Regular Board Meeting Tuesday, November 19, 2019 @ 6:15 p.m.

Schumacher Board Office 153 Croatia Avenue, Schumacher, ON P0N 1G0

Pages

AGENDA

1. CALL TO ORDER AND ACKNOWLEDGEMENT OF TRADITIONAL TERRITORYWe begin our meeting by acknowledging that we are in the Traditional Territory of theOjibway and Oji-Cree people of the Mattagami First Nation, located in Treaty 9 Territory, andthe Métis who have chosen to settle in this area.

2. REGULAR SESSIONThe regular session of the Board meeting will be recorded.

3. ADOPTION OF AGENDA

4. CONFLICT OF INTERESTTrustees declaring a conflict of interest must do so in writing, with a log kept in the Chair’soffice.

5. APPROVAL OF MINUTESi. Regular Board Meeting November 5, 2019 3 - 6

6. BUSINESS AND/OR QUESTIONS ARISING OUT OF MINUTES

7. UNFINISHED BUSINESS

8. ADMINISTRATIVE REPORTSi. Policy 2.1.16 – Home Instruction, for approval/Procedure for receipt

(Superintendent Pladzyk) 7 - 15 ii. ASPEN Update (Superintendent Plaunt) 16 iii. Lead Exceedance Report (Superintendent Fong-West) 17 - 25 iv. Human Resources Update (Superintendent Rowe)

Regular Board Meeting – AGENDA November 19, 2019 Page 2 of 53

9. COMMITTEE REPORTSi. Human Resources Committee Meeting – Minutes from Meeting

of November 5, 2019, for approval 26 - 27 ii. Finance & Property Committee – Minutes from Meeting of

November 19, 2019, for approvaliii. Audit Committee Report (Trustee Henderson)

10. OTHER BUSINESS

11. ONTARIO PUBLIC SCHOOL BOARDS’ ASSOCIATION (OPSBA)i. OPSBA Report (Trustee Henderson)

12. MINISTRY OF EDUCATIONi. Memo Nov. 1, 2019: Extension of Exemption from the Police

Record Checks Reform Act, 2015 28 ii. Memo Nov. 5, 2019: Student Achievement Indicator Data Summary

Packages 29 iii. 2019: B20 – Education Development Charge Policy Framework

Update 30 - 33 iv. 2019: SB23 – 2018-19 Audit Committee Annual Report to the Ministry 34 - 44v. Memo Nov. 12, 2019: 2019-20 Outdoor Education Spending

Parameters and Reporting Requirements 45 - 47

13. CORRESPONDENCEi. Letter to Minister of Education RE: Local Priorities Funding (Simcoe

County DSB SEAC) 48 - 49 ii. Letter from OCT RE: Your Duty to Report 50 - 51 iii. Letter from Canadian Polar Bear Habitat RE: Request for Support 52 - 53

14. STUDENT TRUSTEE REFLECTIONS

15. ITEMS FOR FUTURE MEETINGSi. December 17, 2019: Equity, Culture, Innovation: Indigenous Educationii. January 14, 2020: Culture, Innovation, Equity: Learning and Teaching K to 12iii. February 18, 2020: Innovation, Culture, Equity: Mid-year Strategic Plan Presentationiv. March 24, 2020: Culture, Innovation, Equity: Pathways and Graduation Ratev. April 21, 2020: Equity, Innovation, Culture: Special Educationvi. May 19, 2020: Innovation, Equity, Culture: iPad Initiative Update and Next Stepsvii. June 16, 2020: to be determinedviii. September 8, 2020: Strategic Plan Year Two Implementation

ADJOURNMENT

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Regular Board Meeting Tuesday, November 5, 2019 @ 6:15 p.m.

Schumacher Board Office 153 Croatia Avenue, Schumacher, ON P0N 1G0

MINUTES TRUSTEES PRESENT

Bob Brush, Chair Dennis Draves, Vice Chair Howard Archibald – via t/c Val Fuller Tom Henderson Brian Peever Rosemary Pochopsky Cindy Pye-Reasbeck Doug Shearer – via v/c Ken Steinbrunner Steve Meunier (departed 6:45 p.m.)

STUDENT TRUSTEES PRESENT

Ryan Dailey

STUDENT TRUSTEES ABSENT

Kaytlyn Julien Ethan Hurtubise

ADMINISTRATION PRESENT

Lesleigh Dye - Director of EducationJo-Anne Plaunt - Superintendent of EducationKristen Niemi - Superintendent of EducationSteven Pladzyk - Superintendent of EducationJim Rowe - Superintendent of Human Resources

ADMINISTRATION ABSENT

Pearl Fong-West - Superintendent of Business/Finance and Treasurer

RECORDING SECRETARY

Shanyn Bradford, Executive Assistant to Superintendent Plaunt and Superintendent Rowe

STAFF PRESENT

Andréanne Denis, Communications Officer Larry Souliere, Information Services Coordinator Lynda Mitchell, System Lead

GUESTS

JP Desilets, District President, OSSTF

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IN-CAMERA SESSION

The In-Camera session meeting was called to order at 6:10 p.m. by Vice-Chair Dennis Draves.

7356-19 MEUNIER/HENDERSON THAT this Board resolve itself into a Committee of the Whole.

CARRIED

7357-19 STEINBRUNNER/ THAT this Board resolve itself into a Committee of PYE-REASBECK the Whole, In-Camera.

CARRIED

7358-19 MEUNIER/FULLER THAT we now rise and report to the Board. CARRIED

7359-19 MEUNIER/HENDERSON THAT this Board reconvene in Regular Session. CARRIED

CALL TO ORDER

Chair Bob Brush called the Regular Session meeting to order at 6:14 p.m.

The meeting opened with the land acknowledgement of our being on the Traditional Territory of the Ojibway and Oji-Cree people of the Mattagami First Nation, located in Treaty 9 Territory, and the Métis who have chosen to settle in this area.

ADOPTION OF AGENDA

7360-19 STEINBRUNNER/MEUNIER THAT the agenda for the Regular Board Meeting dated November 5, 2019 be approved.

CARRIED

CONFLICT OF INTEREST

Trustees were asked to declare conflicts of interest as they arise.

APPROVAL OF MINUTES

7361-19 POCHOPSKY/FULLER THAT the Board approve the minutes of the Regular Board meeting held October 15, 2019.

CARRIED

7362-19 HENDERSON/ THAT the Board approve the revised minutes of the PYE-REASBECK Regular Board meeting held June 25, 2019.

CARRIED

PRESENTATIONS

Communications Officer Denis presented the Board with the November Strategic Plan Vignette. The focus this month was outdoor learning, which promotes well-being in our students. The vignette highlights how our schools engage students in outdoor learning experiences.

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Superintendent Niemi and System Lead Mitchell gave a presentation on Culture, Equity and Innovation, outlining our student achievement results. These were based on the 2018-2019 EQAO results.

7363-19 MEUNIER/STEINBRUNNER THAT the Board receive the following presentations:

November Strategic Plan Vignette

Culture, Equity, Innovation: StudentAchievement Results

CARRIED

ADMINISTRATIVE REPORTS

7364-19 STEINBRUNNER/MEUNIER THAT the Board approve the revised Volunteers in Schools Policy No. 2.1.4, and receive the associated Operational Procedures.

CARRIED

7365-19 POCHOPSKY/HENDERSON THAT the Board approve the revised Code of Conduct Policy 2.1.6, and receive the associated Operational Procedures.

CARRIED

7366-19 POCHOPSKY/DRAVES THAT the Board receive the following items, under Administrative Reports:

Policy 2.1.16 – Home Instruction

Elementary & Secondary Enrolment –October 31, 2019

Bus Route ReviewCARRIED

COMMITTEE REPORTS

7367-19 HENDERSON/PEEVER THAT the Board receive the following items, under Committee Reports:

Minutes from the Indigenous Peoples’Advisory Committee, held on May 10, 2019

Minutes from the Joint TransportationGovernance Committee, held on June 5,2019.

CARRIED

OTHER BUSINESS

NIL

ONTARIO PUBLIC SCHOOL BOARDS’ ASSOCIATION (OPSBA)

NIL

MINISTRY OF EDUCATION

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7368-19 STEINBRUNNER/PEEVER THAT the Board receive the following Ministry Reports:

2019-20 Funding for Health Resources andTraining Supports (recreational cannabisand vaping)

2019: SB20 – 2019-20 Revised Estimates(District School Boards)

2019: SB21 – Regulation Amendment toSupport Persons Displaced as a Result ofHurricane Dorian who are Temporarily inOntario

Treaties Recognition Week 2019,November 4-8, 2019

CARRIED

CORRESPONDENCE

7369-19 STEINBRUNNER/ THAT the Board receive the following HENDERSON correspondence:

Letter to Ministry RE: Release of Revised PupilAccommodation Review Guidelines (DSBOntario North East)

Letter to Ministry RE: cuts to Community Use ofSchools Program (OASBO)

CARRIED

STUDENT TRUSTEE REFLECTIONS

Student Trustee Dailey thanked the Board for the opportunity to attend the OSTA-AECO Fall General Meeting. He was able to participate in presentations and workshops covering many subject areas such as e-learning and student engagement. He noted the most helpful event to him was participating in a mock board room session.

Student Trustee Dailey also brought an update from the Student Senate. They had their first meeting, and have decided to focus this year on mental health. They will be using the DSB1 Mental Health Plan as well as Kawartha Pine Ridge DSB’s Mental Health Guide.

ADJOURNMENT

7370-19 STEINBRUNNER/PEEVER THAT we do now adjourn CARRIED

The meeting was adjourned at 7:14 p.m.

___________________________________ ___________________________________

SECRETARY OF THE BOARD CHAIR OF THE BOARD

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TO THE CHAIR AND TRUSTEES OF AGENDA REF. NO. 2019-11-19 DISTRICT SCHOOL BOARD ONTARIO NORTH EAST

RE: Home Instruction Policy No. 2.1.16

BACKGROUNDER

The Home Instruction Policy and Procedure was due for revision this year. This policy was revised after consultations were held with trustees, principals and other staff. The various feedback has been incorporated into the final version.

RECOMMENDATION:

THAT the Board approve the revised Home Instruction Policy No. 2.1.16, and receive the associated Operational Procedures.

Respectfully submitted,

Steven Pladzyk Superintendent of Education

Lesleigh Dye Director of Education

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DISTRICT SCHOOL BOARD ONTARIO NORTH EAST

Policy No. 2.1.16 Section: School Related Operations

Related References: Appendices: A, B Approved:

March 5, 2002 Revised: December 16, 2014

Review Date:

TITLE: HOME INSTRUCTION

1.0 Rationale:

District School Board Ontario North East recognizes that school attendance may be impossible for a student in the case of serious illness, injury or exclusion. Home instruction is a short-term intervention for such students.

2.0 Definitions:

Home Instruction: A short term intervention for students who are unable to attend school due to serious illness, injury or exclusion.

3.0 Policy:

District School Board Ontario North East will provide home instruction for pupils who are unable to attend school on a consistent or regular basis for reasons of serious illness, injury or exclusion.

District School Board Ontario North East

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District School Board Ontario North East Policy: Home Instruction Section: School Related Operations Policy No. 2.1.16 Page 2

PROCEDURES:

1. A Home Instruction program may be provided for a pupil where,a) The pupil will be absent from school because of serious illness, injury or exclusion;b) A medical certificate or documentation is furnished stating why the student is unable to

attend school;c) The student is able to benefit from the tutorial given; andd) The Principal, in consultation with the appropriate Superintendent, is satisfied that home

instruction is required;e) The pupil must be registered in a DSB Ontario North East school;f) The pupil must have attended a minimum of 1 day of school.

2. Every pupil given home instruction shall receive a minimum of five (5) hours of instruction each week,given in at least two periods. Additional time is at the discretion of the Superintendent of Educationwho holds the home instruction portfolio, in consultation with the school Principal.

3. The Home Instruction Program will be created in consultation between the classroom teacher andthe home instruction teacher. This program of instruction will consist of both instruction and studentsupport. The program will be identified on the home instruction form. (Appendix A)

4. A teacher employed for the purpose of home instruction shall have a current Vulnerable SectorScreening and be registered and in good standing with the Ontario College of Teachers and theBoard.

5. When a teacher, who is currently employed by the Board, accepts the home instruction assignment,the instruction must be given outside of the teacher’s contracted school day.

6. A home instruction teacher will be registered with the Ontario College of Teachers and will bereimbursed at 1/1000 of the minimum salary of Category 1, Year 0 (plus 4% vacation) inaccordance with the appropriate teacher collective agreement.

7. When an OCT qualified teacher is unable to fill a home instruction teaching assignment, anunqualified person may be considered for the position in consultation with the Principal andSuperintendent of Education responsible for Home Instruction.

8. Home instruction shall not be given on those days designated as school holidays.

9. The Superintendent of Education responsible for Home Instruction must authorize home instruction andany modification of same.

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10. After authorization, the Superintendent of Education responsible for Home Instruction will notifythe payroll department of the following details of an approved program;

a) Effective date of home instruction program,b) Expected duration of program, andc) Minimum instruction time and number of periods per week.

11. Whenever possible, a neutral site should be agreed upon by the parent/guardian and theschool Principal, for the Home Instruction to take place.

12. Kilometrage to the neutral site from the student’s school will be paid at the approved Boardrate. The teacher shall submit their Statement of Expense for Board Travel (Appendix D) tothe Principal for approval and processing.

13. The Principal shall:

Meet with the parent to discuss the student’s needs;

Ensure the appropriate documentation is completed;

Determine the length of time and number of hours that are required;

Send copies of documents to the Superintendent of Education responsible for HomeInstruction for approval (Appendix A);

Obtain Superintendent of Education with Home Instruction responsibility approval for any unusual

requests, such as; Home instruction more than five (5) hours per week, and/or Home instruction occurring during school holidays;

First offer the student’s classroom teacher the opportunity to provide the home instruction tooffer continuity in the delivery of instruction;

If the classroom teacher is unavailable to do so, then offer the assignment to anotherteacher of the same school;

In the case where a teacher of the home school cannot be secured to deliver the program,the Principal will then seek a teacher elsewhere in the Board.

When no teacher can be found, a person who is unqualified may be hired by the Principal inconsultation with the Superintendent of Education with Home Instruction responsibility.

Sign the home instruction teacher’s time sheets and forward to the payroll office(Appendix C);

Sign the Statement of Travel Expense form (Appendix D), identifying that it was forHome Instruction purposes, and forward to the appropriate Superintendent of SchoolsEducation with Home Instruction responsibility.

Supervise the work of the teacher/individual employed for the purpose of home instruction; and

Make clear, to the home instruction teacher, that at all times a parent or guardian mustbe present in the agreed upon location and in sight when the teacher is deliveringinstruction to the student.

14. The Home Instruction Teacher shall:

Consult with the principal about the number of sessions and lengths of the sessionsbased on the needs of the student;

Contact the family and arrange the dates and times for the home instruction;

Create, in consultation with the classroom teacher(s), the program of instruction andstudent support;

Keep the principal and classroom teacher(s) updated regularly (as determined by theschool Principal) as to the progress of the student;

Provide the student’s marks to the school when available; and

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Maintain time records of hours worked and provide timesheets on a regular basis to theprincipal.

15. The Parent shall:

Provide the school with the signed Home Instruction form (Appendix A);

Sign a Release of Information form, providing the home instruction teacher withinformation required for effective instruction (Appendix B);

Ensure that there is an adult present in the agreed upon location and in sight for theduration of the home instruction;

Ensure that there is a quiet location for instruction; and

Ensure that assigned homework is completed.

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District School Board Ontario North East

Home Instruction

Parental/Guardian Request: I request that my child be enrolled in a Home Instruction Unit.

Student Name: Gender (M/F):

School: Grade:

Home Address:

Parent/Guardian Name Parent/Guardian Signature Date

Medical Certificate for Home Instruction To be completed where a child is unable to attend school due to serious

illness or injury, and can still benefit from home instruction. (Any cost associated with the medical certificate is at the expense of the parent/guardian.)

I have attended this patient and find that because of (reason for absence)

he/she will be confined to their home for weeks. Date

Doctor’s Name (Please print) If there is an address stamp, please place here:

Doctor’s Signature

Address:

OR

Documentation for Other Reasons for Home Instruction

Reason for Home Instruction:

Details:

Authorized By Signature Date

Home Instruction Program Decision

Application Approved: No. of Hours/Weeks: Teacher Assigned:

Program of Instruction – detailed description:

-- OR --

Application Denied: Reason for Denial:

Principal Signature Date

Superintendent of Education Signature Date

Copies to: School, Payroll, Parent/Guardian Home Instruction Policy 2.1.16 – APPENDIX A

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SCHOOL AUTHORIZATION TO RELEASE OR OBTAIN INFORMATION

Student’s current school:

District School Board Ontario North East is hereby authorized to release or obtain any social, educational, medical or other pertinent data from/to

(Name of agency, individual or authority)

as may be necessary or desirable for developing an appropriate educational program for

Name of Student

Date of Birth (YYYY MMM DD)

Specifics of request:

This release of information form will be in effect from to

Name of Parent/Guardian (please print):

AND/OR

Signature of parent/guardian Signature of Student Date (if 16 years or older)

Signature of Witness Date

Home Instruction Policy 2.1.16 – APPENDIX B

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NAME: (print) EMPLOYEE ID #:

Student Name

Address

School Attended

DATE

mm/dd/yy

SHIFT START

Time

SHIFT FINISH

Time

HOURS

WORKED (i.e.: 2.75)

LESSONS TAUGHT or TOPICS COVERED

*SIGNED BY PARENT/GUARDIAN

SUN

MON

TUE

WED

THU

FRI

SAT

Total Hours Worked

Employee Signature Approved By Payroll Batch #

Comments:

INSTRUCTIONS:

Timesheets will be returned if not fully completed and signed by the appropriate Principal /Supervisor. Pay will not be issued from an incomplete or unauthorized timesheet.

Salaried Teacher Doing Home Instruction: All hours will be paid with the regular bi-weekly pay.Please fax timesheet to the Payroll Office each Friday by 4:00 p.m.

All Others: You are paid according to the bi-weekly schedule for Timesheet Employees. Pleasefax your timesheet to the Payroll Office each Monday by 9:00 a.m.

Home Instruction Policy 2.1.16 – APPENDIX C

Home Instruction Timesheet (ETFO & OSSTF) D.S.B. ONTARIO NORTH EAST – Payroll & Benefits OfficeR R #1, 198022 River Road, New Liskeard, ON P0J 1P0

FAX TO: 705-647-8251 or 1-800-445-8878

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Home Instruction Policy 2.1.16 – APPENDIX D

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Aspen Student Information System Update November 13, 2019

Our project to implement the new Aspen student information system has made significant progress to this point, and we are on track for our March ‘go live’ date. Our board support team has had a full week of training on Aspen, and are now preparing to deliver the training to our own users, and to set up the new system and verify data as it’s converted.

We have established a training schedule for our student information system users, as follows:

Teachers November 1st PA Day: An introductory awareness video was presented

February: Training videos and help sheets will be available to our 500 teachers. Thesewill cover:

o How to navigate the systemo How to view their students and classeso How to enter attendance

March: Training videos and help sheets specifically for report cards will be madeavailable prior to report card entry for April.

Hands-on training for specific groups A total of 9 days of hands on training have been scheduled for the following groups:

3 days: 50 participants consisting of superintendents, system principals, schoolprincipals, and vice-principals

2 days: 26 participants consisting of secondary guidance counsellors and studentsuccess teachers

4 days: 42 school secretaries

Additional training for other personnel Training for additional groups via meeting demonstrations, videos and help sheets include:

Special Education Resource Teachers and district special education staff

Child & Youth Workers, mental health & well-being board level staff

Indigenous Support Advisors

Executive Assistants

Transportation department

Supply teachers

Supply secretaries

A big project milestone was the start of our data conversion from Maplewood to Aspen on November 4th. Being the first Maplewood board to migrate data into Aspen, this is a huge undertaking by the Fujitsu conversion team as they work through a totally unfamiliar Maplewood database. Our board office staff must verify each piece of data imported into the new system to make sure our data is as accurate as possible in the move to Aspen. Daily meetings with the conversion team are held to go over all items tested and issues that have arisen. Information Services under the coordination of Darlene Phillips has devoted a tremendous amount of time, effort and expertise to ensuring that the transition of our new student information system proceeds smoothly and efficiently.

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Human Resources Committee

November 5, 2019, at 4:15 p.m. Schumacher Board Room

153 Croatia Avenue, Schumacher, ON P0N 1G0

MINUTES TRUSTEES PRESENT:

Rosemary Pochopsky - Chair Bob Brush Dennis Draves Val Fuller Tom Henderson Brian Peever Cindy Pye-Reasbeck Doug Shearer – via v/c Ken Steinbrunner Steve Meunier

TRUSTEES ABSENT:

Howard Archibald

ADMINISTRATION PRESENT:

Lesleigh Dye - Director of EducationKristen Niemi - Superintendent of SchoolsSteven Pladzyk - Superintendent of SchoolsJo-Anne Plaunt - Superintendent of SchoolsJim Rowe - Superintendent of Human Resources

ADMINISTRATION ABSENT:

Pearl Fong-West - Superintendent of Business/Finance

STAFF PRESENT:

RECORDING SECRETARY:

Shanyn Bradford -Executive Assistant to Superintendent Rowe and Superintendent Plaunt

1. CALL TO ORDER

Rosemary Pochopsky, Chair of the Committee, called the meeting to order at 4:26 p.m.

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2. ADOPTION OF THE AGENDA

PYE-REASBECK/DRAVES THAT the agenda for the Human Resources Committee Meeting dated November 5, 2019, be approved.

CARRIED 3. CONFLICT OF INTEREST

4. IN-CAMERA SESSION

MEUNIER/FULLER THAT This Committee proceed to an In-Camera session. CARRIED

HENDERSON/FULLER THAT this Committee now reconvene in Regular Session. CARRIED

5. OTHER BUSINESS

N/A

6. ADJOURNMENT

PYE-REASBECK/PEEVER THAT we do now adjourn. CARRIED

The meeting was adjourned at 4:51 p.m.

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Ministry of Education

Indigenous Education and Well-Being Division

9th Floor315 Front Street WestToronto ON M7A 0B8

Ministère de l’Éducation

Division de l’éducation autochtoneet du bien-être

9e étage315, rue Front Ouest Toronto (Ontario) M7A 0B8

Memorandum To: Directors of Education

From: Denise Dwyer Assistant Deputy Minister Indigenous Education and Well-Being Division

Date: November 1, 2019

Subject: Extension of Exemption from the Police Record Checks Reform Act, 2015

I am writing to provide an update on recent amendments to the Exemptions regulation under the Police Record Checks Reform Act, 2015 (PRCRA).

The PRCRA sets out standards to govern how police record checks are conducted and disclosed in Ontario. The Exemptions regulation (O. Reg. 347/18) grants temporary exemptions from the Act to requests for a police record check that are made for a variety of purposes, including for the purpose of screening individuals for positions in the education and child care sectors. These temporary exemptions were set to expire on November 1, 2019.

The Ministry of the Solicitor General is proceeding with a one-time amendment to the Exemptions regulation under the PRCRA to extend all existing temporary exemptions for police record checks for approximately one year. The temporary exemptions will now continue until December 31, 2020.

During this period, there are no changes to the requirements or processes for the collection of police record checks and vulnerable sector checks (VSCs) for the education sector.

In addition to police record checks, schools, school boards, and school authorities should continue to rely on other screening measures, such as reference checks, and checking the Ontario College of Teachers website, the College of Early Childhood Educators website, and the online Registry of Child Care Violations. More information on police record checks in Ontario can be found here.

The Ministry of Education understands the importance of ensuring that children and students are learning in safe and healthy environments. Should you have any questions related to the PRCRA or its application in the education sector, please contact Suhail Iqbal at Suhail.Iqbal@ontario.ca.

Thank you for your support.

Sincerely,

Denise Dwyer c.c. Vena Persaud, Acting Director, Safe and Healthy Schools Branch

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Memorandum To: Directors of Education Student Success Leaders School Effectiveness Leads

From: Shannon Fuller Assistant Deputy Minister Strategic Policy and Planning Division

Martyn Beckett Assistant Deputy Minister Student Achievement Division

Date: November 5, 2019

Subject Student Achievement Indicator Data Summary Packages

In support of school board improvement planning and evidence-based decision-making, the Ministry of Education has developed Student Achievement Indicator Data Summary Packages that provide provincial, board, and school-level data trends for 2017-18.

The packages contain several reports compiled from the Ontario School Information System (OnSIS) and Education Quality and Accountability Office (EQAO) data.

The following information is included in the packages:

1. Board Student Achievement Indicator Data Summaries:

Provincial, board, and school-level information on student achievementindicators, including EQAO Grades 9 and 10 achievement, graduation rates,credit accumulation, and marks distribution for Grades 9-12 and Levels 3 and 4for Grades 6-10.

2. Secondary Schools Student Achievement Data Summaries:

Secondary school information on key student achievement indicators over thepast five years.

3. Guiding Questions Document – Student Achievement Indicator Data Summaries:

Guiding questions to support analysis of the data.

These data summary packages will be available through a secure, file-transfer system between the ministry and each school board to support the privacy and security of board-submitted data. To request your board’s data summary package, please send an email to studentsuccess@ontario.ca, along with the email addresses of the staff members in your board who should be provided access to the package. These staff members will receive an email with instructions on how to download the data summary packages by following a one-time verification process.

If you have any questions, please contact studentsuccess@ontario.ca.

Thank you for your ongoing support and commitment towards preparing Ontario students for success.

Sincerely,

Originally signed by

Shannon Fuller Assistant Deputy Minister Strategic Policy and Planning Division

Ministry of Education Ministère de l’Éducation

315 Front Street WestToronto ON M7A 0B8

315 rue Front Ouest Toronto (Ontario) M7A 0B8

Originally signed by

Martyn Beckett Assistant Deputy Minister Student Achievement Division

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Guideline on Audit Committee Reporting

Section 15 of Ontario Regulation 361/10, “Audit Committees”, requires an audit committee to report to the board of trustees. This document provides additional guidance on the timing and format of the reports.

There are three types of reports and two frequencies for audit committee reporting:

Report Type Frequency Method of reporting Meeting Report After each meeting Oral and/or written Detailed Annual Report Annual Written Ministry Report Annual Written

Meeting Report

After each audit committee meeting, the audit committee chair will contact the chair of the Board and request that an audit committee update (matters discussed at the audit committee meeting) be added to the agenda of the next Board meeting. This report will be delivered verbally by the audit committee chair (or designate). Where the audit committee brings forward a recommendation for the Board to adopt, the recommendation shall be provided in writing. Examples of recommendations would include, but are not limited to, the following:

The internal audit plan;

Any significant changes to the internal audit plan since the prior approval;

The appointment, replacement or dismissal of the external auditor;

The setting or adjustment of the fees of the external auditor;

The external auditor’s audit plan;

Any significant changes to the external auditor’s audit plan since the prior

approval; and

The approval of the audited financial statements.

A suggested format for the written report is presented in Appendix A.

Detailed Annual Report (to the Board of Trustees)

Every year, no later than November 30th, the audit committee will present a report to the Board of Trustees, covering the prior fiscal year. The report will include:

The internal audit plan, which includes any planned internal audits on enrolment;

A description of any changes made to the internal audit plan(s);

A list of the work performed by internal audit during the period, together with a list

of the work the auditor expected to perform during the period;

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A summary of risks identified and findings made by internal audit;

A summary of the work performed by the committee for the year;

The audit committee’s assessment of the board’s progress on addressing any

internal or external audit findings and recommendations;

A summary of the matters addressed by the committee at its meetings;

The attendance record of audit committee members; and

Other matters that the audit committee considers relevant (e.g. fraud, special

mandates and assignments, specialist involvement, etc.)

Note: The internal audit activities outlined in this report may include both the activities of the regional internal audit team and any internal auditor serving a single board.

A suggested format for the report is presented in Appendix B.

Ministry Report (to the Board of Trustees and forwarded to Ministry of Education)

Every year, no later than November 30th, the audit committee will present a second annual report to the Board of Trustees which will be submitted to the Ministry of Education no later than January 15th. The intent of the reporting is twofold:

A list of the work performed by the internal auditors in the fiscal year provides a

report to the Ministry on the use of the internal audit funding allocation and

confirms that each board has received a minimum of two engagements from the

auditors (or a comprehensive audit covering at least two processes); and

A list of planned enrolment audits for upcoming fiscal years allows better

coordination of enrolment audits performed by the Ministry of Education and the

regional internal audit teams.

This report should be signed by the audit committee chair and presented to the Board prior to submission to the Ministry.

Note: As the internal audit funding allocation under the GSN supports only the regional internal audit function, the ministry report should only include audits undertaken by the regional internal audit team.

The report should follow the format presented in Appendix C.

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Appendix A - Sample Report after Each Meeting

To the Board of Trustees of DSB XXXX

Dated XXXXX

Following the statutory committee meeting held on XXXX, in XXXX, Ontario, the audit committee recommends to the Board of Trustees the approval of the following:

- XX

- XX

_________________________ Audit Committee Chair

Enclosures

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Appendix B - Sample Detailed Annual Report

Annual Report to the Board of Trustees For the year ended August 31, 20XX

This report summarizes the audit committee’s actions for the year ending August 31, 20XX.

Audit Committee Members

The audit committee consisted of <insert number> members listed below:

- XX – Chair

- XX – Trustee representatives

- XX – External members

(Where applicable, insert beside individuals names who resigned during the year “resigned” as well as their resignation date.)

In addition, regular attendees at the Committee meetings were:

- XX – Director of Education

- XX – Superintendent of Business

- XX – Regional Internal Audit Manager

- XX – (Insert title)

- XX – (Insert title)

Administrative Tasks

At the beginning of the year and in accordance with recommended good practice various administrative tasks were completed. These included:

- adopting and/or modifying the following bylaws/protocols;

- developing a work plan;

- developing a meeting schedule and agenda for the year; and

- <insert other items where appropriate>

Meetings

It was agreed to hold three meetings throughout the year with a fourth meeting, from December to May, if necessary. All meetings have been held (or were not held and the reason) as planned.

The members in attendance at each meeting were as follows:

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Member’s Name Sept xx, 20xx Nov xx,

20xx MM xx, 20xx

Jun xx, 20xx

<insert name 1> <insert name 2>

X X

X X

X X X

Governance

The audit committee operated throughout the fiscal year ending August 31, 20xx. All of the members satisfied the eligibility requirements in accordance with Ontario Regulation 361/10.

External Auditors

The relationship with the external auditors has been satisfactory (adjust if necessary) and private meetings were held during the year. The external auditors (insert name of auditor firm) presented the scope and extent of their work to the committee, which the committee reviewed and recommended for approval at the XXXX meeting. The external auditors confirmed their independence in the letter dated XXXX. The audit committee reviewed and recommended the approval of the annual audited financial statements on XXX. The audit committee recommended the reappointment of the external auditors forthe next fiscal year during the meeting held XXXXXX. (Where applicable) The externalaudit services will be going to tender during the next fiscal year.

Internal Auditors

The relationship with the internal auditors has been satisfactory (adjust if necessary) and private meetings were held during the year. The Committee reviewed the results of the risk assessment, as well as the risk-based internal audit plan (attached) for the 20XX/XX fiscal year.

(Include where applicable)

The following changes were made to the originally submitted internal audit plan:

- Change # 1

- Change # 2, etc.

The internal auditors performed the following work during the year:

PLANNED AUDITS:

o Audit # 1 (completed/in progress)

o Audit # 2 (completed/in progress)

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UNPLANNED AUDITS:

o Audit # 1 (completed/in progress)

o Audit # 2 (completed/in progress)

(Where applicable) The following planned audits were not undertaken for the following reasons:

- Audit, reason

- Audit, reason

For all completed audits, the following is a summary of risks and findings made by the internal auditor:

Audit Risks Findings

<Title Audit 1> Risk 1

Risk 2 Finding 1

Finding 2

<Title Audit 2>

<Title Audit 3>

The audit committee endorsed each report, including management’s action plan, and advised the board of trustees to accept it. {May specify if the meetings were held in camera}.

The audit committee received reports from internal audit that assessed the progress toward management’s implementation of action plans developed in response to previous audit findings. This enabled the audit committee to engage management in a discussion regarding findings not satisfactorily actioned, as well as encouraging renewed efforts on overdue action plans.

(Insert name of third party audits or reviews) Audit / Review (if applicable)

XXXX (describe the date, the extent and the results of any audits or reviews performed by outside parties)

Audit Committee training (if applicable)

A development training opportunity covering <insert topic> was held on <insert date> and attended by all members.

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Summary of the work performed

In addition to the items noted above, the following outlines further work performed by the audit committee in the last 12 months:

- Received a report from the internal auditors on their review of the effectiveness

of controls across the school board;

- Confirmed that the external and internal auditors did not encounter any difficulties

in the course of their work;

- Recommended the fees charged by the external auditors in respect of the 20XX

audit;

- Reviewed the fees paid to the external auditors in respect of non-audit work

undertaken during the year (if applicable);

- Undertook a review of the external auditors’ performance;

- Obtained confirmation from the Director of Education that the school board was

compliant with all current federal and provincial Acts, Regulations and Statutes.

- Undertook an evaluation of the effectiveness of the internal audit function,

including the performance of the regional internal audit manager and his / her

team;

- Queried management on their approach to risk management as well as their

strategy to manage such risks; and

- Performed a self-assessment.

Other tasks performed during the year: (list where appropriate)

- Reviewed the effectiveness of the school board’s whistleblower policy (if

applicable)

-

By the signature noted below, we attest that we have discharged our duties and responsibilities under Ontario Regulation 361/10.

On behalf of the audit committee

_________________________

Audit Committee Chair

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Appendix C - Sample Ministry Report

Annual Report to the Board of Trustees and Forwarded To the Ministry of Education

For the year ended August 31, 20XX

District School Board Name: xxx

Fiscal Year: 20XX/XX

Re: Annual audit committee report to the Ministry of Education as per Ontario Regulation 361/10

(Where no internal audits were started or completed by August 31, XX) The regional internal audit team did not undertake any internal audits or other engagements during the 20XX/XX fiscal year. However, the team worked on the (update/completion) of the risk assessment (if applicable). The status of the risk assessment as of August 31, 20XX is xxx.

OR

(Where internal audits were started and/or completed by August 31, 20XX) During the 20XX/XX fiscal year, the following internal audits or other engagements were started by the regional internal audit team but not completed by August 31st:

- Internal audit # 1 (Status of audit at August 31st: Planning / Fieldwork / Report

drafted / Complete pending presentation to Audit Committee)

o (Where the audit covers multiple processes, please list processes)

- Internal audit # 2 (Status of audit at August 31st: Planning / Fieldwork / Report

drafted / Complete pending presentation to Audit Committee)

o (Where the audit covers multiple processes, please list processes)

In addition to those listed above, the following audits were completed in the 20XX/XX fiscal year:

- Internal audit # 1

o (Where the audit covers multiple processes, please list processes)

-

AND

Based on the internal audit plan, we are expecting enrolment audits to be performed in the 20XX/XX fiscal year.

OR

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Based on the internal audit plan, we are not expecting any enrolment audits to be performed.

______________ ___________________ Audit Committee Chair Date Signature Title

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From: People for the Polar Bear Habitat <peopleforpbh@gmail.com>

Date: November 10, 2019 at 10:05:50 PM EST

To: Lesleigh.dye@dsb1.ca

Subject: CPBH Request for Support

Dear Director Dye,

The Town of Cochrane recently announced that it intends to close the Polar Bear Habitat, subject to public input.

While the Board of Directors for the Habitat acknowledges the ongoing financial challenges of operating the Habitat, we have been working diligently to develop a viable business plan for the facility. We believe that the Town's decision is premature as the business plan is still in completion and has not yet been implemented.

Over the past five years, the Habitat has been striving to reinvigorate its education program and host school groups, many of which are part of DSB1. This has included but not limited to, Iroquois Falls Secondary participation in the preparation of our unique lake enclosure, classes from Cochrane Public School participating with an Australian school in a program focused on animal welfare and conservation, hosting local high school coop students, and other classes from all over the district, coming to the Habitat to experience our unique facility.

One branch of the Habitat’s intended new direction is the further exploration of education and research related to conservation, moving away from the focus on tourism. With this direction, the opportunity to partner with local schools and support our local youth in providing unique experiential learning environments will be a dedicated focus.

The Habitat is seeking continued funding from the Town for at least the year 2020 to allow enough time to put a viable plan in place.

I am writing to ask for your support. You can do this in any of three ways:

1. Sign the attached Letter of Support and email it to peopleforpbh@gmail.com

2. Support People for the Habitat (a group of concerned citizens supporting the Habitat),

by visiting their GoFundMe page at https://www.gofundme.com/f/people-for-polar-bear-

habitat-charity

3. Attend our open house information session on Sunday, November 17th, 1:00 pm to 3:00 pm, at

Club Amical 50 Plus, 158, 4th Avenue in Cochrane.

Thank you,

Please feel free to distribute this email to other supporters you may know. If there are any additional questions please contact us at peopleforpbh@gmail.com

JP Bradette Chair - Canadian Polar Bear Habitat

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