appraisal.
MFIPPA-0
EA-0
HUM Professional
Development
Participation
Includes records relating to
invitations,approvals and
registrations forinternal and
external training events,seminars
and worl<shODS.
Originating Site C+2 C +1 PIB MFlPPA-0
HUM Professional
Development
Programsand
Materials
Includes records regarding courses
and conferences facilitated bythe
board for staff development and
information on career and
professional development
programs.Also Includes conference
proceedingsand presentations,
orientation materials and staff
development calendars,
Originating Site C+4 Cf1
ArchivalReview
Operational value
HUM Recruitment and
Hiring
Includes records regarding the
recruitment ofstaff.Includes job
postings,copiesof advertisements,
competitions andresumesof
candidates selected for Interviews.
Human Resources E +1 E
ArchivalReview
E =posting.
Note:Only retain
files forpeople
interviewed.
Operational value
HUM Resumes and Job
Applications
Records Include applications,
resumes and applicantevaluations
tosupport recnjitment intheschool
and school board.
Excludes resumes of candidates
selected tobe interviewed (see
HUM -Recruitment and Hiring).
Human Resources E+6 months E PIB E =decision
regarding hiring or
not.Resume is
transferred to
employee file upon
hiring.
(Suspend
destruction for
qiievances.)
MFIPPA-O
Leoal value
THAMES VALLEY DISTRI .HOOL BOARD
RECORD RETENTION SCHEDULE "
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)'
C -Current (retain for the current school/fiscal
year)
S"Superseded (retain until a new version replaces
the current one;S -f 1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments
r.
Notes/
Reference •
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationBank
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
HUM Salary
Administration
Includes records regarding the
planning and scheduling ofsalaries,
suchasjob evaluations,job
classification systems,salary
surveys and schedules,salary
increments,service payand
substitution pay.
Excludes recoils relating to pay
equity (see HUM -Pay Equity
Planning).
Human Resources S +1 s
HUM StaffAwards,
Certificates and
Bursaries
Includes recordsrelating tospecial
recognition and awards presented
to staff.
Human Resources C +2 C + 2 PiB Subjectto
inclusion In the
employee record.
MFIPPA-0
HUM Staff Listings and
Reports
Includes all report listings
conceming staff,e.g.,staff
directories,seniority lists,retirement
lists andlistsofsupplyteachers.
Human Resources S + 1
S RIB S =when new lists
are received.
MFIPPA-0
HUM Temporary
Resourcing
Includes correspondence,requests
for temporary help,lists of floater
secretaries/supply teachers,etc.
Human Resources E +1 E Vital PIB E =termination of
employment.
MFIPPA-0
HUM Training Records Includes records related to staff
brining mandated bylegislation or
board policy including confined
spacegeneraland specific training,
WHMIS trainino,etc.
Human Resources S+4 8 PIB MFIPPA-0
HUM Volunteer
Development
Includes records of volunteer
programs suchas recruitment
workshops,annual receptions and
volunteer activities inschools...
Records include volunteer
guidelines,coaespondence,
applications,and volunteer program
details.
Excludes criminal background
checks (see HUM -Criminal
Background Checks and Offence
Declarations).
Schools S + 1
S PIB
ArchivalReview
MFIPPA-0
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S-Superseded (retain until a new version replaces
the current one;S -t-1 retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationBank
ArchivalSelection
IncludedIn
OSR
Includes
definition of
retention
based on E
(Everit)
(retention as
determined by
legislation
and/or
operational
ICT Information and
Commiinicatlohs
Technology
The function of applying and managing information and communications technology tosupportthe businessneedsofthe oi^nizatlon to capture,store,retrieve,transfer,communicate and
disseminateInformation throughautomatedsystems such as Wide Area Networks and Local Area Networks.Includes planning,determining requirements,developing acquiring,modifying
and evaluating applications and databases,and acquiring,tendering,leasing,licensing,registering and disposition of systems.
ICT Access Control and
Password Records
Records related tothe management
ofandaccessto programs.
Includes individual access,
passwordmanagement,etc.
Information Technology
(IT)
E +1 E =termination of
employee.
ICT Computer System
and architecture
Documentation
Records relating tothedesignof
computersystems and/or software,
including needsassessments,
business cases,project charter,
process flowchart documentation,
impact analysis,userandsystem
requirements,specifications,testing
plansand results,user sign-offs.
project management meeting
minutes/documentation,system
development documentation,
software design records,and
software inspection notes.Also
includes records onsystem
installations/conversions and
product evaluations.May also
include requestsforsignificant
modification,fixes and upgrades,
IT S+2 S E=life ofsystem.
ICT Information
Systems
Production Activity
and Control Files
Records relating to computer
system operations and backup
tapes.Includes activity logs,help
desk tickets,change control sheets,
change orders,file access control
reports,systemchanges, and
mainframe access forms.
IT S +1
ICT Telecommunication
s Systems
Records relating tothe
management and maintenance and
use of telecommunications
equipment.Includes system
documentation,configuration details
and services provided.
IT E-i-3 E=life ofsystem.
THAMES VALLEY DISTRI .:H00L BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E -Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C -Current (retain for the current school/fiscal
year)
S-Superseded (retain until a nevk/version replaces
the current one:S -f 1 =retain both current and
previous versions)
Classifiution Re^ntldn for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record
Function
iRecord Series Record Description Responsible Site Responsible Site
Retention Period
Non-Resppnslble Site
Retention (eg.copies)
VitalRecord
PersonalInformationRank
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
LEG Legal Thefunction of addressing legal issues relating tothe operations ofthe board and schools.Records include,butare hot limited to,claims and litigation files,appeals and hearings,contracts
and a^eements enteredintoon behalfofthe boardand ^hoolsi d^ds and tities relatingto properties^harassment incidents,etc.
LEG-Accident/Incident
Claims and
Reports
Includes reports related tostudent
accidents that occur on board
property,schools andthe
administration offices or on school
trips.Records include claims,
communications,investigations,
reports,administration offirst aid
and action taken as a result of the
accident.Includes reportsto
OSBIE.
Excludes claims/litigations (see
LEG -Claims/Litigation)or WSIB
claims/reports (see HUM -
Employee Incident/Accident
Reports).
Organizational Support
Services
E + 2 C +1 FIB E -date of
accident/incident
claim is submitted
to OSBIE
Note; OSBIE is
responsible for
long-term retention
of these records
MFIPPA-0
LEG Acts and
Legislation/
Regulations
Includes single copiesofActsand
Regulations,bills and judgments
relevantto the board's activities,as
well as correspondence and
discussion papers concerning the
Acts and Regulations and
amendments to them.
CorporateServices S +1 S S =when act or
regulation is
replaced.
Operational value
LEG Appeals/Hearings Includes records of hearings
conducted \Mth regardtoissuesthat
affect the school/board.Includes
correspondence,reports,discovery
findings,hearing proceedings and
final decisions.
Originating Site/
Corporate Services
E + 5 E PIB E = final resolution.LA-0
MFIPPA-0
LEG Claims/
Litigation
Includes all liability claims and
litigation againstorentered into by
the boards and schools.Records
Include reports,correspondence,
investigations,etc.
Excludes employee accident
reports and WSIB/STD/LTD claims
(see HUM-Employee
Incident/Accident Reports).
Oiganizational Support
Services
E +1 E +1 RIB E =resolution of
claim.
LA-0
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S -Superseded (retain until a new version replaces
the current one:S +1 -retain both current and
previous versions)
Classification Retention for Responsibleand Non-Responsible Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationRank
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
LEG
LEG
LEG
Contracts and
Agreements -
Simple
Contracts and
Agreements -
Under Seal
Deeds and Titles
Includes contracts and agreements
notundercorporateseal, such as
equipment rental andservice
contracts,vehicle lease and
purchase agreements,computer
hardware and software license
agreements, and recordsthat
substantiate the fulfillmentof the
agreement.Also includes Program
AccessAgreements,and Work
Education agreements for
expeiiential learning programs.
Excludes collective agreements
(HUM -Labour Relations and
Negotiations Agreements).
Excludes community use rental of
board properties (FAC -
Permits/Facility Bookings).
Includes contracts and agreements
under seal such as union collective
agreements,leases and other
specialagreements.Includes
contracts with Bus Operators via
Transportation Consortium and
agreements with the Provincial
Government regarding useof
grants.
Excludes landpurchase
agreements(see LEG -Property
Acquisition andSale).
Includes original deedstoany
board-owned property.
Originating Site/
Schools*
Originating Site
Oipanizational Support
Services
E-^6
E +20
C +1 E=Expiry of
agreement
'Community use
rentals
E=Expiry of
agreement
Registry Act/
Land Titles Act
Limitations Act
Limitations Act
RPU-O
THAMES VALLEY DISTRI IHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P "Permanent Retention E-Event (retention;begins once an event or
action occurs,e.g;,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S -Superseded (retain until a new version replaces
the current one:S -f 1 ^retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record'
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Respcnsible Site
Retention (eg.copies)
VitalRecord
1
PersonalInformationRank
ArchivalSelection
Includedin
OSR
includes
definition of
retention
based on E
(Event)
(retention as
deterniiined by
legislation
and/or
operational
LEG
LEG
LEG
LEG
Insurance Policies
Legal Opinions/
Precedents
Policing
Arrangements
Property
Acquisition and
Sale
Records relating to policies tocover
lossordamage to property or
premises andcoverstaffand
general public againstinjury or
death resulting from accidents on
school/board premises or occurring
during employment.Records
includeinsurance policies,
documentation regarding the annual
review ofinsurance policies,
certificates,appraisalsand related
correspondence.
Includes insurance vnth contractors
and insurance re:rental/leased
facilities.
Excludes accident/incident
insurance claims (see LEG -
Accident/incident Claims and
Reports).
Records relating legal opinions and
precedentsabout legal issues
identified bythe school/board.
Records include case law,
correspondence,reports,and
findings/opinions provided to
requestor,
Includes correspondence between
schoolsand police departments
regarding extradutyofficers,police
visitstoschools,and relateditems.
Includes landpurchase
agreements,development
agreements,property appraisals,
valuations and quotes concerning
land owned bythe board orunder
consideration for purchase.Also
includesplans,con'espondence,
reports andbackupdocumentation
relating tothe acquisition orsaleof
lands.
Finance/
Purchasing
Originating Site
Originating Site
Finance
E +6 E +1
E + 1
C+4 C +1
E+20 E + 1
E=expiry of
policy.
E=compleHon of
issue.
E=disposalof
property.
LA-0
Operational value
Operational value
RPLA-O
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E -Event (retention begins once an event or
action occurs^e.g.^the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
5 -Superseded (retain until a new version replaces
the current one:S -f 1 ^retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationRank
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
LEG PropertyDamage/
Trespassing
Reports
Includes reports andgeneral
correspondence regarding property
damage,theft orloss.Also includes
vandalism reports,copiesofrepair
invoices,monthly and annual
summaries.
Originating Site E + 5 C +1 PIB E =date of
damage.
RPLA-0
MFIPPA-0
THAMES VALLEY DISTRI IHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E -Event (retention begins once an event or
action occurs,e.g.^the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S-Superseded (retain until a new version replaces
the current one:S -f 1 =retain both current and
previous versions)
Classification Retention for Responsiijie and Non-Responsibie Departments
••
Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationBank
ArchivalSeledion
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
PDD ProgramDesign
and Development
The function of applying curriculu
outlines."
n guidelinesanddesign ngeducation proqramsfor students. RecordsIncludebutare not limited to proposals,correspondence^lesson plans,and couree
PDD Outlines/Courses
ofStudy
Includes outlines of available
programs andcoursesof study.
Curriculum/
Learning Support
Services
S +3 S +1 3P >
i.1-if
CA-C
PDD Program/
Curriculum
Guidelines
Includes Ministry/Board guidelines,
directives,approved textsand
softwarelists,and related
correspondence concerning the
provision of specific programs In the
cuniculum (e.g.,junior/senior
kinderqarten, French immersion).
Curriculum
/Learning Support
Services
S45 S +1
<'
SL
:d
<D
<
i"
CA-C
EA-0
PDD Program
Development and
Design
Includes proposals,
correspondence and curriculum
development materials Including
writing projects teaching units,
lesson plans,testing ideas,songs,
games,music sheetsandother
leamlnq materials.
Curriculum/
Learning Support
Services
S+3 S +1 CA-C
EA-0
PDD Program Planning Includes proposals for nev/
cuniculum program,eithersystem-
wide or at the school level.Includes
meeting notesand reports.Also
includes material regarding
comparisons with programs In other
school boards,provinces and
countries.Includes program review
reports andother valuations of
specific programs in the cuniculum.
Also includes EQAO test results.
Cuniculum
/Learning Support
Services
S +3 S +1
>
c3
g'
i'
%
EA-0
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIXA
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S-Superseded (retain until a new version replaces
the current one:S +1 =retain both current and
previous versions)
Classification Retention for Responsible and Norj-Responsibie Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationRank
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
PSC Programsand
Services in fte
Communily
The function of offering programsand servicestothe community ttiroughschooland board facilities.Programsincludenightschoolandsummerschool,and services tothe community
include daycareandsafety awareness.Records include butarenot limited tolesson units,reports,program reviews,teaching materials,correspondence and program brochures/
advertising.Generally refers to programs ttiat are not part of day school.
PSC Programsand
Services:
Communily
Includes records such as Education
Week,summerarts camp,
mentorship for Immigrants and
community useof schools,daycare
services andsafetyandawareness
programs.Also Includes program
reviews and reports ofthe activities
of community liaison officers.
Cumculum/
teamingSupport
Services
Ct-4 S +1
ArchivalReview
PSC Programs:
Continuing
Education
Includes objectives,lessonunits,
principal reports,program reviews,
teachingmaterialsand related
records usedin continuing
education programs (suchas
heritage awareness,second
language,multicultural,seniors
programs),
Curriculum/
Learning Support
Services
S+3 S +1
ArchivalReview
PSC Programs;Driver
Education
Includes program outlinesand
correspondence concerning
education inthesafe operation of
motor vehicles.
Curriculum/
Learning Support
Services
E+1 E +1 RIB E=completion of
the program.
Note: TVDSB
Program
discontinued in
2011.
MFIPPA-0
PSC Programs:Parks
and Recreation
Includes con^espondence and
records of programs suchas
swimming and fitness made
available through municipal Parks
and Recreation or the
YmAlWCA.
Cumculum/
Learning Support
Services
S S
THAMES VALLEY DISTRI IHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E -Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C -Current (retain for the current school/fiscal
year)
S -Superseded (retain until a new version replaces
the current one:S +l-retain both current and
previous versions)
Classification Retention for Responsible and Npn-Respo'nslble Departments •
Notes/
Reference
Value of
Record'^
Function
Record Series Record Description Resjsonsible Site Responsible Site
Retention.Period
NonrResponsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationBank
ArchivalSelection
Includedin
OSR
Includes'
deHnStion of
retention
based onE
(Event)
(retention as
determined by
legislation
and/or
operational
RPL Research and
Planning
Thefunction of undertaking researchand planing tosupportthe otigolng operations oftheschoolandboard.Recordsinclude butarenot limited tore
whichadcfress is^esisuch as school boundaries,sbident demd^phics,municiparplanning.and statistics usedto support Ministry funding requests.
search surveys,studies and reports
RPL Accommodation
Review
Committees-
Permanent Record
Binder
Includes records relating tothe
work of Board Accommodation
Review Committees such as
agendas,minutes,and reports (i.e.
Administrative and Board reports)
Learning Support
Services
P C +1 ArchivalReview E =Board decision
on
Accommodation
Review
Committee
recommendation
Administrative
practice
RPL Accommodation
Review
Committees-
Supplementary
Infonnation Binder
Includes records not contained in
the Accommodation Review
Committee Permanent Record
Binder.
Leaming Support
Services
E+1 C +1 E =Board decision
on
Accommodation
Review Committee
recommendation
Administrative
practice
RPL Planning:School
Boundaries
Includes information relevant to the
establishment of school boundaries
for purposes of enrolment and
facility use.Includes boundary
descriptions,school attendance
areas and maps.
Learning Support
Services
P S
ArchivalReview
Operational value
EA-0
RPL Planning:Sdiool
Enrolments
Includes records regarding planning
and development issues vinthin the
municipality thatmayhave
implications on enrolments within
theschoolsystem.Includes
subdivision plans,official plan
amendments,Ontario population
reports,and traffic studies.
Leaming Support
Services
C+4 C + 1 Operational value
RPL Reference
Materials
Includes information gatheredas
background datatosupport
research and other activities within
the board and the school.
Information may include articles,
white papers,research reports,and
information from other schools and
boards.
Learning Support
Services
8+2 S +1 Operational value
RPL Research Projects:
Curriculum/
Program
Includes records ofanyresearch
conducted into curriculum or
program development,suchas
questionnaires,interest surveysand
independent research studies.
Leaming Support
Services
E+6 E +1 1
1
TO
?
E =completion of
research project.
Operational value
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E -Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S-Superseded (retain until a new version replaces
the current one:S-t-1 =retain both current and
previous versions)
Classifiration . Retention tor Responsibleand Non-Responsible bepartrnents.Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Mce Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationBank
Archival'Selection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
RPL Research Projects:
School System
Includes records relating to internal
and external research.Records
indude applications,surveysand
research reports undertaken to
captureinformation aboutschool
systemissues;student evaluation
and scoring systemsandstudent
backgrounds;school andcareer
selection; and external research.
Records include applications,
surveysand research reports.
Learning Support
Services
E +6 E +1 ArchivalReview E=completion of
research project.
Operational value
RPL Research Projects:
Student
Demographics
Includes aggregate reports profiling
the characteristics of the student
population,suchas age,grade,
promotion,and country of birth,
religion,and othertrenddata.
Learning Support
Services
E +6 E +1
ArchivalReview
E=completion of
research project.
Operational value
RPL Research
Requests:External
Includes external applications to
conduct research from sources
suchas universities,graduate
students,and foundations, and their
final reports.
Learning Support
Services
E +l E +1
ychivalReview
E=completion of
external research
project.
Operational value
RPL Strategic Planning Includes allstrategicand
operational planning documents,
and mandates, as wellas related
correspondence and background
and reference infonnation.
Learning Support
Services
S+2 S +1
ArchivalReview
Operational value
THAMES VALLEY DISTRI^:H00L BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs^e.g.,the creation of the record,
retirement of a student)
C -Current (retain for the current school/fiscal
year)
S -Superseded (retain until a nev^version replaces
the current one:S +1 -retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
.Reference
Value of
5 Record"-
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
RetentIon:(eg.copies)
VitalRecord
PersonalInformation•Bank
ArchivalSelection
Includedin
OSR
includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
STU Student Services Thefunction of providing ^dehts with programs andservicesInaccordancewith the Education Act Recordscoyersuch are^as admissions.U^nsfers and withdrawals,Ontario Student
Records,guidarice andcounselling,assessments,conseniy permission fomis for special activities anf programs,and extra-c^culum p^ranis and participation.Records includeibiR are
not limited tostudentmarks,program participation records,examination andtesting records,and counselling records.
STU Bursaries and
Awards
Includes records regarding
bursaries andawardspresentedto
students at commencement or
graduation.
Schools E +1 E PIB OSR E =retirement/
transfer of student.
MFIPPA-O
STU Case Files:
Attendance issues
Includes records for students who
aie referred forcounseling on
attendanceproblems.Also includes
Supervised Alternative Learning
(SAL)records.
Schools E +1 E PIB OSR E =retirement/
transfer of student,
Subjectto
inclusion in the
OSR.
MFIPPA-O
STU Case Flies;
Counseiling
Includes case files of students who
are referred for behavioural
difficulties,psychological testing,
speechand language issues,and
social worker reports.Records
include referrals,reports,andcase
notes.
Learning Support
Services
Student's age of31
(files are retained separately
from the OSR)
E-t-5
(Secondary Schools)
RIB OSR E =retirement of
student from
secondary school
MFIPPA-O
EA-0
STU Case Files:
Placement
Assessments
Records relating tothe
assessments of students to
determine theirlanguage
background,immigration status,
educational history and vocational
testing.
Schools E + 1
E PIB OSR E =retirement/
transfer of student.
MFIPPA-O
STU Case Files:
Referrals
Includes a compilation of all records
for individual students who are
referred for student services.
Includes final summaries,
confidential reports,andconsents
to disclosure and refen^al forms
{e,g,.IPRC).
Leatning Support
Services
E-t-1 E PIB OSR E =resolution of
issue
OR
E =date of last
contact or date
student turns 18
yearsofage.
Subject to
inclusion in the
OSR.
MFIPPA-O
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.^the creation of the record,
retiremerit of a student)
C~Current (retain for the current school/fiscal
year)
S -Superseded (retain uritll a new version replaces
the current one:S +1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Respbnsible Site
Retention.(eg.copies)
VitalRecord
PersonalInformationBank
ArchivalSelection
Includedinosr'
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
STU
STU
STU
STU
STU
Case Files:
Student Welfare
Certificates of
Program
Completion
Examinations -
MasterCopies
Examinations and
Testing
Extracurricular/
Co-cumcular
Activities
Includes correspondence and
confidential reports regarding
students where thereIssuspiclcn of
child abuse,neglect or family
violence.
Records relating to successful
completion of programs offered by
the school/board.Records Include
certificates and correspondence
related to courses.
Excludes report cardsandday
school program (see STU -Ontario
Student Record).
Includes mastercopiesofstudent
examinations.
Includes records regarding student
examsand/or province-wide testing
{e.g..EQAO),and driver education
tests.Records include
correspondence,exam day
schedules,examdayattendance
and originals of completed student
examinations.
Includes records regarding school
extracurricular activities such as
clubs,choir,student council,and
athletics.
Schools(Principal)\
Learning Support
Teachers
Schools
Schools
Schools
Schools
E +1 PIB
E + 1 PIB
C +1 PIB
C +1 C +1
OSR
E=date ofreport.
These records are
not considered to
be partofthe OSR
and should be filed
the principal's
office for security.
A notation that a
reporthas been
fonwarded to the
Children's Aid
Society is
adequateforthe
OSR.After most
recent reports,
retained only by
special approval of
the Board.
E=completion of
course,
MFIPPA-0
MFIPPA-O
CA-C
EA-O
MFIPPA-O
Operational value
THAMES VALLEY DISTRI^CHOOL BOARD
RECORD RETENTION SCHEDULE
(APPENDIX A
P ~Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
5 -Superseded (retain until a new version replaces
the current one:S -i-1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
'Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Perio'd
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationRank
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
~legislation
and/or
operational
STU
STU
STU
STU
Guidance Materials
Home Instruction
Office Index Cards
Ontario Student
Records (OSR)
Includes brochures, calendars,
description sheets andcatalogues
relating tocareer opportunities,
external school programs,post-
secondary education,private
schools,and scholarships to
support students,^
Includes records related to home
instruction.
Excludes Home Instruction Time
Sheets(see FIN -Payroll
Management).
Includes all office index cards
containing personal information,as
well as retirement/transfer
infonnation on individual students,
which is available for immediate
access andas OSR backup
information.
Includes original Ontario Student
Record folders with all
documentation maintained for the
OSRsystem,suchas final student
report cardsand Ontario Student
Transcripts,recordsofinstruction in
French/Native as a second
language,documentation file,
Special Education programs and
SAL,May include reports from third
parties in accordance vflth Uie ^
Ministryof Education OSR
Guideline.
Excludes suspension/expulsion
records (see STU - SafeSchools
Records).
Excludes Office Index Cards (see
STU -Office Index Cards).
Schools
Learning Support
Services/Schools
Schools
Schools
E+1
E + 55
E+55
E +1 PIB
E + 1 PIB
E + 1 PIB OSR
E =date of
termination of
home instruction
E =retirement/
transfer of student.
May be retained in
school or
transferred to
TVDSB Records
Centre.
E=retirement/
transfer of student,
Operational value
MFIPPA-0
EA-O
MFIPPA-0
EA-0
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P Permanent Retention E "Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S ~Superseded (retain until a new version replaces
the current one:S +1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationBanlf
ArchivalSelection
Includedin
OSR
includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
STU Portfolios All About Me (Kinde^arten to
Grade 6):Paper-based portfolio
Blue Prints (Grades 7to 12):
Eiectronic portfolio
Schools
Schools
C + 6
E-t-1 -
PIB
PIB
OSR
E-record
Retained until
studentcompletes
Grade 6 tlien
portfolio is given to
student.
Portfolio
maintained 1year
postgraduation (or
1yearaftergoing
off roll).
STU Programs:Co
operative
Education
Includes correspondence with
potential employers,sun/eys,and
monthly monitoring teacher reports,
statistics and other records of co
operative education programs.Also
includes apprenticeship programs.
Excludes Work Education
Agreements (see LEG -Contracts
and Agreements -Simple).
Schools E + 6 E +1 PIB E =tennination of
work placement.
STU Programs:Non-
classroom
Includes records regarding student
exchanges and field tripsand
arrangements forspecialevents
related to specific programs,such
as concerts,festivals,trackmeets,
facility tours,toumaments,artor
essay contests,andscience fairs.
Records Include con^espondence,
plans,schedules,etc.
Schools C +1 C + 1 PIB
ArchivalReview
MFIPPA-0
STU Registers:Student
Enrolment and
Attendance
Includes registers and reports
concerning the enrolment/
attendanceofstudents,recording of
daily attendance,and daily absence
reports.Also includes class
registers for non-school system
Drograms such as continuing
education,drivereducation and
leritage language programs.
Excludes registers dated prior to
and including 1969-1970 school
year (see Notes column).
Schools C +1 PIB
ArchivalReview
TVDSB Records
Centre retains all
available registers
dated prior toand
including the 1969-
1970schoolyear
TVDSB Driver
Education program
was discontinued
in 2011.
MFIPPA-0
EA-0
THAMES VALLEY DlSTRIi IHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record^
retirement of a student)
C -Current (retain for the current school/fiscal
year)
S -Superseded (retain until a new version replaces
the current one:S -(•1 =retain both current and
previous versions)
Classificatiori Retention for Responsible and Non-Responsible Departments
'
•
Notes/
Reference
Value of
'Record
Function
Record Series Record OGScription Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalinformationRank
ArchivalSelection
Jndudedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
STU
STU
STU
STU
Registers:Student
Marks
Safe Schools
Records
(Suspension,
Expulsion,and
Incident Report
records)
Student Health
Records
Student Meal
Programs
Includes information on students'
courses completed,marksreceived
and mark verification sheets.Also
includes electronic records.
Excludes report cards(see STU-
Ontario Student Record).
This includes records on students
who are suspended/expelled from
school when the student commits
an infraction that Is not allowed
under the Education Act.
Suspension documents
a]Suspension with No Expulsion
and No Violent Incident
b)Suspension with No Expulsion
Relating toa Violent Incident
Expulsion documents
a)Expulsion butno further
expulsions
b) Second Expulsion
Incident Reports
a)Incident Report resulting In/70
action taken with student
b)Incident Report resulting in
Suspension
c)Incident Report resulting in
^pulsion %
Includes medical and health
infonnation regarding students
required forthecareandtreatment
ofstudentsinthe school setting.
Includes pediculosis,medical
emergency plans,administration of
medication plansandotherhealth
related materials.
Includes records of school milk and
breakfast programs,suchas listsof
students involved inthe programs.
Schools
Schools
Schools
Schools
C +1
E +1
E + 3
E+5
E+5
E+r
E +1
E+5
C +1
C + 1
PIB
PIB
PIB
PIB
OSR
OSR
OSR
OSR
OSR
OSR
OSR
Student marks are
included In OSR
as partofreport
card.
E =date of
Incident
(e.g.E+1 means
retained 1year
from dale of
incident)
All documents
relating toSafe
Schools incidents
that result in
student disciplinary
action are filed in
TVDSB blue Safe
Schools file folder
within the OSR.
•Excludes records
for incident reports
where no action is
taken-these files
are retained in the
Principal's Office.
Subjectto
inclusion in OSR.
MFIPPA-Q
Education Act -
Safe Schools
Amendments
tulinistry of
Education OSR
Guideline 2000/
TVDSB Procedures
MFIPPA-0214
MFIPPA-Q
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E -Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S-Superseded (retain until a hew version replaces
the current one:S +1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departtnents
•
Notes/
Reference
Value of
Record
Function
Record Series .Record Description Responsible Site Responsible Site
Retention Period
Non>Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationBank
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
STU Student Records:
Continuing
Education - PLA
Includes recordsrelating to Prior
Learning Assessments (PLA)and
Prior Learning
Assessments/Recognitions (PLAR).
Schools E+4-
5
E PIB OSR E =retirement/
transfer of student.
MFIPPA-0
STU Student Records:
Co-op Programs
Includes records of individual
students participating in co
operativeeducationwork
assignments,suchas copiesof
workeducationagreements,
evaluation forms for employer
interviews,training plansand
applications for programs,and
student evaluation fomis.
Excludes co-operative education
agreementsMork Education
Agreements (see LEG -Contracts
and Agreements - Simple).
Schools E + 5 E RIB OSR E =retirement/
transfer of student,
Subjectto
inclusion in the
OSR.
MFIPPA-0
STU Student Records:
External Program
Participation
Includes requests,
consent/permission forms,
correspondence and reports
regarding school field trips and
reports relating tothe student(s)
Involved in student exchanqes.
Schools E +1 E PIB
ArchivalReview
OSR E=completion of
exchangeor
program.
Subjectto
inclusion in OSR.
MFIPPA-0
STU Student Records:
Special Program
Includes records of individual
students wfho are referred for
placement inspecial program
classes,suchas applications for
admission, tests,assessments and
raw data (e.q..lEP).
Schools/Learning
Support Teachers
E+5 E PIB OSR E =retirement/
transfer of student.
Subject to
inclusion in the
OSR.
MFIPPA-0
THAMES VALLEY DISTRiL .CHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E -Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S-Superseded (retain until a nevk/version replaces
the current one:S 4 1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Nbtes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site ResponsibleSite
Retention Period
.Non-Responsible Site
Retention (eg.copies)
VitalRecord
Persona!InformationBank
ArchivalSelection
Indudedin
OSR
jndludes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
STU
STU
STU
STU
Student Records;
Specialized
Equipment Needs
Student
Registrations/
Applications
Student Reporting
Timetables/
Schedules
Includes records for.students
requiring special equipment to
assist in the instruction of the
student.
Excludes financial records for ISA
claims (see FIN -External
Sources),
Includes registration fomis and
applications forschool entryor
special programs suchas French
Immersion,summer school or
continuing education.Also includes
copiesof applications to universities
and colleges, etc.
Includes all report listings
concerning individual studentsthat
are retrievable bystudent nameor
other personal identifier suchas
first language reports,fee-paying/
out-of-country students,class list
reports,tape dumps,office index
listings,StudentOn-line
Transaction Listings,and
Trillium/Student Information System
(SIS)edits.Also includes promotion
lists,home room listings,and
parental eme^ency contactlists.
Excludes records profiling
characteristics ofstudent population
(see RPL -Research Projects:•
Student Demographics)
Includes elementary course
timetables,secondary school
course calendars,yard duty
schedules,schoolyear calendars,
school bellschedules, and related
records.Also includes timetables
and "teacherday books'maintained
byteachers.
deludes individual student exams
andexamschedules(see STU -
Examinations and Testing).
Schools\Leaming
Support Teachers
Schools
Schools
Schools
E + 5
C +1
S +1
C +1
S +1
PIB OSR
PIB OSR
PIB
73
E =retirement/
transfer of student.
Subjectto
inclusion in the
OSR.
MFIPPA-Q
MFIPPA-0
MFIPPA-Q
Operational
Value
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S -Superseded (retain until a nevh/version replaces
the current one:S +1 =retain both current and
previous versions)
Classification Retention for Responsible and l^on-Responslb!e Departments
-
Notes/
Reference
Value of
Record
Function
Record Series Rerord Descnption Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationBanic
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
STU Transfers/Exits/
Admittances/
Retirements
Includes reports and fonns
recording the transfer,exit,room
changes,promotions or admittance
of students from schools,Also
includes signedanddated forms
authorizing student admissions,
transfers or retirements.
Schools C +1 C +1 PIB MFIPPA-0
STU Transportation:
Student Bus
Services
Includes records concerning
transportationftjusing for
transportation ofstudentstoand
from schools,Special Education,
field trips,andspecial programs.
Records include bus schedules,
requestsfortransportation,bus
routes,boundaries and student lists
(names and addresses).
Schools 8 + 1 S +1 FIB MFIPPA-0
APPENDIX B
TABLE OF STATUTES OF CANADA AND ONTARIO
WITH RECORDS RETENTION REQUIREMENTS FOR SCHOOL BOARDS
Aloha Code*Statute ;
BCA-0 Buildina Code Act.1992.S.0.1992.c.23
CPP-C Canada Pension Plan.R.S.C.1985.c.C-8
CAI-0 Comoulsorv Automobile Insurance Act.R.S.0.1990.c.C.25
CA-C CoDvriaht Act.R.S.C.1985.c.C-42
EA-0 Education Act R.S.0.1990 c.E.2
ECA-0 Electronic Commerce Act.2000.S.O.2000.c.17
EHTA-0 Emolover Health Tax Act.R.S.C.1990.c.E.11
ElA-C Emolovment Insurance Act.S.C.1996.c.23
ESA-0 Emolovment Standards Act.2000.S.O.2000.c.41
ETA-C Excise TaxAct.R.S.C.1985.c.E-15
FPPA-0 Fire Protection and Prevention Act.S.O.1997.c.4.
ITA-C Income TaxAct.R.S.C.1985.f5th Suod.I c.1
lTA-0 Income TaxAct.R.S.C.1990.c.1.2.
IA-0 Insurance Act.R.S.C.1990.c.1.8.
LTTA-0 Land Transfer Tax Act.R.S.C.1990.c.L6
LA-0 Limitations Act.2002.S.O.2002.c.24.Sch.B
MFlPPA-0 IWunlciDal Freedom of Information and Protection of Privacv Act.
R.S.C.1990,c. M.56.
OHSA-0 Occuoational Health and SafetvAct-R.R.C.1990 R.S.0.1990.c.0.1.
PBA-0 Pension Benefits Act.R.S.C.1990
PHIPA-0 Personal Health Information and Protection Act.2004.c.3.Sch.A.
RPLA-0 Real Prooertv Limitations Act R.S.C.1990.c.L.15
SDWA-0 Safe Drinkina Water Act.2002.S.O 2002.c.32
TSSA-0 Technical Standards and SafetvAct.2000.S.O.2000.c.16.
WSIA-0 Workoiace Safetv and Insurance Act.1997.S.O.1997.c.16.Sch.A
Page 1 of 1
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P ~Permanent Retention E -Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S-Superseded (retain until a new version replaces
the current one:S -t-1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationBank
ArchivalSelection
Includedin
bSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/gr
operational
ADM Administrative
Management
The function ofoverseeingthe'administration ofthe teamand units within the boardandschools. Recordssupportingthis functionrelateto administrative committees'decisionsand
meetings,and internal administrative support orsenrlres.The functions ofacquiring and managing equipment,supplies,sendees and materials for Shoots;
ADM Associations/
Organizations
Includes reports,newsletters,
publications,conference and
workshop infonnation and
proceedings from organizations to
which staff belonq.
Originating Site C +3 C +1 Operational value
ADM Forms Inventory Includes forms history and blank
copiesof fonns,kepton file for
convenience.
Originating Site S 8 Operational value
ADM Library
Management
Includes records related to
board/school library operations.
Records include collection
inventories,correspondence,
acquisition and disposal planning
and strategies,andother records
related to library holdings and
operations,
Learning Support
Services
S +l S +1 PIB S =when
inventories are
updated and
library weeding out
Is done.
MFlPPA-0
Operational value
ADM Meeting
Documentation;
External
Includes records of extemal
committees and councils on which
board and school staff members
participate as members. Records
include agendas,reports,
resolutions andany documentation
which reflects obligations ofthe
board.
Originating Site E+2 E E =the date the
board became a
member of the
committee.
Operational value
ADM Meeting
Documentation:
Internal
Includes records regarding staff
meetings,student council,and
committees suchas principals'
council,secretaries'meetings,as
well as district and subject head
meetings.ReconJs include
agendas,minutes,reports and
resolutions.
Excludes Governance committees
(see GOV -Meetings:Govemance
Committees and Councils)and
student/school council financial
records (FIN •Funding;Student and
School Councils)
Originating Site C+3 C +1
ArchivalReview
Operational value
THAMES VALLEY DISTR.ZHOOl BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C -Current (retain for the current school/fiscal
year)
S -Superseded (retain until a new version replaces
the current one:S -f 1 s retain both current and
previous versions)
Classification '-RetentionforResponsibleand Non-Responsible Departments Notes/
Reference
Value of
Record
Function^
Record Series Record Description >Responsible Site Responsible Site
Retention Period
Non-Responsible Site,
Retention (eg.copies)
VitalRecord
PersonalInformationRank
ArchivalSelection
IncludedIn
OSR
includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
ADM Records
Destnjction Notices
Documentation relating to which
records havebeen destroyed inthe
normal course of business.Includes
listsof destroyed records and forms
authorizing the destnjctionof
records,
Corporate
Services/Records
Management
P P Vital Evidence of
application of
records program to
support litigation if
required.
Legal value
ADM Records
Management
Listings and
Reports
Includes infomiation regarding the
managenfient of records,regardless
of medium.Records include
Classification Scheme,Legal
CitationTable, filelists,lists of
records instorage,records
management reports andrelated
correspondence.
Corporate
Services/Records
Management
S +l S Vital S =when new
reportsare
received
Legal value
ADM Requestsfor
Information
Includes requests and tracking
sheets for Freedom of Information
Requestsmadeunderthe Municipal
Freedom ofInformation Act and
requestsforaccess to
student/employee records and
information.
Excludes requests relating to
Purchasing records(see FIN -
Purchasing Documentation)and
appealed requests (see LEG -
Appeals/Hearings)
CorporateServices/
Learning Support
Services/
Human Resources
E + 2 E +1 PIB E= final resolution
of request (or
appealif
applicable)
MFIPPA-0
Operational value
ADM Service
Requisitions and
Reports:Internal
Services
Includes records relating to
translation, audio visualservices,
duplicating/printing servicesand
mail/courier and delivery services,
Records include copiesof
requisitions and memos for
services, confirmationsand service
logs/reports,correspondence,
reports,etc.
Excludes Purchasing requisitions
and reports (see FIN -Purchasing
Documentation)
Originating Site C +1 C Operational value
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENOIXA
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C -Current (retain for the current school/fiscal
year)
S-Superseded (retain until a new/version replaces
the current one:S -f 1 =retain both current and
previous versions)
Classification Retention for Responsible and Nort-Responsible Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationBank
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event}
(retention as
determined by
legislation
and/or
operational
ADM Vendors/
Suppliers/
Contractors
Includes Irifomiation about vendors,
contractors and suppliers andtheir
goodsandservices.Records
include catalogues,price listsand
correspondence.
Excludes agreements and
purchasing documents (see LEG -
Contracts/Agreements and FIN-
Purchasing Documentation)
Originating Site S +1 8 S =when nev/
documentation is
received from
suppliers.
Operational value
THAMES VALLEY DISTR ZHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P—Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)'
C-Current (retain for the current school/fiscal
year)
5-Superseded (retain until a new version replaces
the current one:S>1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments
-
Notes/
Refererice
Value of
Record
Function
Record Series Record Description Responsible Site ResponsibleSite
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationBank
Archival'Selection
Includedin
OSR
Includes
definition of
retention
:basedon E
(Event)
(retention as
determined by
legislation
and/or
operational
COM Commuiiicatlons
andPubiic .
Relations
Thefunction of promoting and marketing bdards/schobls and programs andservices.Records in this'fuhction include board/school communication an
website,public relations activities,evenU and news iileases;materials relating to mariceting research;publications and reports.
1 press releases,speeches.
COM Advertisements Includes publications,artwor1<and
copies of advertisements placed by
the board or schools.Excludes
website records {see COM -
Websitecontent).
Originating Site C-h4 C
ArchivalReview Operational value
COM Appreciatior)and
Commendations
Includes general commendations,
certificates of appreciation and
petitions received from thegeneral
public andparents.
Excludes records relating to specific
employees (see HUM -Employee
Records)orstudentrecords (see
STL)-Ontario Student Records)
Originating Site C +1 c Operational value
COM Communiques Includes memos,brochures,
correspondence and related
information about programs and
activities sponsored bytheboardor
by schools,
Originating Site C+4 c
ArchivalReview
Operational value
COM Complaints Includes records related togeneral
complaints aboutthe board/school
and its activities.Includes
correspondence,investigations,
findings and related reports
regarding resolution.Complaints
abouta specific project or program
maybe contained within the
program.
Excludes complaints specific toan
individual student or staff member
(see STU •Case Files:Student
Welfare,or HUM - Case Files:
Employee),
Originating Site E +1 E PIB E =resolution of
complaint.
MFIPPA-O
COM Contacts and
Mailing Lists
Includes lists of individuals or
o^anizations with whomthe board
and school communicate.Records
include mailing lists,emergency
contact lists,student lists, etc.
Originating Site S S FIB S =when lists are
updated.
MFIPPA-O
Operational value
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C -Current (retain for the current school/fiscal
year)
S-Superseded (retain until a hew version replaces
the current one:S +1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention:(eg.copies)
VitalRecord
PersonalInformationBank
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
COM Events,
Ceremonies and
Celebrations
Includes memos, notices,
cxjrrespondence with parentsand
others,programs and ail related
materials pertinent toevents
sponsored byttie boardorby
schools (e.g.,parents'night,school
opening ceremonies,reunions,
etc.).Records include program
schedules,con^espondence,
brochures,andevent activity
details.
Originating Site C+4 C ArchivalReview Operational value
COM Media Kits,
Communications
and News
Releases
Includes records regarding board
relations with the various media.
Includes pressreleasesand
information releases,speeches,
photographs,correspondence,etc.
Originating Site C+4 C
ArchivalReview
These publications
mayhave
historical value.
Please contact the
TVDSB Records
Centre prior to
disposal.
Operational value
COM Memorabilia/
Archives
Management
Includesschool/board memorabilia,
collectibles and other historical
items that reflect the individual
nature ofthe schools, such as
informal school/board histories,
school logos and crests,songs,etc.
"Note:The memorabilia retention
period is under review as the
archive program continues tobe
developed.
OriginaUng Site P P
ArchivalRewew
These publications
mayhave
historical value.
Please contact the
Records
Information Officer
prior to disposal.
EA-O
COM Multimedia
Materials
Includes photographs,slides,
videotapes,CDs,DVDs,recordings,
etc.that document school and
board activities.
Includes Board meeting streamed
videos.
Public Affairs/Media
Services
S +1 S + 1 EA-O
COM News Reports Includes news reports from
newspapers, magazines,websites
andother publications regarding the
board,school,staff,students and
trustees.May bepaperor
electronic.
Originating Site C + 3 0
3D £•
S §•
<•
EA-O
THAMES VALLEY DISTR.CHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)^:
C-Current (retain for the current school/fiscal
year)
S -Superseded (retain until a new version replaces
the current one:S +1 =retain both current and
previous versions)
Classification'Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record
Function
.Record Series Record Description Responsible Site'Responsible Site
Retention Period
,Non-ResponslbleSfte'
Retention (eg.copies)
VitalRecord
PersonalliifomriationBank
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as ;
determined by
legislation
and/or
operational
COM Publications:
Internal
Includes records and artwork for
publications suchas cuniculum
handbooks, school handbooks,
school calendars."Welcome to High
School'booklets,annual reports,
brochures on programs offered by
schools,newsletters,and other
school promotions.
Excludes yearbooks which havea
permanent retention.
School/
Originating Site
S + 5 S RIB ArchivalReview These publications
mayhave
historical value.
Please contact the
Records
Information Officer
prior to disposal.
EA-0
MFIPPA-O
COM Speeches and
Presenlations
Includes speeches and
presentations delivered by
board/schoolstaff, elected officials
andteachers covering non-
classroom topics.
Originating Site C+4 C +1
ArchivalReview
EA-0
COM Website content Includes snapshotsofwebsite
contentandcopiesofwebpages
created byschool boards for
general public use.Includes board
and school sites.
Public Affairs C+4 0 + 1
ArchivalReview
These publications
mayhave
historical value.
Please contact the
Records
Information Officer
prior to disposal.
EA-0
Operational value
Legal Value
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retentton E-Event (retention begins once an event or
action occurs,e.g.^the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S -Superseded (retain until a new version replaces
the current one:S +1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments ;Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg. copies)
VitalRecord
PersonalInformationBank
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
FAC Facilities
Management
The function ofmanagingand maintaining board buildings and facilities and supportingcapital initiatives and building improvements.Recordsincludemaintenanceandoperationsreports,
requests and logs, environmentaltesting of faclliti^,equipment maintenance aridtesting, facilitiesplanningand improvements,capital and non-capl^l project,inspection reports, and
records relatinq to property acquisition and disposition,buildtnq and office renovations,security,and property manaqement relationships;
FAC Building and Site
Approvals
Includes documentation such as
siteplan approvals,building
permits,Life SafetyPlanand
municipal reports pertaining tothe
approval of building plansbythe
municipality.Fire Marshal's Office,
Ministry of Education,Ministry of
Health,andothergovemment
bodies.
Facilities E +6 E E= as longas
building remains
board property.
BCA-0
FPPA-0
TSSA-0
Operational value
Legal Value
FAC Confined Spaces Includes records relating tothe
assessmentof confined spaces and
written plan and procedures for the
control of hazards in confined
spaces.
deludes training records (see HUM
- Training Records).
Facilities E +1 E+1 E =when the
record was first
created or the
period necessary
to ensure 2 most
recent records are
retained.
OHSA-0
FAC Designated
Substances and
Hazardous Material
Monitoring:
Hazardous
Biological,
Chemical or
Physical Agents
Includes records regarding the
monitoring of hazardous chemical
and physical agentsand designated
substances in accordance with the
Occupational Health andSafety
Act.Includes air quality reports.
Excludes exposurerecords of
workers (see HUM -Medical
Records:Hazardous Materials
Exposure).
Facilities P P E =when the
record was first
created.
OHSA-0
FAC Designated
Substances and
Hazardous
Materials-Waste
Monitoring and
Management
Includes records related to the
managementand disposalof
chemical,biological or physical
agentsorsubstances.
Facilities/
Health andSafety
P P OHSA-O
THAMES VALLEY DlSTRil .CHOOL BOARD APPENDIX A
RECORD RETENTION SCHEDULE
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C -Current (retain for the current school/fiscal
year)
S -Superseded (retain until a new version replaces
the current one:S +1 :=retain both current and
previous versions)
Classification Retention for Responsibleand Noh-Responsible Departments '
-
Notes/
Reference
,Value of
'Record /
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsibie Site
Retention (eg.copies)
VitalRecord
PersonalInforniationBank
ArchivalSelection
Includedin
OSR
includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or ""
..operational
FAC Drawings and
Specifications
Includes technical specifications for
a project or property,e.g..
mechanical,electricaland
stmcturai.includes building and fire
code requirements and architect's
Instructions.Includes all drawings
andplansofschoolsand offices,
suchas master drawings and floor
plans,site plans,aerial plans,and
plans for additions and alterations.
Facilities E +15 E Vital
ArchivalReview
E=as long as
building remains
board property.
RPLA-0
FAC Emergency Plans Includes records regarding
emergenciesand relatedplansto
supportthe board/school incase of
fire orother emergencies.Records
include emergency plans,business
continuity plans,call lists,
supplier/vendor contacts,and
relatedreports.
School/
Facilities
S+5 S Vital
1ArchivalReview
Operational value
FAC Facilities
Construction
Projects
Includes budgets,estimates,project
plansand schedules,progress
reports,project meeting minutes,
certificates of clearance,project
drawings and correspondence
regarding the building of schools
andother properties.
Excludes capital projects financing
and financial records related to
constnjction disbursements (see
FIN-capital proiects),
Facilities E +6 E E=completion of
project
BCA-0
FPPA-0
TSSA-0
FAC FaciliUes
Improvement
Projects
Includes project records regarding
the building improvements program
and supporting documents specific
to additions, renovations, and
alterations toschoolsand buildings.
Records include drawings,project
plans,specifications,meeting
minutes,project updates,budgets,
etc.
Faciiifes E+6 E E=completion of
project (superficial
improvements)
Note:Upon project
completion,
specific records
maybe transfen'ed
to building
maintenance and
operationsfilesfor
ongoing
operational
support.
BCA-0
ITA-C
ITA-0
ETA-C
FPPA-0
RPLA-0
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record)
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S -Superseded (retain until a new version replaces
the current one:S 4-1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site ResponslbfeSite
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationBank
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
FAC
FAC
FAC
Facilities Planning
Inspection and
Testing Logsand
Reports:General
Inspections Logs
and Reports:Fire
Protection Systems
and Emergency
Power Svslems
Includes records regarding the
allocation of classroom and
workspacetostaffandstudents.
Recordsincludecorrespondence,
proposedenrolmentstudies and
reports,facilities use plans,facilities
designsand layouts,furniture
layouts,etc.
Includes all documentation to
support the inspection and testing
of buildings,equipment,physical
plant and proper^.Records include
logs,inspection reports,year-end
reports,equipment listsand
locations.Includes waterflushing
logs,water testing reports,elevator
logs,sanding and salting logs,
playground equipment Inspections
logs,chemical treatment log,
underground storage tank
inspections,playground
inspections,physical education
equipment inspections,technical
program equipment.
Excludes contractor logs(see FAC
-Security),air quality testing (see
FAC -Designated Substancesand
Hazardous Material Monitoring:
Hazardous Biological,Chemical or
Physical Agents),Health andSafety
Inspection reports,emergency
power systems Inspections and
testing,fire extinguisher testing,fire
protection systems testing (see
FAC -Inspections Logs and
Reports:Fire Protection Systems
and Emergency Power Systems).
includes records regarding the
Inspection and testing of emergency
power systems,fire extinguishers
and fire protection systems,
Facilities
Facilities/Custodian (as
designated bythe board)
Facilities
C+4
E + 6
E+2
C +1
E =date the
record was
created
Note:Must ensure
that at least
current and
immediately
preceding reports
are retained.
E = life of
equipment.
Operational value
FPPA-0
SDWA-0
TSSA-0
FPPA-0
THAMES VALLEY DISTRI.:H00L BOARD
RECORD RETENTIun bCHEDULE
APPENDIX A
P -Permanent Retention E ~Event (retention begins once ah event or
action occurs,e.g.;the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S -Superseded (retaih until a new version replaces
-the current one:S +1 -retain both current and
previous versions).
Classification --.,Retention for RMponsible and Non-'Responsible Departments-
.C
Notes/
."Reference '
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsibl&Site'
>Retention (eg.'copies)
VitalRecord
PersonalInformationBank
Archival'Selection
indudedin'OSR
•u Includes
"definition of;
retention
based on E
•(Event)
(retentionas
determined by
legislation
and/or
operational
FAC Land Surveys Includes land surveyinformation
such as legal property surveys,
construction layoutand control
surveys,andfield notes.Also
includes soil-borinq reports.
Facilities S S
ArchivalReview
Ensure that land
surveys are
available at local
registry office
before destruction.
FAC Maintenance and
Operations;
Buildings/
Physical Plantand
EauiDment
Includes records related tosupport
the maintenance and operations of
buildings,physical plant and
equipment.Includes office
equipment.
Facilities E+3 E +1 E=disposal of
facility or
equipment.
FPPA-0
TSSA-0
FAC Maintenance and
Operations:
Grounds
Maintenance requisitions,worl(
orders,logsand reports showing
action takenre grounds keeping,
snowclearance,and cleaning.
Facilities C + 2 C Operational
requirement
FAC Material Safety
Data Sheets
(MSDS)
Includes material safetydata sheets
as createdandissuedbythe
manufacturer.
Schools /
Departments
E+3 E-t-3 E =creation or
revision of the
MSDS.
Note:Every
location that uses
the material must
retain a copyof
the data sheet.
OHSA-0
FAC Permits/Facility
Bookings
Includes copiesof pemiits issued
bythe board fortheuseof school
property forpurposessuch as
polling stations and community
events.Also includes applications
for permits,listsof permit holders
and inter-iurisdicfcnal permits..
Public Affairs/
Community Useof
Schools
C+4 C +1 Operational value
FAC Security Includes records regarding the
security of office andschool
facilities and properties suchas
control of keys,trespassing,
surveillance reports,emergency
telephone numbers/contacts,and
police station locations.Also
includes school visitor book and
contractor logs, etc,
Facilities 8 + 2 C +1 RIB EA-0
MFIPPA-0
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P t-Permanent Retention E-Event (retention begins once an event or ;C-Current (retain for thexurrent school/fiscal
action.occurs,e.g.,the creation of the record,year)-
retirement of a student)-
S -Superseded (retain until.a new version replaces
the current one:S +1 =retain both current and
previous versions)
,.Classification
''^.'t--^^^^f ^^
>Retention for Responsibleand Non-Responsible Departments Notes/
'Reference ^
Valueof^
^,Record'"
1Function
Record Series '.Record Description Responsible Site Responsible Site
Retention Period
.Non-Responsible Site
•Retention (eg.copies)
1VitalRecord
PersonalInformationBank
*Archival'Selection
indudedin
GSR
'-Includes
definition of
retention
based on E
, (Event)
(retention as
determined by
legislation
and/or
operational
FAG Vehicles/Fleet
Management
Includes records of all vehicles
currently owned,operatedand
maintained bythe board.
Excludes lease agreements and
vehicle insurance (see FIN -
Vehicle Lease Agreements and
Insurance).
Originating Site E+2 E E=disposalof
vehicle.
CAI-0
LA-0
THAMES VALLEY DISTRk jCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
actionoccurs,e.g.^the creation oY the record,
retirement of a student)
C-Current (retain for the current school/fiscalyear).,;^\
5 »Superseded (retain until a new version replaces
.the current one:S +1 =retain both current and
previous versions)..
Classification - Retention^for Responsible andNon-Responsible Departments...
'•
Notes/
^Reference
,Valueof '
Record
Function-
Record Series 'Record Description Responsible Site Responsible Site
Retention Period
-Nori-Respon^bie Site
Retention (eg.copies)
VitalRecord"
a -o'
u a (A
Fli
3
ArchivalSelection'
Includedin
OSR
includes:!
definition of
retention'
-based oh E '
(Event)"
(retention as
determined by
legislation
and/or
operational
FIN .Finance and '
ftccounting ".
The function ofmanaging bbard/^hbbl financial andaccounting resources..lncIud^establishing andoperating andmaintaining accounting (pay^bl^^receirabl^,revenue)systems,
cointrgis and prociedui^s,financial planning,reporting,preparii^budgets and budget submission^and the momtpring and analysis of captel a^ts.Records in^ude biit are not limited U)
of funds.
FIN Accounts Payable Includes records documenting
funds payablesuchas legalfees,
trusteesand employees expenses,
vendor transaction listings,payment
vouchers,cheque requisitions,gas,
hydro andphone bills,pettycash
disbursements.RIB for staff and
board expense.
Finance C +6 C +1 RIB ETA-C
ITA-C
ITA-0
ECA-0
MFIPPA-0
FIN Accounts
Receivable
Recordsrelatedtothe accounting
formoney owedtoschoolsand
boards. Records Include invoices,
cash receipts,correspondence,
cash lists and statements of
account
Finance C+6 C +1 Vita!ETA-C
ITA-C
ITA-0
ECA-0
FIN Audits -Financial includes records regarding internal
and external financial audits of
accounts.
Finance C +6 c + 1 Vital ETA-C
ITA-C
ITA-0
ECA-0
FIN Banking andCash
Management
Includes records regarding banking
transactions and relationstiips with
banks. Includes bank statements,
bank reconciliations,deposit
records,cancelled cheques,cheque
stubs and money order rates.
Finance C + 6 c + 1 Vital ETA-C
ITA-C
ITA-0
ECA-0
FIN Budgets Includes departmental andboard
budgets,bothcapital and operating.
Includes allbudget formula
calculations,current estimate
highlights,preliminary fonnula
budgetcalculation sheet
summaries,and budgeted vs.
actual reports.
Finance C + 6 c + 1 ETA-C
ITA-C
ITA-0
ECA-0
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g./the creation of tlie record,
retirementof a student).
C-Current (retain for the current school/fiscal
year)
S-Superseded (retain until a new version replaces
the current one:S -f i =retain both current and
previous versions)
Classification ^;.Retention for Responsible and Non-Responsible Departments
^,-
Notes/
References
Value of
-Record^
Function
Record Series Record Desaiption'Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationBank
ArchivalSelection'
Includedin
OSR
Incfudes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
FIN Capital Projects:
Financing
Includes records relating tothe
financing ofcapitalprojects.
Includes quarterly reports,working
papers,building monthly costs,
capital payment vouchers,
approvals,costing,capital
expenditure forecasts and
correspondence with architects and
contractors.
Finance E-^6 E-^1 E=completion of
project.
ETA-C
ITA-C
ITA-0
ECA-0
FIN Capital Revenue Includes recordsrelatedtocapital
revenue from saleof property and
rental income from leased premises
and other sources.
Finance C +6 C +1 Vital ETA-C
ITA-C
ITA-0
ECA-0
FIN Cost Allocations Includes records relating to
allocation of tuition and other costs
between school boards.Records
include correspondence,reports
and related supporting
documentation.
Finance C+6 C +1 Vital ETA-C
ITA-C
ITA-0
ECA-0
FIN Financial Forecasts
and Reports
Includes records relating to genera!
ledgerbalancing,including GL
reports,variance reports,yearly
schedule,variance report changes,
Finance C-h6 C-t-1 ETA-C
ITA-C
ITA-0
ECA-0
FIN Financial
Statements
Includes the balancesheet, income
statement,statement ofsource and
application offunds,and other
audited financial statements.
Finance P C + 1 Vital
II
CD'<•
€&L
ETA-C
ITA-C
ITA-0
ECA-0
FIN Financial Work
Papers
Includes all drafts,grant
calculations andotherworking
papers associated with the
development offinancial
statements.
Finance C-h6 C + 1 ETA-C
ITA-C
ITA-0
ECA-0
FIN Funding
Assessments
Includes records relating tothe
direction of school support,levies
and related assessments.Also
includes information on fee-paying,
non-resident and international visa
students.
Finance C+6 C + 1 ETA-C
ITA-C
ITA-0
ECA-0
THAMES VALLEY DISTRI :H00L BOARD
RECORD RETENTION SCHEDULE
APPENDIXA
P -Permanent Retention E- Event (retention begins once an event or
action occurs,e.g.>the creation of the record,
.retirement of a student)','
C-Current (retain for the current school/fiscal
year)
S -Superseded (retain untij a new version replaces
the current one:S +1 =retain both current and
previous versions)
Classifiration ."Retention far Responsible and Non-Responsible Departments :Notes/
Reference -
/Value of
Record'
Function
Record Series Record Description ,-Responsible S!te ''Responsible Site
RetentionPerlod •
NonrResponsible'Site.,
Retention (eg.copies)^
- <
2L
»•
n
n
o
o.
"3,-o
03 °^
U S S
S-1 §
S-2L
3
as
§s
3 '
r>
S-•X £
&
3'
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
FIN Funding -External
Sources
Records relatetobequestsand
donations,grantsandsubsidies
(including government),aiid ISA
claims.Records include
correspondence,background
information and supporting
documentation.
Finance E + 6
E +1 Vital E=winding upof
fund/bequest or
expiry ofgrant
period.
ETA-C
ITA-C
ITA-O
ECA-0
FIN Funding:Student
and School
Councils
Includes records on funds allocated
toor raised bythe student and
school councils.Records consist of
accounts receivable andpayable
documents such as invoices and
vouchers.
Finance C+6 C +1 Vital ETA-C
ITA-C
ITA-0
ECA-0
FIN Fundraising:
Charitable
Organizations
Includes records regarding the
raising of funds for charitable
oi^anizations.Records include
completed contribution forms,
promotional materials for
fundraising and reports
Originating Site C+6 C +1 Vital ETA-C
ITA-C
ITA-0
ECA-0
FIN Income Tax
Returns
Records relating to federal and
provincial income tax returns,
including signed income taxretums
and supporting documents
submittedtofederaland provincial
taxagencies.
Finance P C +1 ETA-C
ITA-C
ITA-0
ECA-0
FIN Inventory Control:
Fixed Assets
Records relating tothebalance
sheet,including fixed asset listings,
depreciation details,asset transfer
infonnation,and details of
extraordinary entries.
Finance P E +1 Vital
®o
CD'<•
E=disposalof
asset.
ETA-C
ITA-C
ITA-0
ECA-0
FIN Inventory Control:
Non-fixed assets
Includes allrecordsregarding
inventories of board-owned
equipment andassets(e.g.
computers).
Excludes hazardous materials
inventories (see FAC -Designated
Substances and Hazardous
Materials).
Originating Site C + 6 C + 1 ETA-C
ITA-C
ITA-0
ECA-0
THAMES VALLEY DISTRia SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S -Superseded (retain until a hew version replaces
the current one:S +1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments ,Notes/
Reference
Value of
Record -
Function
Record Series . Record Description 'Responsibfe Site Responsible Site
Retentton Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationRank
ArchivalSelection
Includedin
dSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
FIN Investments Includes records regarding the
board'sinvestments,termdeposits
and promissory notes.Includes
records of investments in fuel for
later sale to individual schools and
other organizations involved in bulk
purchases.Also records regarding
issued debentures and bonds, and
infomiation on the initial issuance of
the debenture or bond and records
of payments made to investors.
Finance E + 6 E +1 Vital E =after closure of
account,
redemption of
issue.
ETA-C
ITA-C
ITA-0
ECA-0
FIN Journal Vouchers
and Journal Entries
Includes completed journal voucher
forms,input forms,andall
background documentation usedto
substantiate ioumal entries.
Finance C+6 0 + 1 ETA-C
ITA-C
ITA-0
ECA-0
FIN Ledgers:General Includes all records in the books of
original entry,whether maintained
inbookfonnator as a computer
report.
Finance P C Vital General ledgersof
discontinued or
dissolved school
boards should be
sent tothe Ministry
of Education.
ETA-C
ITA-C
lTA-0
ECA-0
FIN Ledgers:
Subsidiary.
Ledgers.Registers
and Journals
Includes all subsidiary ledgers,
registers and journals suchas
payment and receipt joumals,
payroll registers,purchaseorder
registers,and year-end
adjustments.
Finance C+6 C +1 ETA-C
ITA-C
ITA-0
ECA-0
U\-0
RPLA-0
FIN ONSIS Reporting Includes all countsand projections
documenting enrolmentsinthe
school systemand statistical
reports required bythe Ministry of
Education as partofthe funding
process for the preparation of
educational statistics,e.g.October
and March school/board reports.
Finance/Learning
SupportSen/ices
C+6 C +1
>
C?
rr
<*
•^
i
2008 discussions
with the Ministry
OnSIS group
indicate that there
is nospecified
retention period for
these reports.The
current retention
period isbased on
the need tosupport
other financial
data.
THAMES VALLEY DISTRf :HOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.>the creation of the record,
retirement of a student)
C -Current (retain for the current school/fiscal
year)
5 -Superseded (retain until a new version replaces
the current one:S -f 1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference"
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalinformationBank
ArchivalSelection'
Includedin
OSR
includes
definition of
retention
based on E
(Event)
(retention as
determined by ,
legislation
and/or
operational
FIN Payroll
Management
Includes all records of payments of
salary,wagesand deductions to
employees.Includes payroll master
cards,timesheets,direct deposit
request forms,payroll update logs,
holdbacks,and payroll deduction
and billing reports.Also includes
T4's, TD's. and ROE's.
Payroll C + 6
C +1 Vital ETA-C
ITA-C
lTA-0
ECA-0
FIN Pension
Contributions/
Support
Includes contribution cards detailing
pensionand benefits obligations
dueto retired employees under
OMERS andother annuity or
superannuation plans (TPP).
Includes payroll records required to
determine and veri^pension
payments.
Payroll E +6 E +1 Vital E=until pension is
paidoutto all
beneficiaries.
ETA-C
ITA-C
ITA-0
ECA-0
FIN Purchasing
Documentation
Records supporting purchases
madebythe school/board.Includes
purchase requisitions,purchase
orders,requestsfor proposal,
requestsforquotations,
specifications,invitations totender,
proposals,tendersubmissions,bid
and perfonnance bonds,andall
documentation regarding the
selection process.
Purchasing C+6 C +1 Vital ETA-C
ITA-C
ITA-0
ECA-0
FIN Salesand Property
Tax Returns and
Reports
Includes records documenting
taxationsuch as gas surtaxreports,
income tax returns, and federal
sales tax tables.Also includes
Goods and Services Tax returns
and requests for rebate.
Finance Cf6 C +1 ETA-C
ITA-C
ITA-0
ECA-0
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E -Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S -Superseded (retain until a new version replaces
the current one:S 1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsib|e Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationRank
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
FIN Transportation
Reportsand
Costing
Includes records on bus route
costing,fuel rates,bus capacity
loading,and records regarding the
escalation and de-escalation of fuel
pricesforvehiclesand buses and
its impact ontheBus Transportation
Contract with the Bus Line
Operators.
Excludes contracts with Bus
Operators (see LEG •Contracts
and Agreements -Under Seal)
Southwestern Ontario
Student Transportation
Service
C+6 C +1 ETA-C
ITA-C
ITA-0
ECA-0
FIN Vehicle Lease
Agreementsand
Insurance),
Includes records of vehicle lease
agreements and related insurance
records.
Finance E+2 E E=disposal of
vehicle
CAI-0
U\-0
THAMES VALLEY DISTR CHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E -Event (retention begins once an event or
action occurs,e.g.,the creatiori of the record,
retirement of a student)
C-Current (retain for the current school/fjscal
year)'
S-Superseded (retainuntila new version replaces
the current one;S +1==retain both current arid
previous versions)__"
-Classification Retentionfor Responsible and Non-Responsible Departments ~
-
r 'Notes/
,Reference
',Value of
Record
-Function
RecbrdSeries Record Oescriptidn ResponsibleSite :Responsible Site
Retention Period
'NonrResppnsibie Site
Retention'(eg.copies)
1VitalRecord
1PersonalInformation"Rank
ArchivalSelection
Includedin'
OSR
Includes
'definition of
retention
based on E
(Event).
(retention as
determined by
legislation
and/or
operational
GpV Governance The furiction of governing b^r^schocris andex^cising legalauthori^and cohtrbl.Hie corporate governahce slructure s|»cifiesthe distribution of rights andresponslbilitl^among
diff^ent'^r^pante in ^nl^^hcwls^such as the board and;stafF,and spells outthe rules and proc^iur^for^making^decislons ori it affairs-jhciudes r^lutiotis,b;^aws,policl^and
orocedures.ctmrters.board m^tina administration,and strateaic olannma.'
GOV Appointments:
Board and
Committee
IVlembers
Includes records on
recommendations madebythe
board regarding appointments to
other local boards such as
solicitors,banking authority and
auditor.
Corporate Services E +1 E + 1
ArchivalReview E=expiry ofterm
ofoffice,_
EA-O
GOV Articles of
Incorporation,By
laws and
Constitution
Includes records related to the
operation ofthe school boardand
capturedetailsaboutthelegal
entity.
Corporate Services P S
ArchivalReview
S =changes
made to
documentation,
EA-O
GOV Audits-Program Includes auditsof programs,
curriculum plansand related board
and school activities undertaken by
the IVIinistrY of Education.
Originating Site E + 6 E E =date of audit EA-O
GOV Guidelines,
Policies and
Directives:External
Includes documentation about
initiatives and guidelines provided
bythe iVIinistry of Education.
Records include memoranda,
directives,and correspondence
such as the OSR Guideline,EIC
Guidelines and IVIinistry Policy/
Program IVlemoranda.
Director of Education S + 3 S S =when policies
and directives are
replaced.
Board/school can
obtain oldcopies
from IWinistry if
required.
EA-O
GOV Guidelines,
Policies and
Directives:Internal
Includes records relating to boanj
practices and activities,policy and
proceduremanuals,guidelines and
directives,and all other policies and
procedures established bythe
board,departmentsandschools,
suchas accounting,emergency,
evaluation,records management,
attendance, personnel.
Originating Site/School P S
ArchivalReview
S =when policies
and procedures
are replaced.
Note;Corporate
Servicesonly
retains the current
version of Board
policies and
procedures.
Core records are
retained
permanently by
Originating Sites/
schools and show
evolution of
school/board.
EA-O
FPPA-0
OHSA-0
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)'
S ~Superseded (retain until a new version replaces
the current one:S +l =/etain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments ^Notes/
Reference
>Value of
Record ,
Function
Record Series Record Description Responsible Site Responsibie Site
Retention Period
Non-Responsible Site
Retention [eg.copies)
VitalRecord
PersonalInformationBank
ArchivalSelection
Includedin
OSR
Includes
definition of -
retention
based on E
(Event)
(retention as
determined by
legislation
,and/or
operational
GOV Intergovernmental
Reporting and
Communication
Includes correspondence and
reportsbetweenthe boardand
various levels of government such
as the municipality,provincial
ministries, etc. Also includes
correspondence and information on
other school boards.
Originating Site C+6 C +1 ArchivalReview EA-O
GOV Meetings:Board of
Trustees
Includes Board Meeting minutes,
related reports,and resolutions.
Corporate Services P C +l
ArchivalReview
EA-O
GOV Meetings:
Governance
Committees and
Councils
Includes agendaand minutes of
statutory,standing,advisory andad
hoc committees.
May includeAdministrative Council,
Executive Council,steering,
standing,and advisory committees:
and task forces.
CorporateServices C-t-5 C + 1 Minutes/reports
from Governance
Committees are
retained
permanently within
Board meeting
minutes (see GOV
-Meetings:Board
of Trustees)
EA-0
GOV Organization
Structure
Includes records regarding
reporting relationships,organization
structure,organization analysis,etc.
For boUi schools and school
boards.Includes organizational
charts andschool profiles.
Originating Site S +1 s
ArchivalReview
S =when
organization
structurechanges,
EA-O
GOV Trustee
Management
Includes cleric'scertificate,elections
information,personal information,
directories and news items
regarding the trustees.Also
includes Trustees'Distribution and
Orientation information.
Trustees'Office E+2 E +1 PIB
ArchivalReview
E=expiry of temi
of office.
EA-O
MFIPPA-0
THAMES VALLEY DISTRI IHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.|the creation of the record,
retirement of ai'student)
C-Current (retain for the current school/fiscal
year)-..•
S—Superseded (retain until a new version replaces
the current one:S +1 =retain both current and
previous versions)
'-Classification Reterttion-for Re^onsibie and Non-Responsible Departments
„-•-
Notes/^
Reference •
,,Value of
Record
•n
' c
3
ft;
o'
''3
Record Series Record Description ResponsibieSite Responsible Site
Retention Period ..
Non-ResponsibleSite
Retention'(eg.copies)
1VitalRecord
PersonalInformationBank
ArchivalSelection
Includedin
OSR
Includes
.definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/br
operational
HUM Human'
Resources
The function of maiiagirig all employi^withirf ttieprgahrzation in.a^ordant^witii policles and proredures^RMdrds include biit arenotlimited to p^sonnet reconis,ranployee collective ^
agreemente.emplby^information (Including medical inforfnationj,conditions of work,overtime,salary rates,pensions benefits,payroll records,grievances,perforaianceevalu^flons and
recrui^ent.\.-','f '-.i-,-.-.,'
HUM Attendance -
Employee
Includes records regarding
employee attendance,absences
(leaves and sabbaticals)and
vacations.Records include details
about vacation schedules, hours of
work,absenteeism reports and
related reports from the HRIS
systems.
Human Resources E + 3 C +1 PIB E =date record
created.
ESA-0
MFIPPA-0
HUM Criminal
Background
Checks
Includes records listing any criminal
code convictions that have not been
pardonedforall existing and new
employees,service providers and
volunteers that come into direct
contactwith studentsona regular
basis.
Human Resources/
Schools
E + 6
E FIB E =termination of
employment orsix
years v^thout an
offence declaration
for volunteers.
EA-0
MFIPPA-0
HUM Criminal Offence
Declarations
Annual offence declarations,signed
bythe employee/service provider,
which lists all criminal code
convictions registered sincethe
date ofthe CBCor lastoffence
declaration.
Human Resources/
Schools
S +1 C PIB Retain current and
previousyear.
EA-0
MFIPPA-0
HUM Employee Benefit
Plans
Includesbrochures,rates, quotes,
correspondence andexplanatory
documents regarding benefits
offered to employees suchas group
insurance,dental plans,employee
assistance program,benefit rate
changes and premium adiustments.
Human Resources S +1 s Operational value
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P-Permanent Retention E-Event.(retention begins once an event or
action occurs,ie.g.,the creation of the record,
retlrerhent ofa student)
C-Current (retain for the current school/fiscal
year)
S ^Superseded (retain until a new version replaces
the current one:5 + 1 =retain both current and
previous versions)
Classification Retentionfor Responsible and Non-Responsible D|epartments Notes/^"
Reference
Value of
Re'cord
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Nbn-Responslble Site
Retention (eg. copies)
VitalRecord
PersonalIniFormationBank
ArchivalSelection
'Includedin
OSR
Ih&ludes
definition of
retention
based on E
(Event)
(retention aS
determined by
legislation
and/or
.operational
HUM Employee Incident/
Accident Reports
Includes reports of accident/injury to
boardemployeesunderthe
Workplace Safetyand Insurance
Actand designatedsubstances
exposurerecordsunderthe
Occupational Health andSafety
Act.Records may Include:doctor's
notes,follow-up notesand related
con"espondence,and short-temi
and long-tenn disability claimsfor
bothteaching andsupportstaffand
record of administration of first aid.
Human Resources E +7 E PIB E =claim settled,LA-0
MFIPPA-0
OHSA-0
WSIA-0
HUM Employee Records Includes records regarding the
employment history ofthe board or
school employees.Includes initial
resumeand applications,internal
applications,tienefit enrollment
forms,salary calculation forms,
change advice,employee master
record cards, certificationof level
placement,probationary contract,
key tasks,complaints about
employee,and employee
verification forms.Includes teaching
andsupportstaff.
Human Resources E+7 E Vital RIB E =termination of
employment.
LA-0
OHSA-O
MFIPPA-0
WSIA-0
HUM Employee Surveys Includes surveysandresearch
conducted onboardstaffregarding
issuesand planning that affect
them;
Human Resources S +1 S PIB S =whensurveyis
updated.
MFIPPA-0
HUM Employment Equity
Program
Includes records and historical
information regarding employment
equity.
Human Resources E +3 E +1 PIB
ArchivalReview
E =temiination of
the plan.
MFIPPA-0
HUM Health and Safety
Committee
Reconjsinclude reports,
correspondence,minutesofhealth
andsafety committee meetings,
notices,correspondenceand
reports
Human Resources/
Health andSafety
C+3 C +1 OHSA-O
THAMES VALLEYDlSTRl :H00L BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E- Event(retention beginsonce an event or C- Current(retainforthe current school/fiscal
action occurs^e.g.,the creation of the record,year)^'
retirement of a student)
S -Superseded (retain until a new version replaces
'the current one:S +1 =retain both current and
previous versions).
,Glass'ification ,.Retention for Responsible and Nbn-Responsible Departments.r
•_
Notes/
Reference •
Value of
Record
Function
Record Series Record Description .Responsible Site
W'...
Responsible Site
Retention Period
'.Non-ResponsibleSite
Retention (eg.copies)
VitalRecord
1 -O
3J 9 5
U 3
-It
3'
ArchivalSelection
Includedin'
OSR
Includes <-
definition of
retention
based onE^
(Event)
(retention as
determined by
legislation
-and/or
operational
HUM Health andSafety
Inspection Reports
Includes records of inspections
carried outbythe Health andSafety
Committee In accordance with the
Occupational Health andSafety
Act.
Human Resources/
Health andSafety
C+1 C +1 Note: A minimum
oftwo inspection
reportsmustbe
retained.
OHSA-0
HUM Incident Reports:
Health andSafety
andStudentSafety
Includes general records relating to
incidents that affect health and
safety ofstaffand/or students,e.g..
emergency response,school
illness,infections,quarantines,etc.
Records include reports,
correspondence and summaries
and information related to actions
taken by staff.
Excludes employee medical health
records (personally identifiable
records -see HUM- Medical
Records; Employee).
Human Resources E +6 E E=resolution ,of
issue.
Note:Depending
on the nature of
Ihe incident,
recordsmayhave
legal value.
OHSA-0
HUM Human Resource
Planning
Includes records of succession
planning,staff allocations,staff
turnover,staffmobility,pronfiotions.
transfers and related records.
Human Resources C+5 C +1 PIB MFIPPA-0
LEG Incidents Racial
Discrimination and
Harassment (Staff)
Includes records of incidents
involving staff,incident reports,
investigations,and correspondence
regarding theseissues.
Excludes appeals/hearings (see
LEG-Appeals/Hearinqs).
Human Resources E +1 C +1 PIB OSR E =date of
incident
MFIPPA-0
HUM Job Descriptions Includes job descriptions and
specifications as well as
background information usedin
their preparation or amendment.
Also includes positions of
responsibility.
Human Resources S-t-2 s
ArchivalReview
S =whennewjob
descriptions are
written.
Operational value
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E -Event (retention begins once ah event or
action occurs,e.g.,the creation of the record,
retirement ofa student)
C-Current (retain for the current school/fiscal
year)
S -Superseded (retain until a new version replaces
the current one:S -f 1 =retain both current and
previous versions)^
.>Classification .Retention for Responsible andiMon-Responsible Departments ^Notes/
Reference
Value of ^
Record
Function
Record Series Record Destriptipn Responsible Site Responsible Site
RetentionPeriod ^
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformation.RankI
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
HUM Labour Relations
Negotiations and
Agreements
Includes records regarding the
administration and interpretation of
theboard's collective agreements
and includes seniority lists,
implementation plans,sub-plans,
and related records.Also includes
records related to collective
bargaining,e.g.,final offers,
memoranda ofsettlement,
mediations, arbitrations,and scatter
grams used in preparation for
bargaining.
Excludes financial agreements (see
LEG- Contracts and Agreements).
Human Resources E+5 E E =termination of
contract period;
seniority lists until
suspended.
MUM Labour Relations:
Grievances and
Arbitration
Includes records regarding
grievances filed by employees,
such as evaluation reports,
notifications,correspondence with
unions concerning grievance
initiators,and legal opinions.
Human Resources E+5 E RIB E =resolution/
withdrawal of
grievance.
MFIPPA-0
HUM Labour Relations;
Union Certification
Includes original documents
conceming ttie certification of
labour unions.
Human Resources P P
HUM Medical Records:
Employee
Includesdoctor's notes,
con^espondence,and health reports
related toan employee's medical
situation.
Human Resources E+1 E PIB Note:Maintain
confidentially and
limit access
(OPSBA
quidelines).
MFIPPA-0
HUM Medical Records:
Hazardous
Materials Exposure
Records of exposure toasbestos
and other hazardous materials.
Human Resources E+20 E RIB E =last record
made.
OHSA-0
MFIPPA-0
HUM Pay Equity Includes records regarding the
establishment and implementation
oftheboard'spay equity plan.
Records include background
information,consultant infonnation,
questionnaires,interview
documentation andjob evaluation
plans.
Human Resources S+5 S
THAMES VALLEY OlSTR IHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or .
action occurs,e.g.,the creation of the record/
retirement of a student)'
G-Current (retain for the current school/fiscal
year).^
S-Superseded (retain until a new version replaces
the current one:^S +1 =retain both current and
previous versions)-
-Classification ^»Retention for Responsible and'Nori-Responsible Departments Notes/
Reference
Value of ,
Record
function'
Record Series *- Record Description '•Responsible Site
Responsible Site
Retention Period
Non-Responsible Site
Retentlon'(eg.copies)
VitalRecord'
PersonalInformation,1'Bank
.^Archival,Selection
-a
o c
^&»s.
5'
includes".-•
definition of '
retention
based on E
(Event)
{retention as
determined by
legislation
and/or
operational
HUM Pension/
Superannuation
Plans
Includes general infomiation on
OMERS,TPP and otherannuityor
superannuation plansand annual
information returns.
Human Resources P S
HUM Perfonnance
Appraisals
Includes records ofjob performance
appraisals onallemployees
according to established timelines
and criteria through board
procedures.
Human Resources E+6 E PIB E =date of
appraisal.
MFIPPA-0
EA-0
HUM Professional
Development
Participafon
Includesrecords relating to
invitations,approvalsand
registrations for internal and
externaltraining events,seminars
and workshops.
Originating Site C+2 C +1 PIB MFIPPA-0
HUM Professional
Development
Programs and
Materials
Includes records regarding courses
and conferences facilitated bythe
boardforstaffdevelopment and
information on career and
professional development
programs.Also includes conference
proceedingsand presentations,
orientation materials and staff
development calendars.
Originating Site C+4 G +1
ArchivalReview
Operational value
HUM Recruitment and
Hiring
Includes records regarding the
recruitment of staff.Includes job
postings,copiesof advertisements,
competitions andresumesof
candidates selected for interviews.
Human Resources E +1 E
ArchivalReview
E=posting.
Note:Only retain
files for people
interviewed.
Operational value
HUM Resumes and Job
Applications
Records include applications,
resumesand applicant evaluations
tosupport recruitment intheschool
and school board.
Excludes resumes of candidates
selected tobe interviewed (see
HUM -Recruitment and Hiring).
Human Resources E + 6 months E PIB E =decision
regarding hiring or
not!Resume is
transferred to
employee file upon
hiring.
(Suspend
destnjction for
grievances.]
MFIPPA-0
Leaal value
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a studisnt)
C-Current (retain for the current school/fiscal
year)
S -Superseded (retain until a new version replaces
the current one:S +1 =retain both current and
previous versions)
Classification .^Retention for Responsibleand Non-Responsibje Departments Notes/
Reffererice
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retentton Period'
'Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationBank
ArchivalSelection
Includedin
OSR
Indudes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
HUM Salary
Administration
Indudes records regarding tfie
planning andschedulingofsalaries,
suchasjob evaluations,job
classification systems, salary
surveysandschedules,salary
increments,sen/icepayand
substitution pay.
Excludes records relating topay
equity (see HUM - Pay Equity
Planning).
Human Resources S +1 S
HUM StaffAwards,
Certificates and
Bursaries
Includes records relating to special
recognition and awardspresented
to staff.
Human Resources C +2 C + 2 PIB Subjectto
inclusion in the
employee record.
MFIPPA-0
HUM Staff Listings and
Reports
Includes all report listings
concerning st^,e.g.,staff
directories,seniority lists,retirement
lists andlistsof supply teachers.
Human Resources S +1 S PIB S =when new lists
are received.
MFIPPA-0
HUM Temporary
Resourcing
Includes con'espondence,requests
fortemporary help,listsof floater
secretaries/supply teachers,etc.
Human Resources E +1 E Vital PIB E =termination of
employment.
MFIPPA-0
HUM Training Records Includes records related to staff
training mandated by legislation or
board policy including confined
spacegeneraland specific training,
WHMIS training,etc.
Human Resources S+4 S PIB MFIPPA-0
HUM Volunteer
Development
Includes records of volunteer
programs suchas recruitment
workshops,annual receptions and
volunteer activities in schools.
Records include volunteer
guidelines,correspondence,
applications,and volunteer program
details.
Excludes criminal background
checks(see HUM -Criminal
Background Checksand Offence
Declarations).
Schools S + 1 S PIB
ArchivalReview
MFIPPA-0
THAMES VALLEY DISTRI^IHOOL BOARD
RECORD RETENTION SCHEDULE
V \•
X .APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,^
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S-Superseded (retain until a new version replaces
the current one:S -fls retain both current and
previous versions)
Classification '.Retention for Responsible and Noh-Resbonsibie Departmenits Notes/
•Reference.
.Value of
Record
Function
Record Series Record Description .j
......
"Responsible Site -Responsible Site
Retention Period
.Non-Responsible Site
'Retention (eg.copies)
VitalRecord.
PersbrialInfdrrnatio'nBank'
ArchivalSelection
includedin
OSR
r includes
definition of
retention
based on E
(Event)
(retention as
;determined by
.legislation
and/or
operational
ICT information and
Communications
fechnoid^
The functiori ofapplying and managing information and commuhications technology tosupport the busrri^s he^s of the organizaUoh tocap^e,'^re^retrieve,U'ansfer,communicate
diS^eininate inform^pn throu^automated systesnssuch as Wfde Area Ne^orks and Loral ii^aNetwoilcs.includes planning,detOTnlriing requirements,.developing acquiring.modi^n|,
and evaluating applications^and databases,andacquiring,tendering^leasing,licensing,registering and disposition ofsystems.. ,.
ICT Access Control and
Password Records
Records related tothe management
ofandaccess to programs.
Includes individual access,
passwordmanagement,etc.
Information Technology
(IT)
E +1 E =termination of
employee.
ICT Computer System
and architecture
Documentation
Records relating tothedesignof
computer systemsand/orsoftware,
including needsassessments,
business cases,project charter,
process flowchart documentation,
impact analysis,userandsystem
requirements,specifications,testing
plansand results,user sign-offs,
project management meeting
minutes/documentation,system
development documentation,
software design records,and
softwareinspectionnotes.Also
includesrecordsonsystem
installations/conversions and
product evaluations.May also
include requestsforsignificant
modification,fixes and upqrades.
IT S + 2 S E=life ofsystem.
ICT Information
Systems
Production Activity
and Control Files
Records relating to computer
system operations and backup
tapes.Includes activity logs,help
desk tickets,change control sheets,
change orders,file access control
reports,system changes,and
mainframe access forms.
IT S +1
ICT Telecommunication
s Systems
Records relating tothe
management and maintenance and
use of telecommunications
equipment.Includes system
documentation,configuration details
and services provided.
IT E+3 E=life of system.
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.^the creation of the record,
retirement of a student)
C ~Current (retain for the current school/fiscal
year)
S-Superseded (retain until a new version replaces
the current one.:S +1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments "Notes/
Reference
Value of
Record
Function
RecordSeries Record Description Responsibfe Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg. copies)
VitalRecord
PersonalInformationBank
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
LEG Legal ,The function of addressing l^al issues relating tothe operations ofthe boai^andschools.Records Include,butarenot limited to.claims and litigation files/appeals and hearings,contracts
and agr^ments entered into onbehalf ofthe Iraard and ^chools.dffids and titles relating to properties,harassments incidents,etc.
LEG Accident/Incident
Claims and
Reports
Includes reportsrelatedtostudent
accidents tliat occur on board
property,schoolsand tlie
administration offices or on school
trips.Records include claims,
communications,Investigations,
reports,administration offirstaid
and action taken as a result of the
accident.Includes reportsto
OSBIE.
Excludes claims/litigations (see
LEG -Claims/Litigation)or WSIB
claims/reports (see HUM -
Employee Incident/Accident
Reports).
Organizational Support
Services
E + 2 C +1 RIB E =date of
accident/incident
claim is submitted
to OSBIE
Note:OSBIE is
responsible for
long-term retention
of these records
MFIPPA-O
LEG Acts and
Legislation/
Regulations
Includes single copiesofActsand
Regulations,bills andjudgments
relevantto ttie board's activities,as
well as con^espondence and
discussion papers concerning the
Actsand Regulations and
amendments to them.
Corporate Services S +1 S S =when act or
regulation Is
replaced.
Operational value
LEG Appeals/Hearings Includes records of hearings
conducted with regardtoissuesthat
affect the school/board,Includes
correspondence,reports,discovery
findings,hearing proceedings and
final decisions.
Originating Site/
CorporateServices
E+5 E PIB E = final resolution.LA-0
MFlPPA-0
LEG Claims/
Litigation
Includes all liability claims and
litigation against or entered into by
[he boards and schools.Records
include reports,con-espondence,
investigations,etc.
Excludes employee accident
reportsand WSIB/STD/LTD claims
(see HUM -Employee
Incident/Accident Reports).
Organizational Support
Services
E +1 E4-1 PIB E =resolution of
claim.
LA-0
THAMES VALLEY DISTR.;:H00L BOARD
RECORD RETENTION SCHEDULE
\
APPENDIX A
P -Permanent Retention E -Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retiremehtof a student)
C-Current (retain for the current school/fiscal
year)
5 -Superseded (retain until a new version replaces
the current one:5 4-1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record
3 '
ft
O
9
Record Series'Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationBank
ArchivalSelection
Includedin'OSR
includes :
definition of
retention
based on E
(Event).
(retention as
determined by
legislation
and/or
operational
LEG
LEG
LEG
Contracts and
Agreements-
Simple
Contracts and
Agreements-
Under Seal
Deeds and Titles
Includes contracts andagreements
notundercorporate seal;such as
equipment rental andservice
contracts, vehiclelease and
purchase agreements,computer
hardware and software license
agreements,and recordsthat
substantiate the fulfillmentof the
agreement.Also includes Program
Access Agreements,and Work
Education agreements for
experiential learning programs.
Excludes collective agreements
(HUM -Labour Relations and
Negotiations Agreements).
Excludes community use rental of
board properties (FAC -
Permits/Facility Bookings),
Includes contracts andagreements
under seal such as union collective
agreements, leases and other
special agreements.Includes
contracts with BusOperatorsvia
Transportation Consori:ium and
agreementswiUi the Provincial
Govemment regarding useof
grants.
Excludes landpurchase
agreements (see LEG -Property
Acquisition andSale).
Includes original deedstoany
board-owned property.
Originating Site/
Schools*
Originating Site
Oipanizational Support
Services
E+6
E + 20
C +1 E=Expiry of
agreement
'Community use
rentals
E=Expiry of
agreement
Registry Act/
Land Titles Act
Limitations Act
Limitations Act
RPLA-O
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current schooj/flscal
year)
S -Superseded (retain until a new version replaces
the current one:S -f 1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention [eg.copies)
VitalRecord
PersonalInformationRank
ArchivalSelection
IncludedIn
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
LEG
LEG
LEG
LEG
Insurance Policies
Legal Opinions/
Precedents
Policing
Arrangements
Property
Acquisition and
Sale
Records relating to policies tocover
lossordamageto property or
premises andcoverstaffand
general public against injury or
death resulting from accidents on
school/board premises or occurring
during employment.Records
include insurance policies,
documentation regarding the annual
review of insurance policies,
certificates,appraisals and related
correspondence.
Includes Insurance with contractors
and insurance re:rental/leased
facilities.
Excludes accidentflncident
insurance claims (see LEG -
Accident/Incident Claims and
Reports).
Reconjs relating legal opinions and
precedentsabout legal issues
identified bythe school/board.
Records include case law,
correspondence,reports,and
findings/opinions provided to
requestor.
Includes correspondence between
schoolsand police departments
regarding extradutyofficers,police
visitsto schools, and related items.
Includes landpurchase
agreements,development
agreements,property appraisals,
valuations and quotes concerning
landowned bytheboardorunder
consideration for purchase.Also
includes plans,con-espondence,
reportsand backup documentation
relating tothe acquisition orsale of
lands.
Finance/
Purchasing
Originating Site
Originating Site
Finance
E +6 E +1
E +1
C +4 C +1
E +20 E +1
E=expiry of
policy.
E=completion of
Issue.
E=disposal of
property.
LA-0
Operational value
Operational value
RPLA-O
THAMES VALLEY DISTR':H00L BOARD
RECORD RETENTION SCHEDULE
APPENDIXA
P-Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.^the creation of the record,
retirement of a student)
C -Current (retain for the current school/fiscal
year)
S-Superseded (retain until a new version replaces
the current one:S +1 =retain both current arid
previous versions)
Classification Retention for Responsible and Non-R^ponsibie Departments
'
Notes/
Reference
Value of
Record.
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsible Site
Retention(eg.copies)
VitalRecord
PersonalInformation'Banl<'
ArchivalSelection
includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
LEG Property Damage/
Trespassing
Reports
Includes reports and general
correspondence regarding property
damage,theftorloss.Also includes
vandalism reports,copies of repair
invoices,monthly and annual
summaries.
Originating Site E + 5
C +1 RIB E =date of
damage.
RPLA-0
MFIPPA-0
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P Permanent Retention ;Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)»j''
S-Superseded (retain until a new version replaces
the current orie:S +1 =retain both current and
previous versions)
Classification .Retention for Responsible and Non-Responsible Departments
;-
^.
'Notes/
Reference
..Valueof '
Record
Function
RecordSeries ';Record Descrijjllon Responsible Site 'Responsible Site .
R^ntidn Period :
Non-R^ponsible Site,
^Retention(eg.copies)
VitalRecord
PersonalInformation<Bank
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on G
(Event)
"(retention as -
determined by
legislation
and/or
operational
PDD Prograni'Design
andDevelqpment
The function ofapplyingcurricuiu
oudtnes.-
m guidelinesand design ingeducation pr^i^s'forstudente.Records include butarenot limited to proposals,coirespondence,lessonplans,and course
PDD Outlines/Courses
ofStudy
Includes outlines of available
programs andcoursesofstudy.
Cumculum/
Learning Support
Services
S+3 S +1 ^>
i ?
<tu
CA-C
HUD Program/
Curriculum
Guidelines
Includes Ministry/Board guidelines,
directives,approved textsand
software lists,and related
correspondence concerning the
provision of specific programs inthe
curriculum (e.g.,junior/senior
kinderqarten, French immersion).
Curriculum
/Learning Support
Services
84-3 8 + 1
>
s.
"73
CD
<
i
CA-C
EA-0
HDD Program
Development and
Design
Includes proposals,
correspondenceand curriculum
development materials Including
writing projects teaching units,
lesson plans,testing ideas,songs,
games, musicsheets and other
learningmaterials.
Cumculum/
Learning Support
Services
8+3 S + 1 CA-C
EA-0
HDD Program Planning Includes proposals fornew
cun"iculum program,either system-
wide or at the school level.Includes
meeting notesand reports.Also
includes material regarding
comparisons with programs in other
school boards,provinces and
countries.Includes prc^ram review
reports arid othervaluationsof
specific programs inthe curriculum.
Also includes EQAO test results,
Cumculum
/Learning Support
Services
8 + 3 S + 1
>
B
rr
in
CD
s.
i
EA-0
y
THAMES VALLEYDISTRll :H00L BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
artlori occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)-^
S ~Superseded (retain until a new version replaces
the current one:S +1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments Notes/
Reference
Value of
Record
Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
NonrResponsibie Site
Retention (eg.copies)
VitalRecord
PersonalInfprrhatlonBanic
ArchivalSelection
Includedin
OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
PSG Programsand
Services in the
Communitv
The function of offeh'ng programs and services tothecommunl^through school andboard facilities.Programs Include ni^t school and summer school,and ^ryices tothe communlQr
Include day care and safe^awareness.Records include bUt arenot limited tp les^n units;reports,program reviews,teadhlhg materials,correspondence and program brochures/
advertising.Generally refei^to proqrams that are not part of day school.
PSC Programs and
Services:
Community
includes records such as Education
Week,summerartscamp,
mentorship for Immigrants and
community useof schools,daycare
servicesandsafetyand awareness
programs.Also includes program
reviews and reports ofthe activities
of community liaison officers.
Cuniculum/
Learning Support
Services
C+4 S +1
ArchivalReview
PSC Programs:
Continuing
Education
Includes objectives,lesson units,
principal reports,program reviews,
teaching materials and related
records used In continuing
education programs (suchas
heritage awareness,second
language,multicultural,seniors
programs).
Cuniculum/
Learning Support
Services
S+3 S +1
ArchivalReview
PSC Programs:Driver
Education
Includes program outlines and
correspondence concerning
education inthesafe operation of
motor vehicles.
Curriculum/
Leaming Support
Services
E+1 E + 1 PIB E=completion of
the program.
Note:TVDSB
Program
discontinued in
2011.
MFIPPA-0
PSC Programs:Parks
and Recreation
Includes correspondence and
records of programs suchas
swimming and fitness made
available through municipal Pari(s
and Recreation or the
VMCA/YWCA.
Curriculum/
Leaming Support
Services
S S
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retlrementof a student)
C -Current (retain for the current school/fiscal
year)
S -Superseded (retain until a new version replaces
the current one:S +1 =retain both current and
previous versions)
Classification 'Retention for Responsible'and NonTResponsible Departments 'Notes/
Reference
Value of.
Record •
•Function
Record Series Record Description Responsible Site Responsible Site
Retention Period
Non-Responsib!e Site
Retention(eg.copies)
VitalRecord
PersonalInformationBank
ArchivalSelection
Indudedin
OSR
includes
definition of
retention
based on E "
(Event)
(retention as
determined by
legislation
and/or
operational
RPL Research and
Planning.
TTie hihcUon ofundertaking research and planning tofsupport theongoing operations oftheschool arid board.Records Include but are not limits to resMrch surveys,st
which addressissues suchas school boundaries,stifd^.demographics,niuniclpal,planning and stati^cs used tosupport Ministryfundinq requests.''
jdies and repoits
RPL Accommodation
Review
Committees -
Permanent Record
Binder
Includes records relating tothe
work of Board Accommodation
Review Committees such as
agendas,minutes,and reports (i.e.
Administrative and Board reports)
Learning Support
Services
P C +1 ArchivalReview E =Board decision
on
Accommodation
Review
Committee
recommendation
Administrative
practice
RPL Accommodation
Review
Committees -
Supplementary
Infomiation Binder
Includes records riot contained in
the Accommodation Review
Committee Permanent Record
Binder.
Learning Support
Services
E+1 G +1 E =Board decision
on
Accommodation
Review Committee
recommendation
Administrative
practice
RPL Planning:School
Boundaries
Includes information relevant to the
establishment of school boundaries
forpurposesof enrolment and
facility use.Includes boundary
descriptions,school attendance
areas and maps.
Learning Support
Services
P S
ArchivalReview
Operational value
EA-0
RPL Planning;School
Enrolments
Includes records regarding planning
and developmentissues within the
municipality that may have
implications on enrolmentswithin
the school system.Includes
subdivision plans,official plan
amendments,Ontario population
reports,and traffic studies.
Learning Support
Services
C+4 C +1 Operational value
RPL Reference
Materials
Includes information gathered as
background datatosupport
research and other activities within
[he board and the school.
Information may include articles,
white papers,research reports,and
information from other schools and
boards.
Learning Support
Services
S+2 S +l Operational value
RPL Research Projects;
Curriculum/
Program
Includes records ofany research
conducted into curriculum or
program development,suchas
questionnaires,interestsurveys and
ndependent research studies.
Learning Support
Services
E + 6 E + 1
ArchivalReview
E=completion of
research project.
Operational value
r \
THAMES VALLEY DISTRI .:H00L BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
,P- Permanent Retention E-Event {retention begins onceaneventor C-Current (retainforthe current school/fiscal
action occurs/e.g.,the creationofthe record,year)\
retirement of a student)"
S-Superseded (retain until a new ve
the current one;5 + 1 =retain both c
previous versions)
rsion replaces
urrient and
Classification 'Retention for Responsible and NonsResppnslble Departments 'Notes/
Reference
Valiie of
Record
Function
Record Series Record Description Responsible Site''Responsible Site -
Retention Period
"Non-Responsibje Site
Retention (eg.copies)
VitalRecord
Personal.InformationBank
ArchivalSelection
1Includedin
OSR
Includes
defJmtionof
retention
based on E
(Event)
(retention as
determined by
legislation
and/or .
operational
RPL Research Projects:
SchoolSystem
Includes records relating to internal
and external research.Records
include applications,surveys and
research reportsundertakento
capture information about school
system issues;student evaluation
and scoring systems and student
backgrounds;school andcareer
selection;and extemalresearch.
Records include applications,
surveysand research reports.
Learning Support
Services
E + 6 E + 1 ArchivalReview E=completion of
research project.
Operational value
RPL Research Projects:
Student
Demographics
Includes aggregate reports profiling
the characteristics of the student
population,suchas age.grade,
promotion,and country of birth,
religion,and othertrenddata.
Learning Support
Services
E + 6
E + 1
ArchivalReview
E=completion of
research project.
Operational value
RPL Research
Requests:External
Includes extemal applications to
conduct research from sources
suchas universities,graduate
students,and foundations,and their
final reports.
Learning Support
Services
E +1 E + 1
^chivalReview
E=completion of
extemal research
project,
Operational value
RPL Strategic Planning Includes all strategic and
operational planning documents,
and mandates,as wellas related
correspondence and background
and reference Infomiation.
Learning Support
Services
S + 2 S +1
ArchivalReview
Operational value
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIXA
P -Permanent Retention E-Event (retention begins once an event or
actlon^pccurs,e.g.,the creation ofthe reco/d;
retirement of a student)
C-Current (retain for the current school/fiscal
year),__
S -Superseded (retain until a new version replaces
the current one;S + 1 =retain both current and
previous versions)
-.Classification r J^etention for Responsible and Noh-Respohsible Departments ;Notes/
Reference
Value of
''Record -
Function
Record Series RecordDescription 'Responsible Site Responsible Site ":
Retention Period
'Nori-Responsible Site
Retentiph;(eg.copi^)
1VitalRecord'
PersonaljinforniatibnRank
ArchiyaiSelection
Includedin
bSR
Includes^
definition of '
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
STU Student Services The fuiiction of providing students ivi th programsandservices inaccordant^ with Vixq EducationAct Recordscoversuch areas as admissions,transfer and withdrawals,Ontario ^udent
Records,guidance indcounselling,as^ssmenBi consent/peiniission forms for special activfties and programs,aid extra^curricLilum programs and participation.Records include but are
not limited to student marki program participation records,examination and testing records,and counselling records.--'^.
STU Bursaries and
Awards
Includes records regarding
bursaries andawards presented to
students at commencement or
graduation.
Schools E +1 E FIB OSR E =retirement/
transfer of student.
MFIPPA-0
STU Case Flies:
Attendar^ce issues
Includes records for students who
are refened for counseling on
attendance problems.Alsoincludes
Supervised Alternative Learning
(SAL)records.
Schools E +1 E PIB OSR E =retirement/
transfer of student.
Subjectto
inclusion in the
OSR.
MFlPPA-0
SlU Case Files:
Counselling
Includes case files of students who
are referred for behavioural
difficulties,psychological testing,
speechand language issues,and
social worker reports.Records
include referrals,reports,andcase
notes.
Learning Support
Services
Student'sageof31
(files are retained separately
from the OSR)
E + 5
(Secondary Schools)
PIB OSR E =retirement of
student from
secondary school
r\AFIPPA-0
EA-0
SlU Case Files:
Placement
Assessments
Records relating tothe
assessments of students to
determine theirlanguage
background,immigration status,
educational history and vocational
testing.
Schools E + 1 E PIB OSR E =retirement/
transfer of student.
MFIPPA-0
STU Case Files:
Referrals
Includes a compilation of all records
for individual students who are
referred for student services.
Includes final summaries,
confidential reports,andconsents
to disclosure and refen^ai forms
(e.g..IPRC).
Learning Support
Services
E + 1 E PIB OSR E =resolution of
issue
OR
E =date of last
contact or date
student turns 18
yearsofage.
Subject to
inclusion in the
OSR.
MFlPPA-0
f \
THAMES VALLEY DISTR :HOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E T-Event (retention begins otice an,event or
action occurs,e.g.,the creation of the record,
retirement of a student)"'
C ~Current (retain for the current school/fiscal
-year)»
S-Superseded (retain until a new version replaces
the current one:S-f 1 =retain both current and
previous versions)
...Classification Retention for Responslble>and Non-Responsibie Departments ,
,•'
Notes/
Reference
Value of
,Record
Function
Record Series . Record pescriptioh u Responsible Site Responsible Site
Retention Period
-Non-Responsible Site
Retention(eg.copies)
VitalRecord
PersonalInformationBank
Archival'Selertioii
Indudedin
OSR
•Includes
definition of-
retention
based on E ,^'
(Event)„•
(retention as'
determined by
legislation
and/or ;
operational
STU
STU
STU
STU
STU
Case Files:
Student Welfare
Certificates of
Program
Completion
Examinations -
IVIaster Copies
Examinations and
Testing
Extracumcular/
Co-curricular
Activities
Includes correspondence and
confidential reports regarding
studentswherethereis suspicion of
child abuse,neglect or family
violence.
Records relating to successful
completion of programs offered by
the school/board.Records include
certificates and con^spondence
related to courses.
Excludes report cardsandday
school program (see STU -Ontario
Student Record).
Includes mastercopiesofstudent
examinations.
Includes records regarding student
examsand/or province-vi'ide testing
(e.g..EQAO),and driver education
tests.Records include
correspondence,examday
schedules,examdayattendance
and originals ofcompleted student
examinations.
Includes records regarding school
exb^cumcular activities such as
clubs, choir,student council,and
athletics.
Schools(Principal)\
Learning Support
Teachers
Schools
Schools
Schools
Schools
E +1 PIB
E + 1 PIB OSR
C +1 PIB
C +1 C +1
E=date of report.
These records are
not considered to
be partoftheOSR
and should be filed
the principal's
office for security.
A notation that a
report has been
forwarded to the
Children's Aid
Societyis
adequateforthe
OSR.After most
recentreports,
retained only by
special approval of
the Board.
E=completion of
course.
MFIPPA-0
MFIPPA-0
CA-C
EA-0
MFlPPA-0
Operational value
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current schboil/fiscal
year)
S-Superseded (retain untij a newversion replaces
the current one:S •¥1 =retain both current and
previous versions)
Classification Retention for Responsible.and Non-Responsible Departments ,Notes/
Reference
Value of
Record
Function
Record Series Record Description Respohsible Site Responsible Site
Retention Period
lyoh-Responsible Site
Retention (eg.copies)
VitalRecord
PersonalInformationRank
ArchivalSelection
Includedin
OSR
includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/br
operational
STU
STU
STU
STU
Guidance Materials
Home Instruction
Office Index Cards
Ontario Student
Records (OSR)
Includes brochures,calendars,
description sheets and catalogues
relating tocareer opportunities,
externalschool programs,post-
secondary education,private
schools,andscholarshipsto
support students.
Includes records related to home
instruction.
Excludes Home Instruction Time
Sheets (see FIN-Payroll
Management).
Includes all ofRce index cards
containing personal information,as
well as retirement/transfer
infonnation on individual students,
which is available for immediate
access andas OSR backup
information.
Includes original Ontario Student
Record folders with all
documentation maintained for the
OSRsystem,suchas final student
reportcards and Ontario Student
Transcripts,records of instruction in
French/Native as a second
language,documentation file,
Special Education programs and
SAL.Mayinclude reports from third
parties in accordance with the
Ministry of Education OSR
Guideline.
Excludes suspension/expulsion
records (see STU - SafeSchools
Records).
Excludes Office Index Cards (see
STU -Office Index Cards).
Schools
Leaming Support
Services/Schools
Schools
Schools
E+1 E +1 PIB
E+55 E+1 PIB
E +55 E + 1 PIB OSR
E =date of
termination of
home Instruction
E =retirement/
transfer of student.
May be retainedin
school or
transferred to
TVDSB Records
Centre.
E=retirement/
transfer of student.
Operational value
MFIPPA-O
EA-O
MFIPPA-O
EA-0
THAMES VALLEY DISTR :hOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E -Event (retention begins once an event or
action occurs,e.g.,the creation of the record^>
retirement of a student)
C-Current (retain for the current school/fiscal
year),.
S -Superseded (retain until a hew version replaces
the current one:S + 1 =retain both current and
previous versions),
, --Classification Retention for Responsible and Non-Responsible Departments ^
"it"f'"'.1-_
.Notes/
Reference
Valuepf
Record
Function
Record Series'Record Description 'ResponsibleSite Responsible Site
Retention Period-
Nbn-ResponsibleSite
Retention (eg.copies)
VitalRecord
PersonalInformationBank
1Archival1'Selection
1Includedin1OSR
Includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
'operational .
STU Portfolios All About Me (Kindergarten to
Grade6):Paper-based portfolio
Blue Prints (Grades 7to 12):
Electronic portfolio.
Schools
Schools
C+6
E +1 ~
PIB
PIB
OSR
E-record
Retained until
student completes
Grade 6 then
portfolio isgivento
student.
Portfolio
maintained 1year
postgraduation (or
1yearaftergoing
offro]!).
STU Programs:Co
operative
Education
Includes con^espondence with
potential employers,sunreys,and
monthly monitoring teacher reports,
statistics and other records of co
operativeeducation programs.Also
includes apprenticeship programs.
Excludes Work Education
Agreements (see LEG -Contracts
andAgreements-Simple)..
Schools E+6 E + 1 PIB E =tennination of
workplacement.
STU Programs;Non-
classroom
Includes records regarding student
exchangesand field trips and
arrangements for special events
related to specific programs,such
as concerts,festivals,track meets,
facility tours,tournaments,artor
essay contests,andsciencefairs.
Records include correspondence,
plans,schedules,etc.
Schools C +1 C + 1
PIB
ArchivalReview
MFIPPA-0
STU Registers;Student
Enrolment and
Attendance
Includes registers arid reports
concerning the enrolment/
attendanceofstudents,recording of
daily attendance,-and daily absence
reports.Also includes class
registers for non-school system
programs suchas continuing
education, drivereducation and
heritage language programs.
Excludes registers dated prior to
and includingi969-1970 school
year (see Notes column),
Schools 0 +1 PIB
1ArchivalRewew
TVDSB Records
Centre retains all
available registers
dated prior toand
including the 1969-
1970 school year
TVDSB Driver
Education program
was discontinued
in 2011.
MFIPPA-0
EA-0
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once an event or
action occurS/S-g./.the creation of the record^
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S Superseded (retain until a nevv version replaces
the current one:S +1 =retain both current and
previous versions)
Classification Retention for Responsible and Non-Responsible Departments
-
.Notes/,-
Reference
yaliieof
Record
Function
Record Series Record DesCTiptipn'Responsible Site Responsible Site
Retention Period
Nqn-Responslble Site
Retention (eg.copies)
VitalRecord
PersonalInforrhationBank
ArchivalSelection
includedin
OSR
Includes
definition of
'retention
based on E
(Event)
-'(retention as
determined by
legislation
and/or
operational
STU
STU
STU
STU
Registers;Student
Marks
Safe Schools
Records
(Suspension.
Expulsion,and
Incident Report
records)
Student Health
Records
Student Meal
Programs
Includes information on students'
courses completed,marks received
and mark verification sheets,Also
Includes electronic records.
Excludes report cards(see STU -
Ontario Student Record).
This includes records on students
who aresuspended/expelled from
school when the student commits
an infraction that is not allowed
under the Education Act.
Suspension dxuments
a)Suspension with No Expulsion
and No Violent Incident
b)Suspension with No Expulsion
Relating toa Violent Incident
Expulsion documents
a)Expulsion butno ftirther
expulsions
b) Second Expulsion
Incident Reports
a)Incident Report resulting in/70
action taken with student
b)Incident Report resulting in
Suspension
c)Incident Report resulting in
Expulsion
Includes medical and health
information regarding students
required forthecare and treatment
ofstudents inthe school setting.
Includes pediculosis,medical
emergency plans,administration of
medication plansandother health
related materials.
Includes records of school milk and
breakfast programs,suchas listsof
students involved inthe programs.
Schools
Schools
Schools
Schools
C +1
E +1
E +3
E+5
E +5
E +1'
E +l
E+5
C + 1
C + 1
PIB
PIB
PIB
PIB
OSR
OSR
OSR
OSR
OSR
OSR
OSR
Student marks are
included in OSR
as partofreport
card.
E =date of
incident
(e.g.E+1 means
retained 1year
from date of
incident)
All documents
relating toSafe
Schools incidents
that result in
student disciplinary
action are filed in
TVDSB blue Safe
Schools file folder
within the OSR.
'Excludes records
for incident reports
where no action is
taken-these files
are retained in the
Principal's Office.
Subject to
inclusion in OSR.
MFIPPA-0
Education Act -
Safe Schools
Amendments
Ministry of
Education OSR
Guideline 2000/
TVDSB Procedures
MFIPPA-0 214
MFIPPA-0
THAMES VALLEY DISTRIt .:H00L BOARD
RECORD RETENTION SCHEDULE
V i^PPENDlXA
P -Permanent Retention E-Event (retention begins once an event or
action occurs,e.g.,the creation of the record,
retii-ement of a student):
C- Current (retain for the current school/fiscal
year)
S-Superseded (retain until a new version,replaces
the current one:S 4-1 =retain both current and
previous versions)
dassifiration "Retention for.Responsible and Non-ltesponsible Departments ..Notes/
"Reference '
Value of-
Record
Function'
Record Series Recol-d Description -'Responstbte Site
^V
'Responsible Site
Retehtion;Period
Non-Responsible Site
~Retention (eg.copies)
VitalRecord
PersonalInformation^Bank
ArchivalSelection
IncludedinOSR
includes
definition of
retention '
based on E'
(Event)-
^(retentibri as.
determined by
legislation
and/or'
operational
STU Student Records:
Continuing
Education -PIA
Includes records relating to Prior
Learning Assessments (PLA)and
PriorLearning
Assessments/Reccgnitions (PLAR).
Schools E+4
5
E PIB OSR E =retirement/
transfer of student.
MFIPPA-O
STU Student Records;
Co-opPrograms
Includes records of individual
students participating in co
operative education work
assignments,suchas copies of
work education agreements,
evaluation fonnsfor employer
interviews,training plansand
applications for programs,and
student evaluation forms.
Excludes co-operative education
agreements /Work Education
Agreements (see LEG -Contracts
and Agreements -Simple).
Schools E+5 E PIB OSR E =retirement/
transfer of student.
Subjectto
inclusion in the
OSR.
MFIPPA-O
STU Student Records:
External Program
Participation
Includes requests,
consent/permission forms,
correspondenceand reports
regarding school field trips and
reports relating tothe student(s)
involved instudent exchanges.
Schools E +1 E PIB
ArchivalReview
OSR E=completion of
exchange or
program.
Subjectto
inclusion in OSR.
MFIPPA-O
STU Student Records:
Special Program
Includes records of individual
students who are referred for
placement inspecial program
classes,suchas applications for
admission,tests,assessments and
rawdata(e.g..lEP).
Schools/Leaming
Support Teachers
E+5 E PIB OSR E =retirement/
transfer of student.
Subjectto
inclusion in the
OSR.
MFIPPA-O
THAMES VALLEY DISTRICT SCHOOL BOARD
RECORD RETENTION SCHEDULE
APPENDIX A
P -Permanent Retention E-Event (retention begins once ah event or
action occurs,e.g.,the creation of the record,
retirement of a student)
C-Current (retain for the current school/fiscal
year)
S-Superseded (retain until a new version replaces
the current one;S -f 1 =retain both current and
previous versions)
Classification ^'Retention for Responsible and Non-Responsible Departments Notes/
Reference'
Value of
Record
Function
RecordSerles Record Description Responsible Site Responsible Site
Retention Period
Non-Responsib)e Site
Retention(eg.copies),
VitalRecord
PersonalInformationBank
ArchivalSelection
Includedin
OSR
includes
definition of
retention
based on E
(Event)
(retention as
determined by
legislation
and/or
operational
STU
STU
STU
STU
Student Records:
Specialized
Equipment Needs
Student
Registrations/
Applications
Student Reporting
Timetables/
Schedules
Includes records for students
requiring specialequipmentto
assist in the instmction of the
student.
Excludes financial records for ISA
claims (see FIN -External
Sources).
Includes registration formsand
applications forschool entryor
specialprogramssuch as French
Immersion,summer school or
continuing education.Also includes
copiesof applications to universities
and colleges,etc.
Includes all report listings
concerning individual studentsthat
are retrievable bystudentnameor
other personal identifier suchas
first languagereports,fee-paying/
out-of-country students,classlist
reports,tape dumps,office index
listings.StudentOn-line
Transaction Listings,and
Trillium/Student Information System
(SIS)edits.Also includes promotion
lists,home room listings,and
parental emergency contactlists.
Excludes records profiling
characteristics ofstudent population
(see RPL -Research Projects:
Student Demographics)
Includes elementary course
timetables,secondary school
course calendars,yard duty
schedules,school year calendars,
school bell schedules,and related
records,Also includes timetables
and 'teacher day books'maintained
byteachers.
Excludes individual student exams
andexamschedules(see STU -
Examinations and Testing).
Schcols\Leaming
SupportTeachers
Schools
Schools
Schools
E + 5 PIB
C +1 C +1 PIB
S +1 S-t-1 PIB
>
c?
OSR
OSR
E =retirement/
transfer of student.
Subject to
inclusion in the
OSR.
MFIPPA-0
MFIPPA-0
MFIPPA-0
Operational
Value
THAMES VALLEY DISTR ZHOOL BOARD
RECORD RETENTION SCHEDULE
'^^PPENDIXA
P -Permaheht Retention E ^Event (retention begins once aii event or
action occurs,e.g.^the creation of the record,
retirement of a student)
C~Current (retain for the current schbbi/fiscai
year)
S-Superseded (retain until a new version replaces
the current one:5 +1 -retain both current and
previous versions)
Classification ,..'4 Retention for Responsible and Non-ResponsibleiOepartmehts
-
Notes/
Reference ---
^Value of .
.Record
»Function
Record Series Record Description'Responsible Site Responsible Site
Retention Period
Non-Responsible'Site
Retention (eg. copies)
VitalRecord
PersonalInformationBank
ArchivalSelection
IncludedindSR°
Includes
definition of
retention
based on E
(Event)
(retention as-
determined by
legislation
and/or
operational
STU Transfers/Exits/
Admittances/
Retirements
inciudes reports and forms
recording the transfer,exit,room
changes,promotions or admittance
of students from schools.Also
includes signedanddated forms
authorizing studentadmissions,
transfers or retirements.
Schools C +1 C + 1 PIB MFIPPA-0
STU Transportation:
Student Bus
Services
Includes records concerning
transportation/busing for
transportation ofstudentstoand
from schools.Special Education,
field trips,and special programs.
Reconjs includebus schedules,
requestsfor transportation,bus
routes, boundaries and student lists
(names and addresses).
Schools 8 + 1 8 + 1
PIB MFIPPA-0
APPENDIX B
TABLE OF STATUTES OF CANADA AND ONTARIO
WITH RECORDS RETENTION REQUIREMENTS FOR SCHOOL BOARDS
Aloha Code*Statute
BCA-0 Buildina Code Act.1992.8.0.1992.c.23
CPP-C Canada Pension Plan.R.S.C.1985.c.C-8
CAI-0 Comoulsorv Automobile Insurance Act.R.S.0.1990.c.C.25
CA-C CoDvriahtAct.R.S.C.1985.c.C-42
EA-0 Education Act R.S.C.1990 c.E.2
ECA-0 Electronic Commerce Act.2000.S.O.2000.c.17
EHTA-0 Emolover Health Tax Act.R.S.C.1990.c.E.11
EIA-C Emolovment Insurance Act.S.C.1996.c.23
ESA-0 Emoiovment Standards Act.2000.S.O.2000.c.41
ETA-C ExciseTaxAct.R.S.C.1985.c.E-15
FPPA-0 Fire Protection and Prevention Act.S.O.1997.c.4.
ITA-C Income TaxAct.R.S.C.1985.^5th Sudd.)c. 1
lTA-0 Income TaxAct.R.S.C.1990.c.1.2.
lA-0 Insurance Act.R.S.C.1990.c.1.8.
LTTA-0 Land Transfer Tax Act.R.S.C.1990.c.L.6
LA-0 Limitations Act.2002.S.O.2002.c.24.Sch.B
MFIPPA-O Municipal Freedom of Information and Protection of Privacv Act.
R.S.0.1990,c. M.56.
OHSA-0 Occupational Health and Safety Act -R.R.O.1990 R.S.C.1990.c.0.1.
PBA-0 Pension Benefits Act.R.S.C.1990
PHIPA-0 Personal Health Information and Protection Act.2004.c.3.Sch.A.
RPLA-0 Real Property Limitations Act R.S.0.1990.c.L.15
SDWA-0 Safe Drinkina Water Act.2002.S.O 2002.c.32
TSSA-0 Technical Standards and Safety Act.2000.S.O.2000.c.16.
WSIA-0 Workplace Safety and Insurance Act.1997.S.O.1997.c.16.Sch.A
Page 1 of 1
Thames Valley District School Board
PROCEDURE
™e USE OF COMMERCIAL
ELECTRONIC MESSAGES
Department Director's Services -Corporate Services
Resources Canada's Anti-Spam Legislation (CASL)^
Compliance and Enforcement Information Bulletin
CRTC,2012-548
Compliance and Enforcement Information Bulletin
CRTC,2012-326
Regulation 81000-2-175 (SOR/DORS)
1.0 Purpose
Independent
Procedure No.9035
Effective Date 2014 December 16
To provide guidance and leading practices for Thames Valley District School Board staff
and Trustees regarding the use of Commercial Electronic Messages (OEMs)and their
compliance with Canada's Anti-Spam Legislation (CASL).
2.0 General
Commencing 2014 July 1.CASL (the Act)restricts Board employees from sending
CEMs to others,unless the message is subject to an exemption under the Act, or
Includes the prescribed content and the sender has expressed or implied consent of the
recipient.
3.0 Commercial Electronic iVIessages
Generally,a CEM is defined to mean an electronic message sent to an electronic
address where it is reasonable to conclude that the message's purpose or one of its
purposes is to encourage participation in a commercial activity.A message also is
considered a CEM where it redirects the recipient to a website where there is
commercial content (e.g.,an email sent redirecting the recipient to the Board or school
website).
^CASL refers to An Act to promote the efficiency andadaptability ofthe Canadian economy by regulating certain activities
that discourage reliance on electronic means of carrying out commercial activities,and to amend the Canadian Radio-
television and Telecommunications Commission Act,the Competition Act,the Personal Information Protection and Electronic
Documents Act and the Telecommunications Act,S.C.2010,c. 23.
Administered By
Date of Last Amendment
Director's Services -Corporate Services
2014 December 16
Page 1 of 5
A commercial activity, simply defined,includes a transaction that is of a commercial
nature whether or not there is an expectation of profit.
See Section 9.0 regarding the Identification of CEMs under the scope of the Act.
4.0 Definitions
Full definitions are provided in Appendix A.
5.0 Sending Commercial Electronic Messages
CASL provides specific requirements for consent and "unsubscribe mechanisms"as it
relates to sending CEMs.
The E-news feature available through school and Board websites meet these
requirements.TVDSB schools may only send CEMs through school E-news.For
information and training regarding the use of E-news contact the Training Coordinator,
|T department.
CASL only applies to commercial messages sent electronically (i.e.,through email). As
such,staff and trustees of TVDSB may also communicate information identified as
'commercial'using the following:
•Conferences on First Class
•Paper notices,posters,etc.
•Website posting
•Telephone message
•CASL compliant tools (e.g..Remind 101)
•Facebook wall post
•Blog
6.0 Information to be Included in CEMs
6.1 Contact Information
Staff and Trustees sending out a CEM must identify themselves in the message
by name and provide their full and current mailing address.The mailing address
may be that of the school,Leathorne Street,or the Education Centre as
appropriate.
Should a staff member or trustee be fonwarding the message on behalf of
another person,they must ensure the sender's information (name and full and
current mailing address)is included in the message before fon/varding.
Ensure electronic messages are forwarded as per Section 5.0.
2 of 5
7.0 Responsibilities
VJ
7.1 Staff and Trustees
It is the responsibility ofall staff and Trustees of TVDSB to foster a culture of
compliance within the organization,follow procedure, and to use the training
tools provided. As part offosteringthat culture staff are encouraged to consult
their supervisor concerning compliance with CASL.
7.2 Principals and Supervisors
Principalsand Supervisors are responsible to be familiar with the legislation and
provideguidance to staff as itrelates to their electronic communication with
parents and other stakeholders.
7.3 Information Technology (IT)Services
It is the responsibility of IT Services to manage and maintain CASLcompliant
electronic address lists ensuring evidence of expressed consent is kept and the
"unsubscribe mechanisms"are in effect as prescribed by the legislation.
IT Services is responsible to provide training inthe use of E-news.
7.4 Compliance Officer
The Corporate Services Department will act in the role ofCompliance Officer and
is responsible to;
•implement and develop training tools and guidelines;
• monitor any legislative or regulatory changes,and modify or update
related training or procedures accordingly:
•communicate with TVDSB staff and Trustees regarding CASL;
• receive, respond to, and resolve complaints within a reasonable period of
time;
• provide guidance and assistance to staff as required; and
•monitor adherence to CASL.
8.0 Third Party Service Providers
Staff will have written agreements with third party service providers assuring their
compliance with CASL.
9.0 Training
CEMs in the context of TVDSB and under the scope of the legislation have been
identified through school and departmental audits. Tools and guidelines forthe use of
CEMshave been developed for schools and administrativestaff and may be found in
the employee portal under the linkCASLTools.
10.0 Record Keeping
Records are to be kept as per the Board's Record Retention Schedule and include:
•records identifying potential nori-compliance issues;
3 of 5
•investigations and responses to complaints;
•responses to questions about TVDSB practices and procedures;
•audits of CEMs sent by TVDSB;and
•evidence of expressed consent.
11.0 Monitoring Compliance
11.1 General
As per Section 7.1,staff are expected to self-monitor compliance to CASL.
Where the use of a CEM is deemed to be in contravention of the legislation,the
Compliance Officer will contact the sender and/or their supervisor,as
appropriate,to provide guidance and training in the proper use of the CEM.
11.2 Complaints
Concerns or complaints received by staff from parents or the public regarding the
receipt of commercial electronic messages sent by TVDSB staff,Trustees,or
School Council may be directed to the Supervisor-Corporate Services (x20218).
11.3 Audits
The Board's Internal Auditor will include an assessment of compliance with this
procedure as part of the audit process of the school.
12.0 Feedback and Questions
Staff and Trustees are invited to contact the Supervisor-Corporate Services (x20218)to
provide feedback or to ask questions concerning CASL and implications for TVDSB.
4 of 5
(
Appendix A:Definitions
Commercial activity means any particulartransaction, act, or conduct or any regular course
ofconduct that is ofa commercial character,whether or not the person who carries itout does
so in the expectation of profit.
Exclusions under the Act include commercial activities forthe purposes of: law enforcement,
public safety,protection of Canada,the conduct of international affairs,the defense of Canada,
soliciting contributionsfora political party/organization/candidate, or fundraising bya
registered Canadian charity.
Commercial electronic message means an electronic message that has as its purpose or
one of its purposes to encourage participation ina commercial activity.Including:
a. Offers to purchase sell,barter or lease a product,goods,a service,land or an interest
or right in land;
b. Offers to provide a business,investment or gaming opportunity:
c.Advertises or promotes anything referred to in (a) or (b); or
d.Promotes a person,including the public image of a person,as being a person who does
anything referred to in (a)or (c),or Intends to do so.
Electronic address is defined as being: an email account,a telephone account,an Instant
messaging account,or any other similar account.
Sending messages via Email.SMS text message,Instant messaging,Facebook messaging
and Linkedin messaging are examples.
It does not include: two-way voice communication,a fax, a telephone voice recording,blogs,
micro-blogs, or posting on a Facebook wall page or website.
5 of 5
REPORT OF THE CHAIR'S COMMITTEE
13.C
2014 December 2
3:08 p.m. -5:15 p.m.
MEMBERS ADMINISTRATION AND OTHERS
J.Bennett B.McKinnon
M.Reid •R.Tisdale (Chair)L.Elliott B.Williams
S.Powell (+3:20,-3:30)
1.APPROVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST -none declared
3.REVIEW AND APPROVAL OF THE 2014 DECEMBER 16 BOARD AGENDAS
The agendas for the 2014 December 16 meetings were discussed and updated.The agenda for
the Inaugural meeting also was reviewed.
4.NAMING COMMITTEE MEMBERSHIPS
Supt.S.Powell joined the meeting to request the nomination of two trustees to the three naming
committees for the Tillsonburg area schools.
The following motion was moved and carried:
That Trustees G.Hart and B.McKinnon be appointed to the three Naming
Committees for the Tillsonburg area schools.
5.SEATING AT 2015 BOARD TABLE
The seating arrangement for the 2015 Board table was discussed and confirmed.
6.CORRESPONDENCE
Chair Tisdale shared correspondence received from the Ministry of Citizenship,Immigration and
International Trade concerning a grant.It was determined the letter be included for information
on the 2014 December 16 Board meeting agenda under Communications.
The Committee moved In camera at 3:43 p.m. to discuss personal and negotiation matters reconvening In
public session at 4:11 p.m.
7.APPROVAL OF TRUSTEES TO BOARD COMMITTEES
The 2015 Committees of the Board and Community Representation was reviewed and amended
(Appendix CC-1).The following motion was moved and carried:
That the Committees of the Board and Community Representation for 2015 be
approved.
8.EDUCATION SECTOR STUDIES
Director L. Elliott referred to a memo from the Ministry regarding Education Sector Studies now
available on the Ministry of Education's website.The reports available are in regards to teacher
workload and professionalism,school administrator workload,and implementation of PPM 155
and regulation 274.Director Elliott was asked to fonward the memo to Trustees.
9.TVDSB RECOGNITION
Director Elliott referred toa request from Trustee Jaffe to recognize the 4^^R program developed
in partnership with TVDSB and recently acknowledged through CBC National as an Important
program in the prevention of violence against women.
9.TVDSB RECOGNITION -Cont'd
Recognition will be scheduled in January with a focus on the delivery of programming by TVDSB
staff.The Involvement of schools in this important program will be highlighted.Supervisor B.
Williams was asked to coordinate the details.
10.BOARD ROOM SOUND SYSTEM
Supervisor Williams reported the process for improving the sound system in the Board room is
underway.
11.GOVERNANCE TRAINING
See item 12.0
12.NEW TRUSTEE ORIENTATION
Director Elliott provided a list of scheduled and proposed trustee training sessions for review and
discussion.
The Public Education Symposium,January 29-31,2015 was identified as an important learning
opportunity for new trustees.
It was determined that media training also will be offered.Planning for the training was referred
to the Communications and Public Relations Administrative Committee.Chair Tisdale and
Director Elliott also will participate on the planning committee.
Mandatory training was discussed including the Bias Free Training that must be completed by all
trustees.There was a suggestion that trustees who have yet to complete the training participate
in one of the sessions being planned for new administrators.Director Elliott was asked to follow
up to determine dates already scheduled.
Director Elliott will provide an updated list of trustee training at the 2014 December 16 meeting
indicating those that are mandatory.
13.TRUSTEES PROVIDING OWN EQUIPMENT
Recognizing that many trustees provide their own scanner/copier/printer to conduct Board
business,discussion centered on the procedure for reimbursement costs related to toner usage.
Through discussion it was determined that an upper limitfor reimbursement be established with
receipts required.Director Elliott was asked to consult with ITto determine a fair limit.
Trustees will be polled by Ms. S. Pullam to determine those requiring the use of a Board provided
scanner/copier/printer.It was noted that phone upgrades are being reviewed.
14.OSTA MEMBERSHIP FEES 2014-2015
Correspondence regarding the Ontario Student Trustees*Association (OSTA)membership fee for
2014-2015 was reviewed.
The following motion was moved and carried:
That the OSTA membership fee for 2014-2015 in the amount of $2,715.38 be
approved.
15.FUTURE CHAIR'S MEETING DATES AND TIME
The schedule of Chair's Meetings was confirmed as follows:
January 6, 3 p.m.January 20,12:30 p.m.
February 3, 3 p.m.February 17,12 p.m.
March 3, 3 p.m.March 24,12 p.m.
April7, 3 p.m.April22, 3 p.m.
Mays,3 p.m.May 19,12 p.m.
June 2, 3 p.m.(tentative)June 16,12 p.m.
16.OTHER BUSINESS
a.Notice of Motion from Bluewater DSB
A Notice of Motion from Bluewater DSB intended for the OPSBA Board meeting to be
held in conjunction with Public Education Symposium Blue was circulated.
The motion will be brought forward for information and discussion at the 2014 January 13
public Board meeting as part of the OPSBA update.
b.Pupil Accommodation Review Guideline (PARG)Consultations
Chair Tisdale shared a copy of the slide deck provided at OPSBA regarding the new
Pupil Accommodation Review Guideline.Proposed changes to the ARC process were
highlighted and discussed.
It was acknowledged the slide deck was presented as part of a consultation process and
therefore does not necessarily reflect the final PARG.Once the PARG is finalized the
importance of trustee consultation was emphasized regarding the development of new
TVDSB accommodation review policies and procedures.
The slide deck will be sent out to trustees through the Director's Office.
17.DATE AND TIME OF NEXT MEETING
The Chair's Committee next meets Tuesday Januarys,3 p.m..Governor Simcoe room.
18.ADJOURNMENT
The meeting adjourned at 5:15 p.m. by motion.
RECOMMENDATIONS:
1.That Trustees G. Hart and B.McKlnnon be appointed to the three Naming
Committees for the Tllisonburg area schools.
2.That the Committees of the Board and Community Representation for 2015 be
approved.
3.That the OSTA membership fee for 2014-2015 In the amount of $2,715.38 be
approved.
RUTH TISDALE
Chairperson
CC-1
COMMITTEES OF THE BOARD
AND COMMUNITY REPRESENTATION
2014-2015
COMMITTEES
(Boani/Statutory,Standing,Ad Hoc,Administrative &
Community/Professional)'
Trustee Representation
Required Membership
BOARD COMIVIITTEES
Information Committee of the Whole All Trustees -A A
STATUTORY COIVIIVIITTEES
Audit (term of the Board)3
MorelL
Tisdat^%^%
Compliance Audit (term of the Board)0
blfectori'communlty
membec^nly ^
Discipline All trustees as alter^^^^^Bei^tt ^Jaffe\
^CJfijyler
Goodall
McKinnon
Skinner
Special Education Advisory (term of the
Board)x.v^Bennett
Tisdale
Goodall
Supervised Alternative Learning (SAL)
London +'afternate
Middlesex -r^ltern^te
Oxfo'r(j?~^^l-+.alternate
l^t^rnate
Skinner -Bennett (ALT)
Campbell-IVtorell (ALT)
McKinnon - Hart (ALT)
Goodall-Todd (ALT)
Thames Valley Parent Involvement (Tisdale
STANDING COMIVIITTEES
Budget Advisory
Hart
Skinner
Todd
Reid
Schuyler
X'A Chair,Vice-Chair,Past Chair,
Info.Committee Chair
Tisdale (Chair)
Bennett (Past)
McKinnon (Vice)
Reid (Chair,ICW)
First Nations Advisory^^^^^^"^^First Nations Trustee + 2
Bennett
Schuyler
McKinnon
V
Long-Terrn Community Partnerships 3-5
Campbell
McKinnon
Polhill
Goodall
Morell
N^^^^on^idvisor^3
Bennett
Reid
McKinnon
OPSBA Bo"^OPSBA Directors plus other
interested trustees
Directors:Hart,Tisdale
Others:Morell,Reid,Skinner
Policy Working 5
Goodall
Polhill
Skinner
Jaffe
Reid
Transportation Advisory 3
Bennett
Goodall
Campbell
Trustee Professional Development 3
Campbell
Todd
McKinnon
JOINT COMMUNITY LIAISON COMMITTEES
TVDSB/City of London 3 +Board Chair
Chair Tisdale
Polhill
Bennett
Skinner
ADMINISTRATIVE COMMITTEES
Award of Distinction 1 Polhill
Culture for Learning Advisory Comnnittee
(amalgamation ofElE,Children's Mental
Health and Safe Schools)
3
Campbell
Morell
Jaffe
Communications &Public Relations 2 McKinnon ^Skinner
\^
Community Use of Schools Fees 1 Reid ^^X)
Education Week "1 McKinnon X
Environmental Education and Management 1
Princlpal/Vice-Principal Intervievt/s all trustees as requir^^P^^B^i^ett^
McKinnon
TodcL\
Campbell
Tisdale
COMMUNITY/PROFESSIONAL REPRESENTATION
Ontario Public School Boards'Association 2-f^^alt^na^s Tisdale
Reid (ALT)
Hart
Skinner (ALT)
Children's Safety Village Bennett Polhill (ALT)
Cityof London Safety & Crime Prevention /
Advisory Committee (4-year term)t/Bennett
City of London Accessibility Advisory ^
Committee (4-year term)J Bennett
City of London Advisory Committee on^the
Environment (4-year term)^^lled by aTVDSB Employee Learning Supervisor Linda De Vos -
to be confirmed
A
Thames Valley Educatiori Foundation Chair+3 others
Chair Tisdale
McKinnon
Campbell
Todd
Thames Valley Coun^liof l^orne anb^Sch'oolAssociations^^1 Polhill
Western Falr^^^e^ntativ^^^^1 Polhill
SIS C^dlfional Bussing Working Group (Ad
Hoc&mmittee)|2 Bennett Hart
</