Policies and Procedures
The Board Policy Handbook of the Hastings and Prince Edward District School Board is intended to be supplemented by an Administrative Procedures Manual, the primary written document by which the director of education directs staff. The Administrative Procedures Manual must be entirely consistent with the Board Policy Handbook.
The development of two separate and distinct documents is meant to reinforce the distinction in Hastings and Prince Edward District School Board between the board’s responsibility to govern and the director’s executive or administrative duties.
Administrative Procedures
Administrative Procedures
100 General Administration
- Procedure 100: System Planning
- Procedure 105: Director’s Annual Report
- Procedure 108: Process for Addressing Public Concerns
- Procedure 109: Monitoring and Responding to Legislation
- Procedure 110: Board Policy Development and Review
- Procedure 111: Administrative Procedures Manual
- Procedure 115: School Planning and Reporting
- Procedure 130: Environmentally Responsible Operations and Education Procedure
- Procedure 130:_Form 130-1 Energy and Environmental Deadlines
- Procedure 133: Accessibility Standards General
- Procedure 135: Equity and Inclusivity Education
- Procedure 137: Aboriginal Education – Voluntary Confidential Self Identification
- Procedure 137:_Form 1: Voluntary Confidential Self Identification Form
- Procedure 145: District Code of Conduct and School Codes of Conduct
- Procedure 147: Technology Use
- Procedure 148: Staff Password Procedure
- Procedure 149: Safety and Well-Being of Students and Staff
- Procedure 151: Access to School Premises and other Board Buildings
- Procedure 151:_Form 151-1: Access to School Premises and other Board Buildings Trespass Letter
- Procedure 153: Emergency Response
- Procedure 153: Emergency Response – Appendix 1 – Fire Safety Evacuation Plan
- Procedure 154: Automatic Electronic Defibrillators
- Procedure 154:_Form 1: Emergency Treatment
- Procedure 154:_Form 2: Direction
- Procedure 154:_Form 3: Monthly Inspections
- Procedure 154:_Form 4: Monthly Inspection Log
- Procedure 155: Inclement Weather and Shut Down of Building/School
- Procedure 162: Treatment of Injured Ill Students and Staff
- Procedure 164-A: Infection Prevention and Control Routine Practices
- Procedure 164: Management of Communicable and Infectious Disease
- Procedure 166: Tragic Event and Crisis Response
- Procedure 166: Tragic Event and Crisis Response Forms
- Procedure 170: Communications and Media Relations
- Procedure 171: Use of Board Logo
- Procedure 175: School Councils
- Procedure 175:_Form 175-1: School Councils Form
- Procedure 176: Parent Involvement Procedure
- Procedure 178: Accommodation Review Committee (ARC)
- Procedure 179: School Access to Individuals Groups Promoting Specific Interests and Beliefs
- Procedure 180: Advertising
- Procedure 181: Requests to Distribute Information by Outside Organizations
- Procedure 182: Sponsorship Partnership
- Procedure 187: School Openings Closings and Rededications
- Procedure 188: Naming Board Properties
- Procedure 194: Freedom of Information Protection of Privacy
- Procedure 195: Records and Information Management
- Procedure 195:_Form 195-1: Records Transfer
- Procedure 195:_Form 195-2: Records Destruction
- Procedure 196: Privacy Breach Protocol
- Procedure 196:_Form 196-1: Privacy Breach Report
- Procedure 197: Commercial Electronic Messages
- Procedure 198: Mobile Device Use and Driving
200 Educational Programs and Materials
- Procedure 211: Investigating Inquiries about Suitability of All Student Learning Material
- Procedure 211:_Forms
- Procedure 215: Special Equipment Amount
- Procedure 215: Special Equipment Amount-Appendix 2 Outgoing SEA Equipment Form
- Procedure 215:_Form 215-1: Special Education Amount (SEA) Assistive Technology Trial Device Application (pdf fillable)
- Procedure 215:_Form 215-2: Special Education Amount (SEA) Per Pupil Assistive Technology (sample letter home to parent/guardian)
- Procedure 215:_Form 215-3: Special Education Amount (SEA) Assumption of Responsibility
- Procedure 215:_Form 215-4: Special Equipment Amount (SEA) Claims-Based Funding Application Form and Checklist-Fillable Form
- Procedure 215:_Form 215-5: Special Equipment Amount (SEA) Claims-Based Funding Consent to the Release of Personal Student Information
- Procedure 220: Core French Language Instruction in Elementary Schools
- Procedure 220:_Form220-1: Consideration for French Exemption
- Procedure 225: Character Development
- Procedure 230: Out of School Learning
- Procedure 230:_Excursion Chart Overview
- Procedure 230:_Form 230–1A: Excursion Approval
- Procedure 230:_Form 230–1B: Extended Out of Province or Country Excursion Approval
- Procedure 230:_Form 230–2: Parent Information and Consent to Participate
- Procedure 230:_Form 230–3A: Permission to Try Out for Athletic Team and Participation Consent
- Procedure 230:_Form 230–3B: Athletics Trip Consent
- Procedure 230:_Form 230–3C: Request to Resume Participation in PE
- Procedure 230:_Form 230–4: Excursion Volunteer Application
- Procedure 230:_Form 230–5: Excursion – Authorization for Drivers
- Procedure 230:_Form 230–6: Excursion – Consent for Sr Student Drivers
- Procedure 230:_Form 230–7: Agreement for Departure from Itinerary
- Procedure 230:_Form 230–8: Financial Summary for Excursions
- Procedure 230:_Form 230–9: Excursion – Medical Information and Consent
- Procedure 230:_Form 230-10: Request for Administration of Oral Medication
- Procedure 230:_Form 230-11: Administration of Oral Medication Log
- Procedure 230:_Form 230-12: Alpine Skiing-Snowboarding Consent
- Procedure 230:_Form 230-13: Same Day Consent to Participate – ERP, CIP and LSP Programs
- Procedure 230:_Form 230-14: Secondary Health and PE Consent to Participate
- Procedure 230:_Form 230-15: Transportation Booking
- Procedure 230:_Form 230-16: Application for Approval of High Care Excursions
- Procedure 230:_Form 230-17: Out of Country Excursion Parent Letter
- Procedure 230:_OC-1: Same Day Excursion
- Procedure 230:_OC-2: Extended-Overnight Excursion (fillable form)
- Procedure 230:_OC-3: Out of Province-Country Excursion
- Procedure 230:_OC-4: High-Care Activity
- Procedure 230:_OC-5A: Canoe Skills Test
- Procedure 230:_OC-5B: Swimming-Canoeing Water Safety Test
- Procedure 230:_OC-5C: Kayaking Skills Test
- Procedure 230:_OC-8A: Skier-Snowboarder Responsibility Code
- Procedure 230:_OC-8B: Cross Country Skiing Responsibility Code
- Procedure 250: Substitutions for Compulsory Credits
- Procedure 260: Conducting Research in HPEDSB
- Procedure 260:_Forms: Conducting Research in HPEDSB
- Procedure 261: HPEDSB Students Conducting Research
- Procedure 261:_Forms: HPEDSB Students Conducting Research
- Procedure 265: Guest Presenters to Students
- Procedure 265:_Forms: Guest Presentations Presenters
- Procedure 266: Technology Education Safety
- Procedure 266:_Form 266-1: Technological Education Parental Permission Form
- Procedure 266:_Form 266-2A: Student Safety Passport – Communications Technology
- Procedure 266:_Form 266-2B: Computer Technology – Student Safety Passport
- Procedure 266:_Form 266-2C: Construction Technology – Student Safety Passport
- Procedure 266:_Form 266-2D: Green Industries – Student Safety Passport
- Procedure 266:_Form 266-2E: Hairstyling and Aesthetics – Student Safety Passport
- Procedure 266:_Form 266-2F: Health Care – Student Safety Passport
- Procedure 266:_Form 266-2G: Hospitality and Tourism – Student Safety Passport
- Procedure 266:_Form 266-2H: Manufacturing Technology – Student Safety Passport
- Procedure 266:_Form 266-2I: Technological Design – Student Safety Passport
- Procedure 266:_Form 266-2J: Transportation Technology – Student Safety Passport
- Procedure 266:_Form 266-3: Technological Education Equipment Purchasing
- Procedure 266:_Form 266-4: Technological Education Equipment Exchange
- Procedure 266:_Form 266-5: Technological Education Disposal Process
- Procedure 267: Experiential Learning in the Workplace
- Procedure 267:_Appendix 1 Experiential Learning Forms
- Procedure 267:_Form 267-A1: Agreement to Participate – Co-op Experiential Learning
- Procedure 267:_Form 267-A10: Work Experience Learning Plan
- Procedure 267:_Form 267-A11: Placement Information and Assessment
- Procedure 267:_Form 267-A11a: Determining Elements of Risk
- Procedure 267:_Form 267-A12: Co-op Experiential Learning Student Bus Form
- Procedure 267:_Form 267-A14: Interview Guide for Potential Co-op Students
- Procedure 267:_Form 267-A15: Co-op Student Folder Check list
- Procedure 267:_Form 267-A2:Workplace Experiential Learning Agreement
- Procedure 267:_Form 267-A4: Confidentiality Statement
- Procedure 267:_Form 267-A5: Declaration
- Procedure 267:_Form 267-A6: Letter of Union Support
- Procedure 267:_Form 267-B1: WEA Adjustment to Student Hours
- Procedure 267:_Form 267-B2: Anecdotal Report
- Procedure 267:_Form 267-B4: Placement Assessment Visit
- Procedure 267:_Form 267-B5: Initial Student Visit-Teacher Checklist
- Procedure 267:_Form 267-B6: Employers Performance Appraisal
- Procedure 267:_Form 267-B7: Employer Assessment for Experiential Learning
- Procedure 267:_Form 267-B8: Weekly Log Summary
- Procedure 267:_Form 267-B9: – Student Weekly Log
- Procedure 267:_Form 267-D3: Volunteer Hours
- Procedure 267:_Form 267-E2: Teacher Mileage Log
- Procedure 267:_Form 267-F1: Student Passenger
- Procedure 267:_Form 267-F2: Student Extended Travel with Employer
- Procedure 267:_Form 267-F3: Informed Consent for Student Under 18
- Procedure 267:_Form 267-F4: Release and Indemnification for Students Over 18
- Procedure 267:_Form 267-F5: Risk Management for Employers
- Procedure 267:_Form 267-F6: Risk Management Recommendations for Students-Parents
- Procedure 268: Science Education Safety Grades 9 – 12
- Procedure 268:_Form 268-1: Student Classroom – Laboratory Secondary Science Safety Agreement
- Procedure 268:_Form 268-2: Science Classroom – Laboratory Safety Declaration
- Procedure 268:_Form 268-3: Contact Lens Declaration
- Procedure 268:_Form 268-4: Secondary School Science Safety Manual Audits-Reviews
- Procedure 268:_Form 268-5: Science Facility & Safety Equipment Checklist (Classroom)
- Procedure 268:_Form 268-6: Science Facility & Safety Equipment Checklist (Prep Room)
- Procedure 268:_Form 268-7: Science Facility & Safety Checklist – Principal
- Procedure 268:_Form 268-8: Lab Risk Assessment Tool (LABRAT)
- Procedure 269:_Elementary Grade 7 and 8 Science and Technology Education Safety
- Procedure 269:_Form 269-1 Elementary Grade 7 and 8 Student Science and Technology Safety Agreement
- Procedure 269:_Form 269-2 Elementary Grade 7 and 8 Science and Technology Classroom Safety Agreements – Class Tracking Sheet
- Procedure 269:_Form 269-3 Elementary Grade 7 and 8 Science and Technology Education Safety, Contact Lens Declaration
- Procedure 269:_Form 269-4 Elementary Grade 7 and 8 Science and Technology Safety Guide Reviews
- Procedure 269:_Form 269-5 Elementary Grade 7 and 8 Science and Technology Safety Equipment Checklist for Classrooms
- Procedure 269:_Form 269-6 Elementary Grade 7 and 8 Science and Technology classroom Safety Checklist for Principal
300 Students
- Procedure 302: Safe Arrival
- Procedure 303: Synrevoice Automated Call-out Systems
- Procedure 307: Dress for Students
- Procedure 310: Food and Beverage
- Procedure 312: Ontario Student Record
- Procedure 312:_Form 312–1: OSR Profile and Routing
- Procedure 312:_Form 312–2: OSR Access Consent
- Procedure 312:_Form 312–3: Special Education Envelope
- Procedure 312:_Form 312–4: Consent to Release of Confidential Information
- Procedure 312:_Form 312–5B : Student Consent Form for Social Work Services (students 12 and older)
- Procedure 312:_Form 312–5C: Parent/Guardian Consent Form for Social Work Services (students under age 12)
- Procedure 312:_Form 312–6: Credit Deferral
- Procedure 312:_Form 312–7: Mature Credit Assessment
- Procedure 312:_Form 312–8: Student Interim Report Card
- Procedure 312:_Form 312–9: Course Substitution for Credit Purposes
- Procedure 312:_Form 312-10: Program Change
- Procedure 312:_Form 312-11: Community Involvement Tracking
- Procedure 312:_Form 312-12: OSR Organization Guidelines
- Procedure 320: Provision of Health and_or Medical Support for Students
- Procedure 320:_Form 320-1: Parent Release of Medical Information
- Procedure 320:_Form 320-2: Parent Request for Staff Administration of Medication
- Procedure 320:_Form 320-3: Designated Personnel responsible for administration of medication
- Procedure 320:_Form 320-4: Administration of medication log
- Procedure 320:_Form 320-5A: General medical plan
- Procedure 320:_Form 320-5B: General health plan
- Procedure 320:_Form 320-6A: Anaphylaxis Emergency medical plan
- Procedure 320:_Form 320-6B: Asthma Emergency medical plan
- Procedure 320:_Form 320-6C: Emergency Medical Plan of care – Diabetes
- Procedure 320:_Form 320-6D: Emergency Medical Plan of care – Epilepsy Seizure
- Procedure 320:_Form 320-7A: Anaphylaxis training record
- Procedure 320:_Form 320-7B: Asthma – training record
- Procedure 320:_Form 320-8: 911 Protocol
- Procedure 320:_Form 320-9: Review Letter
- Procedure 320:_Recommended Training For Medical Procedure
- Procedure 320:_Sample Timeline For Working Through Medical Procedures
- Procedure 321: Pediculosis in Schools
- Procedure 321:_Form 321-1: Notification of Suspected Head Lice – treatment plan
- Procedure 322: Concussion Management
- Procedure 322:_Appendix A – Chart 1: Identifying a Suspected Concussion – Stages and Responsibilities
- Procedure 322:_Appendix B – Chart B: Diagnosed Concussion Stages and Responsibilities
- Procedure 322:_Appendix C: Code of Conduct (Students)
- Procedure 322:_Appendix D: Code of Conduct (Coach/Trainer)
- Procedure 322:_Appendix E: Code of Conduct (Parent/Guardian)
- Procedure 322:_Appendix F: Prevention Strategies (School Board Athletic Association)
- Procedure 322:_Form 230-3A Permission to try-out for athletic team and participation consent
- Procedure 322:_Form 322-1: Tool to Identify a Suspected Concussion
- Procedure 322:_Form 322-1b: Suspected Concussion – Parent Communication Form
- Procedure 322:_Form 322-1c: Concussion Monitoring – No Symptons Parent/Guardian Communication
- Procedure 322:_Form 322-2: Documentation of Medical Examination
- Procedure 322:_Form 322-3a: Return to Learn/Return to Physical Activity Plan-Part One: Home Preparation
- Procedure 322:_Form 322-3b: Return to Learn/Return to Physical Activity Plan-Part Two: School
- Procedure 322:_Form 322-4: Medical Concussion Clearance Form
- Procedure 325: Reporting Child Abuse
- Procedure 326:_Exemption from Human Development and Sexual Health Instruction Grades 1-8
- Procedure 326:_Form 326-1, Grade 1 Human Development and Sexual Health Expectations Letter
- Procedure 326:_Form 326-2, Grade 2 Human Development and Sexual Health Expectations Letter
- Procedure 326:_Form 326.3, Grade 3 Human Development and Sexual Health Expectations Letter
- Procedure 326:_Form 326.4, Grade 4 Human Development and Sexual Health Expectations Letter
- Procedure 326:_Form 326.5, Grade 5 Human Development and Sexual Health Expectations Letter
- Procedure 326:_Form 326.6, Grade 6 Human Development and Sexual Health Expectations Letter
- Procedure 326:_Form 326.7, Grade 7 Human Development and Sexual Health Expectations Letter
- Procedure 326:_Form 326.8, Grade 8 Human Development and Sexual Health Expectations Letter
- Procedure 326:_Form 326.9, Grades 1 – 8 Exemption from Human Development and Health Instruction
- Procedure 330: School Fundraising
- Procedure 333: School Photographs
- Procedure 340: Transfer of Students
- Procedure 340:_Form 340-1: Transfer of Students
- Procedure 363:Plan for Extension of Student Dress Code
- Procedure 370: Student Use of Controlled Substances or Alcohol
- Procedure 372: Behaviour Support Services (BSS) Referral and Service Model
- Procedure 372:_Form 372-1 Record of Consent for Referral to Behaviour Support Services
- Procedure 378: Progressive Discipline and Promoting Positive Student Behaviour
- Procedure 378:_Form 378–1: Student Support Plan
- Procedure 378:_Form 378–2: Student Action Plan
- Procedure 378:_Form 378–3: Notification of Suspension
- Procedure 378:_Form 378–4: Notification of Suspension Review
- Procedure 378:_Form 378–5: Suspension Appeal Decision
- Procedure 378:_Form 378–6: Suspension Appeal – Principal’s Report
- Procedure 378:_Form 378–7: Board Suspension Appeal Decision
- Procedure 378:_Form 378–8: Suspension Pending Investigation for Expulsion
- Procedure 378:_Form 378–9: Notice of Recommendation for Expulsion
- Procedure 378:_Form 378-10: Expulsion Hearing – Principal’s Report
- Procedure 378:_Form 378-11: Decision Not to Recommend Expulsion
- Procedure 378:_Form 378-12: Board Decision Expulsion (Minutes of Settlement)
- Procedure 378:_Form 378-13: Board Decision – Expulsion
- Procedure 378:_Form 378-14: Board Decision – No Expulsion
- Procedure 378:_Form 378-15: Safe Schools Student Incident Reporting – Part 1
- Procedure 378:_Form 378-15A: Safe Schools Student Incident Reporting – Part 2
- Procedure 379: Safety Plans Management Process for Risk-Of-Injury Behaviours
- Procedure 379:_Form 379-1 Safety Plan Word Fillable Form
- Procedure 379:_Form 379-2 Physical Intervention Incident Report
- Procedure 379:_Form 379-3 ABC Data Collection
- Procedure 379:_Form 379-4 Guideline for review of Learning Environments
- Procedure 380: Dealing with Violent Incidents
- Procedure 380:_Forms: Dealing with Violent Incidents
- Procedure 381: Supporting Students with Autism Spectrum Disorder (ASD)
- Procedure 382: Suicide Intervention and Prevention
- Procedure 382: Suicide Intervention and Prevention Form 382-1
- Procedure 383: Vision Services
- Procedure 384: Student Use of a Certified Assistance Dog and/or Service Animal
- Procedure 384:_Form 384-1 Certified Assistance Dogs
- Procedure 384:_Form 384-2 Request for Student use of a Service Animal
- Procedure 384:_Form 384-3 Principal’s Checklist for Certified Assistance Dog and/or Service Animal
- Procedure 384:_Form 384-4 Decision Letter from Superintendent to Parent/Guardian
- Procedure 384:_Form 384-5 Letter from Superintendent to Parent/Guardian Denying Certified Assistance Dog/Service Animal
- Procedure 384:_Form 384-6 Letter to School Community
- Procedure 385: Community Threat Assessment
- Procedure 385:_Forms: Community Threat Assessment
- Procedure 386: Process for Identification of Giftedness
- Procedure 388: Assessment Evaluation and Reporting Grades K-12
- Procedure 390: Promotion and Retention
- Procedure 391: Exclusion of a student from class or school
- Procedure 393: Police Protocol
- Procedure 394: Compulsory School Attendance
- Procedure 394:_Form 394-1 Temporary Attendance Excusal Form
- Procedure 394:_Form 394-2 Removal from Register: Elementary-prolonged absence without successful 2-way contact
- Procedure 394:_Form 394-3 Removal from Register: Secondary-prolonged absence without successful 2-way contact
- Procedure 394:_Form 394-4 Removal from Register – prolonged absence 60 days
- Procedure 394:_Form 394-5 Ongoing contact after removal from register: Pupils 6-13 years of age
- Procedure 394:_Form 394-6 Ongoing contact after removal from register: Students 14-17 years of age
- Procedure 394:_Form 394-7 Prolonged Absences
- Procedure 394:_Form 394-8 Modified Day Form
- Procedure 395: Supervised Alternative Learning
- Procedure 395:_Form 395-1: Supervised Alternative Learning Referral Fillable Form
- Procedure 395:_Form 395-2: Supervised Alternative Learning Plan fillable form
- Procedure 395:_Form 395-3: Supervised Alternative Learning Decision fillable form
- Procedure 395:_Form 395-4: Supervised Alternative Learning Review fillable form
- Procedure 396: Home Instruction Procedure
- Procedure 396:_Forms: Home Instruction Procedure
- Procedure 398: Home Schooling
- Procedure 398:_Home Schooling _ Form 398-1
- Procedure 399: Local Protocol for Collaboration with External Agencies for the Provision of Programs and Services to Students Delivered During the School Day
- Procedure 399:_Form 399-1: Application For Consideration of a Collaborative Agreement (pdf and fillable form)
- Procedure 399:_Form 399-2: Collaborative Agreement
400 Personnel and Staff Relations
- Procedure 405: Fire Department Volunteers
- Procedure 406: Criminal Background Checks
- Procedure 406:_Form 406-1 Letter requesting further information
- Procedure 406:_Form 406-2 No Action Letter
- Procedure 406:_Form 406-3 Offence Declaration
- Procedure 407: Hiring
- Procedure 407:_Form 407-1: Hiring Reference Consent
- Procedure 407:_Form 407-2: Hiring Exit Interview
- Procedure 408:
- Procedure 415: Asbestos Management Control Program
- Procedure 416: Hot Work Permit
- Procedure 416:_Form 416-1: Hot Work Permit
- Procedure 417: Operator Inspection Checklist of Maintenance Grounds Equipment
- Procedure 417:_Form 417-1: Prior-To-Use Lawn Mower Inspection
- Procedure 417:_Form 417-2: Prior-To-Use Leaf Blower Inspection
- Procedure 417:_Form 417-3: Prior-To-Use Small Riding Mower Inspection
- Procedure 417:_Form 417-4: Prior-To-Use Snow Blower Inspection
- Procedure 417:_Form 417-5: Prior-To-Use Weed Eater Inspection
- Procedure 418: Health and Safety Compliance by Contractors and Protection of Board Employees
- Procedure 420: Occupational Health and Safety
- Procedure 420:_420A: Working Alone or in Isolation
- Procedure 420:_420B: Clay in Art Rooms
- Procedure 420:_420C: Mould Remediation
- Procedure 420:_420D: Use of Ladder
- Procedure 420:_420E: Personal Protective Equipment
- Procedure 420:_420F: Machine Equipment Lockout
- Procedure 420:_420G: Cleaning and Disinfecting of Musical Wind Instruments
- Procedure 420:_420H: In-school Health and Safety Guidelines
- Procedure 420:_Form 420E-1: Personal Protective Equipment Management Record
- Procedure 420:_Form 420F-1: Machine Equipment Lockout
- Procedure 421: Safe Workplace – Violence in the Workplace
- Procedure 421:_Form 421-1: Employee Accident Violent Incident Report
- Procedure 421:_Form 421-2: Supervisor accident violent incident investigation report
- Procedure 422: Safe Workplace – Workplace Harassment
- Procedure 422:_Form 422-1: Safe Workplace – Workplace Harassment Staff Formal Complaint
- Procedure 423: Accommodation and Return to Work Program for Employees
- Procedure 423:_Form 423-1: Functional Abilities Form
- Procedure 423:_Form 423-10: OSSTF-PSSP FUNCTIONAL ABILITIES FORM
- Procedure 423:_Form 423-2 Medical Assessment-Surgery
- Procedure 423:_Form 423-3: Medical Assessment-Pregnancy Related Illness
- Procedure 423:_Form 423-4: OSSTF Functional Abilities
- Procedure 423:_Form 423-5: ETFO Functional Abilities
- Procedure 423:_Form 423-6: Emergency Medical Plan of Care-Anaphylaxis
- Procedure 423:_Form 423-7: Emergency Medical Plan of Care – Epilepsy/Seizure
- Procedure 423:_Form 423-8: Individual Accommodation Plan (IAP)
- Procedure 423:_Form 423-9: CUPE Medical Certificate
- Procedure 424: Wellness and Attendance Support Program
- Procedure 424:_Form 424-1 Chronic Medical Condition Attending Practitioner Report
- Procedure 425: Management of Employee Medical Records
- Procedure 426: Employee Conduct and Ethical Behaviour
- Procedure 430: Professional Development
- Procedure 450: Return of Board Property
- Procedure 450:_Form 450-1: Owned Equipment Checklist
- Procedure 450:_Form 450-2: Request to Maintain Board Property
- Procedure 460: Reporting Teacher and Early Childhood Educator Professional Misconduct
- Procedure 480: Trades Apprenticeship Program
- Procedure 488: Compensation Non-Union Employees
- Procedure 498: Volunteers in Schools
- Procedure 498:_Form 498-1: Volunteer Application
- Procedure 498:_Form 498-2: Volunteer Information
- Procedure 498:_Form 498-3: Offence Declaration
- Procedure 499: Flexible Working Arrangements for Employees
- Procedure 499: Form 499-1 Teleworking Agreement
- Procedure 499: Form 499-2 Teleworking Safety Assessment
500 Business Administration
- Procedure 500: Financial Integrity
- Procedure 505: Procurement
- Procedure 505:_Form 505-1: Waiver of Competitive Process
- Procedure 507: Purchasing Cards
- Procedure 507:_Form 507-1 Acknowledgement of Responsibilities
- Procedure 510: Travel Expense Reimbursement – (fillable pdf)
- Procedure 510:_Travel Expense Reimbursement
- Procedure 512-Form 512-1: Board Vehicle Annual Cost Template
- Procedure 512: Board Vehicles and Trailers
- Procedure 515:Trust Funds
- Procedure 516: School Generated Funds-Accounting and Reporting
- Procedure 516:_Form 516-1: Planning and Reporting for Fundraising
- Procedure 516:_Form 516-2: Funds Received Envelope
- Procedure 516:_Form 516-3: Cheque Requisition for School Generated Funds
- Procedure 517: Scholarships Bursaries Awards
- Procedure 517:_Forms: Scholarships Bursaries Awards
- Procedure 519: Board and School Generated Funds Shortages
- Procedure 521: Fees for Learning Materials
- Procedure 527: Student Admissions and Tuition Fees
- Procedure 527:_Form 527-1: New Student Registration
- Procedure 527:_Form 527-2: Request for Admission for students residing outside the Board’s jurisdiction within the Province of Ontario
- Procedure 527:_Form 527-2b: Request for Admission for students residing outside the Board’s jurisdiction but within Canada
- Procedure 527:_Form 527-3: Temporary Method of identification for Registration Purposes
- Procedure 529: Student Accident Insurance
- Procedure 531: Cafeterias in Schools
- Procedure 534: Vandalism Theft Damage or Loss
- Procedure 535: Facilities Protection and Monitoring
- Procedure 536: Safety and Security of Buildings
- Procedure 537: Keys and Security Systems
- Procedure 537:_Form 1: Access Card Registration
- Procedure 538: Signage Restricted Access Ban Smoking
- Procedure 540: Community Use of Schools
- Procedure 543: Use of Video Surveillance Cameras
- Procedure 543:_Form 543-1_Notice of Video Surveillance in schools/buildings
- Procedure 543:_Form 543-2_Viewing, Storing and/or Releasing Recorded Video (pdf fillable form)
- Procedure 550: Building and Property Improvements
- Procedure 550:_Form-1: Building and Property Improvements
- Procedure 552: Maintenance of Buildings Grounds Equipment
- Procedure 555: Maximizing Use of School Space
- Procedure 556: School Yard Improvement Areas Playground Equipment
- Procedure 556:_Form 556-1: School Yard Improvement Areas Playground Equipment
- Procedure 556:_Form 556-2: School Yard Improvement Areas Playground Equipment
- Procedure 556:_Form 556-3: School Yard Improvement Areas Playground Equipment
- Procedure 557: Snow and Ice Removal
- Procedure 557:_Snow and Ice Removal Form 557-1
- Procedure 558: Sprinkler Hose Cabinets Fire Pumps
- Procedure 560: Use of Electrical Appliances and Vending Machines
- Procedure 562: Electrical System Service for Public Safety
- Procedure 568: Installation and Application of Building Materials
- Procedure 570:Community Planning and Partnership
- Procedure 575: Child Care Programs in Schools
- Procedure 580: Disposal of Real Property
- Procedure 585: Safe Drinking Water
- Procedure 586: District Courier Service
- Procedure 590: Transportation of Students
- Procedure 591: Use and Display of Flags
- Procedure 592: Bell Times and Instructional Day
- Procedure 593: Cellular Devices
- Procedure 593: Cellular Devices Form 593-A HPEDSB Owned Cellular Device Agreement
- Procedure 593: Cellular Devices Form 593-B Personal Cellular Device Expense Reimbursement Agreement
- Procedure 594: Management of Construction Projects
This Administrative Procedures Manual is designed to be the primary written source of administrative direction for the staff of Hastings and Prince Edward District School Board.
There are five categories in which administrative procedures are placed in the Manual. The categories are:
100 General Administration 200 Educational Programs and Materials These procedures describe school organization, the curriculum, instructional strategies, and curriculum resources. 300 Students 400 Personnel and Staff Relations 500 Business Administration |
A logical flow of procedures is attempted within the categories. For example, criteria for student admission is followed by various supports for student health and well-being, followed by safe schools issues and discipline, and lastly, by evaluation procedures.
Gaps in the numbering sequence facilitate the insertion of additional administrative procedures that may be developed at a future time.
Board Policies
Board Policies
- Policy 01: Board Vision, Mission and Priorities
- Policy 02: Governance By-Laws and Standing Rules
- Policy 02: Governance By-Laws and Standing Rules-By Law 13.1
- Policy 02: Governance By-Laws and Standing Rules-By-Law 13.2
- Policy 02: Governance By-Laws and Standing Rules-By-Law 13.3
- Policy 02: Governance By-Laws and Standing Rules-By-Law 13.4
- Policy 02: Governance By-Laws and Standing Rules-By-Law 13.5
- Policy 02: Governance By-Laws and Standing Rules-By-Law 13.6
- Policy 02: Governance By-Laws and Standing Rules-By-Law 13.7
- Policy 02: Governance By-Laws and Standing Rules-By-Law 13.8
- Policy 02: Governance By-Laws and Standing Rules-By-Law 13.9
- Policy 03: Board Operations
- Policy 04: Board Job Description
- Policy 05: Director Job Description
- Policy 06: Delegation of Authority
- Policy 07: Policy Development Review
- Policy 08: Board Members Code of Conduct
- Policy 09: Role of Board Member
- Policy 10: Duties of Chair and Vice-Chair
- Policy 11 Committees of the Board
- Policy 11-A Committee of The Whole
- Policy 11-B Executive Committee
- Policy 11-C Budget/Finance Committee
- Policy 11-D Special Education Advisory Committee
- Policy 11-E Supervised Alternative Learning (SAL) Committee
- Policy 11-F Audit Committee
- Policy 11-GParent Involvement Committee
- Policy 11-H Accessibility Advisory Committee
- Policy 11-IStudent Discipline Committee
- Policy 11-J Ad-Hoc Committees
- Policy 12: External Committees Advocacy
- Policy 13: Student Discipline Process
- Policy 14: Termination of Teachers
- Policy 15: Student Enrolment School Capacity Pupil Accommodation Review
- Policy 16: Selection of Director
- Policy 17: Transportation of Students
- Policy 18: Learning Foundation
- Policy 19: Board Improvement Planning for Student Achievement (BIPSA)
- Policy 20: Equity
Policy 3 Forms
- Policy 3-A Delegations and Presentations – Form 3-1 Delegation Form
- Appendix B_Policy_03_Board_Operations_F003-2 Trustees
This Board Policy Handbook has been developed to highlight and support the very important governance function of Hastings and Prince Edward District School Board. In addition to clearly defining the role of the board, the role of the director of education and the delegation of authority from the board to the director, it includes the following as policies:
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Resource Guides
Resource Guides
- 2021-2024 Equity Action Plan
- Anti-Sex Trafficking Protocol Resource guide
- Attendance Best Practice Resource Guide, Every Day Counts
- Bullying Prevention and Intervention
- Community Threat Assessment Protocol
- Connections Resource Guide, Seamless Transitions for Students with Autism Spectrum Disorder
- Gender Identity and Gender Expression
- Immunization Disclosure Protocol
- Individual Education Plan (IEP) Development Support Document
- IOL User Guide 2019
- Planning for Programming and Assessment to Support Learning in Kindergarten, Resource Guide
- Progressive Discipline and Promoting Positive Student Behaviour
- Regional Program Guide – Kindergarten to Grade 12
- Religious Accommodation Guideline
- Resource Guide for Identification of Intellectual Giftedness
- Science Education Safety Resource Guide Grades 9 – 12
- St. John Ambulance Therapy Dog Program Resource Guide
- Technological Education Safety Guidelines
- Writing Effective Report Card Comments, Resource Guide