12/15/2015 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING OF
2015 DECEMBER 15, 7:00 P.M.
BOARD ROOM, EDUCATION CENTRE
The Board met in regular session on 2015 December 15 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
B. McKinnon (Chair)
S. Polhill
L. Elliott
P. McKenzie
J. Bennett
M. Reid (Vice Chair)
V. Nielsen
M. Moynihan
R. Campbell
P. Schuyler
J. Pratt
S. Powell
H. Goddeeris
J. Skinner
C. Beal
B. Sonier
C. Goodall (410)
S. Suvajac
S. Builder
K. Wilkinson
G. Hart
R. Tisdale
R. Culhane
K. Bushell
P. Jaffe
J. Todd (-9:10)
M. Deman
B. Williams
A. Morell
K. Edgar
L. Abell
L. Griffith -Jones
R. Kuiper
D. Macpherson
1. CALL TO ORDER
Board Chair B. McKinnon called the meeting to order at 7:00 p.m.
2/3.0 CANADA AND MUSICAL PRESENTATION
The meeting was opened with the playing of O Canada.
4. APPROVAL OF AGENDA
The agenda was approved on motion of Trustee R. Campbell, seconded by Trustee 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 Donna Adair, the Vice -Principal at W.D. Sutton and Madeline
Hardy schools on Tuesday December 8, 2015."
6. RECOGNITIONS - none
7. CONFLICTS OF INTEREST — No conflicts of interest were declared.
8. CHAIR'S ANNOUNCEMENTS - none
9. DIRECTOR'S ANNOUNCEMENTS
Director L. Elliott provided information concerning International field trips to Europe during March
break noting approvals are on hold given world travel advisories. Associate Director V. Nielsen
further advised the situation is being monitored closely. In response to a question, it was noted that
should the trips be cancelled or itineraries changed, payments will be refunded by the tour
companies.
Director Elliott invited Associate Director Nielsen to provide details on plans for the GENTLE
Welcome Centre to be located at White Oaks Public School. Staff of the Centre will welcome and
accept the arrival of Syrian refugees to the Thames Valley District School Board. Associate Director
Nielsen described the services and supports to be offered to both elementary and secondary school
students and their families through the Centre. It was noted the number of families coming to London
and the ages of students is unknown at this time.
2015 December 15 ... 2
Director Elliott extended happy holiday wishes to trustees, staff, students, and community. The
annual holiday message posted to the NDSB website created by Oakridge Secondary School
students this year was played.
10. PUBLIC INPUT
a. Elgin County Elementary French Immersion Attendance Area Review
Public Input was received regarding recommendations related to the Elgin County Elementary
French Immersion Attendance Area Review. Trustees were provided opportunities to ask
presenters questions of clarification.
At 9:07 p.m. a motion to recess was moved by Trustee Tisdale, seconded by Trustee Morell and
carried. Trustees reconvened in public session at 9:21 p.m.
11. ADMINISTRATIVE PRESENTATIONS -none
12. MINUTES OF THE 2015 November 24 REGULAR BOARD MEETING AND 2015 DECEMBER 1
SPECIAL BOARD MEETING.
a. CONFIRMATION OF MINUTES
The minutes of the 2015 November 24 Regular Board Meeting and the 2015 December 1 Special
Board meeting were adopted on motion of Trustee M. Reid, seconded by Trustee P. Jaffe and
CARRIED.
b. BUSINESS ARISING FROM MINUTES
In relation to item 14.a, Senior Administrative Recommendation for The Elgin County Elementary
French Immersion Attendance Area Review, of the minutes, clarification was sought on the time
line for the adoption of a more permanent solution. Executive Officer K. Bushell advised a time
line of no less than 2 to 3 years. Factors affecting the timeline were described.
13. STUDENT TRUSTEE'S UPDATE
Student Trustee S. Suvajac reported the Student Advisory Council is reviewing the TVDSB Student
Trustee Policy documents. Policies of other Boards are being reviewed and other student trustees are
being consulted. The draft amendments will be presented in the New Year.
Student Trustee Suvajac further advised he, and student trustee H. Goddeeris, are developing a
newsletter for both secondary and elementary students to provide opportunities to share opinions,
observations and ideas.
14. REPORTS FROM THE ADMINISTRATION
a. Rethink Secondary Learning
Associate Director V. Nielsen reported on the Rethink Secondary Learning initiative describing the
two phases of stakeholder engagement aimed at shaping secondary programming and structures
to better meet the needs of TVDSB secondary students.
In response to a question it was noted the cost of the external facilitator/writer would be covered
under the current years' operating budget. There was a request that trustees receive information
on the scope of the work contracted out to the external facilitator/writer.
15. REPORTS OF COMMITTEES
a. Policy Working Committee, 2015 November 24
Trustee M. Reid referred to the written report of the Policy Working Committee, 2015 November
24 (Item 15.a) provided to Trustees in advance of the meeting.
The following recommendations were moved by Trustee Reid, seconded by Trustee Morell and
CARRIED:
2015 December 15 ... 3
That the Attendance Areas for Students Policy # 4012 be approved.
That the Encouraging Facility Partnerships Policy # 2021 be rescinded.
That the Partnerships and Sponsorships Policy # 2012 be rescinded.
That the Collaborations Opportunities # 2029 be approved.
b. Chair's Committee, 2015 December 2
Trustee Reid referred to the written report of the Chair's Committee, 2015 December 2 (Item
15.b) provided to Trustees in advance of the meeting.
The following recommendation was moved by Trustee Reid, seconded by Trustee Skinner and
CARRIED.
That the Committees of the Board and Community Representation, 2015-2016 be
approved.
c. Chair's Committee, 2015 December 9
Trustee McKinnon referred to the written report of the Chair's Committee, 2015 December 9 (Item
15.c.) provided to Trustees in advance of the meeting. There were no recommendations.
d. Committee of the Whole — In Camera, 2015 November 24
Trustee Reid reported the Committee of the Whole met in -camera from 5:02 p.m. to 6:12 p.m.
where confidential legal, personal and negotiation matters were discussed. No conflicts of
interest were declared
The following recommendation was moved by Trustee Reid, seconded by Trustee Skinner and
CARRIED:
That the motions approved at the in -camera session of 2015 December 15 related
to legal, sale of property, negotiations and personal matters be approved..
16. COMMUNICATIONS
a. ONTARIO PUBLIC SCHOOL BOARDS' ASSOCIATION
Trustee Tisdale provided the Ontario Public School Boards' Association update noting that the
Public Education Symposium (PES) will take place in Toronto from January 28 to 30, 2016. A
Western Regional meeting will be held during the Public Education Symposium.
17. NOTICE OF MOTION - none
18. MOTION — NOTICE OF WHICH HAS BEEN GIVEN - none
19. ADDITIONAL ITEMS - none
20. QUESTIONS/COMMENTS BY MEMBERS
21. ADJOURNMENT
The meeting adjourned at 9:45 p.m. on motion of Trustee Tisdale, seconded by Trustee Reid.
Confirmed:
Chairperson
2015 December 15 ... 4
SUMMARY OF APPROVED RECOMMENDATIONS OF 2015 December 15
- That the Attendance Areas for Students Policy # 4012 be approved.
- That the Encouraging Facility Partnerships Policy # 2021 be rescinded.
- That the Partnerships and Sponsorships Policy # 2012 be rescinded.
- That the Collaborations Opportunities # 2029 be approved.
- That the Committees of the Board and Community Representation, 2015-2016 be
approved.
- That the motions approved at the in -camera session of 2015 December 15 related to legal,
property, negotiations and personal matters be approved.
REPORT OF THE POLICY WORKING COMMITTEE
MEMBERS
M. Reid (Chair)
P. Jaffe
C. Goodall
R. Tisdale (ex officio)
Visiting Trustees:
J. Bennett
A. Morell (+2:55)
2015 November 24
2:03 p.m. - 3:41 p.m.
ADMINISTRATION AND OTHERS
L. Elliott
L. Abell
J. Skinner Guests: S. Bruyns (+2:25,-2:55)
S. Polhill (+2.55) K. Bushell (+3:10) J. Moodie (+2:25,-2:55)
J. Cuddie (+2:10,-2:25) D. Smith (+2:25,-2:55)
B. Williams (+2:55,-3:00)
V. Nielsen (+3:00,-3:21)
M. Moynihan (+3:00,-3:21)
R. Culhane (+2:25,-3:41)
1. APPROVAL OF AGENDA — The agenda was approved on motion.
2. CONFLICTS OF INTEREST — none declared
3. COMMITTEE REPORT OF 2015 OCTOBER 27 AND THE 2015 NOVEMBER 24 TRACKING
SHEET
The tracking sheet was reviewed and amended. There was a request to remove the Boundary
Review Policy and Procedure from the tracking sheet.
Director Elliott offered to follow up with Supt. S. Powell regarding the status of the Student
Advisory Council Procedure.
4. EXISTING POLICY/PROCEDURE UNDER REVISION
a. Criminal Background Check —Volunteers Independent Procedure
J. Cuddie, Manager Organizational Support Services -Human Resources joined the
meeting to update the committee on the Criminal Background Check -Volunteers
Independent Procedure.
J. Cuddie advised revisions will not be made until Bill 113 is passed in June of 2016. The
new legislature will provide clarity and standardization around volunteers in schools.
Trustees are exempt from the Criminal Background Check process.
Director Elliott noted that community organizations providing services in the schools have
Criminal Background Checks completed.
b. French as a Second Language (FSL) Core French Elementary Procedure #9040 and
French as a Second Language (FSL) Immersion and Extended Elementary
Procedure #9044
Learning Supervisor S. Bruyns; D. Smith, FSL Coordinator; J. Moodie, FSL Teacher on
Special Assignment and Supt. R. Culhane joined the meeting to report on proposed
changes to the French as a Second Language (FSL) Core French Elementary Procedure
#9040 and French as a Second Language (FSL) Immersion and Extended Elementary
Procedure #9044.
The changes to the French as a Second Language (FSL) Core- French -Elementary
Procedure reflect the revised FSL Curriculum Document (2013) and the updates to the
Elementary Report Card Expectations Document.
The updates to the French as a Second Language Immersion and Extended Elementary
Procedure reflect the revised FSL Curriculum Document (2013) and results of the French
Immersion Program Review (2014).
It was noted that all French Immersion Principals were consulted during the revision
process.
The FSL committee responded to questions of clarification and made note of suggested
revisions to both FSL Procedures.
The following motion was moved and carried:
That the revised French as a Second Language (FSL) Core French Elementary
Procedure #9040 and the French as a Second Language (FSL) Immersion and
Extended Elementary Procedure #9044 be posted for public input to the Board's
website for 60 days.
In response to an urgency to have the revised procedures in place, Trustee Tisdale
advised that since the procedures go to the Board for information only, they can go
directly from the Policy Working Committee meeting to the Board meeting the same day.
5. POLICY/PROCEDURE FOLLOWING PUBLIC INPUT
a. Recognitions -Staff, Students, Schools, System Independent Procedure
B. Williams, Supervisor Corporate Services joined the meeting to update the committee on
the Recognitions -Staff, Students, Schools, System Independent Procedure. No public
input was received.
The following motion was moved and carried:
That Independent Procedure #9042, Recognitions — Staff, Students, Schools,
System be approved and brought forward to the 2015 December 15 Board
meeting for information.
Director Elliott advised of the importance of sharing this procedure with all Principals.
b. Attendance Areas for Students Policy and Procedure
Associate Director V. Nielsen, Supt. M. Moynihan and Supt. R. Culhane joined the
meeting to provide an update on revisions to the Attendance Areas for Students Policy
and Procedure.
Revisions were made based on received public input and a review of policies and
procedures of sister Boards. The group responded to questions of clarification. Suggested
edits were captured by V. Nielsen.
The following motions were moved and carried:
That the Attendance Areas for Students Policy #4012 be approved.
That the Attendance Areas for Students Procedure #4012a, as revised, be
approved and brought forward to the 2015 December 15 Board meeting for
information.
c. Collaborations for the Benefit of Students Procedure
Exec. Officer K. Bushell joined the meeting to report on the Collaborations for the Benefit
of Students Procedure noting it was posted to the Board's website for public input for 60
days; no public input was received.
The following motion was moved and carried:
That the new Collaborations for the Benefit of Students Procedure #2029b be
approved and brought forward to the 2015 December 15 Board meeting for
information.
It further was noted the Encouraging Facility Partnerships Procedure #2021a may be
rescinded as it is now incorporated under the new Collaborations for the Benefit of
Students Procedure #2029b.
That the Encouraging Facility Partnerships Procedure #2021 a be rescinded and
brought forward to the 2015 December 15 Board meeting for information.
d. Partnerships and Sponsorship Policy and Procedure
The Partnerships and Sponsorship Policy #2012 was rescinded by motion at the 2015
June 23 Policy Working Committee meeting. (NOTE: the motion to rescind the policy was
not approved by the full Board when reported by the Policy Working Committee; the
motion is coming forward again for full Board approval).
It was further noted the Encouraging Facility Partnerships Policy #2021 may be rescinded
as it is now incorporated under the new Collaborations Opportunities policy.
Policies #2012 and # 2021 are to be replaced by the Collaborations Opportunities policy.
The draft Collaboration Opportunities policy was posted to the Board's website for public
input for 60 days beginning September 8, 2015. There was no public input received.
The Partnerships and Sponsorship Procedure #2012 was rescinded by motion at the 2015
June 23 Policy Working Committee meeting. It is attached for information. Procedure
#2012 is to be replaced by the Sponsorships Procedure #2029a.
The draft Sponsorships Procedure was posted to the Board's website for public input for
60 days beginning September 8, 2015. There was no public input received.
The following motions were moved and carried:
That the Encouraging Facility Partnerships Policy #2021 be rescinded.
That the Partnerships and Sponsorships Policy #2012 be rescinded.
That the Collaboration Opportunities Policy #2029 be approved.
That the Sponsorships Procedure #2029a be approved and brought forward to
the 2015 December 15 Board meeting for information.
e. Program Access Agreements (During the Instructional Day) Procedure
The Partnerships with External Agencies for Provision of Services by Regulated
Professionals and Paraprofessionals procedure #2012b was rescinded by motion at the
2015 June 23 Policy Working Committee meeting. It is attached for information.
The Program Access Agreements (During the Instructional Day) procedure to replace
procedure #2012b was posted to the Board's website for public input for 60 days; there
was no public input received.
The following motion was moved and carried:
That the Program Access Agreements (During the Instructional Day) Procedure
#2029c be approved and brought forward to the 2015 December 15 Board
meeting for information.
6. NEW DRAFT POLICIES/PROCEDURES - None
7. POLICIES/PROCEDURES REQUIRING ADDITIONAL CONSIDERATION - None
8. OTHER BUSINESS - None
9. DATE AND TIME OF NEXT MEETING
The next meeting is scheduled for Tuesday, January 26, 2016 in the Governor Simcoe Room.
The time will be announced.
10. ADJOURNMENT
The meeting adjourned at 3:41 p.m. by motion.
RECOMMENDATION:
- That the Attendance Areas for Students Policy #4012 be approved.
- That the Encouraging Facility Partnerships Policy #2021 be rescinded.
- That the Partnerships and Sponsorships Policy #2012 be rescinded.
- That the Collaboration Opportunities Policy # 2029 be approved.
MATT REID
Chairperson
Thames Valley District School Board
Title RECOGNITIONS — STAFF,
STUDENTS, SCHOOLS, SYSTEM
Department DIRECTOR'S SERVICES
Resources
INDEPENDENT
PROCEDURES
Independent 9042
Procedure No.
Effective Date 1998 Feb. 1
The following recognitions reflect the desire of the Board to express sympathy or recognition of
community members, staff and students of the Thames Valley District School Board.
1.0 Bereavement
1.1 Supervisory officers, school administrators, or designates promptly shall inform
Public Affairs and Community Relations of the following information regarding the
death of a current student or employee in order that the appropriate recognition
can be made and the system notified:
a. the name, school/work location and date of death of the deceased;
b. the name of the funeral home;
C. the time, date and location of visitation and the funeral.
1.2 The flag at the Education Centre and at the school/work site of the deceased
shall be lowered to half-mast the day of the funeral.
1.3 The Supervisor - Corporate Services shall include the name of the deceased in
the Official Record of the next Board Meeting agenda.
2.0 Student Illness, Injury, Hospitalization
School administrators should contact the Executive Assistant to the Director when a
student experiences a serious illness or injury, or requires hospitalization for an
extended period of time in order that a token of good wishes can be sent to the student
through the principal.
Administered By
Date of Last Amendment
DIRECTOR OF EDUCATION
2002 November 26, 2015 December 15
Page 1 of 3
3.0 School Recognitions
3.1 School Principals wishing to honour the contributions of a staff member,
volunteer, or community partner are encouraged to work with the staff, students,
and School Council, as appropriate, to determine the type of recognition.
Examples may include, but are not limited to, recognition of the individual through
the school website and/or at a school assembly, or the, planting of a tree or
dedication of a garden on school property.
3.1.1 At the discretion of the School Principal and in consultation with the
Superintendent and the School Council, as appropriate, a commemorative
object (i.e., bench, tree, boulder, plaque) may be moved or removed in
such circumstances where:
a. A significant time has passed and the original dedication no longer
holds significance to the school and the school community.
b. There are renovations, additions, or closures of a school
necessitating the moving or removing of the commemorative object.
3.1.2 Where a commemorative object is removed, school Principals may consult
with Corporate Services, Records Department to determine its archival
value and final disposition. The Principal will make reasonable efforts to
contact the individual or their family.
3.2 Naming of School Rooms
In exceptional circumstances a school Principal may recommend the naming of a
room or part of a school in honour of an individual having made significant and
lasting contributions toward student achievement and well-being at the school.
In determining this level of recognition the Principal is required to consult with the
School Council and receive approval of Administrative Council through the
Superintendent.
Transition Committees meeting for the purposes of accommodating two or more
school populations at one site may recommend to the school Principal the
naming of a room or part of a school in recognition of the school that is closing.
In determining this level of recognition the Principal is required to receive
approval of Administrative Council through the Superintendent.
3.2.1 Following Administrative Council approval, the School Principal is required
to contact the individual or their family to advise them of the dedication
and to secure their permission.
Page 2of3
3.2.2 The school Principal is required to receive approval for signage that may
be used in the dedication of the school room by Capital Planning
Coordinating Committee through the Superintendent.
3.2.3 The school Principal, at the direction of the Director, shall revoke the
dedication of a school room or part of a school where it is determined the
individual's actions have brought dishonour to the Thames Valley District
School Board or where other such circumstances warrant the revoking of
the dedication.
3.2.4 At the discretion of the School Principal and in consultation with the
Superintendent and the School Council a room may be rededicated or the
dedication may be removed in such circumstances where:
a. A significant time has passed and the original dedication no longer
holds significance to the school and the school community.
b. There are renovations, additions, or closures of a school
necessitating the rededication or removal of the dedication.
3.2.5 Where a commemorative object is removed, school Principals may consult
with Corporate Services, Records Department to determine its archival
value and final disposition. The Principal will make reasonable efforts to
contact the individual or their family.
3.2.6 A master list of room dedications shall be maintained by Corporate
Services. The dedication of an individual in more than one school is
discouraged.
3.2.7 Schools are encouraged to limit room dedications to program spaces
broadly used by the full school population such as the library or
gymnasium.
4.0 System Recognitions
4.1 In the event of the death of a prominent citizen or of a local, provincial, national
or international tragedy, the Director of Education will determine the appropriate
recognition and will advise the system accordingly.
4.2 Lowering the flag is at the request of the Ministry of Education.
Page 3of3
Thames Valley District School Board M POLICYJ
Title ATTENDANCE AREAS FOR
STUDENTS
Department LEARNING SUPPORT SERVICES
Resource(s) Procedure: Attendance Areas for Students
Policy No. 4012
Status
Effective Date 199801 06
1998 03 04
1999 02 01
It is the policy of the Board to have designated attendance areas for all schools. It is
expected that students will attend the school in their designated attendance area as
determined by their primary address at which they are residing. Attendance area
procedures are established to maximize consistency in practice across all school
communities, to adhere to class size requirements, and to minimize school re-
organizations in the fall of each school year.
Exemption procedures will be determined by the Director of Education or designate.
Exemptions may be considered with the following conditions:
• Admission granted under an exemption will be reviewed on an annual
basis.
• Applications for exemption shall be submitted annually, by February 15.
• Transportation of students granted an exemption will be the responsibility
of the family.
Administered By: LEARNING SUPPORT SERVICES Board Resolution No.
Date of Last Amendment: 1988 March 04
1000 February 01
2006 October 10
Thames Valley District School Board
Title ATTENDANCE AREAS FOR
STUDENTS
Department LEARNING SUPPORT SERVICES
Resources(s) -Policy — Attendance Areas for Students
1.0 Attendance Areas for Elementary Students
PROCEDURE
Procedure No. 4012a
Effective Date 1998 January 01
Elementary school procedures are established to maximize consistency in
practice across all school communities, to adhere to class size requirements,
and to minimize school re -organizations in the fall of each school year.
It is expected that elementary students will attend their designated school
according to their designated attendance area as determined by their primary
address at which they are residing. Notwithstanding this expectation, it is
acknowledged that in some extenuating circumstances families may have the
need for their children to attend a school out of their designated attendance
area.
Where space is available, circumstances where an out -of -area exemption
request may be considered include:
• to support a student's medical needs
• a student has moved outside of the designated school area and is in
grades 4 through 8; consideration will be given for younger siblings if
the older sibling is in grade 8.
• subsidized child care is not available in the designated school (child
care alone is not an acceptable reason for an exemption)
• students attending schools involved in the Accommodation Review
process may be allowed exemptions to minimize potential transitions for
the students
• other compassionate grounds which are considered on an individual
basis
Should this need arise, the following procedure to consider an out -of -area
exemption will be utilized.
Administered By: LEARNING SUPPORT SERVICES Board Resolution No.
Date of Last Amendment: 1988 March 04
1000 February 01
2006 October 10
The School Principal of the receiving school, with the Superintendent of Student
Achievement, shall consider the approval of out -of -area exemption requests.
Exemption Process
1.1 Parents/Guardians wishing for their children to be considered for
registration in a school out of their designated attendance area, shall
complete the Out -of -Area Exemption Request form and submit it to the
Principal of the requested school, "prior to February 15. Following
February 15, it is recognized that there may be appropriate circumstances
where parents/guardians may not have been able to submit an
application by that date (e.g., students who move into our Board after
February 15 and seek to register, for a school other than their designated
school). Such requests may be considered after February 15.
1.2 Parents/Guardians of current out -of -area students shall be contacted, in
writing, by the attending school Principal. Parents/guardians shall be
requested to sign and return a form letter by February 15 indicating if they
wish to be considered for an exemption for the following school year.
1.3 The Principal of the receiving school shall review with the
Superintendent of Student Achievement all exemptions that are being
considered for registrations prior to confirming the status of the
request with the parents/guardians.
1.4 If space permits, requests for out;of-area exemptions will be approved
where the Principal and Superintendent of Student Achievement agree
that the exemption is appropriate and consistent with the circumstances
and rationale for other approved exemptions.
1.5 The Principal shall communicate, in writing, to each individual family and
their designated school, the decisions of all requests by April 01 following
a review with the Superintendent of Student Achievement. A copy of this
written communication shall be maintained at the school level and a list of
the status of all requests will be forwarded to the Superintendent of
Student Achievement.
2.0 Attendance Areas for Secondary Students
Secondary students are expected to attend the school in their designated
attendance area as determined by their primary address at which they are
residing.
Administered By: LEARNING SUPPORT SERVICES Board Resolution No.
Date of Last Amendment: 1988 March 04
1000 February 01
2006 October 10
Notwithstanding this expectation, it is acknowledged that programming needs for
secondary students may require that students attend a school out of their
designated attendance area. Should this need arise, the following procedure to
consider an out -of -area request or an "exemption" for a secondary school will be
utilized.
Secondary school procedures will be based primarily on the programming needs
of the students. Students requesting programming in Emphasis Technology,
French Immersion, Extended French Immersion and English as a Second
Language will attend their designated program schools based upon the primary
address at which they are residing.
Principals of receiving schools will approve exemption requests, through the
registration and course selection process, and may consider exemptions when
the following criteria are met:
• There is space in the receiving school to accommodate the student.
• The facilities and special services are available to meet the program
needs of the student
• The parent/guardian or student will be responsible for transportation to
and from school.
Exemption Process
2.1 Prior to February 15 students and/or their parent/guardian shall apply
through the registration process, to the school Principal, for registration
to a school not in their designated attendance area.
2.2 Exemptions shall be granted on an annual basis. Students shall re-
apply each year, through the course selection process prior to
February 15.
Following February 15, it is recognized that there may be appropriate
circumstances where parents/guardians may not have been able to
register by that date (e.g., students who move into our Board after
February 15 and seek to register for a school other than their designated
school). Such requests may be considered after February 15. The same
procedures and criteria are to be followed.
Administered By: LEARNING SUPPORT SERVICES Board Resolution No.
Date of Last Amendment: , 1988 March 04
1000 February 01
2006 October 10
2.3 The viability of accepting requests for exemption, after February 15, for
semester 2 for the upcoming school year will be dependent on the
available space in scheduled classes and the ability of the school to
program appropriately for the student.
2.4 Where the number of out -of -area grade nine student registration requests
exceeds the receiving school's capacity to accept them, the Principal of
the receiving school, in consultation with the Superintendent of Student
Achievement, will develop a fair and equitable process for acceptance and
denial of such requests.
3.0 Transportation
Transportation of students, who have been granted an exemption, will be the
responsibility of the family. Notwithstanding this expectation, out -of -area
students may apply to access existing transportation to the school to which they
intend to attend, through a process determined by Southwestern Ontario
Student Transportation Services. Students living within the school attendance
area and entitled to transportation to that home school will take precedence
over out -of -area students.
Administered By: LEARNING SUPPORT SERVICES Board Resolution No.
Date of Last Amendment: 1988 March 04
1000 February 01
2006 October 10
Thames Valley District School Board 11 POLICY
Title COLLABORATION OPPORTUNITIES Policy No.
Department Director's Services
Program Access Agreements
Reference(s) Effective Date
(During the Instructional Day) Procedure
Collaborations for the Benefit of Students Procedure
Sponsorships Procedure
2029
It is the policy of the Thames Valley District School Board to promote, encourage, recognize
and value the important role that organizations and community groups have in supporting
student learning and achievement directly. Educational and community collaborations that
benefit and support the Board's Strategic Plan may be fostered between schools or the Board
and the larger community.
Examples of these include, but are not limited to:
• Programs to support student learning
• Sponsorships
• Collaborations
Administered By Director's Services Board Resolution No.
Amendment Date(s) Amendment Resolution No.
Page 1 of 1
Thames Valley District School Board
Title SPONSORSHIPS
Department DIRECTOR'S SERVICES
Reference(s) [•]
Standards of The Canadian Advertising Standards
Council, as published from time to time.
PROCEDURE:, II
Procedure No. 2029a
Effective Date 2015 Dec. 15
1.0 APPLICATION
1.1 This Procedure applies to sponsorship arrangements between individuals,
organizations or community groups and Thames Valley District School Board
("TVDSB"). A "sponsorship" is a financial contribution or gift in kind.(a
"Contribution"), provided by an individual, organization or community group (a
"Sponsor") to TVDSB in exchange for recognition of the Sponsor.
1.2 This Procedure does not apply to:
1.2.1 Donations and donor recognitions from individuals, organizations,
community groups and TVDSB school groups, for specifically identified
school projects, enhancements, equipment or programs benefiting
TVDSB, which are addressed in TVDSB Policy and Procedure No. 1006A
- Fundraising Activities and Donations for School Projects, Enhancements,
Equipment and Programs.
1.2.2 The establishment of awards, scholarships, bursaries and loan funds from
the community to recognize student achievement, good citizenship
qualities and to support student financial needs, which is addressed in
TVDSB's policy and Procedure No. 2013 - Student Awards, Scholarships,
Bursary and Loans.
1.2.3 Collaboration arrangements contemplated by Procedure No. 2029b
Collaborations for the Benefit of Students.
1.2.4 Any arrangement where the Sponsor wishes to receive privileges in
exchange for its Contribution, over and above agreed upon recognition of
the Sponsor.
2.0 ADMINISTRATIVE PROCEDURES
2.1 Appendix A to this Procedure is a schematic which summarizes the steps
involved in the submission, consideration and possible approval of sponsorship
arrangements which only involve a single school, is less than $25,000 in value
and do not otherwise involve the naming of any TVDSB facility or part thereof.
Appendix B to this Procedure is a schematic which summarizes the steps
involved in the submission, consideration and possible approval of sponsorship
arrangements involving: more than one (1) school; Contributions valued at
Administered By [•] Board Resolution No. [•]
Amendment Date(s) Amendment Resolution No.
Page 1 of 12
$25,000 or more; TVDSB as a whole; or, the naming of any TVDSB facility or
part thereof requested by a Sponsor. The remaining sections of this Procedure
are intended to provide additional guidance and more detailed explanations.
2.2 Appendices A and B form part of this Procedure and all processes, requirements
and approvals contemplated in therein shall apply in the applicable
circumstances, whether or not same are addressed in the body of this
Procedure.
3.0 APPLICATION OF TVDSB POLICIES AND PROCEDURES — AUTHORITY OF
TVDSB
3.1 All sponsorship arrangements shall be subject to: this Procedure; other
applicable TVDSB policies and procedures; and, such administrative
determinations and requirements as may be made by TVDSB from time to time.
In addition:
3.1.1 TVDSB will have complete discretion over any decision to accept any
Contribution.
3.1.2 TVDSB will have complete discretion to determine the definitive terms of
any agreement to be entered into between a Sponsor and TVDSB.
3.1.3 TVDSB shall have complete discretion over the manner in which a
Contribution from a Sponsor is used.
3.2 Sponsorship arrangements shall comply with Appendix C hereto entitled "Funds
Management Requirements" (which forms part of this Procedure).
3.3 In considering whether to accept any Contribution, TVDSB shall consider, among
other things:
3.3.1 The overall benefit of the proposed Contribution to student learning and.
well-being.
3.3.2 The reputation and public standing of the Sponsor and its products and
services.
3.3.3 Whether the Contribution is consistent with the mission, vision and
commitments of TVDSB.
3.3.4 TVDSB strategic plans and other relevant TVDSB initiatives, policies and
procedures.
3.4 Sponsorships should not:
3.4.1 be used to replace public funding for education; or
3.4.2 be used to support items funded through provincial grants, such as
classroom learning materials, textbooks and repairs or for capital projects
that increase operating costs.
Page 2 of 12
4.0 PERMITTED FORM OF RECOGNITION
4.1 Any recognition of a Sponsor may only involve the display of the name, logo and
contact particulars of that Sponsor, and, if a Sponsor wishes, an
acknowledgment of the Sponsor's Contribution.
5.0 PROHIBITIONS
5.1 While TVDSB is grateful for the support of Sponsors, due to the regulatory
imperatives of boards of education, TVDSB's mission, vision and commitments,
as well as TVDSB's desire to protect its reputation:
5.1.1 The activities and reputation of the Sponsor must be consistent with the
mission, vision and commitments of TVDSB, as well as the image TVDSB
wishes to portray. Without in any way limiting the foregoing, Sponsors
whose undertakings involve the use, production, promotion or sale of
firearms, alcohol, tobacco, mature sexual matters or gambling will not be
accepted.
5.1.2' TVDSB will not enter into any sponsorship arrangement if the association
with the prospective Sponsor might adversely impact upon TVDSB's
standing and reputation in the community.
5.1.3 If, to the knowledge of TVDSB, a Sponsor (or, if applicable, its
shareholders, directors and/or senior officers), have been found guilty of
unethical or illegal practices, any proposed sponsorship arrangement with
that Sponsor will not be approved.
5.1.4 All sponsorship recognitions shall be for a specified period of time (e.g.
one (1) year), to be agreed upon by TVDSB and the Sponsor. Indefinite
recognitions of a Sponsor are not permitted.
5.1.5 No Sponsor recognition shall involve the promotion of a Sponsor's
products or services. TVDSB will not endorse the products or services of
any Sponsor.
5.1.6 Signage which forms part of, or is integral to the structural integrity of, any
TVDSB facility, or part thereof, is not permitted.
5.1.7 No Sponsor will be granted exclusive rights to sponsorship opportunities
generally.
5.1.8 Sponsorship by religious or political groups is not permitted.
5.1.9 No sponsorship arrangement will entitle a Sponsor to influence any
academic or business decision of TVDSB.
5.1.10 The payment of finders' fees or commissions in connection with a
Sponsor's Contribution is not permitted.
5.1.11 In no circumstances, will TVDSB's or a school's web -site be permitted to
contain a link to a Sponsor's web -site.
Page 3 of 12
5.1.12 TVDSB shall not accept a Contribution from any Sponsor if, to the
knowledge of TVDSB, any aspect of the proposed Sponsor's undertakings
involve child labour.
5.2 A Sponsor may not use TVDSB's name, the name of any of its schools or any of
their respective logos without the express written permission of TVDSB, which
may be denied by TVDSB, at its discretion.
5.3 If after TVDSB accepts a Contribution, TVDSB determines, acting reasonably,
that the reputation of a Sponsor, its shareholders, directors, senior officers,
products or services, has the potential to adversely impact TVDSB's standing
and reputation in the community, or otherwise conflicts with the mission and
values of TVDSB, TVDSB may terminate its arrangements with the Sponsor,
remove any recognitions of the Sponsor from TVDSB property (including, any of
its web -sites) and otherwise cease to recognize the Sponsor's Contribution, and
in such circumstances, TVDSB shall have no obligation to refund the Sponsor's
Contribution.
6.0 GENERAL REQUIREMENTS AND SCOPE OF REVIEW
6.1 As contemplated in Appendices A and B hereto, all sponsorship arrangements
are required to be subject to a written agreement between TVDSB and the
Sponsor. Such agreement shall address, as applicable, the following:
6.1.1 The precise nature of the Contribution.
6.1.2 The sponsorship arrangement shall be for a specified period of time.
6.1.3 At the end of any sponsorship arrangement, the Sponsor shall be
responsible for the cost, if any, of the removal of any logos or other
Sponsor recognition permitted to be placed on TVDSB property.
6.1.4 The restoration of applicable TVDSB property to the original state if
disturbed in any way as a result of the Sponsor recognition.
6.1.5 TVDSB shall not be required to incur any costs in connection with the
placement or upkeep of any Sponsor's recognition.
6.1.6 The specifics of the Sponsor's recognition.
6.1.7 The Sponsor shall not be entitled, by virtue of any Contribution, to
influence any TVDSB decisions; the parties are to be and remain
independent; and, the Sponsor has no authority to bind TVDSB in any
regard.
6.2 Any Contribution of goods or services as a "gift in kind" shall comply with all
applicable regulatory requirements and standards.
6.3 If a Contribution involves a "gift in kind" of services:
6.3.1 The Sponsor contributing services shall be responsible for demonstrating
that it holds all necessary accreditations for purposes of providing those
services.
Page 4 of 12
6.3.2 TVDSB personnel responsible for reviewing the Proposal will: undertake a
risk analysis of all aspects of the proposed arrangement and work with
Ontario School Boards' Insurance Exchange (OSBIE) to determine
appropriate insurance coverages for both parties; and, determine what
indemnification provisions are appropriate in the circumstances.
6.3.3 The Sponsor must hold and provide evidence to TVDSB that the Sponsor
holds such insurance coverage as TVDSB may in its discretion require.
6.3.4 TVDSB personnel reviewing the Proposal will be required to confirm: that
student safety will not be compromised; and, whether Regulation 521/01 —
Collection of Personal Information applies. To the extent the Regulation
521/01 does apply, it will be addressed in the agreement between TVDSB
and the Sponsor.
6.3.5 Consideration needs to be given to the need for parental consents.
6.3.6 Consideration needs to be given to any impact the proposed
arrangements might have on TVDSB's collective agreements.
6.4 To the extent that a Contribution involves a contribution of goods, TVDSB
personnel reviewing the related Proposal should review Appendix D hereto and
consider whether and how any of the items listed therein should be addressed.
6.5 If a "gift in kind" Contribution involves the contribution of goods or services on a
permanent or ongoing basis, TVDSB's Purchasing Services should review and
comment on the proposed arrangement from the perspective of the Broader
Public Sector Procurement Directive and TVDSB's purchasing policies.
6.6 All sponsorship arrangements shall be recorded in a central registry to be
maintained by Director Services, which registry shall include a copy of the related
sponsorship agreement.
6.7 The size, placement and nature of logos on athletic uniforms shall be in
accordance with the Ontario Federation of Student Athletic Association Uniform
Sponsorship Policy (By-law 6, Section 2(h)), a copy of which is attached hereto
as Appendix F. In circumstances when such policy does not apply, TVDSB shall
have discretion to decide the size, placement and nature of same.
6.8 Sponsor recognitions must not detract from the appearance or environment of
any TVDSB property.
7.0 NO CHARITABLE RECEIPTS
7.1 Contributions to TVDSB made pursuant to a sponsorship arrangement will not be
eligible)for charitable income tax receipts.
8.0 CONFLICTS
8.1 Board personnel shall not use their influence or position for personal gain in
connection with the advancement of any sponsorship arrangement.
Page 5 of 12
APPENDIX A
TO
THAMES VALLEY DISTRICT SCHOOL BOARD SPONSORSHIP PROCEDURE
FOR SPONSORSHIPS INVOLVING A SINGLE SCHOOL
AND NOT INVOLVING ANY NAMING RIGHTS
Proposal submitted to
Principal Superintendent of
advocating the school involved
arrangement ("Superintendent")
complete
Proposal
(Appendix E).
Superintendent to communicate
decision to Sponsor and
Principal of school involved.
10.
If not approved
Superintendent to:
a) review Proposal.
b) complete due diligence of Sponsor.
c) review Proposal vs. Procedure
requirements.
d) obtain from Sponsor any additional
required information.
e) review Proposal vs. other existing
sponsorship arrangements.
Based on the foregoing, Superintendent to
determine whether to approve Proposal.
If approved
r
Superintendent to:
a) prepare agreement for proposed
sponsorship arrangement.
b) arrange for execution of agreement
by Sponsor and Principal on behalf of
TVDSB.
c) record agreement in central registry
maintained by Director Services.
d) accept Contribution.
APPENDIX B
TO
THAMES VALLEY DISTRICT SCHOOL BOARD SPONSORSHIP PROCEDURE
SPONSORSHIPS INVOLVING MORE THAN ONE (1) SCHOOL
OR NAMING RIGHTS
TVDSB Proposal submitted to
personnel Business Services
advocating the
arrangement
complete
Proposal
(Appendix E).
I 1 II 1 .
1 1 11 1111
Business Services to:
a) review Proposal.
b) complete due diligence of Sponsor
c) review Proposal vs. Procedure
s requirements.
d) obtain from Sponsor any additional
required information.
e) review Proposal vs. other existing
sponsorship arrangements.
I II I III
Business Services to provide
Administrative Council with
recommendation on approval or
non -approval of Proposal
V
Organizational Support Services If not approved Administrative Council to consider
(OSS) to communicate decision Proposal and Business Services'
to Sponsor recommendation
. . 1 III I 1 11 ■
If approved
If not approved IIIIApproval of Board of II
Trustees required.
I I II I
If approved
Business Services to:
a) prepare agreement for proposed
sponsorship arrangement.
b) arrange for execution of agreement
by Sponsor and Associate Director of
Organizational Support Services.
c) record agreement in central registry
maintained by Director Services.
d) accept Contribution.
APPENDIX C
FUNDS MANAGEMENT REQUIREMENTS
1.0 FUNDS MANAGEMENT REQUIREMENTS
TVDSB personnel involved in cash and funds handling activities are expected to
follow the following requirements:
1.1 Ensure full, complete and accurate information is recorded in respect of all
funds received by them, and otherwise comply with such record-keeping
requirements as may be required by TVDSB's Organizational Support
Services, from time to time.
1.2 All cash collected or received shall be counted, verified and recorded
immediately.
1.3 Establish secure environments for the receipt and handling of currency
and cheques.
1.4 All such currency/cheques shall be deposited, on a weekly basis at a
minimum.
APPENDIX D
CONSIDERATIONS FOR SPONSORSHIPS INVOLVING
THE CONTRIBUTION OF `GIFTS IN KIND" OF GOODS
In considering a proposed Contribution of any goods by a Sponsor it will be
necessary to:
1. Have the applicable departments (e.g. Information Technology Services,
Facility Services and Learning Support Services) review and report on the
proposed Contribution, including, on compatibility issues.
2. Have applicable departments comment on typical lifespan of the goods
and the costs of maintenance of same.
3. Consider how any goods are to be dealt with once TVDSB no longer sees
a purpose for same. Generally speaking, TVDSB should have discretion to
deal with any goods in such manner as it sees fit.
4. Consider who will be responsible for overseeing the maintenance and
updating of any goods, as well as any associated costs.
5. Consider and address operational and service standards.
6. TVDSB is to have control over all aspects of its facilities, including, the
design, construction, alteration, repair and maintenance of its facilities.
Accordingly, TVDSB's Facilities Services Department and, if applicable,
TVDSB's Information Technology Services, should comment on and
ultimately control any installations of any goods. It will be necessary to
ensure adherence to all applicable TVDSB operating guidelines and
procedures, including, TVDSB's Designated Substances Handling
Procedure.
7. Consider access and usage issues.
8. Consider warranty issues.
APPENDIX E
THAMES VALLEY DISTRICT SCHOOL BOARD
SPONSORSHIP PROPOSAL
1) Full legal name of proposed
Sponsor:
2) Principal address of and contact person for proposed Sponsor:
3) Nature of proposed Sponsor's undertakings:
4) Specifics of proposed financial contribution or gift in kind by Sponsor?
5) Set out specifics of proposed recognition (including term):
6) Attach copy of any graphics involved in proposed recognition.
APPENDIX F
ONTARIO FEDERATION OF STUDENT ATHLETIC ASSOCIATION
UNIFORM SPONSORSHIP POLICY
OFSAA UNIFORM SPONSORSHIP POLICY
BY-LAW6, SECTION 2(h)
All competitors are expected to dress for Federation Championships in uniforms that are neat, clean, confdrm to uniform
requirements outlined in the Standing Rules (Playing Regulations), and which maintain the integrity of the
schoors/Association's name, colours and logos. No sport club insignia on uniforms shall be permitted. A sport club is
defined as a community, provincially or nationally based organization whose primary purpose is participation in organized
competition in single or multi sport programs -
A uniform is deffned as a top, a bottom, warm-up T-shirt and a track suit.
(a) Commercial Sponsorship Criteria
Commercial sponsorship may be recognized an athletes' uniforms at Federation Champlonshipslevents provided the
following criteria is met
(i) the product andlar service provided by the: sponsor must be commensurate, with the philosophical. practices and
policies of the Federation, the school, the Association and the local Board of Education;
(ti) only the same singular sponsor may be recognized on a team's set of uniforms;
(iii) the manufacturer of the uniform may be recognized as the sponsor- If the manufacturer is not the sponsor, then
the manufacturers logo must be displayed very discreetly (Le. smaller than 64 sqcm. and not Conger than 10cm.)
(iv) this criteria must be met both on and in the immediate vicinity of the competitive area.
(b) Commercial Sponsorship Placement Guidelines
(J) SjngletrJVestqJerseys
Where uniform, tops have sleeves, recognition of the sponsor must appear on one of either the left or right sleeve.
The maximum area to be covered by the advertising on the sleeve is 64 sq.cm. (maximum length 10 cm.).
Uniform tops without sleeves may display sponsorship on the left or fight breast of the uniforni top. The maximum
area to be covered by the advertising an the uniform top without a sleeve is 24 sq.cm. (maximum, length 6 cm.).
(ii) Shorlsl5offorns
One piece of advertising, similar En nature to that permitted on the top of the uniform, will be permitted on the left
or right thigh. The maximum area to he covered: by the advertising on: the shodsibottams is 64 sq -cm. (maximum
length 10 cm.).
(iii) Warm -Up T-ShirtsITrack Suits
The permitted advertising on warm-up T-shirts and track suits Will conform to the criteria for uniform tops and,
bottoms.
Schools may choose whether to recognize sponsors on the sleeve or breast area of the uniform top.
If the manufacturer's logo is discrete (i.e. smaller then 64 sqcm. and not longer than 1f} cm.), then the sponsor's
name may be displayed on the warm-up: T-shirt andfor track suit.
(c) Failure to abide by all aspects of this Section may result in disqualification from the Federation Championship.
(frangais, au verso)
LA POLITIQUE DE LA. FEDERATION POUR LES SPONSORS DES UNIFDRMES
Mglement 6, section 2(h).
II est attendu des concurrents qu'ils soient habilles pour les chompionnats de to Federation an uniformes nets, propres at
conformer. aux exigences vestimentaires defrnies dons les regles fixes (les reglements du j'eu), at qui maindent PlntegrM
des noms, couleurs at logos de I'Association de 6'ecole. Aucune insigne d'un: club sportif sur les uniformes ne sera
permise. Un club s:portif est defini comme etant une organisation dont la base est provinciale ou nationale at dont 1'objet
premier est la participation dans des competitions organisees an un ou plusieurs programmes sportifs.
Un uniforme est defini comme etant un haat, un bas, un t -shirt d'entrainement at un, surMement.
(a) Criteres pubiicitaires
La publicite commerciale peut-metre reconnue sur les uniformes des athletes pour des championnats/evenements de la
Federation.e condition qua ter, criteres suivants soient respectes.
(i) le prodult eVou le service fourni par le sponsor doit etre an accord avec les pratiques philosophiques at les
principes de la Federation, l'ecole, I',4ssociation at le Conseil de I'education local..
(ii) seulement, un seul et m6me commanditaire peut-etre reconnu sur 1'ensemble des unifonmes de 1'equipe.
(iii) le fabricant de 1'unifonme peut etre reconnu comm.e etant le sponsor. Si le fabricant nest pas le sponsor, ators le
logo du fabricant daft :etre expose tees discretement (plus :petit que 64 cm canes at pas plias long qua 10 cm).
(iv) ces adteres doivent etre respectes ala foil a Pintereeur et sur les environs Imm6diots de 1'endroit ou se deroule la
competition.
(b) Directives pour 1'eamplacement pubiicitaire
(i) Maillots/vestes
Quand les hauts des uniformes tGnt des ma.nches, la reconnaissance du sponsor peut apporaitre sur une des
manches - droite lou gauche. L'espace maximum couvert par to public7d& surly manche est de 64 cm icarr6s
(longueur maximum 10 cm).
Les haute des uniformes yarns manche peuvent exposer In reconnaissance a hauteur de poitrine sur ile carte
gauche ou droit du haut de I'uniforme. Uespace maximum couvert par la publrcM sur ie haut de l'.uniforme sans
.manche est de .24 cm canes (longueur maximum 8 cm).
(ii) ShortrdBas
Une partie ate la publtcM, similalre an: nature a cello permise sur le hoot de Punifonme, sera perm se sur la jambe
gauche ou droite. L'espace maximum couvert par la pub5cite sur les sholtslbas est 64 cm carres (Ibngueur
maximum 10 cm).
(iii) T-shirts dantrainementfsur Me bents
La publicite permise sur les T-shirts d'entrainerment at les survetements sera, conforme,aux criteres pour les hauts
at bas des uniformes.
Les ecoles peuvent choisir s'ils veulent reconnarftre leur sponsor sur to manche tau sur 1'endrolt de la poitrine du
haut de l'uniform .
SI to Gogo du fabricant est discret (plus: petit qua 64 cm corres et pas talus long qua 10 cm) alors la nom du
sponsor peut-&e expose sur le T-shirt ettou sur le survetement.
(c) Le: manquement aux reglemennts de cefie section pout entrainer une disqualification pour le championnat de la
Federation.
(En:glish on reverse)
Page 12 of 12
Thames Valley District School Board 1 PROCEDURE 11
Title COLLABORATIONS FOR THE Procedure No. 2029b
BENEFIT OF STUDENTS
Department DIRECTOR'S SERVICES
Reference(s) [•] Effective Date 2015 Dec. 15
1.0 APPLICATION
1.1 This Procedure applies to and uses the term "Collaborations" to describe a
broad array of possible arrangements between Thames Valley District School
Board ("TVDSB") and organizations ("Participants") to work together: to improve
student achievement and the student experience; and, to optimize the utilization
of resources. TVDSB anticipates that the majority of Collaboration opportunities
will relate to:
1.1.1 information technology;
1.1.2 intellectual property and the development of learning resources; and
1.1.3 facilities and property.
1.2 This Procedure does not apply to:
1.2.1 Donations from individuals, organizations, community groups and TVDSB
school groups, for specifically identified school projects, enhancements,
equipment or programs benefiting TVDSB, which are addressed in
TVDSB Policy and Procedure No. 1006A - Fundraising Activities and
Donations for School Projects, Enhancements, Equipment and Programs.
1.2.2 The establishment of awards, scholarships, bursaries and loan funds from
the community to recognize student achievement, good citizenship
qualities and to support student financial needs, which is addressed in
TVDSB's policy and Procedure No. 2013 - Student Awards, Scholarships,
Bursary and Loans.
1.2.3 The types of arrangements contemplated by TVDSB's Policy and
Procedure No. 2021 — Encouraging Facility Partnerships and more
specifically co -building opportunities as envisioned in section 4 of such
procedure.
1.2.4 Sponsorship arrangement&as contemplated by Procedure No. 2029a
Sponsorships.
Administered By
Amendment Date(s)
[•]
Board Resolution No
Amendment Resolution No.
[•]
Page 1 of 6
1.2.5 Circumstances when other boards of education are working with TVDSB
to develop learning resources, as mandated by the Ministry of Education.
2.0 ADMINISTRATIVE APPROACH
2.1 If a Collaboration opportunity is identified and Administrative Council has
indicated a willingness to investigate the opportunity further, a work group of
TVDSB representatives (a "Work Group"), will be identified. This Work Group
will develop a written agreement addressing the terms and conditions of the
proposed Collaboration arrangement for approval by Administrative Council.
2.2 Administrative Council will report all collaboration opportunities to TVDSB's
Chairs' Committee, who will determine which Collaboration opportunities and any
related written agreements require the approval of the Board of Trustees.
2.3 A central registry will be maintained by Director Services for all Collaboration
agreements. Work Groups will ensure that final agreements are entered into
such registry.
2.4 An annual report will be provided to TVDSB's Board of Trustees on the status of
Collaborations.
3.0 WORK GROUP RESPONSIBILITIES
3.1 The following is a non -exhaustive list of items each Work Group should address
when developing their recommendations, and ultimately any agreement, for a
Collaboration opportunity:
3.1.1 Identify how the opportunity benefits student achievement and well-being,
the student experience and TVDSB generally.
3.1.2 Identify what benefits will be derived by the Participant and why it is
interested in the opportunity.
3.1.3 Confirm the opportunity is consistent with the mission, vision and
commitments of TVDSB.
3.1.4 Confirm that the opportunity is consistent with all applicable TVDSB
policies, procedures and guidelines and all Ministry of Education
guidelines, policies and directives.
3.1.5 Confirm that the potential arrangement is within TVDSB's mandate under
the Education Act (Ontario).
3.1.6 Determine what statutes, regulations and other laws will apply to
opportunity. Particular attention should be given to applicable privacy
laws.
3.1.7 Confirm that student safety will not be compromised. In particular, confirm
whether Regulation 521/01 — Collection of Personal Information applies.
To the extent it does, ensure it is addressed in the agreement.
Page 2 of 6
3.1.8 TVDSB is subject to the Broader Public Sector Accountability Act and the
Broader Public Sector Procurement Directive (the "BPS Directive"). The
BPS Directive provides a framework for the acquisition of goods and
services by TVDSB. If a Participant will be providing TVDSB with goods or
services in connection with the proposed arrangement, TVDSB's
Purchasing Services will be required to review the proposed arrangement
from the perspective of the BPS Directive, whether or not TVDSB will be
providing the Participant with any consideration for the goods or services
in question.
3.1.9 Consideration needs to be given to any impact the proposed
arrangements might have on TVDSB's collective agreements.
3. 1.10 Consider the need for parental consents.
3. 1.11 Identify relevant financial aspects of the proposed arrangement.
Determine any initial and ongoing costs which are to be borne by TVDSB
and the Participant.
3.1.12 Collaboration opportunities should not:
3.1.12.1 be used to replace public funding for education; or
3.1.12.2 be used to support items funded through provincial grants,
such as classroom learning materials, textbooks and repairs
or for capital projects that increase operating costs.
3.1.13 Determine appropriate management, oversight and reporting
arrangements in the context of the proposed arrangement.
3.1.14 Detail roles, responsibilities and deliverables of each party.
3.1.15 Undertake a comprehensive risk analysis of all aspects of the proposed
arrangement and work with Ontario School Boards' Insurance Exchange
(OSBIE) to determine appropriate insurance coverages for both parties.
Determine what indemnification provisions are appropriate in the
circumstances.
3.1.16 Conduct appropriate due diligence with respect to the undertakings,
reputation and financial position of the Participant.
3.1.17 TVDSB's and the Participant's ownership of personal and intellectual
property developed as a result of, or contributed to, the Collaboration. In
all circumstances, TVDSB is to retain ownership of its real property.
3.1.18 Confirm proposed ownership and other rights in respect of any products or
outcomes from the proposed arrangement.
3.1.19 Determine the appropriate term (length of time) of the proposed
arrangement.
Page 3of6
3.1.20 Determine what early termination provisions might be appropriate.
3.1.21 Confirm that the Participant is aware that it shall not be entitled, by virtue
of any arrangement, to influence any TVDSB decisions. The parties are to
be and remain independent and no Participant will be given authority to
bind TVDSB in any regard.
3.1.22 Determine appropriate dispute resolution methodologies for the proposed
arrangement.
3.1.23 Generally, a Participant shall only be permitted to assign any rights it has
in respect of a Collaboration arrangement on the express written consent
of TVDSB, which TVDSB may withhold in its discretion.
3.2 Appendix A to this Procedure sets out additional considerations and
requirements depending on what the proposed arrangement relates to.
3.3 Each Work Group is also responsible for:
3.3.1 Preparing of written report for delivery to Administrative Council and which
addresses the considerations set out in section 3.1 of this Procedure; and
3.3.2 Submitting to Administrative Council the proposed form of agreement for
the proposed arrangement.
4.0 CONFLICTS
4.1 Board personnel shall not use their influence or position for personal gain in
connection with the advancement of any Collaboration opportunity.
Page 4 of 6
APPENDIX A
CONSIDERATIONS FOR COLLABORATIONS FOR THE BENEFIT OF STUDENTS
A. INFORMATION TECHNOLOGY
In considering a proposed arrangement in respect of information technology (i.e.
hardware and software), the Work Group should:
1. Have TVDSB's Information Technology Services review and report on the
proposed arrangement as a whole, but, in particular, with respect to
compatibility issues, if any. TVDSB's Information Technology Services
should be also asked to comment on typical lifespan of any technology
involved and the costs of maintenance of same.
2. Address how any technology is to be dealt with at the end of the term of
any proposed arrangement.
3. Confirm who will be responsible for overseeing the maintenance and
updating of any technology, and any associated costs.
4. Appropriate operational and service standards should be considered and
addressed.
5. A thorough understanding of the privacy issues involved (including,
ensuring compliance with all applicable privacy legislation), will be
essential.
6. All installations of any technology shall involve both TVDSB's Facilities
Services Department and TVDSB's Information Technology Services to
ensure adherence to all applicable TVDSB operating guidelines and
procedures, including, TVDSB's Designated Substances Handling
Procedure.
7. Consider access and usage issues.
8. Consider warranty issues.
B. INTELLECTUAL PROPERTY AND THE DEVELOPMENT OF LEARNING
RESOURCES
In considering any proposed arrangement which involves the development or
creation of intellectual property (i.e. new original works and inventions), and
particularly regarding the development of learning resources, each Work Group
will:
1. Obtain, advice from legal counsel as to the necessity for obtaining
agreements regarding ownership issues in respect of any original works or
creations ("Works"), including, the obtaining of waivers of moral rights
where appropriate.
2. Consider licensing and usage of Works by others.
3. Consider appropriate non -disclosure and confidentiality agreements with
respect to original Works.
4. Recognize that TVDSB has resources in terms of personnel with specific
expertise in particular curriculum areas. Each Work Group is to obtain
input from those TVDSB personnel who have expertise in the applicable
area.
C. FACILITIES AND PROPERTY
Collaboration arrangements involving TVDSB facilities present a unique set of
considerations. TVDSB is responsible not only for safety and emergency
procedures, but is also responsible for the care and well-being of its students
while in TVDSB facilities. The following is a non -exhaustive list of items to be
considered:
1. TVDSB must have unfettered discretion to: establish rules and issue
directives regarding its facilities, including the ability to restrict access to
its schools and grounds (in appropriate circumstances).
2. TVDSB should not make any representations and warranties regarding
the suitability of its facilities for any particular purpose.
3. TVDSB should address the possibility for damage to occur to its facilities,
when used by persons other than TVDSB staff and students.
4. TVDSB is to have control over all aspects of its facilities, including, the
design, construction, alteration, repair and maintenance of its facilities.
5. TVDSB facilities may contain certain designated substances (within the
meaning of Ontario Regulation 490/09), as a result no Participant, or
person for whom it is responsible for at law, will be allowed to engage in
any activities which might disturb designated substances. Appropriate
provisions regarding the handling of designated substances should be
included in applicable agreements.
6. Standards of conduct for Participants should be established. Participants
must agree to comply with TVDSB emergency, safety and general
operating procedures.
7. Agreement for the use of TVDSB facilities must address the possibility of
strikes, lock -outs, school closures and the complete or partial destruction
of the TVDSB facility in question.
8. All agreements for the use of TVDSB facilities by Participants must
acknowledge TVDSB's arrangements with its custodians.
Page 6 of 6
Thames Valley District School Board PROCEDURE
Title PROGRAM ACCESS
AGREEMENTS (DURING THE
INSTRUCTIONAL DAY)
Department DIRECTOR'S SERVICES
Reference(s) Policy/Program Memorandum No. 149
Purchasing Policy and Procedure #1001 & 1001 a
Procedure No. 2029 c
Effective Date 2015 December 15
The Thames Valley District School Board (TVDSB) is committed to working with community
agencies to foster continuous improvement in the delivery of programs and services for all
students.
All outside. organ izations/individuals requesting direct access to work with students within a
school or classroom setting on more than one occasion (often referred to as a `partnership'),
are required to sign a Program Access Agreement. These requests would be for program
delivery during the instructional day which is considered to be from the beginning to the end of
school hours, including all recesses, lunch and nutritional breaks.
A Program Access Agreement will be prepared after the proposed program has been
evaluated and found to be consistent with the Board's policies, procedures and standards, and
to be of value to the school. Due diligence must be integral to the screening of potential
programs.
1.0 Criteria
The TVDSB will support programs which:
1.1 Support and connect to the Ontario Ministry Curriculum.
1.2 Do not violate PPM #149 — duplication of work provided by TVDSB employed
personnel who are members of a regulated professional college in Ontario
including Social Workers, Speech -Language Pathologists, Audiologists,
Psychologists, Psychological Associates as well as TVDSB employed personnel
including School Support Counsellors, First Nations Counsellors, Psychometrists
and other educational support workers who provide mental health, physical
health or social services.
1.3 Are supported by evidence -informed research to have a positive impact on
student well-being and achievement.
1.4 Do not withdraw students during instructional time.
1.5 Do not charge fees or require an exchange of funds.
Administered By DIRECTOR'S SERVICES
Amendment Date(s)
Program Access Agreements (During the Instructional Day)
1.6 Do not require a school to fundraise on behalf of the organization or make a
charitable contribution.
1.7 Do not promote `for-profit' business.
2.0 Process
2.1 All outside organizations/individuals requesting direct access to work with
students within a school or classroom setting on more than one occasion must
contact the Office Supervisor, Learning Support Services to complete a Program
Access Agreement by submitting a Program Proposal Form. The Program
Access Agreement Process flowchart provides an overview of steps taken to
determine if a Program Access Agreement would be required.
2.2 Once the Program Proposal Form is received, the TVDSB Program Access
Agreement Committee reviews the proposal using the criteria established to
judge the merits of each program proposal.
2.3 The Committee will communicate the decision to the organization/individual. If
the proposal has been approved a Program Access Agreement will be forwarded
to the organization/individual for signature.
2.4 The organization/individual must return the signed Program Access Agreement
with Certificate of Liability insurance and completed criminal background checks,
including vulnerable sector screening.
2.5 The Program Access Agreement will be signed by the Associate Director,
Learning Support Services with a copy returned to the organization/individual,
once all required documentation is received.
2.6 Once the signed agreement and all required documentation has been completed,
the organization/individual will receive approval for the program to commence,
subject to the approval of the principal at each proposed location.
2.7 The original signed agreement and criminal background checks will be filed in
Corporate Services.
2.8 Renewal Process
2.8.1 Organizations/individuals who have a signed Program Access Agreement
will have the opportunity to renew their agreements annually. All
agreements follow the school year term and are in effect from September
1 to August 31. Organizations/individuals will be invited to submit any
proposed changes to their existing agreements. Any proposed changes
will be reviewed by the Program Access Agreement Committee and if
accepted, included in their agreement. The agreement will then be
returned to the organization/ individual for signature. The
organization/individual will return the signed agreement to the TVDSB
along with copies of criminal background checks for any organization
staff/individual who will be working directly with TVDSB students or signed
offence declarations for any organization staff/individual who have
Page 2 of 3
Program Access Agreements (During the Instructional Day)
previously submitted criminal background checks. The
organization/individual must also provide a current certificate of liability
insurance in the amount of at least $2 million.
Program Access Agreement Process in TVDSB
When an outside agency/group/person requests to provide a program or service to
students in your school, please follow the chart below.
°z Board FundmgyRegiiestedr'r ^ rc Fu
No; Bo6nd ndmg%Requeated,` x..N 1
i
..See'Purchasirl
x,x, „,xix
. > x;. votr ce, ure.1,001J%1001'a
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Submits to Office `Supero sor, Learrnng?Support'Services]-MiK;':,\xE� iP
,i
I
The NDSB will support programs which:
Program ProposI Form reviewed by Support and connect to the Ontario Ministry
committee and meets cn#ena Curriculum
n.
• Do not violate PPM #149 — duplication of work
provided by NDSB employed personnel who
are members of a regulated professional
"xNiu
Yes Complete Program
No college in Ontario including Social Workers,
P,ccess Agreement ; Do not proceed, Speech -Language Pathologists, Audiologists,
Psychologists and Psychological Associates as
well as TVDSB employed personnel including
I School Support Counsellors, First Nations
Counsellors, Psychometrists and other
educational support workers who provide
Has IJiability lnsurarice ;'' :Noaiiability.Insurance, '4 mental health, physical health or social
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a services
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to have a positive impact on student well-being
and achievement
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Do not withdraw students during instructional
Geminalackgr'ound Check •
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• Do not charge fees or require an exchange of
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AN
=' :.:, of the organization or make a charitable
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f, orceritralfile< P >
Page 3of3
Thames Valley District School Board 11
Title PARTNERSHIPS AND
SPONSORSHIPS
Department DIRECTOR'S SERVICES
Reference(s) Partnerships and Sponsorships Procedure
Acceptance of Gifts and Equipment Policy and
Procedure
POLICY 11
Policy No. 2012
Effective Date 2004 Feb. 24
It is the policy of the Thames Valley District School Board to permit, promote and encourage
mutually beneficial educational partnerships and sponsorships between schools or the Board
and the larger community with due sensitivity and regard for the legitimate needs of all parties
involved.
The Board recognizes the importance of partnerships and sponsorships having a positive and
direct impact on student learning and ensuring the integrity of the Board's educational
programs.
Administered By DIRECTOR'S SERVICES Board Resolution No.
Amendment Date(s) Amendment Resolution No.
Page 1 of 1
Thames Valley District School Board PROCEDURE'
Title PARTNERSHIPS AND Procedure No. 2012
SPONSORSHIPS
Department DIRECTOR'S SERVICES
Reference(s) - Policy: Partnerships and Sponsorships Effective Date 2004 Feb. 24
- Policy and Procedure: Acceptance of Gifts and
Equipment
The Thames Valley District School Board believes that education is a shared responsibility
within our community. Community involvement in education, which impacts positively and
directly on student learning, is welcomed. The establishment of close relationships with
community-based organizations, businesses, and other educational institutions enhances public
education by uniting schools and the community.
The Board recognizes:
1. The responsibility to ensure the integrity of its educational programs;
2. The importance of enhancing its educational offerings and opportunities whenever possible.
Within this framework, the Board appreciates that a rich diversity of mutually beneficial skills, resources and
opportunities for corporate involvement with the Thames Valley District School Board is present within the
community.
Partnership and sponsorship relationships that are of mutual benefit to schools and the community will be both
welcomed and accepted, subject to the regulations and procedures of this policy.
To assist with clarity of communication it is important that the following terms are differentiated
and clarified:
Partnership: Founded on the concept of mutual benefit wherein an enduring relationship
evolves to provide advantages for both partners. The basis of a
partnership is not necessarily financial. Rather, it can be an exchange of
human and/or physical resources.
Sponsorship: The provision of funds, price reductions, equipment, materials or services in
exchange for some form of exclusivity and/or product recognition for a
specified period of time. (e.g. subsidization of an athletic banquet,
scoreboards).
1. Principles
The Board and schools will support partnership and sponsorship relationships which:
1.1_ Are consistent with the Board's values, goals, objectives and needs
Administered By DIRECTOR'S SERVICES
Amendment Date(s)
Page 1 of 7
Procedure - Partnerships and Sponsorships, cont'd
1.2_ Remain within the authority of the Board
1.3_ Allocate resources to complement and not replace public funding for education
1.4_ Encourage the promotion of educational opportunities in an equitable manner for all students
1.5_ Adhere to the Board's current audit, safety, facility and tendering policies and procedures
1.6_ Ensure that the products and services of any business sponsoring activities are environmentally safe
and/or consistent with a healthy lifestyle
1.7_ Include consultation with the community
1.8_ Are acknowledged in a tasteful and appropriate manner
1.9_ Facilitate positive relationships and cooperation between education, business and the community
2. Regulations
2.1 All expectations, benefits and exchanges of resources will be known and governed by a signed
Agreement (see section 4).
2.2 Individuals, businesses or community groups may approach a school Principal, Superintendent or the
Thames Valley Education Foundation to initiate a Partnership/Sponsorship Agreement.
2.3 The person originally contacted will be responsible for connecting the individual, business or
community representative with the appropriate Board staff member who will oversee the processing of
an Agreement (see section 3).
2.4 To optimize school and system partnership and sponsorship opportunities, and to avoid duplication of
solicitation, approaches to major businesses and community groups should be coordinated in
consultation with the Thames Valley Education Foundation.
2.5 Tax receipts will be issued when requested for all qualifying partnership and sponsorship donations by
the Thames Valley District School Board and/or the Thames Valley Education Foundation.
3. Approval
3.1 All school-based partnerships/sponsorships under $10, 000 shall be approved by the Principal.
3.2 All school-based partnerships/sponsorships from $10,000 to $50,000 shall be approved by the
Principal in consultation with the Superintendent and School Council.
3.3 All system -wide partnerships/sponsorships and all school-based partnerships/sponsorships over
$50,000 shall be approved by the Director of Education or designate.
3.4 All department partnerships/sponsorships up to $100,000 must be approved by the Executive
Superintendent for the Department and the Director of Education or designate.
3.5 All partnerships/sponsorships over $100,000 shall be approved by the Board of
Trustees.
4. The Agreement
4.1 All partnership and sponsorship relationships shall be confirmed in the form of a written Agreement.
(See Appendix A). All such Agreements must address:
Page 2 of 7
Procedure - Partnerships and Sponsorships, cont'd
4.1.1 Reason(s) for the sponsor's interest in the Thames Valley District School Board;
4.1.2 The product or service of the sponsor;
4.1.3 The program(s) activities, facilities, equipment or other areas which the sponsor wishes to
support;
4.1.4 Description of the commitment of each party to the agreement;
4.1.5 Length of the agreement;
4.1.6 Description of the form of acknowledgment to be given to the partner/sponsor;
4.1.7 Contact for the partner/sponsor;
4.1.8 The indemnification of the school Board for any claims arising out of the partnership and/or
sponsorship;
4.1.9 A termination provision.
4.2 All agreements must be signed by the appropriate staff authorized to grant approval.
4.3 All agreements must be recorded in a central registry in Director's Services and a copy
must be sent to Financial Services.
Page 3 of 7
This is to certify that
Appendix A
Thames Valley District School Board
Partnership / Sponsorship Agreement
agreed to enter into a partnership/ sponsorship agreement.
and
have
Partnership: Founded on the concept of mutual benefit wherein an enduring relationship evolves to provide advantages
for both partners. The basis of a partnership is not necessarily financial. Rather, it can be an
exchange of human and/or physical resources.
Sponsorship: The provision of funds, price reductions, equipment, materials or services in exchange for some
form of exclusivity and/or product recognition for a specified period of time. (E.g. subsidization
of an athletic banquet, scoreboards).
Page 4 of 7
1. Purpose and outline of the partnership/sponsorship:
2. The product or service of the partner/sponsor :
3. Description of the commitment of each party (TVDSB and Partner/ Sponsor) to the agreement.
Financial:
Inkind (e.g. human resources, facilities, services):
4. Length of Agreement:
Start Date:
End Date:
Description of the form of recognition to be given to the partner/sponsor:
Page 5 of 7
Signatories to the Agreement:
a) For the Business/Organization/Individual
Name (Print) Title
Signature Date
b) For the School/Department
Name (Print) Title
Signature Date
b) For the Board
Name (Print) Title
Signature Date
Note:
Page 6 of 7
r
• 'Th'is partnership%sponsorship agreement.may be'; erminated in writing;byJ;eitherpart'ne'r atany time or by either partner'
Page 7 of 7
Thames Valley District School Board PROCEDURE,'
Title PARTNERSHIPS WITH Procedure No. 20121b
EXTERNAL AGENCIES FOR
PROVISION OF SERVICES BY
REGULATED PROFESSIONALS
AND PARAPROFESSIONALS
Department DIRECTOR'S SERVICES
Reference(s) Policy/Program Memorandum No. 149 Effective Date 2010 October 12
Partnerships and Sponsorships Policy #2012
Partnerships and Sponsorships Procedure #2012a
Purchasing Policy and Procedure #1001 & 1001 a
The Thames Valley District School Board is committed to promoting effective community
based partnerships with external agencies that foster continuous improvement in the delivery
of programs and services for all students, including students with special needs.
The Board recognizes:
A partnership agreement with external agencies for the provision of services by regulated
professionals and paraprofessionals is a formal, written document which outlines the terms
and conditions of an external partnership that must be signed prior to the implementation of the
partnership activities.
A partnership will be approved after it has been evaluated and found to be consistent with the
Board's policies, procedures and standards, and to be of value to the school. Due diligence
must be integral to the screening of potential partners.
1.0 Definitions
1.1 Board Staff
1.1.1 TVDSB employed personnel who are members of a regulated professional
college in Ontario including Social Workers, Speech -Language
Pathologists, Audiologists, Psychologists and Psychological Associates.
1.1.2 TVDSB employed personnel including School Support Counsellors,
Counselling and Support Workers, First Nations Counsellors,
Psychometrists and other educational support workers who provide
mental health, physical health or social services.
Administered By
Amendment Date(s)
DIRECTOR'S SERVICES
Procedure - Partnerships and Sponsorships, cont' d
1.2 External Providers
External providers would include but not be limited to external mental health or
social service agencies (including its staff providing services within the
parameters of the Partnership Agreement.
2.0 Principles
2.1 The Board and schools will support partnership relationships which:
2.1.1 Are consistent with the Board's values, goals, objectives and needs.
2.1.2 Remain within the authority of the Board.
2.1.3 Allocate resources to complement and not replace public funding for
education or programs and services.
2.1.4 Encourage the promotion of educational opportunities in an equitable
manner for all students.
2.1.5 Adhere to the Board's current audit, safety, facility and tendering policies
and procedures.
2.1.6 Facilitate positive relationships and cooperation between education and
the community.
3.0 Regulations
3.1 All expectations, benefits and exchanges of resources.will be known and
governed by a signed Agreement (see section 3) which is aligned with all
appropriate TVDSB collective agreements, policies and procedures.
3.2 Individuals, businesses or community groups may approach a school Principal,
Co-ordinator/supervisor or Superintendent to initiate a Partnership Agreement.
3.3 The person originally contacted will be responsible for connecting the individual,
business or community representative with the appropriate Board staff member
who will oversee the development of the proposal and subsequent agreement
implementation (see section 3).
4.0 The Agreement
4.1 Prior to entering into a partnership agreement, the Principal, Co-
ordinator/Supervisor, Superintendent or designate will collect and review the
information required to complete Appendix A in order to determine partnership
eligibility. Any potential external partner will be required to complete the
Partnership Agreement (Appendix A) following consultation with the appropriate
Superintendent, Learning Supervisor or departmental Coordinator.
Administered By DIRECTOR'S SERVICES
Amendment Date(s)
Page 2 of 6
Procedure - Partnerships and Sponsorships, cont' d
4.2 Approval is also subject to compliance with the Purchasing policy and
procedures and the Partnerships and Sponsorships Policy and Procedures and
Committee review as set out in Section 5.1.
5.0 Committees
5.1 A Committee for the Review of Partnerships with Regulated Professionals and
Paraprofessionals will be established to provide the following for the assessment
of student needs:
5.1.1 the identification of potential partners;
5.1.2 appropriate administrative mechanisms for the completion of a formal
partnership agreement;
5.1.3 provide for input by OSSTF PSSP representatives.
5.2 A Joint Advisory Conflict Resolution Committee including up to two Board
administrative employees and up to two OSSTF PSSP representatives will be
established to:
5.2.1 resolve disagreements or disputes as they arise and maintain written
documentation;
5.2.2 collaborate with external agencies for the evaluation of programs and
services through a yearly review;
5.2.3 ensure that the long-term duplication of services already provided by
PSSP staff does not occur;
5.2.4 determine the need for school based advisory committees.
Administered By DIRECTOR'S SERVICES
Amendment Date(s)
Page 3 of 6
Procedure - Partnerships and Sponsorships, cont'd
Appendix A
Thames' -Valley District School Board Partnership Agreement for the Provision of
Services by Regulated Professionals and Paraprofessionals
This is to certify that and have
agreed to enter into a partnership agreement.
Partnership: Founded on the concept of mutual benefit wherein an enduring
relationship evolves to provide advantages for both partners. The basis of
a partnership is not necessarily financial. Rather, it can be an exchange
of human and/or physical resources.
Participants:..
TVDS'g Partner"
School/Department/System:
Address:
Contact:
Phone/Fax:
E -Mail:
Organization: (please attach any additional information
that would be useful in determining the appropriateness of this
partnership.)
Address:
Contact:
Phone/Fax:
E -Mail:
1. Purpose, anticipated outcomes, method of evaluation and outline of the partnership:
2. Description of program/service/external agency: .
3. Description of the commitment,of each party (TVDSB and Partner) to the agreement.
a) Financial (e.g. fees or payments):
b) Human resources, facilities, services, space and material resources (e.g.
computers, filing cabinets, phones). Space and material resources must be ensured
for TVDSB staff before offering space and resources to external providers:
4. . Accountability (documentation to be attached)
4.1 Partnership eligibility documentation for external agency staff who are members
of a regulated professional college (PSSP) must include:
4.1.1 current qualifications as relevant to the services to be provided;
Administered By
Amendment Date(s)
DIRECTOR'S SERVICES
Page 4 of 6
Procedure - Partnerships and Sponsorships, cont' d
4.1.2 current membership in the relevant regulated college;
4.1.3 declaration of delivery of services in accordance with professional
standards of practice.
4.2 Partnership eligibility documentation for external agency staff who are
paraprofessionals must include:
4.2.1 evidence of work under the clinical supervision of staff from the external
agency who currently holds membership in the relevant regulated college;
4.2.2 details of the paraprofessional's role, responsibilities, name of immediate
supervisor, supervision plan with time and supervisor's qualifications.
4.3The Principal will be responsible for the activities of the external provider within
the school (as per Education Act).
4.4 Documentation pertaining to satisfactory criminal background checks to be
attached.
5. Liability
(External Aaencv) must carry their own insurance which includes professional
malpractice coverage (minimum $5,000,000) to insure against civil litigation alleging
incompetence, professional errors, omissions or charges laid by professional
colleges or parents/ legal guardians. Assurance is also required that staff are
covered while working on Board property.
6. Confidentiality
It is agreed that confidentiality will be maintained in accordance with the
requirements of the Municipal Freedom of Information and Protection of Privacy Act,
the Personal Health Information Protection Act, the Education Act and the Child and
Family Services Act.
7. Informed Consent
Documentation of the informed consent process for the parents/legal guardian(s) or
student who is of age, for the services to be provided is required and must follow the
Education Act and appropriate college regulations. The external provider agrees to
complete a Thames Valley District School Board Consent to the Disclosure,
Transmittal and/or Examination of Records of Information form which will be
submitted prior to any involvement with a student.
8. Compliance with Board .Policies, Procedures and Agreements
Partners will operate within the context of all of the Board's policies and procedures
including: Partnerships, Safe Schools, Conflict of Interest and Criminal Background
Administered By DIRECTOR'S SERVICES
Amendment Date(s)
Page 5 of 6
Procedure - Partnerships and Sponsorships, cont'd
Checks. It is understood that the Education Act, privacy legislation, and collective
agreements govern Board operations.
9. Annual Review Process
It is agreed that a review of the partnership will occur at least annually based upon
established criteria.
10. Termination
This Agreement may be terminated by the Thames Valley District School Board or
(External Aqencv) on the giving of thirty days written notice.
11. Consultation
Consultation with regards to this agreement has included the following Thames
Valley District School Board personnel:
Signatories to the Agreement
a) For the Business/Organization/Individual
Name (Print) Title
Signature Date
b) For the School/Department
Name (Print) Title
Signature Date
C) For the Board
Name (Print) Title
Signature Date
Note: the Thames Valley District School Board is not responsible for any claims arising out of the
partnership and/or sponsorship.
c: Director's Services
Organizational Support Services (Business Services)
Learning Support Services
Organizational Support Services (Human Resource Services)
Administered By DIRECTOR'S SERVICES
Amendment Date(s)
Page 6 of 6
Thames Valley District School Board 11 POLICY.
Title ENCOURAGING FACILITY Policy No. 2021
PARTNERSHIPS
Department Director's Services
Reference(s) Ministry of Education Memorandum 2010:B1 Effective Date 2010 May 31
Encouraging Facility Partnerships
Ontario regulation 444/98
It is the policy of the Board to work with community partners to optimize the use of its facilities
to benefit students and school communities within the mission, vision and values of the
Thames Valley District School Board.
The Thames Valley District School Board may develop an agreement with appropriate
community partners when:
• building new schools;
• undertaking significant additions and renovations to schools; or
• determining the use of Board identified surplus space in schools.
It is recognized that surplus space may be deemed unsuitable for use by a facility partner.
The Thames Valley District School Board will determine suitable facility partners.
Guiding Principles
Facility Partnerships will be considered for the use of Thames Valley District School Board
facilities when:
• student safety is not compromised;
• the educational environment is improved for students in a way that is sustainable and
supportive of student achievement;
• the Thames Valley District School Board has identified the space as surplus for
consideration of a facility partnership;
• the revenue to the Board realized from the facility partner is not less than the combined
expense of the operating and renewal costs for the space it is utilizing;
• the facility partner assumes the costs of needed furniture and equipment within the leased
space;
• the facility partner's business is compatible with the student population; and
• future enrolment projections indicate the student population and current program can be
sustained and accommodated.
Administered By
Amendment Date(s)
Director's Services Board Resolution No. 16.c.2
Amendment Resolution No.
Page 1 of 1
Thames Valley District School Board PROCEDURE
Title ENCOURAGING FACILITY
PARTNERSHIPS
Department Director's Services
Reference(s) TVDSB Policy: Encouraging Facility Partnerships
Ministry of Education Memorandum 2010: 131
Encouraging Facility Partnerships
Ontario Regulation 444/98
Procedure No. 2021 a
Effective Date 2010 May 31
1.0 The Thames Valley District School Board will continue to:
1.1 make decisions regarding school facilities and use consistent with the
Education Act and the Ontario Regulations;
1.2 build, renovate, close and dispose of surplus assets as required;
1.3 honour existing legal agreements for the use of facilities;
1.4 develop a capital plan to address the ongoing needs of its students; and
1.5 utilize its capital plan to identify which facilities will be suitable for facility
partnerships.
2.0 Criteria for a suitable facility partner will be such that:
2.1 student safety is not compromised;
2.2 its business is compatible with student programming in a Thames Valley
District School Board facility;
2.3 it has the financial ability to sustain operating costs, renewal costs,
administrative costs, and furniture and equipment needed for the allocated
space; and
2.4 it is a suitable business partner with appropriate liability insurance.
3.0 Priority will be given to the organization which provides the greatest benefit to students.
4.0 The Thames Valley District School Board's Annual Pupil Accommodation report will:
4.1 identify space available for facility partnership consideration;
4.2 identify potential future capital construction projects; and
4.3 recommend presenting the report to the community.
5.0 Following the presentation of the Annual Pupil Accommodation report:.
5.1 Available surplus space and potential capital construction projects will be
identified on the Thames Valley District School Board website, and circulated to
entities listed in Ontario Regulation 444/98 including time lines for facility
agreements.
Administered by Director's Services
Amendment Date
Page 1 of 2
5.2 A community meeting(s) will be held to discuss available surplus space,
potential capital construction projects, and facility proposals of potential partners.
6.0 The facility partner assumes the cost for all required renovations and alterations to the
existing facility and site to support the program .
7.0 In addition to entities identified in Ontario Regulation 444/98, nonprofit entities whose
activities are consistent with Municipal zoning and by-laws may make application to the
Director of Education for consideration as a community partner showing how they are
compatible with this policy and how their partnership is of value to students, staff and
the Board. This includes but is not limited to childcare operations and government
funded agencies. The Director of Education will determine the eligibility of all
applicants.
8.0 The Board will follow O.REG 444/98 for any partnership that requires a lease.
Administered by Director's Services
Amendment Date
Page 2 of 2
REPORT OF THE CHAIR'S COMMITTEE
MEMBERS
2015 December 2
12:06 p.m. —12:52 p.m.
ADMINISTRATION AND OTHERS
B. McKinnon (Chair) A. Morell L. Elliott B. Williams
M. Reid R. Tisdale
Regrets: G. Hart
1. APPROVAL OF AGENDA
The agenda as amended was approved by motion.
2. CONFLICTS OF INTEREST - none declared
3. REVIEW AND APPROVAL OF 2015 DECEMBER 8 BOARD AGENDA
The agenda for the 2015 December 8 inaugural meeting of the Board was reviewed.
4. CORRESPONDENCE
A copy of a letter from the Greater Essex County District School Board sent to the Minister of
Education regarding trustee honoraria was received.
A copy of a letter from the Trillium Lakes District School Board sent to the Minister of Education
regarding their support of the S u perior-G reen stone DSB and the Bluewater DSB developing
kindergarten to grade 12 curriculum and learning resources was received.
5. UPCOMING EVENTS/INITIATIVES
System events and initiatives are scheduled as follows:
• West Oaks F. I. P.S. Rededication — December 4
• Inaugural Meeting of the Board of Trustees — December 8
• OPSBA Public Education Symposium (PES). - January 28-30, 2016
• TVPIC Symposium — February 6, 2016
• Westfield P.S. Official Opening - February 19, 2016
• Annandale P.S. Official Opening - February 19, 2016
• South Ridge P.S. Rededication - February 19, 2016
• 25 Year Employee Recognition Reception —April 4, 2016
• Student Debate and Elections —April 28, 2016
• Variety Is — April 28, 2016
Trustee R. Tisdale advised OPSBA is reviewing the School Boards Collective Bargaining Act on
the Thursday of the Public Education Symposium (January 28, 2016) suggesting trustees
interested in providing input make that available to the trustees attending on that day. Trustee
Morell offered that she is attending on the Thursday.
Trustee A. Morell described a calendar she hopes to have in place in the Trustee conference
room soon. Trustee Morell further described potential dates for the trustee round tables with
Family of Schools. As details are confirmed, information will be posted to the website.
6. BOARD SEATING PLAN
The seating arrangement for the 2016 Board table was discussed and confirmed.
7.
8.
9.
10.
11.
APPROVAL OF TRUSTEES TO BOARD COMMITTEES
The Committees of the Board and Community Representation, 2015-2016 was reviewed and
amended (Appendix CC -1).
The following recommendation was moved and carried:
That the Committees of the Board and Community Representation, 2015-2016 be
approved.
In consideration of the Negotiations Advisory Committee needing to meet prior to the 2015
December 15 Board meeting, it was determined the following recommendation be sent to
trustees for decision by electronic vote.
The following recommendation was moved and carried:
That Chair McKinnon and Trustees J. Bennett and R. Tisdale be appointed to the
membership of the Negotiations'Advisory Committee for 2015-2016.
SCHEDULE OF FUTURE CHAIR'S COMMITTEE MEETINGS
The schedule of the Chair's Committee Meetings was confirmed as follows:
January 19, 12 p.m.
February 16, 12 p.m.
March 22, 12 p.m.
April 19, 12 p.m.
May 17, 12 p.m.
June 21, 12 p.m.
OTHER BUSINESS
January 26, 12 p.m.
February 23, 12 p.m.
March 29, 12 p.m.
April 26, 12 p.m.
May 24, 12 p.m.
August 30, 3 p.m.
a. Syrian Refugees
Director Elliott advised a senior team consisting of program, support services, and finance is
meeting to plan for receiving Syrian family refugees at Thames Valley schools. Information
has yet to be received from the Ministry. Chair McKinnon offered to follow up with trustees
who had enquired about the status.
b. City of London, Follow Up
Director Elliott offered to set up a meeting with the London District Catholic School Board as
a follow up to the meeting with the City of London. It was suggested that the Directors,
Board Chairs and a trustee from each Board attend to discuss next steps.
DATE AND TIME OF NEXT MEETING
The next meeting of the Chair's Committee was scheduled for December 9, 3 p.m.
ADJOURNMENT
The meeting adjourned at 12:52 p.m. by motion.
RECOMMENDATIONS:
That the Committees of the Board and Community Representation, 2015-2016 be
approved.
BILL MCKINNON
Chairperson
CC -1
... ........
�:. COMMITTEES OF THE BOARD
..
AND COMMUNITY REPRESENTATION
o,graIC S OLD OD 2015-2016
Program and School Services Advisory (Program)
13
All Trustees
Planning and Priorities Advisory (Planning)
13
All Trustees
1
Bennett
McKinnon (Chair)
Hart (Advisory Chair)
Chair's
5
Reid (Vice)
Morell (Advisory Chair)
Tisdale
(or as per TVEF Bylaws)
Tisdale (Past Chair)
Todd
1
First Nations Trustee
Schuyler
Bennett
First Nations Advisory
+2
Morell
Bennett
Tisdale
Negotiations Advisory
3
McKinnon
Bennett
Reid
Policy Working
5
Goodall
Skinner
Polhill
STATUTORY
Morell
TisdaleReid
Audit (term of the Board)
3
Bennett
Schuyler
Discipline
3
Jaffe
Special Education Advisory (SEAL)
3
Bennett
Tisdale
(term of the Board)
Goodall
One from each area +
Bennett/Skinner(A)
Campbell/Morell(A)
Supervised Alternative Learning (SAL)
alternate (A)
Todd/Goodall (A)
McKinnon/Hart (A)
Thames Valley Parent Involvement (TVPIC)
1
Tisdale
ADMINISTRATIVE •
Accessibility
1
Bennett
Award of Distinction
1
Campbell
Culture for Learning Advisory
1
Morell
Communications & Public Relations
1
Skinner
Education Week
1
Campbell
Environmental Education and Management
1
Hart
Ontario Public School Boards' Association
Children's Safety Village
Safety & Crime Prevention Advisory (4 -yr term)
Thames Valley Education Foundation (TVEF)
Thames Valley Council of Home and School Associations
STS Conditional Bussing Working Group (Ad Hoc)
Communication/Social Media
2 + 2 alternates (A)
Hart
Reid (A)
Tisdale
Skinner (A)
1
Bennett
1
Bennett
Chair+ 3 others
Campbell
Tisdale
(or as per TVEF Bylaws)
McKinnon
Todd
1
Polhill
2
Bennett
Hart
Campbell, Goodall, McKinnon, Morell,
Polhill, Reid, Skinner
REPORT OF THE CHAIR'S COMMITTEE
MEMBERS
2015 December 9
3:00 p.m. — 3:36 p.m.
ADMINISTRATION AND OTHERS
B. McKinnon (Chair) G. Hart (by phone) L. Elliott B. Williams
M. Reid R. Tisdale (+3:30)
Regrets: A. Morell
1. APPROVAL OF AGENDA
The agenda as amended was approved by motion.
2. CONFLICTS OF INTEREST - none declared
3. REVIEW AND APPROVAL OF THE 2015 DECEMBER 15 BOARD AGENDAS
REVIEW AND APPROVAL OF THE 2016 JANUARY 12 AGENDA
REVIEW AND APPROVAL OF THE 2016 JANUARY 12 PLANNING AND PRIORITIES
ADVISORY COMMITTEE MEETING AGENDA
The agendas for the upcoming Board and Advisory Committee meetings were reviewed for 2015
December 15 and 2016 January 12.
The draft schedule of future Board and Advisory Committee reports and presentations was
reviewed.
4. CORRESPONDENCE - none
5. UPCOMING EVENTS/INITIATIVES
System events and initiatives are scheduled as follows:
• OPSBA Public Education Symposium (PES) - January 28-30, 2016
• TVPIC Symposium — February 6, 2016
• Westfield P.S. Official Opening - February 19, 2016
• Annandale P.S. Official Opening - February 19, 2016
• South Ridge P.S. Rededication - February 19, 2016
• 25 Year Employee Recognition Reception —April 4, 2016
• Student Debate and Elections —April 28, 2016
• Variety Is — April 28, 2016
6. LONDON DISTRICT CATHOLIC SCHOOL BOARD AND THAMES VALLEY DISTRICT
SCHOOL BOARD JOINT MEETING
As a follow up to discussions at the last meeting, a meeting has been set for 2015 December 22
between the London District Catholic School Board and Thames Valley. The meeting will be
attended by the Director, Board Chair and Past -Chair. Director Elliott shared the draft agenda for
discussion.
7. SYRIAN REFUGEE SETTLEMENT
Memos sent from the Ministry of Education regarding Syrian Refugee Settlement in Ontario to
School Board Chairs and Directors of Education were shared. Director Elliott described a
meeting attended by CODE with the Minister of Immigration and Minister of Health. It was noted
100 families are expected in the London area. Director Elliott further described the work of the
NDSB planning team meeting to prepare to receive Syrian refugees. Trustees will be updated
through email as the planning evolves.
8.
9.
10.
OTHER BUSINESS
a. In Camera
The committee moved in camera at 3:34 p.m. to discuss personal issues reconvening in
public session at 3:35 p.m.
DATE AND TIME OF NEXT MEETING
The schedule of the Chair's Committee Meetings was confirmed as follows:
January 19, 12 p.m.
February 16, 12 p.m.
March 22, 12 p.m.
April 19, 12 p.m.
May 17, 12 p.m.
June 21, 12 p.m.
January 26, 12 p.m.
February 23, 12 p.m.
March 29, 12 p.m.
April 26, 12 p.m.
May 24, 12 p.m.
August 30, 3 p.m.
ADJOURNMENT
The meeting adjourned at 3:36 p.m. by motion.
RECOMMENDATIONS: None
BILL MCKINNON
Chairperson