The Facility Partnerships policy and procedure outlines the process by which the York Region District School Board endorses and encourages facility partnerships with partners that meet the Board’s partnership criteria, in both new and existing schools.

On this page:

What has Changed?

Major changes to the document: No changes were required for the policy. The only revisions required were to update the partner list in the procedure to reflect current naming conventions.

Reason for review: Four-year cyclical review.

Who is affected by these changes and what is the impact on current practice? All stakeholder groups outlined below.

Implementation timelines: Immediate upon Board approval.

Lead Superintendent(s)/Subject Matter Expert(s): Chief Education Officer, Schools and Programs and Chief Operating and Financial Officer, Service Excellence.

Individuals and Groups with Responsibilities under this Policy

Trustees
Chief Executive Officer
Chief Officers
Coordinating Superintendents
Facility Services
Planning Services
Finance Services
Child Care Services

Relationship to Board Priorities

The Facility Partnerships policy and procedure reinforces the Board’s commitment to the stewardship of Board resources and student achievement and well-being by ensuring innovative physical environments and demonstrating professionalism and accountability for high standards of practice in all Board operations.

Providing Feedback

Questions about this policy and/or procedure should be raised with your principal, manager or supervisor. If additional clarification is required, principals, managers and supervisors may contact the lead superintendent and/or subject matter expert through Trustee Services.

In accordance with Board Policy #285.0, Board Policies, Procedures and Supporting Documents, the Board welcomes all comments and suggestions on Board policy.

Input is an important component of the review process. If you feel a policy and/or procedure needs to be revised, feedback may be submitted through the school council or by submitting the on-line form. In your response please;

outline clearly the specific section(s) of the policy and/or procedure in which you are not comfortable,
suggest specific alternate wording to reflect your position, and
identify the reason(s) for your concern(s).

Specific recommendations or questions about the review process should be submitted using the on-line form or sent to the Policy Officer via email at policy.committee@yrdsb.ca, or via telephone at 905-727-0022 extension 2570 or in hard copy at The Education Centre – Aurora.

Legislative Context

Education Act

Board Policy #422.0 Facility Partnerships

1. Policy Statement

The York Region District School Board (YRDSB) endorses and encourages facility partnerships with partners that meet the Board’s partnership criteria, in both new and existing schools, with the intent of improving services available to students, strengthening the relationships between the Board and the public, maximizing the use of public infrastructure, and providing a foundation for improved service delivery for communities through stronger links among programs and services. YRDSB partners will at all times retain responsibility for the programs and services they deliver, notwithstanding their use of YRDSB facilities.

2. Application

This policy applies to co-building opportunities with Board partners when undertaking major capital projects, and the leasing of space within existing schools, administrative buildings, and outdoor space owned by the Board.

3. Responsibilities

3.1 The Board of Trustees is responsible for:

approving the Facility Partnerships policy;
reviewing the Facility Partnerships policy in accordance with the priorities in the Multi-Year Strategic Plan and the approved policy review cycle; and
understanding and communicating with members of the community about the Facility Partnerships policy, as required.

3.2 The Chief Executive Officer is responsible for:

implementing the Facility Partnerships policy; and
approving co-building partnerships;

3.3 The Chief Education Officer, Schools and Programs, Chief Operating and Financial Officer, Service Excellence and Coordinating Superintendent(s) with the assistance of Facility Services, Planning Services and Finance Services are responsible for:

identifying the location of all potential co-building opportunities, and the availability of appropriate vacant spaces within elementary and secondary schools;
notifying partners regarding co-building opportunities for new school projects, major additions and renovations approved through the Capital Strategy; and which schools have available unused space suitable for partnership;
scheduling a public meeting to discuss partnership opportunities with the public and community organizations;
leasing appropriate vacant spaces at elementary, secondary schools and administration buildings with Board partners; and
developing and implementing co-building partnerships for schools where there is new construction, major additions or renovations.

4. Definitions

4.1 Partnership Criteria

Partnerships with the Board will be considered if they meet the following criteria:

protect the health and safety of students;
are of value to students and/or the community;
are appropriate for a school setting;
are compliant with local bylaws;
do not compromise student achievement; and
other criteria as determined by the Board.

4.2 Potential Spaces – Co-Building Opportunities

Board partners will be notified of proposals to construct a new school or significant addition or renovation of a school under the following conditions:
- there is a minimum of three years prior to the anticipated school opening for a new elementary school and four years for a new secondary school,
- there is sufficient area on the site to accommodate the needs of the co-building partner without compromising the school program,
- the Board will be saved harmless with respect to design and construction costs, and
- the partnership will not compromise the scheduled opening date of the school.
other conditions as determined by the Board.

4.3 Potential Spaces - Existing Schools and Administration Buildings

The leasing of space within existing buildings will be considered under the following circumstances:

there are excess pupil places available for at least a five-year period;
the facility is not located within an area identified for a school accommodation review during the five years from the time the space is identified as available;
the space is not required for other Board programming;
separate access is available or can be created where appropriate;
the ability to separate space used by community partners from the space used by students;
suitable parking and access exists;
the lease provides for the recovery of capital costs to create the facility where appropriate;
the lease provides for the recovery of operating and renewal costs incurred by the Board, including major renewal costs, for both the discrete space and proportionate common area, administrative costs, and any costs borne by the Board to front-end lease hold improvements required to create such discrete space; and
other conditions as determined by the Board.

5. Contact

Education and Community Services

Finance Services

Facility Services

Planning Services

6. History

Approved: 2011

Working Document: November 2025

Revised: 2015, 2016, 2021, September 2025, September 2026

Final Approval: October 2026

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Board Procedure #422.1 Facility Partnerships

1. Procedure Statement

This procedure outlines the responsibilities of the Board of Trustees, Chief Executive Officer, and staff with respect to the implementation of the Board policy regarding Facility Partnerships in operating schools.

2. Responsibilities

2.1 The Director of Education shall:

report to the Board on an annual basis regarding;
- proposed additions and deletions to the Board partners list,
- proposed changes to the partnership criteria,
- proposed changes to the potential space criteria,
- proposed changes to the leasing terms and conditions,
- leases entered into with Board partners; and
- approve all lease agreements with Board partners.

2.2 The Chief Education Officer, Schools and Programs, Chief Operating and Financial Officer, Service Excellence and Coordinating Superintendent(s) with the assistance of Facility Services, Planning Services, Finance Services, and the Coordinator of Child Care and Community Services shall:

with respect to co-building opportunities;
- identify all potential co-building opportunities based on the Board criteria and the Board’s approved Capital Strategy,
- circulate all potential co-building opportunities to the Board partners within 30 days of the approval of the Board’s Capital Strategy,
- request that Board partners provide an expression of interest within 90 days of the circulation, and a commitment to enter into a co-building partnership within 180 days of the circulation. This commitment will include a letter of understanding which speaks to confirmation of space requirements, compliance with the new school schedule requirements and financial and operational arrangements, and
- review all potential co-building opportunities received and make recommendations to Finance and Property Standing Committee with respect to such opportunities;
with respect to leasing space;
- identify on an annual basis, all spaces available for leasing based on the Board criteria,
- circulate on an annual basis, all spaces available for leasing to Board partners,
- review all submissions from potential Board partners and make recommendations to the Chief Executive Officer. Such submissions to include financial statements where requested, an undertaking of the partners to conduct public/community meetings advising the community of the use of the facility and acknowledgement of the requirement for criminal reference checks for all users/groups if approved, and
- develop and administer all lease agreements with Board partners based on the approved terms and conditions.

3. Board Partners

The following entities will be considered as partners within the Policy:

coterminous school boards;
local municipalities within York Region and the Regional Municipality of York;
local colleges and universities;
provincial and federal governments and Ministries;
childcare operators approved by the Board;
agencies providing COMPASS programs;
the Children’s Treatment Network of Simcoe York;
Care and Treatment Education programs in York Region;
members of Children’s Mental Health Ontario; and
other entities as determined by the Board.

Entities that provide competing education services such as tutoring services, JK-12 private schools or private colleges, and credit offering entities that are not government-funded, are not eligible to become Board partners.

4. Contact