Board Resources

Administrative Procedures

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:

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

• 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 Program and Human Rescources Committee
• Policy 11-C Operations and Finance Committee
• Policy 11-D Executive Committee
• Policy 11-E Budget Committee
• Policy 11-F Student Enrolment/School Capacity Committee
• Policy 11-G Special Education Advisory Committee
• Policy 11-H Supervised Altrnative Learning (SAL) Committee
• Policy 11-I Audit Committee
• Policy 11-J Accessibility Advisory Committee
• Policy 11-K Parent Involvement Committee
• Policy 11-L Student Discipline Committee
• Policy 11-M 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 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:

Resource Guides

• 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
• 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
• Tragic Event and Crisis Response Resource Guide
• Writing Effective Report Card Comments, Resource Guide

Accommodation reviews for schools in Belleville, Centre Hastings and Prince Edward County

• Belleville, Board Meeting Report, Final Recommendations, June 19, 2017 (Pdf)
  • Final Belleville ARC Report, May 2017 (Pdf)
• Centre Hastings, Board Meeting Report, Final Recommendations, June 19, 2017 (Pdf)
  • Final Centre Hastings ARC Report, April 2017 (Pdf)
• Prince Edward County, Board Meeting Report, Final Recommendations, June 19, 2017 (Pdf)
  • Final Prince Edward County ARC Report, May 2017 (Pdf)

Background

Hastings and Prince Edward District School Board (HPEDSB) is committed to providing the best educational opportunities while ensuring fiscal responsibility and to enhancing the learning environment in its schools for all students.

From time to time the Board will consider the need to consolidate, close or relocate a school(s) due to changes in curriculum, program demands, student enrolment, community demographics and other factors. In some circumstances these considerations may result in the need to carry out an accommodation review for a school or group of schools. The Board may recommend that an Accommodation Review Committee (ARC) be formed, as outlined in Policy 15: Student Enrolment/School Capacity – Pupil Accommodation Review.

The Board is committed to the following guiding principles:

• Student achievement and well-being.
• Effective stewardship of school board resources.
• Student curriculum and program needs, as well as funding and renewal needs, will drive facility planning.
• Upgrades to the condition of facilities will occur where feasible.
• The Board will comply with Ministry of Education guidelines for school consolidation and closure decisions.
• The Board will exemplify open decision-making, Board oversight and public participation in capital planning.

Approved accommodation reviews

Accommodation reviews have been approved for the Belleville and Madoc areas and a number of schools in Prince Edward County. An accommodation review happens through the school board, with public input, to determine the future of a school or group of schools. Accommodation reviews follow a very specific schedule over about seven months (Pdf).

School board officials will be working with principals to organize accommodation review committees (ARCs) (Pdf) in each area. The ARC is a committee established by the school board that represents the affected school(s) of an accommodation review. The ARC acts as an official conduit for information shared between the school board and the school communities.

Members of an ARC include:

• the school principal or designate
• one teacher
• one non-teaching staff member
• three parents, one of whom is the school council chair or designate
• two municipal/business/community members
• one intermediate or secondary student

Accommodation review reference documents

• Letter to families/students of affected schools, November 23, 2016 (Pdf)
• Accommodation review areas (Belleville, Centre Hastings, Prince Edward County) (Pdf)
• Timeline for an accommodation review (Pdf)

• Initial recommendation report about the Belleville schools (Pdf)
• Initial recommendation report about the Centre Hastings schools (Pdf)
• Initial recommendation report about the Prince Edward County schools (Pdf)

Information bulletins

• Bulletin #9: Decisions have been made, now what?, June 2017 (Pdf)
• Bulletin #8: Understanding accommodation reviews, December 2016 (Pdf)
• Bulletin #7: The plan is in place, now what?, October 2016 (Pdf)
• Bulletin #6: Making sense of Facility Condition Index data, September 2016 (Pdf)
• Bulletin #5: Date extended for public input, June 2016 (Pdf)
• Bulletin #4: Next steps in the long-term capital and accommodation planning process, May 2016 (Pdf)
• Bulletin #3: Looking at enrolment data, May 2016 (Pdf)
• Bulletin #2: A road map for future planning, April 2016 (Pdf)
• Bulletin #1: Our commitment is to students, April 2016 (Pdf)

Upcoming meeting dates

• Public Student Enrolment/School Capacity Committee meetings

Resources and links

• Policy 15: Student Enrolment/School Capacity: Pupil Accommodation Review (Pdf)
• Policy 17: Transportation of Students (Pdf)
• Procedure 178: Accommodation Review Committee (ARC) (Pdf)
• Procedure 570:Community Planning and Partnerships (Pdf)
• Long-Term Capital and Accommodation Plan, October 2016 (Pdf)
• Watson & Associates Economists Ltd, Long-Term Capital Study Report and Recommendations, November 9, 2015 (Pdf)
• Letter from the Minister of Education regarding Pupil Accommodation Reviews and Support for Education Rural and Remote Communities, March 6, 2017 (Pdf)
• Facility Condition Index
• Guide to Pupil Accommodation Reviews (Pdf)
• Pupil Accommodation Reviews
• TVO video: “An Education For All” Jan. 16, 2017. The episode examined what school boards across Ontario are facing with regards to tough choices when it comes to closing and merging schools.

Contact information

Toll-free: 1-800-267-4350

Phone: 613-966-1170 extension 62201

Fax: 613-962-1048

Email: [email protected]

Accommodation review of Belleville schools

Background

Accommodation reviews were approved for the Belleville and Madoc areas and a number of schools in Prince Edward County in November 2016. An accommodation review happens through the school board, with public input, to determine the future of a school or group of schools.

• Schools included in the Belleville accommodation review (Pdf)
• Initial recommendation report about the Belleville schools (Pdf)

Accommodation review final recommendations

On June 19, 2017, Board members made the following recommendations for Belleville area schools:

• Recommendation 1: Consolidate Hillcrest School and Prince of Wales Public School at Prince of Wales Public School, effective September 2017. Hillcrest will close at the end of June 2017.
• Recommendation 2: Consolidate Moira Secondary School and Quinte Secondary School at Moira Secondary School, effective September 2018. Rebrand the consolidated school with a new name and logo. Modify boundaries so that some Quinte students move to Centennial Secondary School in order to ensure an equitable distribution of students for programming purposes. Seek Ministry of Education funding/approval to build a new 9-12 school in Belleville, in consultation with the City of Belleville. Potential locations could include the former Hillcrest School site, current Moira site or another location in east Belleville. If funding/approval for a new school is not approved, seek Ministry of Education funding/approval for an addition/renovation to Moira Secondary School.
• Recommendation 3: Consolidate Queen Elizabeth Public School (Belleville) and Queen Victoria School, pending submission of a business case to the Ministry of Education seeking funding/approval to build a new K-8 school in Belleville in consultation with the City of Belleville. Potential locations could include the current Queen Elizabeth site or another location in east Belleville. Should funding/approval for a new school not be approved, seek Ministry of Education funding/approval for an addition/renovation to Queen Elizabeth School. Harry J. Clarke Public School students would remain at the current site.
• Recommendation 4: Relocate Grade 7 and 8 students from Sir John A. Macdonald School to Centennial Secondary School, creating a 7-12 school, effective September 2017.
• Recommendation 5: Revise attendance boundaries between Sir John A. Macdonald School and Susanna Moodie Elementary School effective September 2018. Families with children registered at Sir John A. Macdonald School will not be impacted by the attendance boundary changes.
• Recommendation 6: Continue to explore opportunities for community partnerships for the consolidated school(s), including child care opportunities that are aligned with the 2015-2020 Strategic Plan priorities.

Administrative Review

Following the final recommendations by the Board of Trustees, if accommodation review participants believe that the accommodation review did not comply with the board’s policy, they may submit a formal request to the Ministry of Education for an  administrative review of the process. Administrative review requests are considered by the ministry and may be granted if serious deficiencies have been identified and substantiated.

The administrative review is not an assessment of the Board of Trustees’ decision, but of whether the school board’s process followed its pupil accommodation review policy. The report from the administrative review cannot overturn a school board’s decision. The reviewer’s report is given to the Minister of Education who shares it with the Board of Trustees and with the public. It is the Board of Trustees that decides how to proceed in light of the review.

A request for an administrative review for Quinte Secondary School was filed with the Ministry of Education by July 19, 2017 (within the required 30-day timeframe).

Below is the HPEDSB response with links to appendices.

Administrative Review for Quinte Secondary School

→ HPEDSB response  to the request for an Administrative Review for Quinte Secondary School, submitted to the Ministry of Education on August 19, 2017 (Pdf)

→ Ministry of Education confirms no further action Ministry response not to appoint a facilitator for Quinte Secondary School, September 20, 2017 (Pdf)

• Appendix 1
  • Policy 15: Student Enrolment School Capacity: Pupil Accommodation Review (Pdf)
  • Procedure 178: Accommodation Review Committee (ARC) (Pdf)
• Appendix 2
  • Board Report No. B-2, dated June 19, 2017 (Pdf)
• Appendix 3

• Watson Report (Pdf)

• Appendix 4
  • Long-Term Capital Plan (Pdf)
• Appendix 5
  • Initial Report (Pdf)
• Appendix 6
  • Screen shots of the relevant Board web pages
• Appendix 7
  • Belleville Area Accommodation Review Final Report (Pdf)
• Appendix 8
  • Belleville Area Accommodation Review Recommendations (Pdf)
• Appendix 9
  • Bulletin #9 Long-Term Capital & Accommodation Planning: Decisions have been made, now what? (Pdf)
• Appendix 10
  • Capital Planning Forecast documents
    • VFA Requirement Forecast Report  for Quinte Secondary School (Pdf)
    • VFA Requirement Forecast Report for Moira Secondary School (Pdf)
    • VFA Requirement Forecast Report for Centennial Secondary School (Pdf)
• Appendix 11
  • School Profile for Quinte Secondary School (Pdf)
  • School Profile for Moira Secondary School (Pdf)
  • School Profile for Centennial Secondary School (Pdf)
• Appendix 12
  • Public Meeting Agenda, June 19, 2017 (Pdf)
• Appendix 13
  • Board Meeting Update #144

Contact information

Toll-free: 1-800-267-4350

Phone: 613-966-1170 extension 62201

Fax: 613-962-1048

Email: [email protected]

Accommodation review of Centre Hastings schools

Background

Accommodation reviews have been approved for the Belleville and Madoc areas and a number of schools in Prince Edward County. An accommodation review happens through the school board, with public input, to determine the future of a school or group of schools.

• Schools included in the Madoc/area accommodation review (Pdf)
• Initial recommendation report about the Centre Hastings schools (Pdf)

Accommodation review final recommendations

On June 19, 2017, Board members made the following recommendations for Madoc/area schools:

• Recommendation 1: Madoc Township Public School becomes K-8 effective September 2017, with Grade 7 and 8 students from Madoc Public School who live within the Madoc Township boundary returning to Madoc Township. Madoc Public remains a K-8 school.
• Recommendation 2: Consolidate Centre Hastings Secondary School, Madoc Public School and Madoc Township Public School pending submission of a business case to the Ministry of Education for funding to build a new K-12 school located in the Madoc area, and in consultation with the municipality regarding location options and plans to enhance green space for the K-12 school. Should a business case for a new K-12 school not be approved by the Ministry of Education, consolidate Madoc Public School and Centre Hastings Secondary School as a K-12 school pending Ministry of Education approval for an addition and/or renovations at Centre Hastings Secondary School along with funding to demolish Madoc Public School, and subject to the provision of complete architectural drawings showing separation of learning and designated outdoor activity areas for elementary and secondary students, and upon funding approval, the subsequent demolition of Madoc Public School to create green space for the K-12 school.
• Recommendation 3: Continue to explore opportunities for community partnerships for the consolidated school(s), including child care opportunities that are aligned with the 2015-2020 Strategic Plan priorities.

Contact information

Toll-free: 1-800-267-4350

Phone: 613-966-1170 extension 62201

Fax: 613-962-1048

Email: [email protected]

Accommodation review of Prince Edward County schools

Background

Accommodation reviews have been approved for the Belleville and Madoc areas and a number of schools in Prince Edward County. An accommodation review happens through the school board, with public input, to determine the future of a school or group of schools.

• Schools included in the Prince Edward County accommodation review (Pdf)
• Initial recommendation report about the Prince Edward County schools (Pdf)

Accommodation review final recommendations

On June 19, 2017, Board members made the following recommendations for Prince Edward County schools:

• Recommendation 1: Sophiasburgh Central School remains open subject to conditions the following conditions being in place:
  • All agreements relative to establishing “The Sophiasburgh Opportunity” a community hub at Sophiasburgh Central School, are signed in accordance with Administrative Procedure 570: Community Planning and Partnerships (October 2015);
  • Signed contractual agreement(s) with the Sophiasburgh Community Hub and The County of Prince Edward fund sourcing and governance building stakeholders are required by no later than April 30, 2018;
  • Student population sustainability to ensure program viability must be part of the ongoing contractual considerations.

If signed contractual agreement(s) for the establishment of a financially viable community hub at Sophiasburgh Central School are not in place by May 1, 2018, the students from Sophiasburgh Central School will be consolidated with students at Prince Edward Collegiate Institute for September 2018 and Sophiasburgh would close.

• Recommendation 2: Consolidate Pinecrest Memorial Elementary School and Queen Elizabeth School (Picton) at Queen Elizabeth School effective September 2017 to form a K-6 school. Pinecrest will close at the end of June 2017.
• Recommendation 3: Relocate Grade 7 and 8 students from Pinecrest Memorial Elementary School and Queen Elizabeth School (Picton) to Prince Edward Collegiate Institute effective September 2017 creating a 7-12 school.
• Recommendation 4: Effective September 2018, consolidate students from Queen Elizabeth School (Picton) and Prince Edward Collegiate Institute at Prince Edward Collegiate Institute, creating a K-12 school. Queen Elizabeth School would close at the end of June 2018.
• Recommendation 5: Continue to explore opportunities for community partnerships for the consolidated school(s), including child care opportunities that are aligned with the 2015-2020 Strategic Plan priorities.

Administrative Reviews

Following the final recommendations by the Board of Trustees, if accommodation review participants believe that the accommodation review did not comply with the board’s policy, they may submit a formal request to the Ministry of Education for an  administrative review of the process. Administrative review requests are considered by the ministry and may be granted if serious deficiencies have been identified and substantiated.

The administrative review is not an assessment of the Board of Trustees’ decision, but of whether the school board’s process followed its pupil accommodation review policy. The report from the administrative review cannot overturn a school board’s decision. The reviewer’s report is given to the Minister of Education who shares it with the Board of Trustees and with the public. It is the Board of Trustees that decides how to proceed in light of the review.

Requests for an administrative review for Pinecrest Memorial Elementary School and Queen Elizabeth School were filed with the Ministry of Education by July 19, 2017 (within the required 30-day timeframe).

Below are the HPEDSB responses with links to appendices.

Administrative Review for Queen Elizabeth School

→ HPEDSB response  to the request for an Administrative Review for Queen Elizabeth School, submitted to the Ministry of Education on August 17, 2017 (Pdf)

→ Ministry of Education confirms no further action Ministry response not to appoint a facilitator for Queen Elizabeth School, September 15, 2017 (Pdf)

Administrative Review for Pinecrest Memorial Elementary School

→ HPEDSB response  to the request for an Administrative Review for Pinecrest Memorial Elementary School, submitted to the Ministry of Education on August 16, 2017 (Pdf)

→ Ministry of Education confirms no further action Ministry response not to appoint a facilitator for Pinecrest Memorial Elementary School, September 15, 2017 (Pdf)

• Appendix 1
  • Policy 15: Student Enrolment School Capacity: Pupil Accommodation Review (Pdf)
  • Procedure 178: Accommodation Review Committee (ARC) (Pdf)
• Appendix 2
  • Board Report No. B-4, June 19, 2017 (Pdf)
• Appendix 3
  • Initial Report (Pdf)
• Appendix 4
  • Screen shots of the relevant Board web pages
• Appendix 5
  • Question and Answer Chart (Pdf)
• Appendix 6
  • Prince Edward County Area Accommodation Review Final Report (Pdf)
• Appendix 7
  • Prince Edward County Area Accommodation Review Final Recommendations (Pdf)
• Appendix 8
  • Capital Planning Forecast documents
    • VFA Requirement Forecast Report  for Sophiasburgh Central School (Pdf)
    • VFA Requirement Forecast Report for Queen Elizabeth School (Pdf)
    • VFA Requirement Forecast Report for Prince Edward Collegiate Institute (Pdf)
    • VFA Requirement Forecast Report for Pinecrest Memorial Elementary School (Pdf)
    • VFA Requirement Forecast Report for Kente Public School (Pdf)
    • VFA Requirement Forecast Report for C.M.L. Snider School (Pdf)
• Appendix 9
  • Condition Assessment Reports
    • Prince Edward Collegiate Institute: Mechanical and Electrical (Pdf)
    • Prince Edward Collegiate Institute: Architectural and Site (Pdf)
    • Sophiasburgh Central School (Pdf)
    • Queen Elizabeth School (Pdf)
    • Pinecrest Memorial Elementary School (Pdf)
    • Kente Public School (Pdf)
    • C.M.L. Snider School (Pdf)
• Appendix 10
  • Transportation Ride Times for Queen Elizabeth School and Sophiasburgh Central School (Pdf)
• Appendix 11
  • School Information Profiles
    • Prince Edward Collegiate Institute (Pdf)
    • Sophiasburgh Central School (Pdf)
    • Pinecrest Memorial Elementary School (Pdf)
    • Kente Public School (Pdf)
    • C.M.L. Snider School (Pdf)
• Appendix 12
  • Transition Plan from the Special Education Advisory Committee (Pdf)
• Appendix 13
  • Community Planning and Partnerships Guideline, Ministry of Education (Pdf)
• Appendix 14
  • Procedure 570: Community Planning and Partnerships (Pdf)
• Appendix 15
  • Policy 8: Board Members’ Code of Conduct (Pdf)

Contact information

Toll-free: 1-800-267-4350

Phone: 613-966-1170 extension 62201

Fax: 613-962-1048

Email: [email protected]