POLICY CODE: B 3.15 Policy Statement: The London District Catholic School Board of Trustees in recognition of its public responsibility and the confidence placed in the educational system establishes a framework and process for developing, implementing, revising and amending policies to enable students to live and to contribute as responsible Catholics in any society and for staff to support and achieve the mission and vision of Catholic education as outlined in the Ontario Catholic Graduate Expectations. Purpose: Policies are a statement or positions of a principle, intent or belief adopted by the Board of Trustees that provides the framework for the development of a course of action. It is a commitment by which the Board is held accountable to the public. Application and Scope: To ensure that this accountability is realized in its policy making the Board will: Develop and approve new policies and revise or amend policies in accordance with the Education Act, Regulations, Memorandums, Board By-Laws and the laws of Canada and the province of Ontario; Reflect the aims of the Board as set out in its Mission Statement, Foundation and Basic Commitment to Faith, Learning and Achievement Policy and its goals as outlined in the Multi-Year Strategic Plan; Promote the use of a sound decision-making framework; Encourage the participation of interested groups and individuals at certain stages in the policy making process; Delegate to its staff the necessary authority to develop administrative procedures for the implementation of policy that are consistent with the purpose, application, scope, principles, requirements and expected outcomes of the policy. Provide for discretionary action by senior staff in meeting day-to-day situations, but specific enough to provide clear guidance and consistency of practice; Make arrangement for evaluation and feedback so that policies can be continuously under review for revision, amendment or deletion, if necessary; Outline the purpose, application, scope, principles, requirements and expected outcomes of each policy; Page 1 of 5
Align policies as required to legal advice to ensure compliance with the law; and Write and develop policies so as to assure expected outcomes can be monitored and evaluated for effectiveness and success. 1.0 Principles: 1.1 The London District Catholic School Board recognizes its corporate responsibility to set policy. Therefore, in keeping with its Mission, the Board affirms its duty to develop, revise, amend, approve and implement policies that are consistent with the Gospel of Jesus and the Ontario Catholic Graduate Expectations. 1.2 In order to facilitate appropriate involvement of stakeholders, the Board shall maintain a policy development process that is simple yet safeguards the responsibility of the Board to establish policies that provide ongoing direction to the system. 1.3 By-Laws relate to the internal operations of the Board of Trustees and unless specified otherwise do not refer to policy. The development, revisions, amendments or deletion of by-laws will follow the same principles and requirements as a policy. 1.4 The development, revision, amendment and implementation of policies must be part of a transparent process that engages key stakeholders within the Catholic education community and unless prohibited by legislation, all policy deliberations and decisions will be made in public meetings. 1.5 Affected or interested stakeholders will have the opportunity to provide input prior to the Board adopting a new policy. 1.6 Input should be sought for proposed modifications to existing policies unless the Board determines that the nature of the modification do not require further input. 1.7 Policies will be effective upon adoption or at a later date set by the Board. A later date will be provided when deemed necessary to ensure that affected or interested groups have an opportunity to become familiar with the requirements of the new policy prior to its implementation. Requirements: 2.0 Notification, Approval and Maintaining Policies 2.1 Notice will be given to trustees of the intent to deal with a policy by having the item appear on the agenda of the meeting. Page 2 of 5
2.2 All policies must be approved by the Board of Trustees. Changes to policy that are necessitated by government regulation and are of a technical nature or are considered minor and having no impact on the intended meaning, outcome or process of the policy will be sent to the Board for final approval only. 2.3 The Director of Education is responsible for keeping the Board advised as to evaluation and feedback procedures relative to existing policies and/or implications of new policies. 2.4 The Director of Education is responsible for maintaining a current electronic copy of all policies and that policies are posted on the London District Catholic School Board website as they are approved by the Board of Trustees. 2.5 The Director of Education or designate, is responsible for developing administrative procedures that are consistent with the purpose, application, scope, principles, requirements and expected outcomes of the Board policy. 3.0 Process 3.1 Policies will be consistent with the mission, vision and governing values of the London District Catholic School Board of Trustees. 3.2 The Director of Education shall recommend to the Board of Trustees through its Advisory Committee on Policy, the policies to be developed, revised, amended and reviewed and brought to the Board for approval on an annual basis or as required. Such recommendations shall be based on legislative requirements, the needs of the system, current issues and input received from stakeholders and members of the Catholic education community. 3.3 In consultation with the Chair, the Director of Education shall recommend to the Board of Trustees through its Advisory Committee on Policy, By-Laws that should be developed, revised, amended, reviewed or deleted as part of a regular cyclical review or as required. 3.4 In accordance with By-Law CODE 3.10 an individual trustee may initiate the preparation of a policy statement or an amendment to policy or by-law through a notice of motion. The subsequent motion should contain sufficient information to provide the Board of Trustees and administration as to the intent/purpose of the policy/by-law or amendment. Such motion upon approval will be referred to the Advisory Committee on Policy or directly to administration for study and report. 3.5 A policy should only address one topic. Referrals or recommendations for new policies may require the drafting of two or more policies to address the intent of the initiation motion (trustee) or recommendation (stakeholder or administration). Page 3 of 5
3.6 Administration will conduct necessary research to assure the integrity of the policy statement, purpose, scope, application, principles, requirements and expected outcomes. 4.0 Preparation of Policy New or Revised In most circumstances the development and approval of policy will align to the following sequence: 4.1 Administration will draft the policy or prepare revisions and amendments for review by the Advisory Committee on Policy. 4.2 Advisory Committee on Policy will review and advise Director of Education on recommendation for first reading and referral to the Board of Trustees or direct the policy for further consideration to Administration. 4.3 The proposed policy or revision or amendments will be presented to the Board of Trustees to receive First Reading. This does not imply support but simply begins the process of deliberation and consultation. 4.4 On receiving First Reading, the Board of Trustees may refer the policy to the Advisory Committee on Policy or to Administration for further review and recommendation. 4.5 The Board of Trustees shall seek input and response from groups including but not limited to Advisory Committees of the Board, employee and union groups and associations, London District Catholic School Council/Parent Involvement Committee, student cabinet and the greater Catholic or district community. The Board may also direct input from specific affected or interested groups. 4.6 Administration shall review and consider all input and as necessary prepare new policy or revisions or amendments for review by Advisory Committee on Policy in preparation for referral the Board of Trustees for final reading. 4.7 The Advisory Committee on Policy will review and advise the Director of Education on recommendations for final reading and referral to the Board of Trustees. 4.8 The new policy or revision or amendment will be presented to the Board of Trustees for final reading and approval. Approval of the policy or revision or amendment after receipt of a recommendation shall be final approval. 4.9 All policies must be approved by the Board of Trustees. Page 4 of 5
5.0 Expected Outcomes of Policy 5.1 This policy will articulate in a clear manner the expected format/template to be used for all written policies for the London District Catholic School Board. 5.2 That the policy will result in a robust set of policies which bring clarity to the statement or positions of principle, intent or belief adopted by the Board of Trustees for a particular course of action. 5.3 That through the process of input from a variety of groups or as specifically directed by the Board of Trustees a greater transparency is achieved related to policy development. 5.4 That the policy will promote and provide greater communication and input from various groups or as specifically directed by the Board of Trustees. Adopted: January 5, 1998 Revised: June 25, 2018 Page 5 of 5