Date: 2000 12 01 / 2006 11 21 / 2011 09 13 / 2016 11 22 / 2023 02 28

Administrative Procedures

Responsibilities

1. Any commercial advertising at the school level must receive the approval of the Superintendent of Education.

Additional Information

1. The St. Clair Catholic District School board is committed to the principles of equity and inclusive education, consistent with our Catholic teachings, which value and promote human rights and social justice in all Board policies, programs, guidelines, operations and practices.

Date: 2010 10 27 / 2016 05 24 / 2023 05 30

Administrative Procedures

Date: 2001-11-27 / 2015-05-26 / 2021-03-30

Policy Statement

The St. Clair Catholic District School Board authorizes administration to make necessary expenditures as detailed within the approved annual budget and within additional funds that are received after the approval of the annual budget.

Policy Goals

1. To ensure financial integrity, accountability and transparency.
2. To ensure that the parameters and guidelines under which employees are authorized to expend funds are within the approved annual budget and within additional funds that are received after the approval of the annual budget.
3. To ensure expenditures above the approved annual budget, or above the additional funds that are received after the approval of the annual budget, receive approval from the Board.

Date: 2001 11 27 / 2015 05 26 / 2021 03 30

Administrative Procedures

These administrative procedures establish criteria for administration to make expenditures as detailed within the approved annual budget and to make changes to the approved annual budget when necessary.

Responsibilities

1. 1. The Treasurer of the Board will be responsible for the implementation of this policy and procedures and ensuring compliance.
   2. The Director of Education is responsible to the Board of Trustees for the implementation of the approved annual budget.
   3. The Treasurer of the Board will be responsible for ensuring that expenditures are made in accordance with the approved annual budget.
   4. Supervisory Officers are responsible for delegating budget authority to budget managers (i.e. School Principals, Department Managers, Co-ordinators, Consultants, Supervisors, etc.).
   5. Budget managers will ensure that all budgets are expended and properly supported in compliance with these procedures.

Expectations

2. 1. The Purchasing Policy and Procedures must be followed for all budgeted expenditures.
   2. The Board of Trustees will be updated on changes to the approved annual budget through quarterly interim financial reports that are provided to the Audit Committee for information. The Audit Committee may recommend the reports be brought to the Board.
   3. Staffing adjustments must be approved by Executive Council including a plan to minimize the impact on the Board’s budget.
   4. Negotiated changes to compensation agreements must be communicated to Executive Council including an analysis of the impact on the Board’s budget.
   5. Changes in projected enrolment must be communicated to Executive Council including an analysis of the impact on grant revenues and any potential budget adjustments required.
   6. New or enhanced grant programs which would involve additions to approved expenditures must be communicated to Executive Council. The funds cannot be used for permanent staffing.
   7. Principals are authorized to expend funds allocated to them as part of the annual budget process subject to the following conditions:
      • The school budget plan is aligned with the annual School Improvement Plan;
      • The school budget plan is reviewed by the school Superintendent and presented to the school staff and Catholic School Advisory Council for information;
      • The Principal monitors the budget on a monthly basis to ensure actual expenses do not exceed the plan; and
      • Where a deficit is anticipated the Principal communicates the reason to the school Superintendent and the Financial Services Department.

   Additional Information

   3. The St. Clair Catholic District School Board is committed to the principles of equity and inclusive education, consistent with our Catholic teachings, which value and promote human rights and social justice in all Board policies, programs, guidelines, operations and practices.

   Definitions

   Audit Committee

   The Audit Committee is comprised of two elected trustees (4 year term) and two external members (3 year term). The role of the Audit Committee is to assist the Board of Trustees in fulfilling its responsibilities related to governance and oversight.

   Budget Manager

   Any employee who has been delegated authority to expend funds in accordance with an approved budget.

   Executive Council

   A committee of the Director of Education and the Supervisory Officers.

   References

   • Policy – Budgetary Authority
   • Policy and Procedures – Purchasing

Date: 2000 12 01 / 2008 02 27 / 2013 01 22 / 2022 03 29

Policy Statement

1. The St. Clair Catholic District School Board holds as its primary goal the nurturing and spiritual development of its students and staff and values the advisory role of the Catholic Faith Advisory Committee in serving this goal.
   1. We believe a faith-filled Catholic learning community is:
      1. Christ-centred and informed by Gospel teaching, in which we hold ourselves to high standards and to act in service to others;
      2. One that together prays, learns, works and celebrates the sacraments;
      3. Inclusive, accepting and respectful of all God’s children;
      4. One that nurtures our spirituality and our potential, academically, physically, emotionally and socially, such that we become committed contributors to our schools, our families, our Church, our communities and our society.

Policy Goals

1. The work of the Catholic Faith Advisory Committee will promote the Gospel values, taught by Jesus Christ, among all partners in the education and formation of students and staff.
2. The work of the Catholic Faith Advisory Committee will align with the Board mission and vision.
3. The work of the committee shall be to strengthen the relationship between the parish, the family and the school.
4. The Catholic Faith Advisory Committee will liaise with the Sarnia and Kent deaneries.
5. The work of the committee will increase the confidence of the public in the value of publicly funded Catholic education.
6. The committee is vested with the responsibility of proclaiming the importance and the value of Catholic education within the St. Clair Catholic District School Board and the community.

Date: 2004 09 01 / 2017 04 25 / 2023 04 25

Policy Statement

The St. Clair Catholic District School Board recognizes that quality school-based child care is an important component in providing children with an integrated school day and supports the establishment of child care in schools where space can be provided and at no cost to the Board.

Policy Goals

1. To promote strong partnerships between child care and school board educational programs that benefit students, families, and communities.
   1. To support the operation of child care programs that do not displace students in need of classroom accommodation and do not interfere or conflict with the school’s educational program space requirements.
   2. To support the operation of child care programs where the Board receives adequate funding to establish and maintain the child care space at no additional cost to the Board.

Date: 2004 09 01 / 2017 04 25 / 2023 04 25

Administrative Procedures

1. Responsibilities

   1. The Treasurer of the Board will be responsible for the development and implementation of this policy and procedures.
   2. The Superintendent of Education responsible for child care will be responsible for communication of the policy and procedures to appropriate Board employees.
   3. Principals will be responsible for communication of this policy and procedures to school communities.

2. Expectations

   1. Superintendent of Education Responsible for child care or designate will:
      1. Establish and maintain relationships with government and community agencies related to child care.
      2. Enhance the working relationship between schools and the child care operators to promote an integrated approach to child care.
      3. Work in partnership with Consolidated Municipal Service Managers to develop the Service System Plan
      4. Participate in the development and maintenance of the Chatham-Kent & Sarnia-Lambton Partners in Childcare Manual.
      5. Ensure that the most current Chatham-Kent & Sarnia Lambton Partners in Childcare Manual is available to all Principals via the Board website.
      6. Act as a resource person for CLASS staff, principals, teaching and support staff for consultation and advice on child care matters.
      7. Monitor Board initiatives and report on any child care implications.
      8. Ensure compliance with O. Reg. 221/11: Extended and Third Party Programs.
      9. Review and approve any reports to the Ministry as necessary.
   2. Treasurer of the Board or designate will:
      1. Ensure that responsibilities of child care operators are outlined in formal lease agreements.
      2. Review and sign all lease agreements between the Board and child care operators.
      3. Manage the use of school buildings and property, including the use of specialized space, by child care operators.
      4. Advise child care provider of any damage to Board property and appropriate restitution required.
      5. Review and approve any reports to the Ministry as necessary.
   3. General Manager – CLASS or designate will:
      1. Administer and manage the child care program for the Board. This includes providing parent communication regarding program demand, fees, locations and availability of financial assistance.
      2. Develop child care procedures that provide direction to child care operators and the Board.
      3. Provide regular updates to the Superintendent of Education or designate responsible for child care or designate.
      4. Work in partnership with Superintendent of Education or designate to promote positive, seamless child care.
   4. Principal or designate will:
      1. Represent the Board and school in resolving site based child care issues.
      2. Be familiar with the Chatham-Kent & Sarnia Lambton Partners in Childcare manual located on the Board’s internal web-site.
      3. Complete Partners in Childcare Checklist (from the Chatham-Kent & Sarnia Lambton Partners in Childcare Manual) annually with child care providers to promote and maintain close cooperation.
      4. Promote a positive relationship between the staff of the school and the staff of the child care, focused on integrated and seamless care for children.
      5. Provide child care operator with copies of relevant fire safety plans annually.
      6. Include child care in all emergency drills.
      7. Assist General Manager – CLASS or designate in providing licensable shared space for Before and After school child care programs that meets the Early Years and Child Care Act, 2014.
      8. Determine whether to attend, or whether a designate should be in attendance, for meetings with the Board of Directors of the child care operator. Where one child care operator is responsible for more than one school, it is necessary for only one principal, or designate, to decide whether to attend.

3. Additional Information

   1. The St. Clair Catholic District School Board is committed to the principles of equity and inclusive education, consistent with our Catholic teachings, which value and promote human rights and social justice in all Board policies, programs, guidelines, operations and practices.
   2. Education Act, Section 171 (1) Powers of Boards states:
      • A board may construct and renovate child care facilities in a school. (Education Act, Section 171 (1), 48 Child Care Facilities).
      • A board may establish, operate and maintain child care centres within the meaning of the Child Care and Early Years Act, 2014, subject to that Act. (Education Act, Section 171 (1), 49 Child Care Centres).

References

• Chatham-Kent Lambton Administrative School Services (CLASS) Policy - Child Care
• Chatham-Kent & Sarnia-Lambton Partners in Childcare Manual
• Ministry of Education - Before and After Schools Program Kindergarten – Grade 6 (2017)
• Education Act, Ontario: O. Reg. 221/11: Extended Day and Third Party Programs
• Child Care and Early Years Act (2014)

Child Care

Date: 2000 12 01 / 2001 06 05 / 2002 05 28 / 2002 12 01 / 2017 04 25 / 2023 04 25

Administrative Procedures

Responsibilities

1. 1. The Treasurer of the Board will be responsible for the development and implementation of this policy and procedures.
   2. The Treasurer of the Board will be responsible for communication of the policy and procedures to appropriate Board employees.
   3. Principals will be responsible for communication of this policy and procedures to school communities.

Expectations

2. 1. Treasurer of the Board or designate will:
   2. Act as a resource person for CLASS staff, principals, teaching and support staff for consultation and advice on community use matters.
   3. Approve the CLASS community use of schools procedures.
   4. Manage the use of school buildings and property, including the use of space by the community.
   5. Advise the resource person for CLASS of any damage to Board property and appropriate restitution required.
   6. Review and approve any reports to the Ministry as necessary.
   7. General Manager – CLASS or designate
   8. Administer and manage the community use of schools program for the Board.
   9. Develop community use of school policy and procedures that provide direction to the community and the Board.
   10. Prepare reports to the Ministry as necessary.
   11. Principal or designate
   12. Promote a positive relationship between the staff of the school and the community.
   13. Represent the Board and school in resolving site based community use of schools issues.
   14. Fulfill their role in the approval of applications for community use of schools. Community use of schools applications are collaboratively approved by community use of schools staff at CLASS, Facility Services and the school Principal.

   Additional Information

3. The St. Clair Catholic District School Board is committed to the principles of equity and inclusive education, consistent with our Catholic teachings, which value and promote human rights and social justice in all Board policies, programs, guidelines, operations and practices.

Community Use of Schools

Return to Learn — Strategies & Approaches

Concussion Guidelines: Teachers / Coaches

What Is a Concussion?

A concussion is a brain injury that cannot be seen on routine X-rays, CT scans, or MRIs. It affects the way a student may think and remember things and can cause a variety of symptoms.

What Are the Symptoms and Signs of Concussion?

A student does not need to be knocked out (lose consciousness) to have had a concussion.

What Causes a Concussion?

Any blow to the head, face, or neck, or a blow to the body that causes a sudden jarring of the head may cause a concussion (e.g., a ball to the head, being checked into the boards in hockey).

What Should You Do If a Student Gets a Concussion?

You will most often have students who sustained a concussion outside of school, but it is important to know how to deal with a student whom you suspect has sustained a concussion while participating in a sport or activity at school.

If you suspect a concussion, the student should stop playing the sport or activity right away.

They should not be left alone and should be seen by a doctor as soon as possible that day. If a student is knocked out for more than a minute, call an ambulance to take them to a hospital immediately. Do not move them or remove athletic equipment like a helmet; wait for paramedics to arrive. Anyone with a concussion should not go back to play that day, even if they say they are feeling better. Problems caused by a head injury can get worse later that day or night. The student should not return to activity until they have been seen by a doctor.

How Long Will It Take for the Student to Get Better?

The signs and symptoms of a concussion often last for 7–10 days but may last much longer. In some cases, athletes may take many weeks or months to heal, even after all symptoms have disappeared. Having had previous concussions may increase the chance that a person takes longer to heal.

How Is a Concussion Treated?

It is clear that exertion, both physical and mental, worsens concussion symptoms and may delay recovery. Thus, the most important treatment for concussion is rest.

Many students find that attending school aggravates their symptoms and may have to stay home and rest. It is not possible to know when symptoms will improve, as each concussion is unique. Therefore, a specific return date to school may not initially be possible. Once the student feels better, they can try going back to school, initially part time (e.g., half days). If their symptoms do not return, they can go back full time. Because mental exertion can make symptoms worse, the student’s workload may need to be adjusted.

Return-to-Activity Guidance

It is very important that a student does not go back to activity if they have any concussion symptoms or signs.

• Step 1: No activity; complete rest. Once back to normal and cleared by a doctor, proceed to Step 2.
• Step 2: Light exercise such as walking or stationary cycling for 10–15 minutes.
• Step 3: Sport-specific aerobic activity (e.g., skating in hockey, running in soccer) for 20–30 minutes. No contact.
• Step 4: “On-field” practice such as ball drills, shooting drills, and other activities with no contact (e.g., no checking, no heading the ball).
• Step 5: “On-field” practice with body contact, once cleared by a doctor.
• Step 6: Game play.

Note: Each step must take a minimum of one day. If a student has any concussion symptoms (e.g., headache, nausea) that return during activity or later that day, they should stop the activity immediately and rest for a minimum of 24 hours. The student should be seen by a doctor and cleared again before restarting the step-wise protocol. The protocol should be individualized to the student’s injury and the activities they are returning to. This applies to all physical activities, including Physical Education classes; P.E. teachers should speak with the student’s parents to determine appropriate participation.

When Can a Student with a Concussion Return to Sport?

Students should not play any sports—including P.E. class activities—if they have any signs or symptoms of concussion. They must rest until completely back to normal. After they are symptom-free and have been seen by a doctor, they can progress through the steps above. When they have completed the steps with no symptoms and have received medical clearance, they may return to play. If unsure whether a student should participate, remember: when in doubt, sit them out!

Attribution

Reproduced and adapted with permission from Parachute Canada, Concussion Guidelines: Teacher/Coach.

Concussion Guidelines: Parents and Caregivers

What Is a Concussion?

A concussion is a brain injury that cannot be seen on routine X-rays, CT scans, or MRIs. It affects the way your child may think and remember things and can cause a variety of symptoms.

What Are the Symptoms and Signs of Concussion?

Your child does not need to be knocked out (lose consciousness) to have had a concussion.

What Causes a Concussion?

Any blow to the head, face, or neck, or a blow to the body that causes a sudden jarring of the head may cause a concussion (e.g., a ball to the head, being checked into the boards in hockey).

What Should You Do If your child Gets a Concussion?

Your child should stop playing the sport right away.
They should not be left alone and should be seen by a doctor as soon as possible that day. If your child is knocked out, call an ambulance to take him/her to a hospital immediately. Do not move your child or remove any equipment such as helmets until the paramedics arrive.

How Long Will It Take for my child to Get Better?

The signs and symptoms of a concussion often last for 7–10 days but may last much longer. In some cases, athletes may take many weeks or months to heal, even after all symptoms have disappeared. Having had previous concussions may increase the chance that a person takes longer to heal.

How Is a Concussion Treated?

The most important treatment for concussion is rest.
The child should not exercise, go to school or do any activities that may make them worse, like riding a bike, play wrestling, reading, working on the computer or playing video games. If your child goes back to activities before they are is completely better, they are more likely to get worse, and to have symptoms longer. Even though it is very hard for an active child to rest, this is the most important step.

Once your child is completely better at rest (all symptoms have resolved), they can start a step-wise increase in activities. It is important that your child is seen by a doctor before he/she begins the steps needed to return to activity, to make sure he/she is completely better. If possible, your child should be seen by a doctor with experience in treating concussions.

When Can My Child Return to School

Sometimes children who have a concussion may find it hard to concentrate in school and may get a worse headache or feel sick to their stomach if they are in school. Children should stay home from school if their symptoms get worse while they are in class. Once they feel better, they can try going back to school part time to start (e.g. for half days initially) and if they are okay with that, then they can go back full time.

When Can my Child Return to Sport?

It is very important that your child does not go back to activity if they have any concussion symptoms or signs.
Return to sport and activity must follow a step-wise approach:

• Step 1: No activity; complete rest. Once back to normal and cleared by a doctor, proceed to Step 2.
• Step 2: Light exercise such as walking or stationary cycling for 10–15 minutes.
• Step 3: Sport-specific aerobic activity (e.g., skating in hockey, running in soccer) for 20–30 minutes. NO CONTACT.
• Step 4: “On-field” practice such as ball drills, shooting drills, and other activities with NO CONTACT (i.e. no checking, no heading the ball, etc.).
• Step 5: “On-field” practice with body contact, once cleared by a doctor.
• Step 6: Game play.

Note:
Each step must take a minimum of one day. If your child has any symptoms of a concussion during activity, or later that day, your child should stop the activity immediately and rest until symptoms resolve, for a minimum of 24 hours. Your child should be seen by a doctor and cleared again before starting the step wise protocol again. Concussion (e.g. headache, feeling sick to his/her stomach) that come back either.

When Should I Take my Child to the Doctor

Every child who gets a head injury should be seen by a doctor as soon as possible. Your child should go back to the doctor IMMEDIATELY if, after being told he/she has a concussion, he/she has worsening of symptoms such as:

• Being more confused
• Headache that is getting worse
• Vomiting more than twice
• Strange behaviour
• Not waking up
• Having any trouble walking
• Having a seizure

Problems caused by a head injury can get worse later that day or night. The child should not be left alone and should be checked throughout the night. If you have any concerns about the child’s breathing or how they are sleeping, wake them up. Otherwise, let them sleep. If they seem to be getting worse, you should see your doctor immediately.

NO CHILD SHOULD GO BACK TO SPORT UNTIL THEY HAVE BEEN CLEARED TO DO SO BY A DOCTOR

Attribution

Reproduced and adapted with permission from Parachute Canada, Concussion Guidelines: Parent/Caregiver.

Copyright: Fair Dealings Guidelines

Date: 2007 03 27 / 2015 04 28

Policy Statement

The St. Clair Catholic District School Board is committed to making safety and security in its schools a priority through the implementation of the Safe Schools Act, 2000 and Ontario Regulation 521, as amended by Regulation 322/03. It is policy of the Board that Criminal Background Checks will be required of service providers and employees of service providers who have direct and regular contact with students.

Policy Goals

1. Ensure all service providers and employees of service providers comply with the law in relation to submitting a Criminal Background Check.
2. Provide a safe and secure learning environment that is conducive to enhancing student achievement and well-being.
3. Require that the provision of services by a service provider is conditional upon the receipt of a satisfactory Criminal Background Check.
4. Provide direction when evidence is received of a criminal conviction or other relevant conviction and/or in cases of non-compliance.

Definitions

Criminal Background Check (CBC)

Means a document concerning an individual which:

1. Was prepared by a police force or service from national data on the Canadian Police Information Centre (CPIC) database within six (6) months before the date the Board collects the document;
2. Provides information concerning the individual's police record including Criminal Code (Canada) convictions, pardoned sexual offences, records of convictions under the Controlled Drugs and Substances Act, Narcotic Control Act and Food and Drugs Act and all outstanding warrants and charges; and
3. Includes a Criminal Record and Vulnerable Sector check.

Service Provider

Means an individual who is not an employee of the Board and who comes into direct contact with pupils on a regular basis at a school site of the Board in the normal course of:

1. Providing goods or services under contract with the Board, carrying out his or her employment functions as an employee of a person who provides goods or services under contract with the Board, or,
2. Providing services to a person who provides goods or services under contract with the Minister.

Date: 2007 03 27 / 2015 04 28

Administrative Procedures

Responsibilities

1. Where a service provider is contracted by the Board to provide services which will put the service provider or the service provider’s employees in direct and regular contact with students, the Board representative responsible for entering into the contract will advise the service provider with respect to the requirement to provide criminal background checks.
   1. Where a service provider is contracted by the School to provide services, the Principal is the individual responsible for compliance with Regulation 521/01 and will advise the service provider with respect to the requirement to provide criminal background checks.
   2. Principals shall be responsible for ensuring service providers who come into direct and regular contact with students possess current Identification Cards or a satisfactory criminal background check.
   3. The senior administrator responsible for Human Resource Services shall notify principals on an annual basis which service providers require Identification Cards.

Expectations

All service providers and employees of service providers who are identified by the Board as potentially coming into direct and regular contact with students must be in compliance with Regulation 521/01 before providing services to the Board. School bus drivers and driving instructors are not required to comply with Regulation 521/01. Rather, they are required to satisfy the requirements set out by the Ministry of Transportation (O. Reg. 49/03, s.1.). A service provider who fails to comply with the Criminal Background Check requirements of the Board may be restricted from providing goods and services to the Board.

2. 1. Upon arriving at a school, a service provider who provides services in school on an itinerant or as needed basis is required to report to the school office, sign in and, if applicable, show his/her Identification Card.
   2. Where services are provided at a school on a regular and consistent basis, the Principal shall verify possession of a current Identification Card annually on the first day of each school year. To facilitate this process, the Principal shall:
      1. Obtain a list of names of service providers;
      2. Ensure that each service provider on record and thereafter every new service provider presents a valid Identification Card along with another identification card, preferably a photo identification card;
      3. At the discretion of the Principal and the Manager – Facility Services, a service provider cleared by the Principal may be issued a Board photo identification badge.

Additional Information

1. The St. Clair Catholic District School Board is committed to the principles of equity and inclusive education, consistent with our Catholic teachings, which value and promote human rights and social justice in all Board policies, programs, guidelines, operations and practices.
2. Ontario Regulation 521/01 can be viewed at the following link: http://www.e-laws.gov.on.ca/html/regs/english/elaws_regs_010521_e.htm
3. Effective September 1, 2014, Board approved Identification Cards must be issued through Sterling Backcheck, a background checking company. The Board’s previous Identification Card provider, OESC, ended its background check program. Therefore, current OESC Identification Cards are valid up to their expiry date or August 31, 2016, whichever is earlier.

Definitions

Criminal Background Check - means a document concerning an individual which:

1. was prepared by a police force or service from national data on the Canadian Police Information Centre (CPIC) database within six (6) months before the date the Board collects the document;
2. provides information concerning the individual's police record including Criminal Code (Canada) convictions, pardoned sexual offences, records of convictions under the Controlled Drugs and Substances Act, Narcotic Control Act and Food and Drugs Act and all outstanding warrants and charges; and
3. includes a Criminal Record and Vulnerable Sector check

Service Provider - means an individual who is not an employee of the Board and who comes into direct contact with pupils on a regular basis at a school site of the Board in the normal course of:

1. providing goods or services under contract with the Board, carrying out his or her employment functions as an employee of a person who provides goods or services under contract with the Board, or,
2. providing services to a person who provides goods or services under contract with the Minister.

Identification Card - means a wallet sized card valid for a three (3) year period issued by a Board approved entity (e.g. OESC, Sterling Backcheck, etc.) to an individual who has been determined to present no unacceptable risk to students, and who may attend school property and come into direct and regular contact with students.

Date: 2015 04 28 / 2021 03 30

Policy Statement

The St. Clair Catholic District School Board is a registered charitable organization that may accept a donation where the purpose enhances student learning and well-being and is not in conflict with the Board’s Mission, Vision and Strategic Direction.

Policy Goals

1. To ensure that donations are used to enhance student learning and well-being.
2. To ensure that every effort will be made to honour the intent of designated donations.
3. To ensure that any donated gifts-in-kind meet current standards related to safety, building codes and any other applicable standards.
4. To establish procedures for the issuance of official donation receipts and preparation of the annual charity return in accordance with the Canada Revenue Agency Income Tax Act.

Definitions

Designated donations

Donations provided to the Board, where the donor has specified where in the Board the support is to be directed.

Donation

Is any voluntary transfer of property for which the donor receives or expects nothing in return. A contribution of services (i.e. time, skills, and effort) does not qualify as a donation for the purposes of issuing an official donation receipt.

Gifts-in-Kind

Is donated property, other than cash, such as computers, musical instruments, etc.

Date: 2015 04 28 / 2021 03 30

Administrative Procedures

This administrative procedure applies to all donations received by the Board, a school or Catholic School Advisory Council. Donations can be accepted and upon request officially receipted by the St. Clair Catholic District School Board or the St. Clair District Catholic Education Foundation.

Responsibilities

1. 1. The Treasurer of the Board will be responsible for the implementation of this policy and procedure.
   2. The Treasurer of the Board is responsible for maintaining a charitable registration in the name of the Board with the Canada Revenue Agency.
   3. The Director of Education, Supervisory Officers and Principals are authorized to accept donations on behalf of the Board and are responsible for understanding, abiding by and communicating this policy and procedure.
   4. The Financial Services Department will be responsible for issuing official donation receipts and completing the annual charity return in accordance with Canada Revenue Agency regulations.

Expectations

2. 1. Donations must be reasonable and appropriate. In other words, the donations must be consistent with common values and accepted practices. Donations may be refused.
   2. The process for accepting and issuing official donation receipts must be transparent and accountable with the necessary controls and approvals in place.
   3. Donors cannot receive any direct benefits from their donation, such as advertising or direct benefits to their children.
   4. Donors must have the legal right to the property or goods they are offering to a school or to the Board.
   5. An individual or group wishing to make a donation should consult with the School Principal, or the designated Board official. The donor must be informed of all applicable procedures.
   6. No school or Catholic School Advisory Council shall file for separate registered charitable status, as the Board must ensure that the issuance of official donation receipts and that the filing of the annual charity return, are completed by a qualified individual.
   7. The Purchasing Policy and Procedures must be followed when using donations to make purchases.

Cash Donations

3. 1. Upon request by the donor, qualifying cash donations of $20 or more will be issued an official donation receipt.
   2. All cash donations received by a school are deposited by the school into the school’s bank account.
   3. The Financial Services Department will provide a form on the Board’s intranet to be used when an official donation receipt is requested. Each school or department is required to submit completed forms on a monthly basis. A NIL report is not required. The completed form is forwarded to the Manager – Financial Services for approval. It is the responsibility of the person requesting the receipt to ensure that all of the information provided accurately reflects the information that should be included on the official donation receipt. Once the Manager – Financial Services has verified that the donations qualify for an official donation receipt the school or department will be notified to transfer the funds to the Board.
   4. An official donation receipt will be issued in the name of the donor and provided directly to the donor after the funds have been transferred to the Board.
   5. After official donation receipts have been issued, funds will not be refundable.
   6. Donations will be allocated to the school or department’s operating budget or, where the funds are to be provided back to a school’s bank account, a transfer of funds will be facilitated by the Financial Services Department.
   7. Designated donations (i.e. scholarships, bursaries, student awards, etc.) that are to be invested and paid out over more than one fiscal year must be transferred to the St. Clair District Catholic Education Foundation.
   8. For designated donations that fall under 3.7 above, there must be an agreement between the Board and the donor which outlines the terms and conditions of the donation. Donor agreements should include:
      1. Purpose of the donation, consistent with the values of the Board;
      2. Where applicable, the criteria and method by which the student(s) will be chosen;
      3. Where applicable, the method of recognition (i.e. monetary, plaque);
      4. The amount and timing of the donation; and
      5. The term of the agreement with consideration for dissolution if and when the funds available are not adequate to continue making the agreed upon payment(s).
   9. Cash donations for purchases of materials and equipment will follow procedures as noted in Section 4.0 Gifts-in-Kind.

Gifts-in-Kind

4. 1. In lieu of gifts-in-kind, donors are encouraged to donate funds to enable a school or the Board to acquire goods to supplement education funding.
   2. Upon request by the donor, the issuance of an official donation receipt will be considered for gifts-in-kind donations of $100 or more.
   3. Before the acceptance of any gifts-in-kind for which an official donation receipt is requested, the Manager – Financial Services must be consulted.
   4. Before the acceptance of any gifts-in-kind, the appropriate administrators (i.e. Principal, Manager – Facility Services, Manager – Information Services, etc.) must consider the following factors:
      1. Value of the gift to the school’s educational program;
      2. Location of the gift in the school building or on the school property;
      3. Applicable installation or repair costs;
      4. Safety, security and maintenance requirements;
      5. Board standards for equipment (i.e. computers, audio-visual); and
      6. Commitment required by the school or the Board (i.e. ongoing costs).
   5. The donor is responsible for delivery of the item(s) with the staff member who will take receipt of the item(s) on behalf of the school or the Board.
   6. All goods and services, as applicable, requiring approval (i.e. Ontario Hydro, CSA/UL, etc.) must be completely assembled and must bear a label showing approval of the assembly. All requirements for The Ontario Occupational Health and Safety Act and Regulations for Industrial establishments must be followed and provide all necessary Workplace Hazardous Materials Information Systems documentation, where required. All playground equipment accepted must follow Outdoor Playspaces and Equipment Policy and Procedures.
   7. All accepted gifts-in-kind to schools or to the Board will become the exclusive property of the Board and part of its inventory.
   8. The Board will attempt to honour the intent of the donor as to use and location of accepted gifts-in-kind but does not make any commitment to replace or dispose of the gift.
   9. The continued use of the gifts-in-kind will be dependent upon the availability of funds within the school or department’s budget.
   10. Installation of, and/or alterations to, Board property required in association with acceptance of the gifts-in-kind shall be subject to the approval of the Manager – Facility Services.
   11. Gifts-in-kind will be covered by the normal insurance policies of the Board.
   12. Following consultation with the donor, a Board official authorized to accept the donation, shall complete Appendix 1 Request to Donate Gifts-in-Kind.
   13. When an official donation receipt is requested for gifts-in-kind, it is the responsibility of the donor to provide a third party appraisal of the fair market value from a recognized authority, in compliance with Canada Revenue Agency regulations. The third party evaluator must be qualified and independent of the donor.
   14. Once the documentation supporting fair market value has been verified, an official donation receipt will be issued by the Financial Services Department directly to the donor.

Donated Labour

5. 1. Donations in the form of service to a school, such as labour, must be pre-approved by the Principal and Manager – Facility Services, in consultation with the Manager – Human Resources, prior to the commencement of any work.
   2. Any person, tradesperson or not, donating their service to work on school property must complete Appendix 2 Volunteer Acknowledgement and Disclaimer Waiver and forward to the Manager – Facility Services.
   3. Any tradesperson donating their service must complete the Board’s Contracted Services Program.
   4. The acceptance of donated labour is conditional upon meeting the criteria in the Policy and Procedures – Volunteers and the receipt of a satisfactory Criminal Background Check as outlined in the Policy and Procedure – Criminal Background Checks for Employees and Volunteers.
   5. Official donation receipts will not be issued for donated labour.
   6. It is acceptable for a school to purchase a service from an individual or company and then have the individual or company donate the cash back to the school. In this case an exchange of cheques is required.

Capital Projects

6. 1. Designated donations for capital projects will be accepted on behalf of the Board by the Treasurer of the Board. These donations will be held for the specific projects as designated by the donor.
   2. Upon request by the donor, issuance of an official donation receipt will follow the procedures as noted in Section 3.0 Cash Donations.

Recognition of the Donor

7. 1. The Board official responsible for accepting the donation is expected to express to the donor the Board’s or school’s appreciation for the gift. A copy of the receipt or letter acknowledging the donation shall be kept with financial records for audit purposes.
   2. A school that has benefited from a donation may publicly acknowledge in an appropriate manner, unless directions to the contrary are given by the donor, the contribution of the donor and may advise the students and parent community accordingly.

Annual Charity Return

8. 1. An annual charity return will be prepared and submitted to the Canada Revenue Agency by the Manager – Financial Services within six months following the end of each fiscal period for the Board and the Foundation.

Additional Information

The St. Clair Catholic District School Board is committed to the principles of equity and inclusive education, consistent with our Catholic teachings, which value and promote human rights and social justice in all Board policies, programs, guidelines, operations and practices.

Definitions

Designated Donations

Donations provided to the Board, where the donor has specified where in the Board the support is to be directed.

Donation

Is any voluntary transfer of property for which the donor receives or expects nothing in return. A contribution of services (i.e. time, skills, and effort) does not qualify as a donation for the purposes of issuing an official donation receipt.

Fair Market Value

The generally accepted meaning of fair market value is the highest price that the property would bring in an open and unrestricted market between a willing buyer and a willing seller who are knowledgeable, informed and prudent and who are acting independently of each other.

Gifts-in-Kind

Is property, other than cash, such as computers, musical instruments, etc.

References

• Policy – Donations
• Policy and Procedures – Criminal Background Checks for Employees and Volunteers
• Policy and Procedures – Volunteers
• Policy and Procedures – Outdoor Playspaces and Equipment
• Income Tax Act
• Ontario Occupational Health and Safety Act and Regulations
• Canada Revenue Agency-Charities and Giving

Request to Donate Gifts-in-Kind

Policy Statement

The St. Clair Catholic District School Board acknowledges the value of well-planned learning activities outside the classroom, which afford all students opportunities to come into direct contact with, and to experience the world in which they live. All educational excursions must be consistent with the St. Clair Catholic District School Board’s mission and vision, the Ontario Catholic Graduate Expectations and the curriculum expectations as outlined in the Ontario Curriculum.

Policy Goals

1. Educational excursions are carefully planned to provide extended learning opportunities, in order to achieve specific curriculum expectations.
2. Student safety is the priority in the planning and implementation of all educational excursions.
3. Student participation is approved by informed, written parental/guardian informed consent and is not constrained by financial resources of the family.
4. Excursion planning will include careful consideration and preparation in relation to the following:
   1. Funding
   2. Costs
   3. Training
   4. Travel
   5. Supervision
   6. Risk management
   7. Contingency planning
   8. Evaluation

Definitions

Informed Consent

Consent given after all reasonable efforts have been made to fully explain the activity and any reasonably foreseeable risks associated with that activity; a reasonable effort would include measures such as translation or interpretation in the consenting person’s first language.

Date: 2000 12 01/ 2002 05 28/ 2002 12 01/ 2004 09 01/ 2007 05 22/ 2012 04 25 / 2013 04 23/ 2014 11 04/ 2015 01 05/ 2019 06 18/ 2025 02 25

Administrative Procedures

Responsibilities

1. 1. The Treasurer of the Board will be responsible for the implementation of this policy and procedure.
   2. The Officer – Risk Management will be responsible for developing and maintaining educational excursion guidelines and activity risk matrix.
   3. The Principal will inform all school staff of this procedure and the applicable guidelines.
   4. The Principal will approve all school educational excursions.
   5. The Supervisory Officer will approve all overnight, international, and high-risk trips.
   6. The Excursion Leader will inform students, parents/guardians and excursion supervisors of excursion safety guidelines, supervision procedures, and the student Code of Conduct.

Expectations

It is expected that Principals will:

2. 1. Approve educational excursions in accordance with the Educational Excursion Policy/Procedure by:
   1. Confirming alignment with the Equity and Inclusive Education Policy
   2. Verifying the excursion’s educational purpose is tied to classroom curriculum
   2. Inform all school staff of excursion policies and procedures, including supervision requirements and emergency protocols.
   3. Confirm all permission/informed consent forms are collected from parents/guardians before the excursion.
   4. Confirm excursion is appointed an Excursion Leader and approve all supervisors (teachers or volunteers) in line with the Volunteer Policy/Procedure.
   5. Be available or assign a designate to remain accessible via phone or other wireless communication in case of emergencies during the excursion.
   6. Decide whether a student may participate based on:
      1. Acute medical conditions or complex medication needs
      2. Serious misconduct, including violations of the Code of Conduct

   It is expected Excursion Leaders will:

   1. Complete and submit the Educational Excursion Request Form for approval. The request must reference the Ontario Curriculum and Ontario Catholic Graduate Expectations to demonstrate curricular relevance.
   2. Review and follow OPASSE guidelines for the planned activities, including equipment, facilities, rules, instructions, and supervision.
   3. Complete the planning checklist and review it with the Principal for high-risk or overnight excursions.
   4. Provide students not participating in the excursion with appropriate assignments and assessments. Students who miss assignments due to the excursion may complete them within a reasonable time without penalty.
   5. Communicate excursion details to students and custodial parents using the Educational Excursion Permission/Informed Consent Form, including:
      1. Itinerary and behavioural expectations
      2. Costs, deposits, and non-refundable fees
      3. Associated risks and insurance requirements
   6. Follow the approved itinerary, unless emergency or safety concerns arise. In case of significant delays, inform the school to notify parents/guardians.
   7. Inform supervisors of any medical needs (e.g., epinephrine, inhalers) and relevant safety plans. Confidential medical information should be shared only with those responsible for student welfare during the trip. Medical details are available in the Student Alert report in Aspen.
   8. Confirm that essential medical supplies, including epi-pens and medications, are taken on the excursion.
   9. Inform all supervisors of the requirements outlined in Volunteer Policy/Procedure and confirm their understanding of their responsibilities.
   10. Instruct students that the Code of Conduct and discipline policy apply during excursions. Misconduct will be treated as in-school infractions.

   It is expected that students will comply with the Student Code of Conduct on all field trips and excursions.

   Supervision and Safety

   • Field trips involve risks and responsibilities beyond regular classroom activities. Planning must prioritize the safety, health, and well-being of all participants.
   • Trips must be appropriate for participants’ age, maturity, health, skills, and abilities.
   • A thorough risk assessment must be conducted during the planning phase. Planning must address:
     1. Costs, funding, and training
     2. Travel, supervision, and risk management
     3. Contingency planning and evaluation
   • The Excursion Leader and Principal must set supervision ratios based on activity risk and student needs, following OPASSE guidelines. Board minimum supervision ratios are:

   Grade	Lower Risk Activities	Higher Risk Activities
   FDK	1:5	Not permitted
   Grades 1-3	1:8	Not permitted
   Grades 4-6	1:12	1:8
   Grades 7-8	1:16	1:8
   Grades 9-10	1:20	1:15
   Grades 11-12	1:25	1:15

   • A minimum of 2 adult supervisors is recommended, depending on the excursion.
   • Ratios for Special Education classes are to be maintained per individual class staffing level.
   • Supervision levels should be adjusted to account for students with IEPs, medical needs, or behavioural supports, including transportation.
   • Students receiving one-to-one support should continue to receive the same staff support while on an educational excursion.

   Specialized Activities

   • High-risk activities (e.g., canoeing, skiing) require supervision by certified instructors as per OPASSE guidelines.
   • If a Third-Party Provider offers certified experts, the Lead Supervisor must confirm their role (e.g., instructor vs. supervisor) and adjust ratios accordingly.
   • Staff must review the Activity Risk Matrix for approved activities based on grade. No high-risk activities are permitted for JK-3 students.
   • Some activities may have additional requirements (e.g., swim tests for water activities).
   • For activities not listed in the Activity Risk Matrix, a risk assessment must be completed by the Officer - Risk Management followed by Supervisory Officer approval. The matrix will be updated based on new information. Contact risk management with inquiries.

   Walking Excursions

   • General consent for local walking trips may be obtained annually using the Walking Excursion Form – Immediate Community.
   • Parents/guardians must be informed of these activities in advance, with reminders shared via newsletters, calendars, Edsby, School Messenger, or other Board-approved communication tools.

   Winter Activities

   • All ski or snowboarding trips must comply with the OSBIE School Board/Snow Resort Safety Guidelines for Out-of-School Trips for Winter Sports Education Programs. This includes confirming that the resort is an approved member of the Ontario Ski Resort Association (OSRA) by consulting the OSRA member listing.
   • All participants (students, employees, and volunteers) must wear CSA-approved ski or snowboard helmets when snowboarding, downhill skiing, and tubing. Skating, hockey, or bicycle helmets are not permitted for snowboarding, skiing, or tubing.
   • Participants on skating or hockey trips must wear CSA-approved hockey helmets while on the ice. Full-face masks are mandatory for instructional programs, games, or scrimmages. Bicycle or snowboarding helmets are not permitted for skating or hockey activities.

   Water-Based Activities

   • Swimming is not permitted in residential or hotel pools.
   • All students participating in water-based (including kayaking, sailing, and canoeing) activities must pass a swim test conducted by a certified lifeguard in the same year as the trip. The test must include swimming 50m continuously and treading water for 3 minutes.
   • Students holding a Bronze Medallion (or higher) certification obtained within the past two years may provide proof in lieu of a swim test.
   • Students who fail the swim test are not permitted to participate in water-based activities.
   • Results of completed swim tests must be documented and signed using the SCCDSB Swim Test Form. Parents/guardians will receive test results, and the school must retain a copy.
   • A certified lifeguard (National Lifeguard Certified) must be present for all water-based activities.
   • The Excursion Leader is responsible for verifying lifeguard supervision ratios and qualifications as per OPASSE Safety Guidelines.
   • All students must wear CSA-approved lifejackets or personal flotation devices (PFDs) while on the water.
   • For approved trips involving watercraft transportation, a confirmation letter from the owner/operator is required verifying:
     1. Sufficient and appropriately weighted lifejackets or PFDs for the group
     2. The date of the most recent Ministry of Transportation inspection
     3. Proof of liability coverage of at least $1,000,000
     4. That students will receive safety instructions from onboard transport personnel before the vessel departs

   Canoeing, Kayaking, and Sailing Trips

   • At least one supervisor must hold an Ontario Recreational Canoeing Association Canoe Tripping Level 2 Certification (or equivalent).
   • The Excursion Leader must verify that lifeguard supervision ratios and qualifications meet OPASSE Guidelines for Outdoor Education – Canoeing/Kayaking.
   • Canoeing instruction must be provided by an adult certified by the Ontario Canoeists Association (OCA). Training must also include map reading and compass usage.

   Overnight and/or Out of Country Excursions

   • Parent information sessions are mandatory for all overnight excursions. These sessions must outline the educational purpose, highlight potential risks, identify mitigating factors, and provide an opportunity for questions.
   • Fundraising opportunities must be offered to families on a voluntary basis to help offset the costs of overnight or international trips.
   • Overnight trips require adult supervisors of diverse genders.
   • Trips involving hotel accommodations and flights must be booked through approved Trip and Excursion vendors in compliance with TICO Guidelines for School Trips.
   • Tour operators must:
     1. Provide a complete tour package that includes mandatory cancellation insurance for all participants
     2. Include clear terms for cancellation refunds in the contract
     3. Allow students to withdraw without penalty if the price or tour details change within one month of departure
     4. Agree to shorten, cancel, or terminate the trip at the discretion of the superintendent and Principal if safety or satisfactory completion of the trip cannot be guaranteed
   • Travel costs must be paid directly to the travel agency, travel wholesaler, or tour operator.
   • The Excursion Leader must report the total costs paid by students to the Manager of Financial Services.
   • All excursion notices and advertisements must identify the name and registration number of the registered travel agent or wholesaler handling the arrangements.
   • Excursion Leaders and Board employees may not accept monetary or gift-in-kind benefits from tour operators. Exceptions are permitted for travel, accommodation, and meals provided within the tour package to meet supervision guidelines.
   • Out-of-country excursions require approval based on Canadian government travel advisories. Principals must monitor and review travel advisories, including risk levels, as part of the approval process. (Travel Advisories)
   • All participants, including employees, students, and volunteers, must consult their healthcare provider at least three months before departure to receive any required immunizations for the destination. For additional information, refer to the Public Health Agency of Canada.
   • Excursion Leaders must verify that all participants have the required travel documents and insurance, including:
     1. Out-of-country health insurance
     2. Repatriation coverage
     3. Accident insurance
     4. Trip cancellation coverage. This is required and cannot be declined.
   • Excursion Leaders must check the Government of Canada Travel and Tourism website for destination-specific requirements.
   • Same-day trips to Michigan are considered international trips under this procedure.
   • Excursion Leaders must confirm that all identification and liability/insurance documentation for out-of-country health insurance and customs/immigration compliance is on file.

   Safety Instructions and Equipment

   • For overnight outdoor trips, a safety management plan must be developed, distributed to staff supervisors, and kept on file in the school office. At least one supervisor must hold current lifesaving and first-aid certifications. Supervisors must be familiar with the area to be traversed, including an on-site visit when feasible.
   • Safety procedures must be reviewed with students before the trip.
   • Water sites must have accessible safety equipment such as reaching poles, spinal boards, throwing lines, and first aid kits.

   Prohibited Activities

   • High-risk activities such as trampolining, whitewater rafting, parasailing, bungee jumping, or swimming in private/non-regulated water are prohibited.
   • Unsupervised or loosely organized activities (e.g., large group amusement park visits) without clear educational purpose/supervision, will not be approved.

   Emergencies & Reporting

   • Excursion Leaders must carry emergency contact information for all participants and include the following in the Emergency Contingency plan:
     1. Students with anaphylaxis, medical needs, or requiring special care. Confirm that essential medical supplies, including epi-pens and medications, are taken on the excursion
     2. Evacuation and emergency procedures
     3. Procedures for handling injuries or accidents during the trip
   • A complete list of students, supervisors, and their contact information must be filed with the school prior to departure.
   • The school office must retain a copy of the trip itinerary and supervisors' emergency contact numbers.
   • Injuries, medical emergencies, or serious misconduct must be reported to the school Principal immediately.
   • An OSBIE Incident Report must be completed, and severe incidents should also be reported to the Superintendent.

   Forms / Waivers / Agreements

   • A signed Educational Excursion Permission/Informed Consent Form from custodial parents must be obtained for all excursions.
   • Forms must be securely stored in the school office for the current year plus one additional year.
   • For students under joint custody orders, consent from both parents is recommended.
   • Students aged 18 or older may provide consent on their own behalf.
   • If written informed consent cannot be obtained, the student may be excluded from the excursion unless:
     1. The Principal determines participation is appropriate in the circumstance
     2. Verbal permission from custodial parents is obtained
     3. The activity is not high-risk, overnight, or outside the school’s local area
   • Parents, students, and staff are not permitted to sign waivers for excursions, which often include legal language releasing organizations from liability, which is not permissible.

   Insurance Requirements

   • Venues and service providers that are privately owned and independently operated (e.g., rock climbing, zip-lining, summer camps, family farms) must provide proof of insurance with a minimum of $2,000,000 in commercial general liability coverage.
   • Large, established public venues (e.g., Canada’s Wonderland, Royal Ontario Museum, CN Tower, Toronto Zoo, Ontario Science Centre) are exempt from providing proof of insurance.

   Restrictions on Agreements

   • The Board will not sign agreements that waive participant rights or indemnify venue operators.
   • Any external agreements or site-specific consent forms must be sent to risk management for review before signing. The Officer - Risk Management will facilitate obtaining authorized signatures and return the completed agreement to the school.

   Transportation

   • School buses are the preferred mode of transportation. Board approved transportation providers have been vetted for compliance with safety, regulatory, and insurance requirements.
   • Transportation options should follow this order of priority:
     1. Traditional school bus through a Board approved service provider.
     2. Forward seating coach bus through a Board approved service provider.
     3. Limo style bus fully equipped with seat belts. Staff must make sure students wear seatbelts at all times while the bus is in motion.
     4. Adult volunteer driver, as per the Transportation of Students in Non-Bus Automobiles Arranged by Schools.
   • Any transportation providers or methods not listed above must receive approval from the Supervisory Officer before booking.
   • Students cannot drive themselves or others to excursions unless explicitly approved by the Principal and parents/guardians.
   • The use of 15 seat vans is prohibited.
   • Principals and Excursion Leaders must check for travel or weather advisories. In cases of severe weather or travel warnings, they have the final responsibility to decide whether to proceed or cancel the trip.

   Financial Guidelines

   Cost Management

   • Field trips and excursions must operate on a cost-recovery basis. The total cost of the trip should only include necessary expenses, such as transportation, accommodations, and activity fees.
   • Every effort must be made to keep costs reasonable, so all students have the opportunity to participate.
   • When local resources meet the needs of a learning experience, they are to be selected over more costly or extended field trips.

   Student Fees

   • Fees charged to students must reflect their share of the overall projected costs.
   • All fees must be posted online through School Cash to provide transparency and ease of payment for parents/guardians.
   • Students will not be excluded from participating due to an inability to pay. Schools must develop equitable solutions, such as fundraising or subsidies, to support families in need.

   Fundraising

   • Fundraising initiatives must follow the Board’s General School Fundraising Procedure and be approved by the school Principal.
   • Funds raised for specific trips must be used exclusively for those trips and accounted for separately.

   Chaperone Costs

   • Chaperones are responsible for their personal expenses. The cost of transportation and admission, if applicable, may be charged to chaperones at the discretion of the Principal.
   • Costs for occasional Teachers required for supervision during trips outside of regular school hours must be included in the trip’s budget.
   • EAs required to attend an excursion beyond their regular work day in support of a student’s IEP will be compensated as per their collective agreement.

   Financial Tracking

   • All field trips must be set up in School Cash under a separate and distinct category to track funds collected and expenses paid.
   • The school secretary will verify and track costs through the Excursion Financial Information Form.
   • At the conclusion of the trip, the school secretary must reconcile the category’s ending balance to identify any remaining funds or deficits.

   Refunds

   • Refund policies must be clearly communicated to parents/guardians prior to payment. Contracts with service providers must include terms for cancellation refunds whenever possible.

   Financial Oversight

   • The Principal will oversee the financial planning of all field trips to certify funds are used effectively and benefit the greatest number of students. Financial records must be retained for the current year and seven additional years.

   Additional Expectations

   • When an educational excursion includes a Sunday, it is expected that arrangements are made for all participants to attend Mass.
   • In order to preserve the instructional and learning time, field trips and excursions planned by staff during the instructional day must clearly align with the Ontario curriculum and be an extension of learning that is occurring in the classroom.
   • Field trips must align with the Board’s commitment to equity, inclusion, and accessibility.
   • All trips should be culturally responsive, age-appropriate, and support physical, emotional, and cultural safety for all students, including those with special needs or exceptionalities.
   • All trips must comply with the Ontario Human Rights Code, ensuring equal access for all students.
   • Any accommodations made on field trips must follow Individual Education Plans (IEPs), Behaviour Plans, and the Accessibility for Ontarians with Disabilities Act (AODA).
   • Excursions, activities, or events not formally approved by the Board are considered “not school-sanctioned” and must not be promoted, organized, or supported by school or Board staff. Additionally, Board resources, property, or equipment may not be used for these purposes. Including but not limited to participating in organized protests, as part of an excursion.
   • Any field trip or educational excursion may be cancelled at any time at the discretion of the Principal, Superintendent or the Director of Education. The Board will not provide compensation for any financial losses assumed by students, parent/guardians or staff.

   Additional Information

   The St. Clair Catholic District School Board is committed to the principles of equity and inclusive education, consistent with our Catholic teachings, which value and promote human rights and social justice in all Board policies, programs, guidelines, operations and practices.

Definitions

>Activity Risk Matrix

Tool to assess activity risk levels by grade, ensuring proper safety measures.

AODA

The Accessibility for Ontarians with Disabilities Act, develops and enforces accessibility standards.

Code of Conduct

Behavioral expectations for students during excursions, aligned with school policies and the Education Act.

CSA-Approved Helmet

A helmet certified by the Canadian Standards Association, required for specific activities like skiing, snowboarding, and skating, for participant safety.

Equity and Inclusive Education Policy

A policy ensuring all students have equitable access to excursions, taking into account cultural, physical, and emotional needs.

Excursion Leader

A certified teacher from the school will serve as the teacher in charge on the excursion. The principal shall not designate an occasional teacher as teacher in charge of the excursion, unless the occasional teacher is a long-term occasional teacher who, in the judgement of the principal, has sufficient knowledge about the students and the activity of the excursion.

High-Risk Activities

Activities deemed to have an elevated risk of injury or danger, requiring additional planning, certifications, or equipment (e.g., skiing, canoeing).

Informed Consent

Consent given after all reasonable efforts have been made to fully explain the activity and any reasonably foreseeable risks associated with that activity; a reasonable effort would include measures such as translation or interpretation in the consenting person’s first language.

Ontario Human Rights Code

Promotes equal treatment in education and employment, free from harassment, based on protected grounds like race, disability, or gender.

OPASSE guideline

Safety and planning standards provided by the Ontario Physical and Health Education Association, used to guide school-based activities and excursions.

OSBIE

The Ontario School Boards Insurance Exchange, a non-profit insurer for Ontario school boards and authorities.

Risk Assessment

A process to evaluate potential risks in an activity or undertaking.

Special Education Accommodations

Adjustments made to supervision, activities, or travel for students with Individual Education Plans (IEPs) or other specific needs.

Specialized Activities

Activities requiring certified instruction or supervision (e.g., kayaking, skiing), as outlined in Board policies and OPASSE guidelines.

Swim Test

A safety test conducted by a certified lifeguard to determine a student’s swimming proficiency for water-based activities.

Third-Party Provider

An external organization offering services, equipment, or instruction for specific activities during an excursion.

TICO Guidelines for School Trips

Regulations by the Travel Industry Council of Ontario, governing the booking and management of school trips through licensed travel agencies.

Volunteer Policy/Procedure

The Board’s guidelines for the approval and responsibilities of volunteers assisting with excursions.

Volunteer/Trip Driver

An authorized individual driving their or another’s vehicle for a board-approved trip (e.g., employees, parents, or trustees).

Walking Excursion

A local, low-risk trip within the school’s immediate community, often requiring general annual parental consent.

References

• Education Act, Reg. 298: OPERATION OF SCHOOLS
• Ontario College of Teachers’ Ethical Standards for the Teaching Profession
• CLASS Student Transportation
• School Fundraising Procedure
• Health Support Policy
• OSRA member listing
• School Board / Ontario Snow Resort Safety Guidelines for Winter Trips
• Travel Advisories
• Public Health Agency of Canada
• Government of Canada Travel and Tourism
• Equity and Inclusive Education Policy
• Activity Risk Matrix
• Volunteer Policy/Procedure

Date: 1999 12 08 / 2000 12 01 / 2001 05 22 / 2016 03 22 / 2023 06 20

Policy Statement

It is the policy of the St. Clair Catholic District School Board to keep all school and Board facilities open except in those circumstances when extreme conditions result in closure announcements.

Policy Goals

1. To ensure a plan for the continued operation of schools and Board facilities, except when a closure announcement is made by the Director of Education, or designate(s), in circumstances of extreme conditions.

Date: 1999 12 08 / 2000 12 01 / 2001 05 22 / 2016 03 22 / 2023 06 20

Administrative Procedures

Schools and Board facilities may be closed as a result of inclement weather, extreme cold, failure of the physical plant (i.e. heating, electrical, water), emergency situations or other extreme conditions.

Responsibilities

1. 1. The Director of Education will be responsible for the development and implementation of this policy and procedures and ensuring compliance.
   2. The Director of Education will be responsible for communication of the policy and procedures to Board employees.
   3. Principals will be responsible for communication of this policy and procedures to school communities.

Expectations

2. 1. All facilities of the St. Clair Catholic District School Board will remain open unless otherwise indicated.
   2. The Director of Education, or designate(s), will approve the closure of facilities in accordance with the Education Act and approved Policies and Procedures.
   3. The General Manager of CLASS will develop transportation procedures that provide direction during inclement weather conditions.
   4. The General Manager of CLASS, after consultation with the School Bus Operators, will approve curtailment, cancellation, or disruption of transportation schedules in accordance with the Education Act and approved Student Transportation Policies and Procedures.
   5. The General Manager of CLASS will provide, through the radio stations, and various electronic media, consistent, timely and accurate information of decisions resulting from inclement weather conditions.
   6. The Manager of Risk and Supply Chain will develop procedural guidelines for emergency dismissal of elementary students and communicate these guidelines to Principals.
   7. The Principal of a school will develop an emergency response plan in accordance with related and approved Policies, Procedures and Guidelines.
   8. For all proposed early dismissals, the Principal will discuss the recommendation with the Director of Education, or designate(s), and, once the decision for early dismissal is made the Principal will notify parents of the decision. In the event that a parent cannot be contacted, students shall not be released from school unless alternate arrangements are in place. Secondary school students may be released without parental notification.
   9. The Executive Manager of Human Resources will annually communicate in a memorandum to employees regarding expectations during periods of inclement weather.
   10. During periods of inclement weather staff of the St. Clair Catholic District School Board are to use good judgment in determining whether to travel to their place of employment. Failure to attend, or attending later than would be reasonably expected, will be addressed under the terms of the appropriate Collective Agreement or Board Policy.

   Additional Information

   The St. Clair Catholic District School Board is committed to the principles of equity and inclusive education, consistent with our Catholic teachings, which value and promote human rights and social justice in all Board policies, programs, guidelines, operations and practices.

References

• Procedural Guideline: Emergency Dismissal – Elementary Schools
• Chatham-Kent Lambton Administrative School Services (CLASS) Administrative Procedure: Inclement Weather

Date: 2023 04 25

Administrative Procedures

Responsibilities

1. 1. The Treasurer of the Board will be responsible for the development and implementation of this policy and procedures.
   2. The Treasurer of the Board will be responsible for communication of the policy and procedures to appropriate Board employees.
   3. Principals will be responsible for communication of this policy and procedures to school communities.

Expectations

2. 1. Treasurer of the Board or designate will:
   2. Act as a resource person for CLASS staff, principals, teaching and support staff for consultation and advice on energy and environmental stewardship.
   3. Approve the CLASS energy and environment procedures.
   4. Review and approve any reports to the Ministry as necessary.
   5. General Manager – CLASS or designate will:
   6. Administer and manage the energy and environment program for the Board.
   7. Develop energy and environment policy and procedures that provide direction to the community and the Board.
   8. Prepare reports to the Ministry as necessary.

   Additional Information

   The St. Clair Catholic District School Board is committed to the principles of equity and inclusive education, consistent with our Catholic teachings, which value and promote human rights and social justice in all Board policies, programs, guidelines, operations and practices.

Date: 2005 09 01 / 2011 09 13 / 2019 04 23 / 2025 02 25

Administrative Procedures

Responsibilities

1. 1. The Treasurer of the Board will be responsible for the implementation of this policy and procedure.

Expectations

2. 1. Assurances will be sought from suppliers who provide student and staff uniforms, that the uniforms are manufactured under safe, just and fair working conditions as defined by the International Labour Organization (ILO) and/or local labour laws where uniforms are manufactured, whichever standard is greater.
   2. Suppliers shall be required to include and adhere to, in any purchase or purchase agreement, a declaration of compliance to this policy and procedure (Appendix A: Apparel Supplier Compliance Form).

   Additional Information

   The St. Clair Catholic District School Board is committed to the principles of equity and inclusive education, consistent with our Catholic teachings, which value and promote human rights and social justice in all Board policies, programs, guidelines, operations and practices.

Definition

Student Uniform – For this policy student uniforms are those as described under the Board Policy - Dress Code for Elementary and Secondary Students.

Apparel Supplier Compliance Sample Form

Statement of Compliance

The supplier hereby warrants, represents, and agrees that any of its subcontractors, servants, agents, or suppliers will, at all times during the term of this agreement and extended term, comply and adhere to all of the provisions of the Board’s Fair Labour Practices for Uniforms Policy. Breach of any provision of the Board policy, or failure to reasonably satisfy the school or Board that the suppliers continually adhere to the policy during the term of this agreement will entitle the school or Board in its sole and absolute discretion to provide written notice of termination of this agreement effective immediately. Notwithstanding said written notice of termination, the supplier shall complete all existing orders with parents of the school but shall not accept or solicit any further orders from parents of the school or Board after receipt of the written notice.

Index of Personal Information Banks

Abbreviations: CEC = Catholic Education Centre; MFIPPA = Municipal Freedom of Information and Protection of Privacy Act; WSIB = Workplace Safety and Insurance Board.

For inquiries, please contact Privacy.

Fundraising

Date: 2007 03 27 / 2015 03 24 / 2021 03 30

Policy Statement

The St. Clair Catholic District School Board will fairly and equitably reimburse Board employees for necessary and reasonable hospitality expenditures incurred while on approved Board business.

Policy Goals

1. To ensure financial integrity, accountability and transparency.
2. To ensure the fair and equitable treatment of all employees.
3. To establish the parameters and guidelines under which employees will be reimbursed for hospitality expenses incurred while on approved Board business.

Definitions

Hospitality – The provision of food, beverage, accommodation, transportation and other amenities paid out of public funds to people who are not engaged to work for Broader Public Sector organizations, including the Board (i.e. those covered by the Broader Public Sector Expenses Directive) or any of the Ontario government ministries, agencies and public entities covered by the Travel, Meal and Hospitality Expenses Directive.

Date: 2007 03 27 / 2015 03 24 / 2021 03 30

Administrative Procedures

This administrative procedure establishes criteria and procedures for the reimbursement of expenses incurred by all Board employees while offering hospitality on behalf of the Board. Where specified, prior approval of a supervisor or the Board is required before the expense is incurred if it is to be eligible for reimbursement. The Board assumes no obligation to reimburse expenses that are not in compliance with this procedure.

Responsibilities

1. 1. The Treasurer of the Board will be responsible for the implementation of this policy and procedures and ensuring compliance.
   2. The Director of Education will be responsible for approving hospitality expense claims, with the exception of “Gifts of Appreciation” as noted in section 4.1 and may delegate approval authority as deemed appropriate.
   3. School Principals and Department Managers will ensure that all expense claims for “Gift of Appreciation” are properly supported and in compliance with these guidelines prior to authorizing for payment.
   4. The Financial Services department will ensure approved expense claims are processed in a timely manner.

Expectations

2. 1. Hospitality expenses must be considered reasonable and appropriate in order to be eligible for reimbursement. In other words, the expenses must be consistent with common values and accepted practices and will not be perceived as excessive.
   2. The reimbursement process must be transparent and accountable with the necessary controls and approvals in place.
   3. Hospitality may only be extended by the Director of Education and/or delegated by the Director of Education to a Supervisory Officer, with the exception of “Gifts of Appreciation” as noted in section 4.1.
   4. Expenses that do not fit the definition of hospitality will not be reimbursed. Functions involving only people who work for the Board are not considered hospitality functions and cannot be reimbursed.
   5. Business meetings and Board-wide staff recognition ceremonies (i.e. retirement, service, meritorious awards, etc) are not defined as hospitality and are excluded from this procedure.
   6. Hospitality should be extended in an economical, consistent, and appropriate way when it will facilitate Board business or is considered desirable as a matter of courtesy.
   7. Hospitality may be extended on behalf of the Board when:
      • Honouring distinguished people for exceptional public service in Ontario;
      • Engaging in discussion of official public matters with representatives of business or industry, public interest groups, or labour groups;
      • Providing individuals from provincial (excluding Broader Public Sector organizations), national, international or charitable organizations with an understanding and appreciation of the workings of the Board;
      • School openings and closings;
      • Milestone anniversaries for schools (i.e. 50 year anniversary);
      • Recognition for volunteer / community support; and
      • Other hospitality functions as approved by the Director of Education provided they conform to these procedures.
   8. In no circumstances are hospitality expenses considered allowable expenses for consultants and contractors.
   9. Employees and individuals representing the Board should seek approval from the Treasurer of the Board prior to accepting hospitality from vendors to the Board (current or prospective) to avoid either real or perceived conflicts of interest.

Planning the Event (Alcohol, Meals and Facility Selection)

3. 1. Part of the normal Board hospitality may include the moderate consumption of alcoholic beverages with a meal or during a reception.
   2. Reimbursement for the reasonable cost of alcohol is permitted for hospitality events.
   3. Alcohol should be provided in a reasonable manner (i.e. food must always be served when alcohol is available).
   4. All laws involving the serving of alcohol must be followed at any hospitality event.
   5. Alcoholic beverages should not include premium brands and vintage wines.
   6. Preference should be given to wine, beer and spirits produced in Ontario.
   7. Meals provided at hospitality events are subject to the meal rates per person outlined in the Board’s Travel and Expense Reimbursement Procedures. Exceptions must be approved by the Director of Education.
   8. When planning an event a government facility should be chosen where available and appropriate. Where a government facility is not available and another is chosen the Director of Education must provide prior approval.
   9. The number of Board employees should be kept to a minimum and include only those who have a direct involvement in the business purpose of the event.

   Events may only include the partner of a Board employee when required by protocol.

Gifts of Appreciation

4. 1. Token gifts of appreciation, valued at up to $30, may be offered in exchange for gifts of service or expertise to persons who are not engaged in work for the Board. Gifts must be approved by the individual’s supervisor.
   2. Gifts valued over $30 must have prior approval by the Director of Education or a Supervisory Officer.
   3. Alcohol may not be given as a gift (i.e. bottles of wine or other spirits, gift certificates for LCBO, Beer Store or wine stores, etc.).

Reimbursement Procedures

5. 1. Reimbursement forms are available electronically on the Board web-site. The form used is called “Expense Report”.
   2. When submitting an Expense Report or Purchasing Card statement the following must be recorded:
      • the date(s);
      • the circumstances, including any requiring prior approval;
      • the form of hospitality (breakfast, lunch, dinner, reception, refreshments, etc.);
      • the costs supported by receipts;
      • name and location of the event;
      • the number of attendees;
      • names of individuals entertained, their titles, and employers;
      • Ontario government attendees listed by name;
      • records of necessary prior approvals; and
      • the specific budget code to which it is to be charged.
   3. If the expense is to be charged to a specific project and the staff member is unaware of that code, the staff member shall identify the project and Financial Services will apply the code.
   4. The claimant must sign the form and attach all original receipts showing the detail of the expense. If submitting electronically, the claimant must retain all originals until final payment is reimbursed by the Board. The Board will centrally hold all documents necessary for audit requirements.
   5. All hospitality expense claims will be reviewed and signed by the Director of Education, or designate, (except in the case of “gifts of appreciation” as noted in section 4.1, which may be approved by the appropriate supervisor) prior to their submission to the Financial Services department. Expense forms for the Director of Education will be reviewed and signed by the Chair of the Board and Treasurer of the Board.

   Additional Information

   The St. Clair Catholic District School Board is committed to the principles of equity and inclusive education, consistent with our Catholic teachings, which value and promote human rights and social justice in all Board policies, programs, guidelines, operations and practices.

Definitions

Consultant

A consultant provides expertise or strategic advice that is presented for consideration and decision-making by an entity or a person that is under an agreement and not employed by the Board.

Hospitality

Date: 2011 09 13 / 2016 11 22 / 2023 04 25

Administrative Procedures

Responsibilities

Expectations

It is recognized that intellectual property may benefit other school boards and therefore the Board acknowledges the value of sharing intellectual property. This may be done on a cost recovery basis or at a profit. In instances where the Board has been the beneficiary of the work of other boards, material may be shared with that board(s) on a reciprocal relationship of no-cost or low-cost.

Additional Information

Definition

Intellectual property - The product of human intellectual or creative activity which has the potential to be protected in law. Intellectual property rights can be attributed to: ideas that can be documented; unique names, logos or symbols; trade-marks; business methods; industrial processes; inventions; computer software; literary creations, artistic expressions, musical, or visual works; electronic circuits; presentations and publications. Similar to owning physical property, institutions and individuals can own the products of their creativity or intellect. Owners can control the use of their property by, for example, excluding others from its use and can transfer ownership rights.

Date: 2010 10 27 / 2016 03 22 / 2022 03 29

Policy Statement

The St. Clair Catholic District School Board will invest surplus funds not immediately required by the Board in accordance with the Education Act and Ministry of Education regulations.

Policy Goals

The Treasurer will be responsible for ensuring that all investments are made in securities prescribed by Ontario Regulation 41/10. Investments will be made utilizing the services of brokers or investment services offered by Chartered Banks.

The investment goals of the Board are to:

1. Maximize the rate of return on any surplus funds that may be available for investment.
2. Minimize the risk by only investing in securities considered appropriate by the Board and prescribed by O. Reg. 41/10.

Investments

Date: 2000 12 01 / 2005 03 30 / 2016 03 22 / 2022 03 29

Policy Statement

The St. Clair Catholic District School Board recognizes that appropriate outdoor playspaces and equipment enhance the physical, creative and social development of students by providing opportunities to learn and grow together through supervised play and physical activity.

Policy Goals

1. To support the creation of an inclusive, equitable and accessible outdoor environment where students can develop physical and social skills through the safe use of outdoor playspaces and equipment.
2. To ensure that outdoor playspaces and equipment meet all legislated and other appropriate industry standards.

Date: 2000 12 01 / 2005 03 30 / 2016 03 22 / 2022 03 29

Administrative Procedures

Responsibilities

1. The Treasurer of the Board will be responsible for the implementation of this policy and procedure.
2. The Manager of Facility Services will be responsible for communication of this policy and procedure to all school administrators, providing any related in-service and ensuring compliance by all schools.
3. The Principal will ensure that school staff and the school community, through the Catholic School Advisory Council, are aware of and adhere to these procedures.

Expectations

1. Planning
   1. Where a sub-committee of the Catholic School Advisory Council expresses an interest in developing an outdoor playspace, the Principal is responsible for being the liaison for the entire project.
   2. The sub-committee will be responsible for all costs associated with planning, design, implementation, and maintenance.
   3. The Principal will review the proposed concept, budget and site location with Facility Services.
   4. Facility Services will identify any potential issues with the proposed project plan.
   5. Facility Services will engage a consultant to develop the preliminary design, construction and maintenance budgets for the school to use for fundraising.
   6. The sub-committee will submit the final plan for approval to the Principal and the Manager of Facility Services.
   7. The design of all new outdoor playspaces and equipment must meet or exceed the most recent standard published by the Canadian Standards Association (C.S.A.) as well as guidelines established by the Facility Services Department.
   8. Outdoor play equipment donated or purchased by the local school community or any other third party will become the sole property of the Board.
2. Training
   1. The Principal will ensure that students and supervisors are trained in the safe use of equipment. The Principal or designate will enforce the outdoor playspace and equipment safety rules outlined in the Facility Services Procedural Guideline “Outdoor Playspaces & Equipment”.
3. Implementation
   1. The school will notify Facility Services when the fundraising target has been met.
   2. Facility Services will engage an approved consultant to prepare contract documents, drawings and maintenance plan.
   3. All outdoor playspaces and equipment must be designed and constructed to contract specifications, details, manufacturer instructions and C.S.A. standards.
   4. Facility Services will issue the project tender in compliance with the Board’s Purchasing Policy and Procedures.
   5. The Principal and Manager of Facility Services will verify funding availability with the Finance Department.
   6. Facility Services will award the contract and issue a purchase order to the approved contractor.
   7. Construction will be supervised and monitored by the consultant and Facility Services.
   8. At project completion, the consultant and inspection company will sign off on installation before turning over the outdoor playspace and equipment to the school.
4. Inspection, Record Keeping and Maintenance
   1. The Principal or designate is responsible for the day-to-day safety of the outdoor playspace and equipment, and for the assignment of adequate supervision during school hours.
   2. The Principal or designate is responsible for the inspection of the outdoor playspace and equipment and will:
      1. maintain the approved Facility Services log of daily visual inspections
      2. maintain a permanent record of monthly inspections
      3. ensure funding is allocated for annual maintenance and upkeep
   3. The Facility Services Department will co-ordinate and pay for annual third party inspections and will provide a written report of the equipment’s condition to the school.
5. Unsafe Outdoor Play Equipment
   1. If the outdoor play equipment is deemed unsafe, the Principal or designate will restrict access, post warnings and submit a work order for repairs if required.
   2. If the Facility Services Department determines that the outdoor play equipment is no longer viable, it reserves the right to remove, relocate and/or dispose of the equipment in any manner deemed appropriate.
   3. If equipment is removed, the Board is not responsible for the cost of replacement.

Additional Information

References

• Policy – Outdoor Playspaces & Equipment
• Policy and Procedures – Fundraising
• Policy and Procedures – Donations to the Board
• Policy and Procedures – Purchasing
• Facility Services Procedural Guideline – Outdoor Playspaces & Equipment
• Facility Services Procedural Guideline – Site & Building Alterations
• CAN/CSA-Z614 standard on Children’s Playspaces and Equipment (including Annex H)
• The Education Act and its regulations
• Accessibility for Ontarians with Disabilities Act, 2005 (AODA)
• Ontario Regulations 191/11: Integrated Accessibility Standards, Design of Public Spaces Standards (Accessibility Standards for the Built Environment)
• Ontario School Boards Insurance Exchange (OSBIE), Playground Standards

Policy Statement

The St. Clair Catholic District School Board will allow perquisites in limited and exceptional circumstances where it is demonstrated to be a business-related requirement for the effective performance of an individual’s job.

Policy Goals

1. To ensure financial integrity, accountability and transparency.
2. To establish standards for perquisites provided through public funds that are consistent, fair and compliant with the Broader Public Sector Perquisites Directive.

Definitions

Perquisites

Is a privilege that is provided to an individual or group of individuals, provides a personal benefit, and is not generally available to others.

Date: 2015 03 24 / 2021 03 30

Administrative Procedures

This administrative procedure establishes standards for perquisites that are provided through public funds. The Board assumes no obligation to provide perquisites that are not in compliance with these procedures. All amounts paid are subject to budget restrictions set annually by the Board.

Responsibilities

1. 1. The Treasurer of the Board will be responsible for the implementation of this policy and procedure.
   2. The Director of Education (for staff), and Chair of the Board (for the Director of Education) is responsible for approving allowable perquisites.
   3. The Treasurer of the Board is responsible for reviewing and for providing recommendations with respect to allowable perquisites.

Expectations

2. 1. Perquisites that are not related to business requirements are not allowed.
   2. Perquisites are only allowable on a limited and exceptional circumstance where it is demonstrated to be a business-related requirement for the effective performance of an individual’s job.
   3. This procedure applies to all Board employees, trustees and appointees.
   4. The following perquisites are not allowed under any circumstances:
      • Professional advisory services for personal matters (i.e. tax or estate planning)
      • Clothing allowances not related to special job requirements or health and safety
      • Access to private health clinics
      • Club memberships for personal recreation or socializing (i.e. fitness clubs, golf clubs)
      • Seasons tickets to cultural or sporting events
        1. The perquisites noted above cannot be provided by any means, including through:
      • An offer of employment letter, as a promise of a benefit
      • An employment contract
      • A reimbursement of an expense
        1. This procedure does not apply to the following:
      • Insured benefits provided through Board plans
      • Items available on a non-discriminatory basis for employees (i.e. Employee Assistance Plan, pension plans)
      • Collective agreement provisions
      • Health and safety requirements (i.e. required work boots)
      • Employment accommodations made for accessibility and/or human rights considerations (i.e. special workstations, work hours, religious holidays)
      • Expenses covered under Board policy and procedures: Travel and Expense Reimbursement, Hospitality and/or Trustee Expense Reimbursement
        1. All perquisites will be documented with good record keeping practices for verification and audit purposes. Approved allowable perquisites will be filed in an employee’s personnel file.
        2. Summary information about allowable perquisites will be made publicly available on an annual basis by the Treasurer of the Board. A Nil report is not required. Personal information will not be provided.

Additional Information

The St. Clair Catholic District School Board is committed to the principles of equity and inclusive education, consistent with our Catholic teachings, which value and promote human rights and social justice in all Board policies, programs, guidelines, operations and practices.

Definitions

Perquisites

Is a privilege that is provided to an individual or group, provides a personal benefit, and is not generally available to others.

Private Health Clinics

Medical services outside those provided by the provincial health care system or by the Board’s group insured benefit plans.

References

• Policy – Perquisites
• Management Board of Cabinet - Broader Public Sector Perquisite Directive, August 2011

Perquisites

Date: 2017 04 25 / 2023 04 25

Policy Statement

The St. Clair Catholic District School Board collects, uses, retains and discloses personal information in the course of meeting its statutory duties and responsibilities. The Board supports the protection of privacy of personal information and compliance with all applicable provisions in the Education Act, the Municipal Freedom of Information and Protection of Privacy Act, the Personal Health Information Protection Act, the Immunization of School Pupils Act, the Personal Information Protection and Electronic Document Act and any other applicable legislation and related regulations.

Policy Goals

1. To support and limit the collection of necessary personal information by the Board to provide for:
   1. the education of students,
   2. the employment of school board employees;
   3. or as required and authorized by law.
2. To convey that the collection, use, and management of personal information obtained by the Board and third parties, on behalf of the Board, shall be in accordance with all applicable provisions of legislation and related regulations.
3. To communicate to individuals the right to access their personal information and have it corrected, if necessary.

Definitions

Personal Information (MFIPPA: s 2.1)

Recorded information about an identifiable individual, including:

1. Information relating to the race, national or ethnic origin, colour, religion, age, sex, sexual orientation or marital or family status of the individual,
2. Information relating to the education or the medical, psychiatric, psychological, criminal or employment history of the individual or information relating to financial transactions in which the individual has been involved,
3. Any identifying number, symbol or other particular assigned to the individual,
4. The address, telephone number, fingerprints or blood type of the individual,
5. The personal opinions or view of the individual except if they relate to another individual,
6. Correspondence sent to an institution by the individual that is implicitly or explicitly of a private or confidential nature, and replies to that correspondence that would reveal the contents of the original correspondence,
7. The views or opinions of another individual about the individual, and
8. The individual’s name if it appears with other personal information relating to the individual or where the disclosure of the name would reveal other personal information about the individual.

Date: 2015 02 24 / 2023 04 25

Administrative Procedures

The Board supports the protection of individuals’ rights to privacy regarding their personal information (see definition in 4.0) and compliance with all applicable provisions of legislation and related regulations related to the collection, use, retention and disclosure of personal information.

The board may access personal information data, files or records available in or via its systems during the course of its normal routines or responsibilities.

Responsibilities

1. Director of Education and/or Designate

   1. The Director of Education and/or designate is accountable for the Board’s compliance with privacy legislation and will be the accountable decision maker in responding to privacy breaches in accordance with this procedure.
   2. The Treasurer of the Board will be responsible for the implementation of this policy and procedures.
   3. The staff member assigned the duty of Privacy Officer will ensure Senior Administration, Managers and Principals are informed of their legislative responsibilities for the collection, use, retention and disclosure of the personal information of staff and students in accordance with this procedure.
   4. Senior Administration, Managers and Principals will be responsible for communicating this procedure to all individuals involved in the collection, use, retention and disclosure of the personal information of staff and students.

2. Expectations

   1. Senior Administration

      1. Under MFIPPA, the Board is responsible for personal information under its control and may designate an individual within the school board to be accountable for compliance with privacy legislation.
      2. Under PHIPA, health information custodians are responsible for personal health information and the Board may designate an individual within the school board to assist with privacy compliance.

   2. Human Resource Services

      1. Ensure that all new employees review and sign the Board’s Confidentiality Acknowledgment Form (Appendix A).

   3. Senior Administration, Managers, and Principals

      1. Ensure that all requests for and collection of personal information are conducted only for specified purposes (see definition) and are limited to what is required to execute the Board’s statutory duties and responsibilities.
      2. Ensure that the purposes for which personal information is collected be specified, noting the legal authority for the collection, and the title of an individual who can answer questions about the collection.
      3. Ensure that except where already permitted by law, appropriate consent (see definition) by an individual is obtained for the collection, use, retention and disclosure of personal information.
      4. Ensure that personal information is not used for purposes other than that for which consent was obtained, unless prior consent has been obtained from the individual or as authorized or required by law.
      5. Ensure that the personal information is accurate, complete and current in order to fulfill the specified purposes for its collection, use, disclosure and retention.
      6. Ensure that personal information is secured and protected from unauthorized access, use, disclosure and inadvertent destruction by adhering to reasonable safeguards appropriate to the sensitivity of the information. Personal information that has been used by the Board must be retained after use for a period prescribed by regulation in order to ensure that the individual to whom it relates has a reasonable opportunity to obtain access to it.
      7. Ensure that employees know and honour guardian consents for use of student personal information such as names, photos, class work, etc. to be used on Board or school websites, social media sites or other external publications.
      8. Make available to the public specific information about the Board’s policies and practices relating to the collection, use and retention of personal information.
      9. Ensure that contracted third parties, who provide services that access personal information of staff or students, are aware of the Board’s privacy expectations and acknowledge those requirements by completing the Agreement for the Confidentiality and Security of Personal Information. (Appendix B).
      10. Ensure that where a privacy breach is suspected or has been identified, the Board’s Privacy Officer is contacted and assist with aspects of the Breach Protocol as directed.

   4. Board’s Privacy Officer

      1. Develop and implement a privacy framework for the Board to identify and manage privacy risk.
      2. Ensure that the appropriate staff are informed of their legislative responsibilities for the collection, use and disclosure of the personal information of staff and students.
      3. Provide the privacy perspective to the board’s records retention policy and procedures.
      4. Develop, maintain and execute the Board’s Privacy Breach Protocol (Appendix C).
      5. Process Freedom of Information requests and privacy complaints in accordance with legislated and regulated process requirements.
      6. Complete the annual report required by the office of the Information and Privacy Commissioner of Ontario.
      7. Provide consultation and support regarding information access and privacy protection for all staff and members of the public.
      8. Ensure that the Board’s website includes an easily accessible Privacy Policy that aligns with this procedure.

   5. Board Employees

      1. Understand their obligations for Privacy and sign the Board’s Confidentiality Acknowledgment Form (Appendix A).
      2. Honour guardian responses to the Use of Student Personal Information Consent Form before deciding to share student activity or work.
      3. Except where already permitted by law, obtain appropriate informed consent for the limited collection, use, retention and disclosure of personal information.
      4. Confirm that third party applications and social media have been vetted for privacy and data security before using and familiarize themselves, prior to posting, with the security/privacy settings needed for any social media, website and web-based forums they intend to use.
      5. Obtain informed guardian consent for use of classroom applications and social media that have not been sanctioned by the Board. A Template letter is provided in Appendix D and should be modified to suit the specific needs of the activity or work.
      6. Endeavour to ensure that personal information is: accurate, complete and up to date; and secured and protected from unauthorized access, use or disclosure.

Security Protocols

• Do not disclose passwords or write them down;
• Follow security protocols as directed by the Information Services department;
• When sending personal information via voice or electronic messages be certain it is being sent to the correct destination and that it is secure.
  • 1. Be alert to the potential of personal information to be compromised, and therefore potentially play a role in identifying, containing and notifying their supervisor of an actual or potential privacy breach.
    2. Shall release general information (see definition), where appropriate.
    3. Shall release personal information to the person to whom it relates or to their legal guardian, in accordance with MFIPPA.
    4. Shall consult with the Privacy Officer where there is uncertainty about the accessibility of information being requested.
    5. Shall refer all requests referring to MFIPPA to the Privacy Officer.
    6. Shall retain personal information using secure methods for a period documented in the Board’s Records Retention Schedule.
    7. Shall respect an individual’s right to:
       • Access and have copies of their personal information, with limited exceptions;
       • Request removal of or corrections to personal information; and
       • Lodge a privacy complaint.
    8. Shall ensure that they are aware of the Board’s requirements under its Privacy Breach Protocol (Appendix C).

Additional Information

Definitions

Consent

Personal information is collected for the provision of educational services to students. The knowledge and, in some cases, the consent of an individual is required for the collection, use, retention and disclosure of personal information, except where otherwise permitted by law.

General Information

Information that bears no personal information or identifiable information about an individual or information that has been aggregated to indicate macro level data or observations.

Personal Information (MFIPPA: s 2.1)

Recorded information about an identifiable individual, including:

1. Information relating to the race, national or ethnic origin, colour, religion, age, sex, sexual orientation or marital or family status of the individual,
2. Information relating to the education or the medical, psychiatric, psychological, criminal or employment history of the individual or information relating to financial transactions in which the individual has been involved,
3. Any identifying number, symbol or other particular assigned to the individual,
4. The address, telephone number, fingerprints or blood type of the individual,
5. The personal opinions or view of the individual except if they relate to another individual,
6. Correspondence sent to an institution by the individual that is implicitly or explicitly of a private or confidential nature, and replies to that correspondence that would reveal the contents of the original correspondence,
7. The views or opinions of another individual about the individual, and
8. The individual's name if it appears with other personal information relating to the individual or where the disclosure of the name would reveal other personal information about the individual.

Specified Purposes

The school board shall identify the purpose(s) for which personal information is collected, and individuals shall be notified of the purposes and any other information required by law at or before the time personal information is collected.

References

Legislation

• • Education Act, Ontario: s266; and s171(38)
  • Municipal Freedom of Information and Protection of Privacy Act (MFIPPA)
  • Personal Health Information Protection Act (PHIPA); 2004 C. 3 Sch. A
  • Personal Information Protection and Electronic Documentation Act (PIPEDA)
  • Immunization of School Pupils Act, 1990

Other Related

• • Information and Privacy Commission of Ontario http://www.ipc.on.ca/
  • The Ontario Student Record Guideline
  • The Ontario School Boards and Authorities Privacy Standard
  • Office of the Privacy Commissioner of Canada: Youth Privacy
  • Freedom of Information and Protection of Privacy Act (FIPPA)
  • Privacy Policy

Confidentiality Acknowledgement

The St. Clair Catholic District School Board (the “Board”) has custody and control of confidential information that it must protect for ethical and legal reasons.

The following examples of confidential versus non-confidential information are not an exhaustive list.

As an employee of the Board, you have general and specific duties regarding the treatment of confidential information.

General Duties

1. Refrain from accessing, using, disclosing and destroying confidential information, except as specifically authorized or as is necessary to perform your work or meet a responsibility of the Board.
2. Take reasonable precautions and care to protect confidential information from loss, theft, unauthorized access, disclosure, destruction, copying, use or modification.
3. Report loss, theft, unauthorized access, disclosure, destruction, copying or modification of confidential information to your supervisor immediately.
4. Upon ceasing to be employed, the employee will return to the Board all confidential information in their possession or under their control as well as all Board property.

Specific Duties

1. Refrain from discussing confidential information in public or in any area where it is likely to be heard by others who are not entitled to receive the information (hallways, lunchrooms, elevators).
2. Refrain from allowing another person to use your assigned access credentials or fobs to systems and facilities.
3. Refrain from leaving confidential information unattended (laptops, desks, printers, fax machines).
4. Follow Responsible Use of Technology Procedures to ensure confidential information is properly secured outside of work hours (locked in drawers, offices, filing cabinets).
5. Ensure documents and electronic files containing confidential information are not removed without appropriate authorization and are not stored on personal devices/drives.
6. Ensure documents and electronic files containing confidential information that are removed from Board premises are properly secured.
7. Only access, process, transmit and store confidential information using authorized hardware, software and other equipment provided by the Board. Confidential information is not to be stored or transmitted using personal email accounts or unsecured media.

By signing this document, I am confirming that:

• I have read this acknowledgement and understand my duties regarding the treatment of Confidential Information.
• Should I leave the employ of the St. Clair Catholic District School Board for any reason, I further understand that my obligations with respect to the treatment of confidential information obtained through the course of my employment continue to apply.

Privacy Requirements of Third Party Service Providers

The St. Clair Catholic District School Board collects, uses, retains and discloses personal information in the course of meeting its statutory duties and responsibilities. The Board is committed to the protection of privacy of personal information and complies with all applicable provisions in the Education Act, the Municipal Freedom of Information and Protection of Privacy Act, the Personal Health Information Protection Act, the Personal Information Protection and Electronic Document Act and any other applicable legislation and related regulations.

Personal Information (MFIPPA: s 2.1)

Is recorded information about an identifiable individual, including:

1. Information relating to the race, national or ethnic origin, colour, religion, age, sex, sexual orientation or marital or family status of the individual,
2. Information relating to the education or the medical, psychiatric, psychological, criminal or employment history of the individual or information relating to financial transactions in which the individual has been involved,
3. Any identifying number, symbol or other particular assigned to the individual,
4. The address, telephone number, fingerprints or blood type of the individual,
5. The personal opinions or view of the individual except if they relate to another individual,
6. Correspondence sent to an institution by the individual that is implicitly or explicitly of a private or confidential nature, and replies to that correspondence that would reveal the contents of the original correspondence,
7. The views or opinions of another individual about the individual, and
8. The individual’s name if it appears with other personal information relating to the individual or where the disclosure of the name would reveal other personal information about the individual.

All third party services providers must monitor and enforce their compliance with privacy and security requirements defined in the contracts or service agreements, and are required to inform the Board of all actual and suspected privacy breaches.

The following Agreement for the Confidentiality and Security of Personal Information (amended to meet the services being provided) should be inserted/modified/requested from any third party where personal information of staff or students will be disclosed, created, stored, used or modified:

Agreement for the Confidentiality and Security of Personal Information

Between

St. Clair Catholic District School Board (the Board)

and

Company Name (The Company)

WHEREAS the School Board/School wishes the Company to provide, and the Company wishes to provide the services more fully set out in the agreement between [the Company] and the [Board/School].

AND WHEREAS such services may require the Company to have access to and/or possession of and/or use of personal information under the control of the Board, they shall be subject to the terms and conditions hereinafter set out;

NOW THEREFORE in consideration of the mutual covenants, agreements and undertakings herein contained, the Company on behalf of itself and its successors and assigns and the Board on behalf of itself and its successors mutually covenant and agree as follows:

1. Term The term of this agreement shall be only for the project which the Company is working with the Board that require the Company to have access to and/or possession of and/or use of personal information under the control of the Board.

2. Personal Information The Parties recognize the application of the Municipal Freedom of Information and Protection of Privacy Act, R.S.O., 1990, c.M-56 (MFOI/POP) and Regulations thereunder, as amended from time to time, to the collection, use and disclosure of personal information under the control of the Board.

   1. For the purpose of the application of the MFIPPA/PHIPPA, the definition of personal information shall be as defined pursuant to MFIPPA/PHIPPA.

   2. For the purposes of this agreement, any personal information provided/created under this agreement shall be under ownership and control of the Board.

3. Collection by Company The Parties recognize the application of the Personal Information Protection and Electronic Documents Act, S.C. 2000, c.5 (PIPEDA) and Regulations and Schedules thereunder, as amended from time to time, to the collection, use and disclosure of personal information by the Company for its own use and/or benefit.

   1. For the purpose of the application of the PIPEDA, the definition of personal information shall be as defined pursuant to PIPEDA.

   2. The Parties agree that at no time will the Company for its own use and/or benefit collect, use and/or disclose personal information about and/or belonging to students of the Board without express written approval from the custodial parent/guardian of the student. Use of personal data will be limited directly to purposes as set out in the express consent provided by the parents.

4. Warranties and Covenants Without limitation to any other provision of this Agreement, the Company represents and warrants to and covenants with the Board as follows, at all times during which the Company is providing services that may require the Company to have access to and/or possession of and/or use of personal information under the control of the Board:

   1. The Company shall comply with all provisions of MFIPPA and all Board policies and procedures regarding the collection, use, disclosure and retention of personal information under the control of the Board.

   2. Under no circumstances shall the Company or its employees disclose personal information under the control of the Board.

   3. The Company shall employ appropriate security measures, as determined by the Board in its sole discretion, to protect the confidentiality of the personal information in its possession but under the control of the Board if in the Company’s possession as a result of the services being requested of the Board.

      1. Security measures are determined based on current best practices in the industry (at the physical hardware level, at the server software level, and at the Company software level). The Company reviews security practices annually, performs third party security audits, and has internal training for any staff who will gain access to the production server.

      2. Understanding that the Board is responsible to ensure that the Provider has adequate system security measures, the Provider will provide, upon request, an accounting of third party security audits, results and measures being taken to address any recommendations.

   4. Only those employees or agents employed by the Company who require access to personal information under the control of the Board for the purpose of performing their duties with respect to the project being requested of the Board shall be provided with access to such personal information.

   5. The Company shall inform the Board of all actual and suspected privacy breaches (defined as possible disclosures that the Company cannot confirm or deny have taken place, within 3 days investigation from the time of notification of the possibility of a breach) affecting personal information under the control of the Board, including inappropriate access to information by employees. The Company will work with the Board to address privacy breach protocols as identified by the Board/school in their privacy policies/procedures.

   6. The Company shall either return or destroy, as determined by and in a manner to be determined by the Board in its sole discretion, any and all personal information under the control of the Board if in the Company’s possession as a result of the project by the Company.

   7. The Company, except as may be required by law, agrees to not use, directly or indirectly, for its own account or for the account of any person, firm, Board/School or other entity or disclose to any person, firm, Board/School or other entity, the Board/School’s secret business information disclosed or entrusted to it or developed or generated by it in the performance of its duties hereunder, including but not limited to information relating to the Board/School’s organizational structure, operations, business plans, technical projects, business costs, research data results, inventions, trade secrets, or other work produced, developed by or for the Board/School, whether on the premises of the Board/School or elsewhere. The foregoing provisions shall not apply to any proprietary, confidential or secret business information which is, at the commencement of the Term or at some later date, publicly known under circumstances involving no breach of this Agreement or as lawfully and in good faith made available to the Company without restrictions as to disclosure to a third party.

   8. The Company shall at all times indemnify and save harmless the Board, its directors, trustees, members, officers, employees, agents, successors and assigns from and against any and all claims, demands, liabilities, losses, costs, damages, actions and causes of action by whomsoever made, sustained, brought or prosecuted in any manner based upon, occasioned by or attributable to anything done or omitted to be done by the Company, its directors, officers, employees, agents, authorized assigns or sub-contractors of the Company including negligent acts or negligent omissions in connection with duties set out above and performed, purportedly performed or required to be performed by the Company under this Agreement and including any breach of its obligations contained herein.

5. Survival All representations, covenants, warranties, indemnities and limitations of liability set out in this agreement shall survive the termination or expiry of this agreement.

   IN WITNESS WHEREOF the parties hereto have caused this Agreement to be signed by their duly authorized officers as of the date first below written.

   On Behalf of

   [insert name]

   Date

   Signature

Privacy Breach Protocol

Purpose

The St. Clair Catholic District School Board is committed to ensuring the protection of personal information in its custody and control. Despite having security practices in place, information may still be vulnerable to unauthorized access due to the constantly evolving online threat landscape and/or internal threat, whether deliberate or negligent.

The following protocol outlines the Board’s legal and ethical responsibility to contain and respond to incidents involving the unauthorized disclosure of personal information. Employees have a role and responsibility to assist in the containment of a privacy breach.

Scope

This protocol applies to all Board employees, trustees and volunteers. The scope includes any suspected or real privacy breach that involves the Board’s data or information systems.

Definition

A privacy breach occurs when personal information is collected, used, disclosed, retained, or destroyed in a manner inconsistent with privacy legislation. The Board is governed by the following privacy statutes: Municipal Freedom of Information and Protective of Privacy Act (MFIPPA), Personal Health Information Protection Act (PHIPA), Immunization of School Pupils Act, and Personal Information Protection and Electronic Documents Act (PIPEDA).

Personal information can be compromised in many ways. Some breaches have relatively simple causes and are contained, while others are more systemic or complex. Privacy breaches are often the result of human error or can involve technology/computer error. The following are types of privacy breaches:

1. Unauthorized Collection – over collection of information not necessary to our purpose of providing educational support to students;
2. Unauthorized Access – data left unsecured or accessible to those not needing the information;
3. Unauthorized Use – accessing information for a purpose other than those related to employment responsibilities and purpose;
4. Unauthorized Disclosure – sharing of information with third parties or within unauthorized applications;
5. Loss or theft of information or removable/portable media that contains personal information.

Examples include but are not limited to: student report card mailed to the wrong home; hard copy psychological assessments kept in openly accessible file cabinets that are not secured or controlled; theft from a car of a briefcase containing a list of home addresses of teaching staff; lost memory/USB key containing student data; or theft from a teacher’s car of a laptop containing student records.

Responsibility / Accountability

Director of Education (or designate)

• The responsibility for protecting personal information affected by a privacy breach is assigned to the Director of Education or designate who is the accountable decision maker, familiar with the Board’s roles, responsibilities and the response plan.

Employees

• All employees need to be alert to the potential of personal information to be compromised, and therefore potentially play a role in identifying, notifying, and containing a breach.
• Employees should notify their supervisor immediately, or, in his/her absence, the Board’s Privacy Officer upon becoming aware of a breach or suspected breach.
• Employees dealing with student, employee and/or business records need to be particularly aware of how to identify and address a privacy breach.

Senior Administration, Managers, and Principals

• Are responsible for alerting the Privacy Officer of a breach or suspected breach and will work with the Privacy Officer to implement the five steps of the response protocol.
• Have the responsibility to:
  • Obtain all available information about the nature of the breach or suspected breach, and determine what happened;
  • Alert the Privacy Officer and provide as much information about the breach as is currently available;
  • Work with the Privacy Officer to undertake all appropriate actions to contain the breach;
  • Ensure details of the breach and corrective actions are documented

Privacy Officer

• Ensures that all five steps of the response protocol are implemented.
• Will follow the following five steps: Respond, Contain, Investigate, Notify and Implement Change.

Third Party Service Providers

• In many instances, the Board uses contracted third party services providers to carry out or manage programs or services on its behalf.
• Typical third party service providers include classroom applications, commercial school photographers, bus companies, external data warehouse services, outsource administrative services (such as cheque production, records storage, and shredding), Chatham-Kent Lambton Administrative School Services (CLASS), Children’s Aid Societies (CAS), Public Health Units (PHU), external researchers, and external consultants.
• In such circumstances, the Board retains responsibility for protecting personal information in accordance with privacy legislation.
• Therefore, third party service providers need to know their roles and responsibilities if a privacy breach occurs when they have custody of personal information.
• All third party service providers must take reasonable steps to monitor and enforce their compliance with privacy and security requirements defined in the contracts or service agreements, and are required to inform the Board of all actual and suspected privacy breaches.
• The third party service providers have the responsibility to:
  • Inform the Board contact as soon as a privacy breach or suspected breach is discovered;
  • Take all necessary actions to contain the privacy breach as directed by the Board.
  • Document how the breach was discovered, what corrective actions were taken and report back;
  • Undertake a full assessment of the privacy breach in accordance with the third party service providers’ contractual obligations;
  • Take all necessary remedial action to decrease the risk of future breaches;
  • Fulfill contractual obligations to comply with privacy legislation.

Actions

In the case of a privacy breach or suspected breach, immediately notify your supervisor and the Privacy Officer who will implement concurrently the five steps of the response protocol. The Manager of Information Technology may also be contacted for urgent security breaches. The Privacy Officer and Manager of Information Technology can be reached by calling the Catholic Education Centre at 519-627-6762.

1. Respond:
   • Assess the situation to determine if a breach has indeed occurred and what needs to be done;
   • When a privacy breach is identified by an internal or external source, contact the appropriate area to respond to the breach;
   • Provide advice on appropriate steps to take to respond to the breach;
   • Report the privacy breach to key persons within the Board (including the Director of Education or designate) and, if necessary, to law enforcement;
   • Evaluate effectiveness of response to the breach and implement improvement as necessary.
2. Contain:
   • Identify the scope of the breach and contain it (e.g., retrieve the hard copies of any personal information that has been disclosed, determine if the breach would allow unauthorized access to any other personal information [e.g., electronic information systems], change passwords and identification numbers and/or temporarily shut down the system if necessary to contain the breach);
   • Document the breach and containment activities;
   • Develop briefing materials;
   • Brief the accountable decision maker, senior management, and key persons on the privacy breach and how it is being managed.
3. Investigate:
   • Once the privacy breach is contained, conduct an investigation with the involvement of other parties as necessary:
     • Identify and analyze the events that led to the privacy breach;
     • Evaluate what was done to contain it; and
     • Recommend remedial action so future breaches do not occur.
   • Document the results of internal investigation and use the privacy breach checklist for record keeping, including:
     • Background and scope of the investigation;
     • Legislative implications;
     • How the assessment was conducted;
     • Source and cause of the breach;
     • Inventory of the systems and programs affected by the breach;
     • Determination of the effectiveness of existing security and privacy policies, procedures, and practices;
     • Evaluation of the effectiveness of the Board’s response to the breach;
     • Findings including a chronology of events and recommendations of remedial actions;
     • The reported impact of the privacy breach on those individuals whose privacy was compromised.
4. Notify:
   • Notify, as required, the individuals whose personal information was disclosed if it is determined that notification is required.
   • The purpose of providing notice of a privacy breach to the individuals whose personal information was involved in the incident is to provide them with information about:
     • What happened;
     • The nature of potential or actual risks or harm;
     • What mitigating actions the Board is taking; and
     • Appropriate action for individuals to take to protect themselves against harm.
   • If personal information that could lead to identity theft has been disclosed, affected individuals should be provided with information on steps they can take to protect themselves. If the office of the Information and Privacy Commissioner (IPC) is investigating the privacy breach, indicate that to the affected individuals. Give an explanation of the individual’s rights to complain to the IPC about the Board’s handling of their personal information, along with contact information for the IPC.
   • Notify appropriate managers and employees with the Board of the breach;
   • Report the privacy breach to the office of the Information and Privacy Commissioner (IPC) as appropriate.

   The following factors should be considered by the Privacy Officer when determining whether notification is required:

   1. Risk of Identity Theft

      Is there a risk of identity theft or other fraud in the Board? How reasonable is the risk? Identity theft is a concern if the breach includes unencrypted information such as names in conjunction with social insurance numbers, credit card numbers, driver’s license numbers, personal health numbers, debit card numbers with password information, or any other information that can be used for fraud by third parties (e.g., financial).

   2. Risk of Physical Harm

      Does the loss or theft of information place any individual at risk of physical harm, stalking, or harassment?

   3. Risk of Hurt, Humiliation, or Damage to Reputation

      Could the loss or theft of information lead to hurt, humiliation, or damage to an individual’s reputation? This type of harm can occur with the loss or theft of information such as mental health records, medical records, or disciplinary records.

   4. Risk of Loss of Business or Employment Opportunities

      Could the loss of theft of information result in damage to an individual’s reputation affecting his/her business or employment opportunities?

5. Implement Change:
   • Review the relevant information management systems to enhance compliance with privacy legislation
   • Amend or reinforce the existing policies, procedures, and practices for managing and safeguarding personal information;
   • Develop and implement new security or privacy measures, if required;
   • Review employee training on legislative requirements, security and privacy policies, procedures, and practices to reduce potential or future breaches, and strengthen as required;
   • Test and evaluate remedial actions to determine if they have been implemented correctly and if policies, procedures and practices need to be modified; and
   • Recommend remedial action to the accountable decision maker.

Maintain Records

• The Privacy Officer will ensure that thorough documentation of all notes taken related to the breach or suspected breach are filed according to the Board’s records retention schedule.

Template Letter: Use of Social Media in the Classroom

(on school letterhead)

[Date]

Dear Families,

This [school year/month], I will be introducing students to an exciting form of online written communication— [SCCDSB.net Google Platform/Twitter/blogging/wikis/etc]. The purpose of this letter is to share some information about [SCCDSB.net Google Platform / Twitter / blogging / wikis/etc] and to let you know how our class will use [this/these social media platform(s)].

[SCCDSB.net is a closed environment for teacher-to-student and student to student collaboration. Despite being on the Internet, the environment is not open to everyone. Teachers select who is able to access the learning resources posted on the classroom or student drive or site.]

[Twitter/Facebook is a social media network that is increasingly being used in education as a learning tool. It is widely used by teachers around the world for educational purposes and helps learning communities, students and parents build meaningful connections. These forums are on the external Internet and are open to outside users.]

[A classroom blog is a discussion or information website where permitted users add entries (posts), which are displayed in chronological order. Students will have the opportunity to write posts on a variety of topics being covered in the classroom. These writing exercises are opportunities for students to reflect upon lessons, practice their writing and critical thinking skills, and to see their learning come alive online.]

In our class, we will be using [XXX] to share some of the exciting activities we learn. Posts will be written by students and monitored and sent by the teacher. Those who follow us—[parents, other classes, teachers, community members]—will be able to read [and comment] on our posts.

A very important aspect of using social media in the classroom is digital citizenship as it relates to responsible and safe online use. Our class has discussed this in terms of our online behaviour. As a class, we agree that all of our social media posts must:

• Use student first names only
• Not reveal personal information about the writer or anyone else in the class
• Use appropriate language
• Be kind and respectful
• Only include photos/videos where signed consent is on file

If you are interested in following us on [insert URL or instructions for following, e.g. Twitter, our username is @OurClass]. We hope you will enjoy reading and responding to our posts as they occur throughout the year. We are excited to give you a virtual window into our classroom!

Sincerely,

[Teacher’s Name]

Date: 2007-03-27 / 2011-09-13 / 2016-11-22 / 2023-02-28

Administrative Procedures

Responsibilities

Expectations

The St. Clair Catholic District School Board supports membership dues and fees to organizations committed to the goal of this policy, such as the Ontario Catholic School Trustees’ Association.

Advocacy Strategies Not Permitted

1. Allowing materials intended to advocate for a particular political party or position to be distributed to students and families.
2. Use of Board funds to attend events for political parties.
3. Distribution of election materials from political parties and candidates for any level of government.
   1. Exception: At the secondary level, during election campaigns, an all-candidates debate may be arranged as part of a course on Civics or government. In this instance, every reasonable effort must be made to have all individuals who have declared their candidacy in a particular race represented. However, should any candidates decline the invitation to participate, the event may still go forward with two or more candidates represented, so long as the teacher believes there is still educational value to the students.

Additional Information

Purchasing

Date: 2007 04 24 / 2016 06 21 / 2023 04 25

Policy Statement

The St. Clair Catholic District School Board exists to provide the best possible Catholic education for the students entrusted to its care in order to fulfill its Vision and Mission. This is best achieved by hiring excellent and qualified academic staff who exemplify the principles of the Catholic faith and have demonstrated a commitment to Catholic education.

Policy Goals

1. Confirm the value of hiring qualified secondary school religious education teachers, according to the College of Teachers and in compliance with negotiated hiring practices.
2. Confirm the Board’s commitment to providing rich, authentic and accurate religious instruction to our Catholic secondary school students.
3. Assign sections of secondary religion courses to those candidates best qualified to provide rich, authentic and accurate religious instruction to our students.

Date: 2013 04 23 / 2022 04 19

Policy Statement

The St. Clair Catholic District School Board recognizes the important role of information, communications and technology to student learning and to assist staff to carry out their assigned responsibilities effectively. The Board requires that all technology is used in ways that are consistent with the Board’s mission, vision and strategic plan.

Policy Goals

1. To ensure the use of technology is aligned to the Board’s mission, vision, and strategic plan.
2. To ensure expectations are provided to all students and staff for appropriate use of technology.
3. To ensure direction and education is provided when inappropriate use of technology or web-based resources is discovered or identified.

Date: 2013-04-23 / 2022-04-19 / 2024-10-07

Administrative Procedures

Responsibilities

1. The Treasurer of the Board will be responsible for the implementation of this policy and procedures and ensuring compliance.
2. The Manager - Information Technology Services will:
   1. Ensure awareness exists throughout the board.
   2. Obtain approval of proposed amendments to the procedure and ensure communication of such amendments.
   3. Communicate the purpose and contents of the procedure.
   4. Administrate the procedure, including regular reviews of content, ensuring all users have access to cybersecurity training materials.
3. All Staff Supervisors will:
   1. Be responsible and accountable for ensuring all individuals under their accountability are aware of this policy and procedures.
   2. Be responsible for contacting their supervisor or the help desk to request advice concerning this policy and procedure.
   3. Be responsible for reporting non-compliance with this policy or procedure or suspected policy and procedure violation cases to their supervisor, human resources, or Information Technology Services.
4. All Users will:
   1. Be responsible catholic digital citizens by being familiar with and complying with this policy and procedure.
   2. Be responsible for being familiar with the Board and School Code of Conduct.

Expectations

Access and Access Control

1. Users must only request system access to information or assets required to perform their job responsibilities.
2. Supervisors must review and approve appropriate access for staff to efficiently fulfill their job responsibilities. Staff member changes due to role transfer, retirement or career change, the supervisor leader must ensure access rights are adjusted accordingly.
3. Administrative staff and school office using any electronic means must do so using board-approved devices.
4. Users are responsible and accountable for all actions performed with their User accounts.
5. Upon request, leave of absence, or termination of employment, Board technology must be returned to human resources, supervisor, classroom teacher, principal or Information Technology Services.
6. Staff must use assigned administrative or high-privilege accounts only when performing duties requiring this type of access. In all other cases, users must use their general role-based non-privileged account.
7. Users must be responsible for adequately protecting and securing Board information in all media and locations. They must not attempt to circumvent access control or other security mechanisms.
8. Users must not leave Board devices unattended without enabling a password-protected locked screen.
9. Users of Board mobile devices will reimburse the Board for personal use not related to Board business.
10. Incidental personal use of the Internet (e.g., banking, news) is permitted provided it does not impact productivity. Personal use of information on the Board’s technology is at the user’s own risk.
11. Users should be aware that the Board has the right to monitor, record, and archive all emails and other electronic communications received, stored, and reproduced using Board Technology or a personal BYOD device. Users should not have any expectation of privacy.

Safeguard and Protect

1. Users must ensure that all Board passwords are kept confidential and use multi-factor authentication whenever possible. If you suspect your access has been compromised, you must immediately change passwords and notify the help desk.
2. Users must not share passwords or PINs, including sharing with family or other household members.
3. Users must not communicate passwords in a readable format, including writing them down on paper and sending them to others electronically.
4. Users must not re-use their Board passwords for personal account access, personal e-mail, or banking.
5. Users of Board technology are expected to take reasonable measures to secure the devices. Ensure laptops are not left unsecured in plain view.
6. Communication of confidential board records must be completed on Board-approved email, and devices for creation, transmission, storing, processing or otherwise.
7. Communication using tools such as e-mail, chat, text, must be used in a responsible, respectful and lawful manner, which must be in compliance with the Board Mission Statement; Code of Conduct; Social Media and Communication Policy; and Anti-Spam Laws (CASL).
8. Users must not open email attachments from unknown sources or click on links to unfamiliar websites. Suspicious emails must be reported using the phishing reporting feature in the email system. If in doubt, report activity to the help desk.
9. Information Technology Services will conduct periodic Phishing tests.
10. Users are not authorized to download or install software onto Board technology. Software must be approved by Information Technology Services to meet licensing, copyright, and privacy requirements.
11. Staff must follow the “vetting new software process” to meet our procurement policy and procedures.
12. When there is reasonable cause to suspect inappropriate conduct or illegal acts using the Board’s technology, an investigation will occur upon appropriate consent or where ordered to do so by law. Consent requires two of the following: Director of Education, Senior Business Official, or Chair of the Board.
13. Violation of the Responsible Use of Technology policy and procedures may result in restricted network access, liability for the cost of remediation, disciplinary action up to and including dismissal in matters concerning staff; and disciplinary action up to and including suspension and expulsion for issues concerning students. Legal action including, but not limited to, criminal prosecution under appropriate provincial and federal laws may also be initiated.

Definitions

Board Technology

Any Board owned computers, servers, network, software systems and applications, mobile devices, data storage, personal devices that are used to access information technology.

Bullying

Aggressive and typically repeated behaviour that causes harm, fear or distress to another individual including physical, psychological, social or academic harm to the individual’s reputation or property.

BYOD

Bring your own device, which is a personal device.

CASL

Canada’s Anti-Spam Legislation. Generally, the legislation prohibits the sending of commercial electronic messages unless prior consent of the recipient is obtained and the sender’s identity information and unsubscribe mechanism is included in the commercial electronic messages. The legislation also prohibits the altering of transmission data, email harvesting and the installation of computer software without express consent.

Cyber-bullying

Includes bullying by electronic means.

Devices

References to electronic equipment include current and emerging technologies capable of recording, storing, processing, communicating, and transmitting information, images or sound digital.

High-Privileged Account

A type of account that has additional authority to modify system-wide settings or has access to privileged information.

Mobile Devices

All cellular, or internet-connected mobile Technology devices, including smartphones and tablet devices, whether Board owned or Personal Devices.

Multi-Factor Authentication

Authentication method that requires the user to provide two or more verification methods to gain access to the network or resource such as an application.

Network

The Board’s technology infrastructure includes all related Board-managed systems.

Non-Privileged Account

A type of account that does not have authority to see privileged information or modify system-wide settings.

Personal Devices

All non-Board owned devices.

Personal Information

Includes all images, including photographs, digital images, postings on the Internet, films, and video recordings, as well as an individual’s name, address and schoolwork.

Phishing

A technique used by criminals to gain personal information using fraudulent emails that appear to come from legitimate entities and companies.

PIN

Personal Identification Number is a numeric passcode used in the process of authenticating a user to accessing a system.

Record

An Electronic Record, “any combination of text, graphics, data, audio, pictorial, or other information representation in digital form that is created, modified, maintained, archived, retrieved, or distributed by a computer system.” This definition ensures that electronic records are the same as paper records. For example, student record, staff record and may contain recorded information about an identifiable individual.

Spam

Unauthorized and/or unsolicited electronic mass mailing.

Staff

Includes all paid employees of the school or the Board.

Staff Supervisors

Includes principals, teachers, supervisors, superintendents, managers and other employees that lead employees and students of the school or the Board.

User

Includes trustees, administrators, academic and support staff, students and parents, visitors, volunteers, and persons associated in any way with the St. Clair Catholic District School Board.

Applicable References

Applicable Board Policies/Procedures

• Sec. A – Board Code of Conduct
• Sec. A – “Name of School” Code of Conduct
• Sec. B – Privacy Policy
• Sec. B Policy - Social Media and Electronic Communication
• BYOD Procedure

Legislation

• Bullying Prevention and Intervention (PPM 144)
• Canada’s Anti-Spam Legislation (CASL)
• Education Act, Ontario: s266; s171(38)
• Municipal Freedom of Information and Protection of Privacy Act (MFIPPA): MFIPPA
• Provincial Code of Conduct (PPM 128)
• Ontario College of Teachers, Professional Advisory: Use of Electronic Communications and Social Media (2017)

Appendix A: Unacceptable Use

All users shall use technology in a manner consistent with the Board’s values, code of conduct and in an ethical and lawful manner. Examples of conduct that violate the policy are as follows:

1. Knowingly accessing, copying, downloading, storing, or transmitting material, including music and video, that contains or could be considered defamatory, racist, sexually explicit, homophobic, threatening, and/or inappropriate materials that are clearly inappropriate in school or work environment that may offend or degrade others.
2. Transmit any files, information or materials designed to disrupt or tamper with data or networks maintained by the Board or any other person. Such as scanning network, installing malicious programs virus, worms, trojan horses and email bombs.
3. Sending or forwarding anonymous or inappropriate unsolicited email messages, including mass email messages, such as chain letters, jokes, or spam.
4. Must not give out personal information, whether of the user’s or of any other person.
5. Attempting to access another person’s account or private files or misrepresenting oneself as another person in electronic communications.
6. Must not include any inappropriate information or confidential information in email communication whether of the user’s or of any other person.
7. Downloading, installing, or sharing unauthorized or improperly licensed software.
8. Uses that violate any federal or provincial laws such as using technology to record without consent.
9. Conducting business activities which are unrelated to the user’s duties and responsibilities to the Board.
10. Advertising or soliciting, including advertising of personal services.
11. Cyber-bullying, creating a web page or a blog in which the creator assumes the identity of another person.
12. Cyber-bullying, by impersonating another person as the author of content or messages posted on the intranet/internet.
13. Cyber-bullying, communicating material electronically to more than one individual or posting material on a website that may be accessed by one or more individuals.
14. Teaching staff have the right to determine how and when technology will be used by students during instructional periods, regardless of the ownership of the device.

Date: 2000 12 01 / 2015 04 28 / 2018 11 27 / 2025 02 25

Policy Statement

The St. Clair Catholic District School Board requires accountability for school generated funds bank accounts, a system for reporting on the use of school generated funds and procedures for the planning, collection, accounting and management of school generated funds.

Policy Goals

1. To promote financial integrity, accountability and transparency.
2. To ensure that school generated funds are adequately safeguarded, deposited and used to enhance student learning and well-being.
3. To ensure that reporting mechanisms are in place for full disclosure of the source and use of school generated funds.
4. To provide guidance, authority and protection to school staff and fundraising volunteers by providing a specific directive for administration of school generated funds.

Definitions

School Generated Funds – All funds collected in the name of a school or by the school for other charitable organizations.

Date: 1999 12 08 / 2000 01 18 / 2000 12 01 / 2001 11 27 / 2002 05 28 / 2003 10 07 / 2007 06 26 / 2008 05 28 / 2010 02 23 / 2011 09 13 / 2016 01 26

Policy Statement

The St. Clair Catholic District School Board is responsible for managing its school facilities in an effective manner. The board must respond to changing demographics and program needs while ensuring continued commitment to student achievement and well-being, and the financial viability and sustainability of the board. The final decision regarding the future of a school or group of schools rests solely with the Board of Trustees.

Policy Goals

The St. Clair Catholic District School Board acknowledges that the consolidation or closure of a school or schools and/or the revision of boundaries may be necessary in order to operate efficiently and devote maximum resources to the priorities of student achievement and living our faith. The Board shall:

1. Provide adequate and appropriate school facilities which promote and enable learning for all of its students.
2. Communicate with parents, guardians, and the community concerning possible changes in the status of its schools or their boundaries.

Date: 1999 12 08 / 2000 01 18 / 2000 12 01 / 2001 11 27 / 2002 05 28 / 2003 10 07 / 2007 06 26 / 2008 05 28 / 2010 02 23 / 2011 09 13 / 2016 01 26

Administrative Procedures

Responsibilities

Ontario’s school boards are responsible for deciding the most appropriate pupil accommodation arrangements for the delivery of their elementary and secondary programs. These decisions are made by school board trustees in the context of carrying out their primary responsibilities of fostering student achievement and well-being and ensuring effective stewardship of school board resources. In some cases, to address changing student populations, this requires school boards to consider undertaking pupil accommodation reviews that may lead to school consolidations and closures.

In other cases, to address changing student populations and changing program offerings, school boards may be required to consider changing boundaries for some schools in its jurisdiction. The Board establishes the boundaries for all schools within its jurisdiction. Boundaries will be reviewed, and revisions recommended to trustees by administration, as circumstances warrant. The Board may consult with affected parents prior to setting new boundaries. Boundary changes will be communicated to parents/guardians who may be affected.

Annually a Capital Planning update will be presented to the Board of Trustees. The report and all supporting documents will be posted on the Board’s website.

Expectations and Timelines

1. The Annual Capital Planning update should include such items as:
   1. The current and projected enrolments in each school;
   2. The relationship of current and projected enrolments to school capacities;
   3. The status of the physical plant and the identification of current and future capital projects required or recommended;
   4. Other information that the Director of Education may deem to be relevant.
2. Prior to establishing a Pupil Accommodation Review (PAR) an Initial Staff Report will be presented to the Board of Trustees. This report will also include options to address the accommodation issue(s) and supporting rationale. This portion of the report will include the following information:
   • Summary of accommodation issue(s) for the school(s) under review;
   • Where students would be accommodated;
   • If proposed changes to existing facility or facilities are required as a result of the pupil accommodation review;
   • Identify any program changes as a result of the proposed option;
   • How student transportation would be affected if changes take place;
   • If new capital investment is required as a result of the pupil accommodation review, how the school board intends to fund this, as well as a proposal on how students would be accommodated if funding does not become available;
   • Any relevant information obtained from municipalities and other community partners prior to the commencement of the pupil accommodation review, including any confirmed interest in using the underutilized space;
   • A timeline for implementation for each option.
3. After the Board receives an Initial Staff Report, it may establish an Accommodation Review Committee. The Accommodation Review Committee (ARC) will function according to the Terms of Reference (Appendix A).
4. After the Board establishes a Pupil Accommodation Review Committee(s) there must be no less than thirty business days’ notice prior to the first public meeting. Beginning with the first public meeting the consultation period must be no fewer than forty business days. The ARC must hold at least two working meetings which are open to the public. The first meeting must include the following: an overview of the ARC orientation session; the Initial Staff Report with recommended option(s); and a presentation of the School Information Profile(s). School holidays are not considered part of the thirty- or forty-day time period.
5. Members of the ARC will be provided with School Information Profiles (SIP) (Appendix B) for the school(s) involved in the ARC.
6. Following the Board’s approval to undertake a pupil accommodation review, affected single and upper-tier municipalities as well as other community partners that expressed an interest prior to the pupil accommodation review to discuss and comment on the recommended options(s) in the school Board’s Initial Staff Report will be invited.
   • The invitation for this meeting will be provided through a written notice and will be directed through the Clerk’s Department (or equivalent) for the affected single and upper-tier municipalities.
   • The affected single and upper-tier municipalities, as well as other community partners that expressed an interest prior to the pupil accommodation review, must provide their response on the recommended option(s) in the school board’s Initial Staff Report before the final public meeting. School boards must provide them with advance notice of when the final public meeting is scheduled to take place.
   • School boards must document their efforts to meet with the affected single and upper-tier municipalities, as well as other community partners that expressed an interest prior to the pupil accommodation review; and provide any relevant information from this meeting as part of the final staff report to the Board of Trustees.
7. At the conclusion of the pupil accommodation review process, the Director will submit a Final Staff Report to the Board which must be available to the public and posted on the Board’s website. The Final Staff Report must include a Community Consultation section that contains feedback from the ARC and any public consultations as well as any relevant information obtained from municipalities and other community partners prior to and during the pupil accommodation review. Board staff may choose to amend their proposed option(s) included in the Initial Staff Report. The recommended option(s) must also include a proposed accommodation plan which contains a timeline for implementation.
   • The Final Staff Report must be publicly posted no fewer than 10 business days after the final ARC public meeting.
8. Once the Director submits the final Staff Report to the Board, the Board will allow members of the public to provide feedback on the Final Staff Report through public delegations to the Board at a Regular Board Meeting, per Sec. 8.5 of the Procedural By-Laws. From the posting of the Final Staff Report, there must be no fewer than 10 business days before the public delegations. Following the public delegations to Board, SCCDSB staff will compile information presented by the public delegations which will be presented to the Board with the final staff report.
9. The Board has the discretion to approve the recommendation(s) of the final staff report as presented, modify the recommendation(s) of the final staff report, or to approve a different outcome.
   • There must be no fewer than 10 business days between public delegations and the final decision of the Board of Trustees.
10. If the Board passes a motion to close a school, clear details around school closure dates and boundary revisions will be provided on the Board’s website. The Board will establish a Transition Committee to address the transition of students and staff.
11. Pupil Accommodation Review Timelines:

    Pupil Accommodation Review Timelines

    Ref	Timeline	Activity
    A	Annually at a Board Meeting	Capital Planning Update
    B	If the Annual Capital Planning Update reveals a need to consider a Student Accommodation Review(s)	Initial Staff Report Board Establishes ARC(s)
    C	Within 5 business days of establishing ARC	Notify Minister of Education Notify Director(s) of coterminous boards Notify Municipal partners and invite them to meet/discuss Initial Staff Report with staff
    D	Not less than 30 business days from ARC approval	First public meeting
    E	Not less than 40 business days from first meeting	Final public meeting
    F	Not less than 10 business days after final public meeting	Final Staff Report to be presented to Board and posted on Board website (may include information from the municipalities and/or ARC)
    G	Not less than 10 business days from posting final staff report	Public delegations to a Board Meeting
    H	Not less than 10 business days from the public delegations	Final Staff Report with possible amendments presented to Trustees at a Board Meeting for final decision

Additional Information

1. The school board is not obligated to undertake an accommodation review in accordance with the Ministry of Education’s Pupil Accommodation Review Guidelines in the following circumstances:
   • Where a replacement school is to be built by the school board on the existing site, or built or acquired within the existing school attendance boundary, as identified through the school board’s policy;
   • Where a replacement school is to be built by the school board on the existing site, or built or acquired within the existing school attendance boundary and the school community must be temporarily relocated to ensure the safety of students and staff during the reconstruction, as identified through the school board’s policy;
     • When a lease for the school is terminated;
     • When a school board is planning the relocation (in any school year or over a number of school years) of grades or programs, in which the enrolment constitutes less than 50% of the school’s enrolment (this calculation is based on the enrolment at the time of the relocation, or the first phase of a relocation carried over a number of school years);
     • When a school board is repairing or renovating a school, and the school community must be temporarily relocated to ensure the safety of students during the renovations;
     • Where a facility has been serving as a holding school for a school community whose permanent school is over-capacity and/or is under construction or repair; or
     • Where there are no students enrolled at the school at any time throughout the school year.

In the above circumstances, affected school communities will be informed about proposed accommodation plans for students before a decision is made by the Board. The Board will also provide written notice to each of the affected single and upper-tier municipalities through the Clerks Department (or equivalent), as well as other community partners that expressed an interest prior to the exemption, and their coterminous school boards in the areas of the affected school(s) through the Director of Education, and to the Ministry of Education through the Assistant Deputy Minister of the Financial Policy and Business Division, no fewer than 5 business days after the decision to proceed with an exemption.

Implementation of School Closure

Communications

1. The Director will issue a Media Release following a Board decision to close a school.
2. The Principal will announce the decision to close the school to staff, students and School Council.
3. Director will provide the Principal with information letters to be distributed to all families in the school.
4. The Principal will respond to questions from the public and the local media giving the same message as the Director’s Media Release.
5. The Principal will meet with the School Council to discuss the implementation process.
6. A Superintendent will work with the Principal and School Council to facilitate a smooth transition process.

Boundary Revisions Following an ARC

1. The Superintendent and Principal will receive information from parents who wish to give input for boundary decisions.
2. Executive Council will review all community and parental input received in the month following the Board decision to close.
3. The Trustees will make a decision on boundaries based on recommendation of Executive Council.
4. The Director will communicate boundary revisions to affected parents.
5. The Principal will explain the new boundaries to parents, students and staff, using information provided by the Director’s office.

Distribution of Capital Equipment and Supplies and Student Records

1. The Principal of the closing school, assisted by staff, will make an inventory of capital equipment and supplies.
2. Superintendents and managers of pertinent departments will determine the redistribution of computers, office and classroom furniture, playground equipment, software, and learning materials, giving priority to the needs in the receiving schools.
3. Staff in the closing school will box and label inventory with grade level, subject and school location, prior to the end of June.
4. The Principals may discuss support for teachers with inventory, labelling, packing and unpacking responsibilities in consultation with the appropriate Superintendent.
5. Board staff will transport capital equipment and learning materials to the designated schools.
6. The Principal will work with Corporate Services to complete record keeping requirements i.e. student, administrative and archival records.

Closure Activities

1. The Principal will ensure that student learning remains the focus of the staff in the months following the decision to close.
2. The Principal will arrange visits and orientation activities with the Principals of the receiving schools in May and June.
3. Staff will limit visible packing and closure activities to June. There will be a commitment to student learning throughout the entire process.
4. The Principal will complete a Change of Address form with the local Post Office to ensure that mail is re-directed to the Board Office for a period of six months following closure of the school. This will ensure that outstanding invoices, bank statements, etc. are received and processed accordingly.
5. School closure information will be recorded in the Administration section of OnSIS, and the Inventory Data section of SFIS (School Facilities Inventory System).

Community Planning Partnerships Guideline

The Ministry of Education introduced Community Planning and Partnerships (CPP) Requirements (March 2015) to encourage boards and communities to build and maintain successful partnerships.

The intent of this Guideline is to:

• Reduce facility operating costs for school boards and government;
• Improve services and supports available to students;
• Strengthen relationships between school boards and community partners and the public;
• Maximize the use of public infrastructure through increased flexibility and utilization; and
• Provide a foundation for improved service delivery for communities.

Notification Process

1. The Board will post information on the Board website regarding its intention to build new schools and to undertake significant renovations, and information regarding unused space in open and operating schools and administrative buildings, that is available for facility partnerships.
2. The Board will notify the following entities regarding community planning and/or facility partnerships:
   • Conseil Scolaire Viamonde (116 Cornelius Parkway, Toronto, ON. M6L 2K5)
   • Lambton Kent DSB (200 Wellington Street, Box 2019, Sarnia, ON. N7L 7L2)
   • Conseil Scolaire Catholique Providence (7515, promenade Forest Glade, Windsor, ON. N8T 3P5)
   • St. Clair College
   • Lambton College
   • College Boreal (21, boulevard Lasalle, Sudbury, ON. P3A 6B1)
   • University of Guelph (Ridgetown Campus)
   • University of Western (Research Branch, Sarnia)
   • Crown Right of Ontario - Infrastructure Ontario (One Dundas Street West, Suite 2000, Toronto, ON. M5G2L5)
   • Public Works and Government Services, Real Estate Services (The Crown in right of Canada) (4900 Yonge Street, 10th Floor, Toronto, ON. M2N 6A6)
     • Municipality of Chatham-Kent
     • City of Sarnia
     • Brooke-Alvinston Township
     • Dawn-Euphemia Township
     • Enniskillen Township
     • Municipality of Lambton Shores
     • The Township of St. Clair
     • Village of Oil Springs
     • Town of Petrolia
     • Town of Plympton-Wyoming
     • Village of Point Edward
     • Township of Warwick
     • Warden of Lambton County
     • Sarnia Lambton Children’s Aid Society
     • Erie St. Clair Local Health Integration Network (LHIN)
     • Chatham-Kent Public Health Unit
     • Lambton Public Health
     • Chatham Kent Children’s Services
     • St. Clair Child and Youth
     • Aamjiwnaang First Nation
     • Walpole Island First Nation
     • Delaware Nation (Moravian of the Thames)
     • Kettle and Stony Point First Nation
3. The list of available surplus space for community partnerships will be updated annually and posted on the Board website.
4. The Board will also post on their website the name and contact information of the staff member who will respond to questions regarding facility partnerships.

Annual Community Planning and Partnerships Meeting

1. The Board will annually schedule a Special Board Meeting to discuss potential planning and partnership opportunities.
2. The Board will notify both the entities on its notification list and the general public about the annual meeting.
3. The Board will request that invited entities on the notification list provide, two weeks in advance of the meeting, relevant planning information, including but not limited to: population projections, growth plans, community needs, land-use and green space/park requirements.
4. During the annual CPP meeting, the school board will provide/present the Board’s capital plan and details of any schools deemed eligible for facility partnerships. This information will be shared during the public meeting.
5. Relevant information shared at the public meeting will be formally documented by the Board staff.

Planning Prior to a Pupil Accommodation Review

In addition to the annual CPP meeting, the Board will continue discussions with affected municipalities and other community organizations as they explore options to address underutilized space issues in schools. The Board may request technical information including population and future development projections from the local municipality or municipalities where a planned pupil accommodation review will occur.

Co-Building with Community Partners

1. When considering the construction of new schools, additions and renovations, the Board will look for opportunities to leverage other infrastructure investments by co-building with entities that provide services and programs for children, their families and the broader community.
2. As part of the planning process, when considering building a new school or undertaking a significant addition or renovation, the Board will strive to notify the entities on their notification list 1 to 3 years prior to the potential construction start date. The Board will provide as much information as possible about the plans and the site to support potential partners in determining the project’s suitability for their purposes.
3. The plan shall be supported by a Board Motion. The Board need not have an identified source of funding or Ministry approval when it notifies its partners of the plan or intention to build. Similarly, plans to build may be contingent on Board decisions that have not yet been made.
4. In co-building, partners will be required to pay for and finance their share of construction, including a proportional share of joint-use or shared space. The Board will build within Ministry space and funding benchmarks for the board portion of the facility.
5. Partnership agreements cannot be finalized until both the board and the partner(s) have an approved source of funding.

Accommodation Review Committee Terms of Reference

Mandate

The Accommodation Review Committee (ARC) represents the School(s) under review and acts as the official conduit for information shared between the school board and the school communities. The ARC may comment on the Initial Staff Report and may, throughout the pupil accommodation review process, seek clarification of the Initial Staff Report. The ARC may provide other accommodation options than those included in the Initial Staff Report; however, it must include supporting rationale for any such option. The final decision regarding the future of a school or group of schools rests solely with the Board of Trustees.

Membership

The Accommodation Review Committee (ARC) membership includes the following from each school under review:

1. A parent/guardian (chosen by their respective school community)
2. A school administrator
3. A community representative

The Director will designate a supervisory officer to facilitate and chair ARC meetings. Trustees are encouraged to attend as observers. The ARC should be formed following the Board of Trustees’ consideration of the Initial Staff Report but prior to the first public meeting. The Board will invite ARC members to an orientation session that will describe the mandate, roles and responsibilities, and procedures of the ARC.

Process

1. After the Board announces its intention to conduct an accommodation review of a school or schools, there must be no less than thirty business days’ notice prior to the first public ARC meeting. Beginning with the first public meeting the consultation period must be no fewer than forty business days. The ARC must hold at least two working meetings which are open to the public.
   1. The first meeting must include the following:
      1. An overview of the ARC orientation session
      2. The Initial Staff Report with recommended option(s)
      3. A presentation of the School Information Profile(s) (SIP)
   School holidays are not considered part of the thirty or forty day time periods.
2. Administrative staff completes a SIP for each school under review and provides it to the ARC for review. The ARC may request clarification about information provided in the SIP; however, it is not the role of the ARC to approve the SIP.
3. Each agenda will be posted on the Board’s website.
4. A secretary is provided to keep minutes of the meetings that reflect the full range of opinions expressed. Minutes are posted on the Board’s website.
5. The ARC members do not need to achieve consensus regarding the information provided to the board of trustees.

School Information Profile (SIP)

Each school under review will have a SIP (Appendix B) completed at the same point-in-time for comparison purposes. The SIPs will be provided as orientation documents to help the ARC and the community understand the context surrounding the decision to include the specific school(s) in a pupil accommodation review.

The SIP is expected to include data for each of the following two considerations about the school(s) under review:

1. Value to the student
2. Value to the school board

School Information Profile (SIP)

Date: 2011 10 25 / 2017 04 25 / 2023 06 20

Administrative Procedures

Responsibilities

1. The Treasurer of the Board will be responsible for the implementation of this policy and procedure.
2. The Planning and School Business Support Services Department will be responsible for developing and maintaining the Student Fees Directive.
3. The Principal will be responsible for ensuring that all individuals involved in the planning, collection, accounting, management and reporting of student fees understand and abide by the policy, procedure and directive related to student fees.

Expectations

The Province of Ontario provides for a publicly funded school system in which all qualified resident pupils have a right to attend without the payment of fees. These procedures do not apply to tuition fees for visa students, international students, First Nations, Métis or Inuit students who are living on a reserve, or continuing education students. These procedures do not address fees for early learning programs offered outside the regular school day or other before and after school programs.

1. In compliance with the Ministry of Education’s Guidelines for Fees for Learning Materials and Activities, fees will not be charged for materials or school activities that are required to meet the core curriculum expectations of any course or grade.
2. Student fees may be charged for enhanced programming and materials, optional programming and student activities that are beyond the core curriculum requirements.
3. The purpose of a student fee must align within the Board’s mission and values, reflect the needs of the School Improvement Plan and enhance student learning and well-being.
4. All activities and programs requiring student fees must comply with Board Policy, Procedures and Directives.
5. A Student Fees Directive for the accountability, reporting and collection of student fees will be developed, maintained and publicly posted.
6. Student fees are not required for academic achievement and therefore are optional.
7. The St. Clair Catholic District School Board is committed to the principles of equity and inclusive education, consistent with our Catholic teachings, which value and promote human rights and social justice in all Board policies, programs, guidelines, operations and practices.
8. Section 32(1) of the Education Act states that “A person has a right, without payment of a fee, to attend a school…in which the person is qualified to be a resident pupil.” Section 170(1) paragraph 13 states that, “Every board shall provide, without charge for the use of pupils…the textbooks that are required by the regulations to be purchased by the Board.”

Definitions

Student fees

Student fees are optional amounts used to supplement a student’s school experience through materials and activities such as student agendas, student recognition programs, yearbooks, extracurricular activities, school dances, theme days, etc.

Enhanced programming and materials

Enhanced programming and materials are optional enrichments or upgrades to the curriculum activities beyond what is necessary to meet the learning expectations for a particular grade or course. They represent superior products or consumables to that offered by the school and may be chosen by the student at their own expense.

Optional programming

Optional programming refers to optional courses or activities that students normally choose to attend through an application process. Examples would be an advanced placement program.

References

• Policy and Directive – Student Fees
• Policy and Procedures – Educational Excursions
• Policy and Procedures – Fundraising
• Policy, Procedures and Directive – School Generated Funds
• Education Act, Ontario: s32(1) and s170(1) paragraph 13
• Ministry of Education – Guidelines for Fees for Learning Materials and Activities

Date: 2000 12 01 / 2004 09 01 / 2007 04 24 / 2016 10 25 / 2023 06 20

Policy Statement

The St. Clair Catholic District School Board acknowledges that a complete educational program including related extra-curricular activities may not always take place within the confines of the school. The transportation of students on school buses is a preferred method whenever possible and practical.

Policy Goals

1. To recognize that there are events, trips, activities, and meetings that take place off school property where school bus transportation may not be practical.
2. To support the practice of safely transporting students to various destinations for the purpose of curricular and extra-curricular activities.

Date: 2000 12 01 / 2004 09 01 / 2007 04 24 / 2016 10 25 / 2023 06 20

Administrative Procedures

This procedure is required when a school is arranging transportation of students to events, trips, activities, and meetings that take place off school property in a non-bus automobile.

This procedure does not apply where students/parents/guardians have been made aware that the school is not making arrangements for student transportation. For example, if students who are part of secondary school team travel to events where they are responsible to arrange their own transportation this procedure is not required.

Responsibilities

1. The Treasurer of the Board will be responsible for the development and implementation of this policy and procedures and ensuring compliance.
2. The Treasurer of the Board will be responsible for communication of the policy and procedures to Board employees.
3. Principals will be responsible for communication of this policy and procedures to school communities.

Expectations

1. The Principal will:
   1. Approve each volunteer adult driver. For regular drivers of students, Principals must adhere to Section D – Staff and Volunteers Volunteer Policy.
   2. Ensure that adult volunteers, teachers and other employees who use their personal or rented vehicles for transporting students carry Third Party Liability Insurance, as recommended by OSBIE, and hold a valid Ontario Driver’s License.
   3. Ensure that the Adult Volunteer Driver – Authorization To Transport Students form (Appendix A), is completed by all drivers using personal vehicles to transport students. Administrators shall retain the forms for a period not less than one year.
2. The sponsor/coach of the activity or event will:
   1. Inform students/parents/guardians if they are responsible for their own transportation. Where students/parents/guardians have been made aware that the school is not making arrangements for transportation this procedure is not required.
   2. If the school is arranging transportation in non-bus automobiles, ensure that all volunteer drivers have completed the appropriate forms.
   3. Keep a list of volunteer drivers with the passengers assigned to each for each event or activity.
   4. Ensure that parents/guardians are aware that volunteer drivers will be used to transport students to/from the event or activity and that the required permission forms are signed.
3. A volunteer driver:
   1. Must be twenty-one (21) years of age or older and should be a parent or guardian or family member of a student participating in the activity, or a Board employee.
   2. Employees of the Board who volunteer to transport students in their private vehicles will be subject to the same terms and conditions as non-employee volunteers.
   3. Will, during the performance of their duties, be subject to the terms and conditions of Board Policies and other pertinent legislation.
   4. Volunteer drivers are subject to the same due diligence regarding student safety and supervision as employees.
   5. Volunteer drivers are prohibited from the use of tobacco and alcohol while acting as a volunteer driver.
   6. Must have:
      1. completed, signed “Authorization Form”
      2. a valid Province of Ontario Driver’s Licence
      3. a minimum of $1,000,000.00 liability insurance coverage (Drivers must ensure that they are covered for travel in the United States if applicable.)
   7. Will not be financially compensated by the Board or by individual schools for their participation as a volunteer driver.
   8. Must inform the Principal or their designate immediately should a vehicle become disabled or involved in an accident during transport.
4. Students possessing a valid Province of Ontario Driver’s Licence will:
   1. Be permitted to drive a private vehicle to a school activity unaccompanied by other students with appropriate signed permission from parent or guardian.

   Appropriate signed permission:

   1. Students under the age of 18 must have signed permission by parent/guardian who is registered owner of the vehicle.
   2. Students over 18 years of age may sign the permission form, but must have signed permission from the owner of the vehicle if they are not the registered owner.
5. Transportation of Early Years and Primary Divisions Students
   1. Transportation of Early Years and Primary Divisions students whenever possible should be provided by bus.
   2. Transportation of Early Years and Primary Division students by Volunteer Drivers:
      1. Booster seats are required for children who weigh 18 kg or more but less than 36 kg (approximately 40–80 pounds) and have a standing height of less than 145 cm (4’9”), and are under 8 years of age (a booster seat is not mandatory for a child after turning 8 years of age).
      2. No child (under 12) travels in a seat where an airbag might deploy.
      3. Each child must be secured by an appropriate seatbelt.
6. Rental Vehicles
   1. Authorized staff members only are allowed to rent vehicles on behalf of the school, for the purpose of transporting students for extra-curricular activities. Vehicles must be rented in the name of the School Board - not the school or the individual.
   2. Rented vehicles such as vans are to be driven by authorized staff members only. The use of 15 SEAT VANS IS PROHIBITED
   3. Students are not authorized to rent vehicles.
   4. Seating capacity is the key determinant for driver licensing requirements, not the number of passengers actually being carried.
   5. The cost of rental vehicles shall be the responsibility of the individual school, unless otherwise authorized by a Superintendent, for charging against the school field trip budget.
7. Board-Owned Vehicles
   1. Schools must have approval from the Treasurer of the Board to purchase and operate a vehicle.
   2. Schools with Board owned vehicles must comply with Vehicle Requirements per the Highway Traffic Act including Safety Inspection Stickers and Log Books.
   3. Only authorized staff members or principal approved volunteers shall operate Board-owned vehicles.
   4. Students are not authorized to drive Board-owned vehicles.

Licensing and Vehicle Requirements Chart

Additional Information

The St. Clair Catholic District School Board is committed to the principles of equity and inclusive education, consistent with our Catholic teachings, which value and promote human rights and social justice in all Board policies, programs, guidelines, operations and practices.

Definitions

Driver - A driver is any person authorized by the board who has agreed to be a driver for a certain trip while they are driving their own or another licensed automobile. This includes, but is not limited to: Trustees, employees, teachers, parents, volunteers, officials of the school board.

Adult Volunteer Driver - Authorization to Transport Students

This form is required when a school is arranging transportation of students to events, trips, activities, and meetings that take place off school property.

This form is not required where students, parents, or guardians have been made aware that the school is not making arrangements for student transportation. For example, if students who are part of a secondary school team travel to events where they are responsible to arrange their own transportation, this form is not required.

Part A

This will authorize _________________________________________________________________________

(Name of teacher or other adult volunteer driver)

1. To transport students participating in the events listed on the attached school schedule,
2. OR
3. To transport students participating in the following school activity:
   _______________________________________________________________________________
4. Vehicle Information: MAKE: ___________________ YEAR: _______ LICENSE # ________________

Note: ALL “TRIP DRIVERS”, INCLUDING VOLUNTEER DRIVERS ARE ADVISED THAT, IN ORDER TO BRING INTO EFFECT, THE BOARD’S EXCESS LIABILITY INSURANCE, THEY MUST:

1. Use a licensed automobile which carries valid automobile Third Party Liability insurance as required under Ontario legislation
2. Provide the Board with prompt written notice, with particulars, of any accident arising out of the use of a licensed automobile during a trip on board-related business
3. Be aware that the Board’s Excess Automobile Liability insurance comes into effect only after the vehicle owner’s primary Third Party Liability insurance limit has been exhausted
4. Be aware that any damage to the adult volunteer’s vehicle, the cost of any insurance deductible or premium adjustment as the result of an accident while the vehicle is being used on Board-related business is NOT covered by the Board’s Excess Automobile Liability insurance
5. Be aware that if the vehicle is equipped with passenger-side airbags, children under 12 years should not be permitted to ride in the front seat. (See vehicle manufacturer’s recommendation.)

N.B. A “trip driver” is any person authorized by the board who has agreed to be a driver for a certain trip while they are driving their own or another licensed automobile. This includes, but is not limited to: Trustees, employees, teachers, parents, volunteers, officials of the school board.

Declaration to be Signed by Driver

• I declare that I hold an unrestricted driver’s license and am authorized to drive in Ontario and my vehicle is insured by a valid automobile liability insurance as required by Ontario law.
• I declare that the vehicle described above is mechanically fit and that there are seat belts in working condition for all passengers.
• I declare that I have read and understand the Transportation of Students for Curricular and Extra Curricular Activities.

__________________________________ _____________________

Signature Date

Declaration to be Signed by the Owner (if Driver Does Not Own the Vehicle)

• I declare that I have authorized ______________________________ to drive my vehicle to transport students participating in the school event(s) listed on this form.
• I declare that he/she holds an unrestricted driver’s license, is authorized to drive and is insured as an operator under the vehicle’s liability insurance.
• I declare that the vehicle is mechanically fit and that there are seat belts in working condition for all passengers.

__________________________________ _____________________

Signature Date

____________________ ________________________ _____________________

Date School Name Principal’s Signature

Adult Volunteer Driver – Authorization to Transport Students Continued

Part B

Summary of Insurance

1. Volunteer Supervisor on Premises

   The Board’s Liability insurance policy protects both staff and volunteers who are working within the scope of their duties for the Board. This coverage responds to lawsuits that are brought against staff or volunteers who are supervising school events and provides protection up to $20 million for each occurrence.

2. Adult Volunteer Drivers for School Activities

   Ontario legislation makes automobile insurance compulsory in the Province of Ontario. The same legislation makes the owner’s insurance primary coverage in the event of an accident - in other words, the insurance carried on the vehicle responds first.

   If a vehicle which is not owned by the Board is being operated by an adult volunteer or any other Board employee for approved school activities, the Board’s Non-owned Automobile Insurance endorsement will respond to Third Party Liability claims in excess of the owner’s insurance limit up to a total combined limit as stated in the Non-owned Auto policy.

   There is no coverage provided by the Board’s insurance for damage to an adult volunteer’s or employee’s vehicle while they are being operated for Board activities.

   According to Provincial legislation, passengers who are injured would recover Accident Benefits coverage from their own or a parent’s automobile policy. In the absence of a personal or family automobile policy, the passenger would then be eligible to recover benefits from the insurance policy covering the vehicle in which they were riding.

3. Personal Automobile Insurance Coverage

   For the personal protection of adult volunteer drivers, it is recommended that drivers carry a minimum of $1 million of Third Party Automobile Liability insurance. Adult volunteers and Board employees who use their personal vehicles for transporting students to school activities should advise their insurance carrier. Drivers must ensure that they are covered for travel in the United States if applicable.

Date: 2007 03 27 / 2010 10 27 / 2015 03 24 / 2021 03 30

Policy Statement

The St. Clair Catholic District School Board will reimburse employees for expenses reasonably incurred while on approved Board business.

Policy Goals

1. To ensure financial integrity, accountability and transparency.
2. To ensure the fair and equitable treatment of all employees.
3. To establish the parameters and guidelines under which employees will be reimbursed for expenses incurred while on approved Board business.

Date: 2007 03 27 / 2010 10 27 / 2014 09 01 / 2015 03 24 / 2021 03 30 / 2025 02 12

Administrative Procedures

This administrative procedure establishes criteria and procedures for the reimbursement of expenses incurred by all Board employees while performing duties on behalf of the Board. Where specified, prior approval of a supervisor of the Board is required before the expense is incurred if it is to be eligible for reimbursement. The Board assumes no obligation to reimburse expenses that are not in compliance with these procedures. All amounts paid are subject to budget restrictions set annually by the Board and include expenditures from all sources of funding.

Responsibilities

1. The Treasurer of the Board will be responsible for the implementation of this policy and procedures.
2. The Treasurer of the Board or designate will inform employees of changes to mileage reimbursement rates on an annual basis.
3. School Principals and Department Managers will ensure that all expense claims are properly supported and in compliance with these procedures prior to authorizing for payment.
4. The Financial Services department will ensure that all employees have access to the most current electronic expense claim submission forms and that all approved expense claims are processed in a timely manner.
5. The Financial Services department will monitor claims for compliance with these procedures and will return any non-compliant claims to the person authorizing the claim for follow-up.

Expectations

1. Expenses must be considered reasonable and appropriate in order to be eligible for reimbursement. In other words, the expenses must be consistent with common values and accepted practices and will not be perceived as excessive.
2. The reimbursement process must be transparent and accountable with the necessary controls and approvals in place.
3. Options for meetings and professional development, such as audio or video conferencing, should be considered before attending the event in person.

Travel Costs – Personal Automobile

1. Mileage will be paid to employees while travelling on Board business. In accordance with CRA guidelines travel to and from an employee’s home to their regular place(s) of employment are considered personal and mileage will not be paid.
2. Each employee’s regular place(s) of employment will be determined using CRA guidelines at the beginning of each school year. Changes to an employee’s regular place(s) of employment for determining mileage claims shall be approved by the appropriate Superintendent in consultation with the Manager – Financial Services.
3. Employees will not be reimbursed for travel to attend a full day Board professional development activity or event at any location within the Board’s jurisdiction. Employees will be reimbursed for travel where the event is not a full day and the employee is directed by their supervisor to travel to another location before or after the event.
4. Original expense claims for mileage are to include travel particulars such as the starting point and ending destination and must include the number of kilometres driven for each instance.
5. For events attended by more than one employee, the Board encourages car-pooling where possible.
6. Employees will be reimbursed at a rate per kilometre as contractually negotiated.
7. Employees using a personal vehicle while on Board business are to adhere to the following guidelines:
   • The vehicle must be insured at the vehicle owner’s expense for personal vehicle liability.
   • It is the driver’s responsibility to satisfy themselves whether their motor vehicle insurance coverage should include coverage for business use of the vehicle.
   • The Board will not reimburse the costs of insurance coverage for business use, physical damage or liability.
   • The Board is not responsible for reimbursing deductible amounts related to insurance coverage.
   • In the event of an accident, employees will not be permitted to make a claim to the Board for any resulting damages.

Travel Costs – Other

1. For those employees required to drive on Board business, reimbursement for the use of a rental car/taxi service in lieu of a personal vehicle will be approved by the immediate supervisor provided the cost, including rental, insurance and fuel, is less than the personal automobile reimbursement cost or the need is on an emergency basis. Collision damage waiver coverage should be waived when offered by the rental company as the Board carries insurance coverage for rental vehicles. The insurance costs cannot be claimed as a travel expense. Luxury vehicles are prohibited. To avoid higher gasoline charges, a rental car must be re-fueled before returning it.
2. Employees may use methods of travel (i.e. air/train fare) in which case they will be reimbursed based on actual cost as supported by an invoice. The cost must be no greater than the amount incurred when using a personal automobile. An explanation must be included where other than an economy fare is being claimed.
3. Taxis, parking costs and toll charges will be reimbursed based on actual receipts.
4. The Board will not reimburse parking fines or tickets for traffic violations.
5. Cash advances will not be provided.
6. Foreign Exchange – out-of-pocket expenses will be reimbursed in Canadian funds at the current rate of exchange.
7. For staff other than the Director of Education and the Treasurer of the Board, travel outside of the Province of Ontario requires prior approval of the Director of Education and the Treasurer of the Board.
8. For the Director of Education and the Treasurer of the Board, travel outside the Province of Ontario within Canada or to the continental United States requires prior approval from the Chair of the Board, the Director of Education and the Treasurer of the Board.
9. For the Director of Education and the Treasurer of the Board, travel outside Canada or the continental United States requires prior approval from the Chair of the Board, the Vice-Chair of the Board, the Director of Education and the Treasurer of the Board.

Hotel Accommodation

1. Allowable expenses must be supported by a detailed original hotel invoice; credit card slips are not acceptable. Items reimbursed include:
   • Accommodation in a standard room – no additional reimbursement will be made for suites, executive floors, or concierge levels
   • A maximum of $30 per night for gratuitous lodging expenses when staying with family or friends – no receipt is required
   • Business telephone calls, faxes
   • Reasonable personal telephone calls
   • Parking – If a receipt is not available (i.e. meter parking), a full explanation of the cost is required
   • Internet services
   • Photocopy services
   • Tips and gratuities
   • Hotel food service (itemized receipt required)
2. Non-Allowable expenses include:
   • Movies and video rentals
   • In-room mini-bar, water, snacks
   • Bar charges
   • Fitness facility charges
   • Charges incurred by a family member or guest
   • Other non-business related expenses

Meals

1. Reasonable and appropriate actual meal expenses will be reimbursed if the expense is incurred when the employee is on Board business.
2. Actual detailed receipts must be provided to support the claim. Credit card receipts are not acceptable.
3. If a group of employees is eating a meal together, individual employees should either:
   • Request separate itemized receipts for submission with their expense claims; or
   • Have the most senior employee pay the bill, submit an itemized receipt for the entire meal indicating the names of all persons attending and the reason for the meal.
4. Reimbursement for alcohol is not permitted. Alcohol purchased for special events may be purchased by the Director of Education. (i.e. Inaugural / annual Board meetings, Annual Board-wide retirement recognition events, etc.)
5. Meal Guidelines per person (including taxes and gratuities) to a maximum of:
   • Breakfast $25.00
   • Lunch $30.00
   • Dinner $50.00
6. Where the employee cannot reasonably purchase a meal within these guidelines, the Director of Education or the Treasurer of the Board may approve an additional meal expense.
7. For a full day of meal claims (breakfast, lunch and dinner), employees have the discretion to allocate the daily three meal rates among meals.

Professional Development

1. Attendance at conferences and workshops related to Board business must be pre-approved by the immediate supervisor.
2. Registration fees for conferences and workshops must be supported by a detailed registration package providing dates and details of meals included and must be supported by original invoices.
3. Other approved costs incurred while attending conferences and workshops related to Board business will be reimbursed if approved by the immediate supervisor.
4. If the event registration fee includes meals, employees will only be reimbursed for meals not provided as part of the event package.

Other Eligible Expenses

1. An employee may be reimbursed for all or part of his or her out-of-pocket expenses reasonably incurred in connection with the carrying out of Board related activities. Claims for reimbursement of expenses require the approval from the employee’s immediate supervisor.
2. The following expenses will not be reimbursed:
   • Gifts for staff, except when approved by the Director of Education
   • Goods and services purchased from Board employees, except when approved by the Director of Education
   • Non-business related activities occurring solely for the benefit of Board staff (i.e. office social events, retirement parties and holiday lunches)
   • School sponsored activities (i.e. field trips, athletic events, etc.)

Other Individuals Not Employed by the Board

1. To be eligible for reimbursement, travel by other individuals must be on Board or school business and be preauthorized by the Board, Director of Education, Supervisory Officer, Principal or Manager.
2. Consultants and other contractors will not be reimbursed for any incidental or food expenses, including:
   • Meals, snacks and beverages
   • Gratuities
   • Laundry or dry cleaning
   • Valet services
   • Dependent care
   • Home management
   • Personal telephone calls
   • Consultants and other contractors may be reimbursed for allowable expenses (i.e. travel, accommodations, etc.) only when the contract specifically provides for it.

Reimbursement Procedure

1. Expense claims must be submitted on the appropriate Board prescribed forms. The “Mileage Report” is to be used for all mileage claims and the “Expense Report” for all other expense reimbursement requests. Electronic templates of these forms are available to all employees through the Board’s website and eligible employees are to use the Board’s Mileage application.
2. The expense claim form should include:
   • original detailed receipts, clearly showing costs and applicable sales taxes, to support the eligible expense;
   • description and reason for the expense;
   • the specific budget code to be charged;
   • a copy of conference or workshop registration package if applicable; and
   • original signature of the claimant to certify the expense claim.
3. Where original receipts are not available because they have been submitted to the Ministry of Education or other funding agency, electronic copies of receipts will be accepted. If submitting electronically the claimant must retain copies of receipts until final payment is reimbursed by the Board.
4. At a minimum, expenses are to be summarized on a claim form monthly to the Financial Services Department, Attention: Accounts Payable for processing. Approved claims should be received within two calendar months. (Example: Expenses submitted on an approved January claim form to be received in Accounts Payable by March 31^st). After the close of the August 31 year-end, expense claims are to be submitted within ten (10) business days. A written explanation is required if not submitted within the timeframes.
5. Claimants are required to repay any overpayments that may have been made in error. This may be resolved by deducting the amount from a subsequent expense claim or through a payroll deduction.
6. All documentation shall be retained in accordance with the Board’s record retention guidelines.

Approvals Required

• Director of Education – Chair of the Board and Associate Director / Treasurer
• Associate Director – Director of Education
• Superintendent of Education – Director of Education or designate
• Principal / Manager – Appropriate Supervisory Officer
• All other employees – Immediate Supervisor

Additional Information

The St. Clair Catholic District School Board is committed to the principles of equity and inclusive education, consistent with our Catholic teachings, which value and promote human rights and social justice in all Board policies, programs, guidelines, operations and practices.

Definitions

Consultant – A consultant provides expertise or strategic advice that is presented for consideration and decision-making by an entity or a person that is under an agreement and not employed by the Board.

Contract – An obligation, such as an accepted offer, between competent parties upon a legal consideration, to do or abstain from doing some act. It is essential to the creation of a contract that the parties intend that their agreement shall have legal consequences and be legally enforceable. The essential elements of a contract are an offer and an acceptance of that offer; the capacity of the parties to contract; consideration to support the contract; a mutual identity of consent or consensus ad idem; legality of purpose and sufficient certainty of terms.

References

• Income Tax Act
• Management Board of Cabinet – Broader Public Sector Expenses Directive, January 2020
• Management Board of Cabinet – Travel, Meal and Hospitality Expenses Directive, January 2020

Travel and Expense