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Board Policy #285.0

Board Policies, Procedures and Supporting Documents

1. Policy Statement

The York Region District School Board is committed to a transparent flow of information amongst trustees, staff members, students, parents and school communities. All Board policies and procedures are accessible to any member of the community. The Board encourages external views on policy issues related to public education in York Region.

To ensure that documents governing the operation of the organization remain current, the Board reviews all policies on a four-year cycle. This review process includes soliciting feedback in a fair, equitable and transparent manner.

2. Application

The Policy and By-Law Committee engages in the following process to review, obtain feedback on, and approve, Board policies. Associated procedures are attached to Board policies, where applicable, for information.

2.1 First Review

This review occurs when the Policy and By-Law Committee is considering a new policy or revisions to an existing policy.

The Policy and By-Law Committee will make one of the following recommendations:

1. request changes be made and schedule the policy for ongoing first review; or

2. circulate the policy as a working document for six school months during which time it replaces the previous version and becomes the official policy of the Board, pending final approval by the Policy and By-Law Committee and the Board of Trustees; or

3. in exceptional circumstances,

   • recommend the policy receive immediate final approval, or

   • circulate the policy as a working document for a period longer than six school months, or

   • circulate a draft policy for six school months or longer, keeping the existing policy in effect.

2.2 Second Review

This review occurs after a working document or draft policy has been circulated as determined during the first review. Any feedback and additional proposed wording changes are brought forward at this time.

The Policy and By-Law Committee will make one of the following recommendations:

1. the policy receive final approval; or

2. request changes be made and schedule the policy for ongoing second review; or

3. in exceptional circumstances, not approve policy changes.

3. Responsibilities

3.1 The Board of Trustees is responsible for:

1. setting policy that governs the operation of public schools in York Region;

2. defining the mandate of the Board to support student and staff learning through the Trustees’ Multi-Year Strategic Plan;

3. recommending policies for review to the Policy and By-Law Committee;

4. reviewing and considering for approval all new and revised policies recommended for consideration by the Policy and By-Law Committee;

5. understanding and communicating with members of the community the content of Board policies, as required;

6. reviewing Board policies in accordance with the Trustees’ Multi-Year Strategic Plan and the four-year policy review cycle;

7. bringing forward informal feedback received from members of the community for consideration; and

8. entrusting the implementation of Board policies to the Director of Education.

3.2 The Policy and By-Law Committee is responsible for:

1. reviewing and amending Board policies in accordance with the policy review process;

2. considering the general content of procedures related to policy, where applicable, for information; and

3. recommending new or revised policies to the Board of Trustees for circulation or final approval.

3.3 The Director of Education is responsible for:

1. implementing Board policies; and

2. designating senior staff members to be responsible for the content of Board policies and procedures.

3.4 Executive Council is responsible for:

1. bringing forward new or revised policies for consideration by trustees.

3.5 Lead Superintendents or Senior Managers, with the Subject Matter Expert(s), are responsible for:

1. researching and writing new or revised policies;

2. supporting understanding and implementation of Board policies and procedures; and

3. assisting staff members, trustees and members of the community to understand and implement Board policies and procedures.

3.6 Corporate Secretariat and Trustee Services is responsible for:

1. ensuring that Board policies and procedures are available on the Board website;

2. ensuring that the Equity Steering Strategy Action Committee provides input through its policy sub-committee with regard to significant policy reviews; and

3. managing the policy and procedure review process.

3.7 All Advisory Committees, School Councils, Unions, Federations, staff and community members are responsible for:

1. providing feedback on Board policies;

2. adhering to Board policies and procedures; and

3. identifying policies, procedures and supporting documents which may require review and notifying Corporate Secretariat and Trustee Services, for consideration.

4. Definitions

4.1 Exceptional Circumstances

Situations that require an alternative process or more extensive consultation in order to meet legal obligations, Ministry, legislative or York Region District School Board implementation timelines or other operational demands.

4.2 Policies

Belief statements of the Board of Trustees that support students and staff members. Policies outline the rationale for the responsibilities of staff members, and may also include responsibilities for others (e.g., trustees, students, school councils, community partners, parents, etc.).

4.3 Draft Policies

A draft policy may be circulated to the system in order to obtain additional feedback. A draft policy may be used for policies which require an operational transition period. Draft policies do not become the official policy of the Board and will not replace the existing policy until final approval is received.

4.4 Procedures

Procedures outline how a policy or operational matter is implemented. Some, but not all, procedures are associated with a Board policy. Procedures outline specific actions that must be taken by staff members, and may also include responsibilities for others (e.g., trustees, students, school councils, community partners, parents, etc.).

4.5 Subject Matter Expert

A staff member who assists the Lead Superintendent or Senior Manager in the review, writing and development of a Board policy or procedure. The Subject Matter Expert may be accessed through Corporate Secretariat and Trustee Services.

4.6 Supporting Documents

Supporting documents are aligned with Board policies and procedures and provide additional information about implementation (e.g., external documents, forms, guidelines, presentations, protocols, samples, system communications, etc.).

4.7 Working Document

Policies or procedures that have been approved during first review for input. Working documents become the official policy and/or procedure of the Board.

5. Contact

Administrative, Legal, and Trustee Services, Director’s Office

6. History

Approved 2007

Revised 2009, 2012, 2013, 2016, 2021, 2022

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Board Procedure #285.0

Board Policies, Procedures and Supporting Documents

1. Procedure Statement

This procedure outlines the process for creating, revising, approving and communicating policies, procedures and supporting documents of the York Region District School Board.

2. Responsibilities

2.1 The Policy and By-Law Committee shall:

1. review the agenda package prior to each Policy and By-Law Committee meeting;

2. request, and consider input on, new and revised policies; and

3. receive minor wording changes to policies for information.

2.2 The Director of Education shall:

1. allocate staff and resources to implement Board policies and procedures;

2. ensure that superintendents responsible for supporting advisory committees, administrators, departments and school councils communicate policy and procedure changes.

2.3 Executive Council shall:

1. provide support to the Lead Superintendent or Senior Manager responsible for creating new, or updating existing, policies and procedures;

2. annually review the list of Board policies and procedures scheduled for review and identify any additional documents requiring updates;

3. review policies, procedures and executive summaries;

4. if required, request changes to the document(s),

5. confirm next steps for all policies and procedures, and

6. authorize communications about new or revised procedures.

2.4 Senior Team shall:

1. understand the policy and procedure review process;

2. suggest policies and procedures for review;

3. provide input on policy and procedure; and

4. support advisory committees, administrators, departments and school councils with the review and implementation of Board policies and procedures, as applicable.

2.5 Lead Superintendents or Senior Managers, with the Subject Matter Expert(s), shall:

1. contact Corporate Secretariat and Trustee Services before a review about process and timelines;

2. ensure supporting documents are current and aligned with Board policies and procedures;

3. attend all meetings where the policy and procedure is being considered, as required;

4. review comments received, and recommend changes to appropriate committees;

5. consult, as needed, during the policy and procedure review process;

6. make changes to the policy as requested by trustees; and

7. make changes to the procedure as requested by Executive Council.

2.6 Principals, Managers and Supervisors shall:

1. provide feedback on policies and procedures;

2. review policies and procedures and make necessary changes to practice;

3. ensure that school and department staff members, school councils and community members, where applicable, are aware of relevant policy and procedure changes;

4. support staff members and school councils to review policies and procedures, where applicable;

5. support school council communication of relevant Board policies and procedures, where applicable; and

6. respond to requests for clarification on Board policy and procedure.

2.7 Corporate Communications shall:

1. provide communications support to the Lead Superintendent, Senior Manager and/or Subject Matter Expert(s), where appropriate.

2.8 Corporate Secretariat and Trustee Services shall:

1. support Lead Superintendents or Senior Managers and Subject Matter Experts;

2. identify Board policies and procedures for review;

3. respond to those who provided comments;

4. schedule policies and procedures at appropriate meetings;

5. communicate relevant policies and procedures identified for annual review;

6. facilitate the distribution of policies and procedures;

7. post policies and procedures on the Board website;

8. compile comments for appropriate staff members and committees;

9. ensure that Lead Superintendents or Senior Managers and/or Subject Matter Experts are prepared to address comments when the policy and procedure is being considered;

10. retain policies and procedures in accordance with the Board’s retention schedule; and

11. ensure staff members are scheduled at appropriate meetings to review recommended changes and respond to questions.

2.9 Staff Members shall:

1. address questions of clarification to the principal, manager or superintendent, as appropriate;

2. provide feedback on policies and/or procedures; and

3. review communications on policies and procedures and make necessary changes to practice.

2.10 School Councils and Advisory Committees shall:

1. review communications about policy and procedures and schedule for discussion at meetings;

2. work with the principal or superintendent to communicate policy and/or procedure changes to members of the school community or advisory committee, where applicable;

3. request clarification about policies and procedures through the school principal or superintendent responsible for supporting the advisory committee;

4. consider and follow-up on feedback received;

5. when providing feedback on Board policies and procedures, ensure that it aligns with the role of school councils or advisory committees as outlined in Policy #262.0, School Councils or the Operational By-Law of the committee;

6. support Board priorities, including, but not limited to, the Trustees’ Multi-Year Strategic Trustees' Multi-Year Strategic Plan, Director’s Annual Plan and the school improvement plan, and

7. represent the needs of students and the community.

2.11 Parent(s)/Guardian(s) shall:

1. provide input through the school council;

2. review policies and procedures on the Board website; and

3. request clarification about policies and procedures through the school principal.

2.12 Other community members shall:

1. provide input on policies and/or procedures to the principal, manager or superintendent, as appropriate;

2. review policies and procedures on the Board website; and

3. request clarification about policies and procedures through the school principal, manager or superintendent, as appropriate.

3. Definitions

3.1 Executive Summary:

1. The executive summary briefly summarizes the policy and procedure.

3.2 Working documents will also include:

1. an overview of the major changes;

2. a list of those affected by the changes;

3. any questions for consideration; and

4. information about feedback, timelines and next steps.

3.3 Feedback

Feedback on Board policies and procedures must be submitted in accordance with the provisions of the Board Policies, Procedures and Supporting Documents policy and procedure and must include the following:

1. identification of the specific section(s) of the policy and/or procedure to be addressed;

2. a rationale for the concerns; and

3. specific alternate wording to reflect the position of the person(s) submitting a response.

4. Contact

Administrative, Legal, and Trustee Services, Director’s Office

5. History

Approved 2007

Revised 2009, 2012, 2013, 2016, 2021, 2022