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Board Procedure #NP611.0

Data Sharing with Children’s Aid Societies

The procedure outlines the steps to be followed to operationalize Data Sharing with Children’s Aid Societies. This protocol supports improved educational outcomes for children and youth with Crown Ward status.

 

1. Application

The mutual exchange of relevant student information, in accordance with the data sharing agreement, will enable the partners to work collaboratively to identify and provide appropriate supports for children and youth with Crown Ward status by:

• enhancing the awareness of school board staff regarding the unique circumstances and needs of this population;

• improving student achievement for children and youth with Crown Ward status; and

• identifying and responding to barriers in order to close academic gaps for children and youth with Crown Ward status.

 

2. Guiding Principles

The following guiding principles govern the attitudes, behaviour and conduct of York Region District School Board staff towards children and youth with Crown Ward status.

1. We commit ourselves to building a shared understanding of the children and youth with Crown Wards status that we are serving. We will regularly check our assumptions.

2. We recognize the need to respect the personal dignity of each child or youth with Crown Ward status.

3. We recognize that the emotional and physical well-being of the student is paramount.

4. We recognize that children and youth with Crown Ward status;

   • can achieve to their potential given the right support and time,

   • have unique circumstances and pathways, and

   • have strengths and interests that need to be fostered and developed.

5. The collection, sharing, use and storage of data will be appropriate and in accordance with recognized protocols and legislation, such as, but not limited to the Education Act, Personal Health Information Protection Act, Municipal Freedom of Information and Protection of Privacy Act, and the Freedom of Information and Protection of Privacy Act. Information will be gathered, shared, used and stored only as necessary.

6. We recognize the importance of including children and youth with Crown Ward status in the work of the Championship Team in a respectful, appropriate and sensitive manner.

7. We will work to create a strategy of support that is sustainable.

8. We value the unique understandings and knowledge that each sector brings to the team and will work collaboratively to extend our individual understanding and knowledge to better align our approaches and outcomes.

9. We recognize the importance of measuring the effectiveness of our strategy and will commit to a reflective process that includes ongoing monitoring and evaluation.

 

3. Definitions

 

3.1 Crown Ward Education Championship Team (CWECT)

The Crown Ward Education Championship Team is a cross-sectoral collaboration that promotes the improved educational outcomes for children and youth with Crown Ward status.

 

3.2 Crown Wardship

An order that allows children and youth to be made a permanent ward of the state until such legal status is terminated by a court order or the youth turns 18 years of age.

 

4. Responsibilities

 

4.1 The Director of Education shall:

1. allocate staff and resources to support the Data Sharing with Children’s Aid Society procedure and the work of improving the graduation rate of children and youth with crown ward status.

 

4.2 Associate Directors, Coordinating Superintendents and Superintendents shall:

1. support schools in their work with children and youth with crown ward status;

2. provide support to educate staff regarding the importance of ensuring success for children and youth with crown ward status.

 

4.3 Children’s Aid Societies in which the Board has entered into a Data Sharing Agreement shall:

1. provide to the Student Success Lead, or Board designate, a list of children and youth with crown ward status currently registered in York Region District School Board schools;.

2. provide the list each September and February, with students’ names grouped by school;

3. ensure that the list contains;

   • each student’s given name and surname in alphabetical order,

   • their date of birth,

   • Ontario Education Number (OEN); and

   • name of school the student attends.

 

4.4 The Student Success Leader or designate shall:

1. upon receipt of the information from the Children’s Aid Societies, verify the names and OENs against the list of students registered within the Board and send a confirmation back to the Children’s Aid Societies;

2. forward information received from the Children’s Aid Societies to the appropriate principals;

3. facilitate the release of the following documents to the Children’s Aid Societies as required;

   • school report cards,

   • credit counselling summaries,

   • Individual Education Plan (IEP) and Identification, Placement and Review Committee (IPRC) documents,

   • Ontario Secondary School Literacy Test results, and

   • Education Quality and Accountability Office assessment results.

 

4.5 Principals shall:

1. provide all staff with an orientation to the Data Sharing Protocol developed by the Crown Ward Education Championship Team (CWECT), Guiding Principles and related procedure;

2. ensure that the Guiding Principles are upheld by all staff providing direct support for children and youth with Crown Ward status;

3. ensure that the sharing and use of information is solely to improve the educational outcomes of the student and at all times honours and protects the privacy and dignity of the child/youth;

4. ensure that children and youth are included in their own educational, career and life pathways planning and decision making as appropriate for their age and developmental stage;

5. at the secondary level, share the student list with the Guidance Head and with the appropriate staff members who are involved in direct service delivery to the identified child or youth with crown ward status;

6. at the elementary level, share the students’ names with individual home room teachers and the Special Education Resource Teacher as appropriate;

7. ensure that, upon request from the Student Success Leader or Board designate, the following information is forwarded to the appropriate Children’s Aid Society;

   • school report cards,

   • credit counselling summaries,

   • Individual Education Plan (IEP) and Identification, Placement and Review Committee (IPRC) documents,

   • Ontario Secondary School Literacy Test results, and

   • Education Quality and Accountability Office assessment results.

 

4.6 Secondary school staff members, elementary school homeroom teachers and elementary special education resource teachers who are involved in direct service to students identified as having crown ward status and who need the information to further the objectives of this agreement shall:

1. ensure that the sharing and use of information is solely to improve the educational outcomes of the student and at all times honours and protects the privacy and dignity of the child/youth;

2. communicate with the appropriate guardian, as per Procedure #672.0, Registering Children in Care; and

3. meet with each assigned student individually to discuss supports, opportunities and interventions as they relate to the following;

   • academic strengths, interests and learning needs,

   • social and emotional well-being, and

   • educational and life career planning.

 

4. Related Procedures

Registering Children in Care

 

5. Department

Student Services

 

6. Procedure History

Working Document March 2015

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