Public input on this draft document is welcome. Visit www.ugdsb.on.ca/policy or write to
Policy, UGDSB, 500 Victoria Rd. N., Guelph ON N1E 6K2. Deadline is May 30, 2016.
Public Concerns
Procedures Manual 215-A
Category:
Administered by:
First Adopted:
Revision History:
Next Review:
1.
Community Relations
Director of Education
June 2016
2020-2021 School Year
General
The Upper Grand District School Board believes in developing strong and
positive relationships with students, parents/guardians and the community. It is
also committed to addressing concerns of stakeholders in a fair, respectful and
timely manner.
UGDSB is guided by the Education Act of Ontario and Board policies and
procedures and believes that the process of public concerns is an opportunity to
enhance relationships with students, parents/guardians and the community.
It is the practice of UGDSB that stakeholder concerns and questions be
addressed at the closest level to the issue.
2.
Definitions
Director of Education
The Director of Education is the chief executive officer and chief education officer
of the school board. The Director is the sole employee who reports directly to the
Board and acts as secretary to the Board. All school board staff report either
directly or indirectly to the Director of Education.
Stakeholder
The term stakeholder refers to anyone who is invested in the success and wellbeing of students, including parents, guardians, families, community members,
school administrators, teachers, staff members, local business leaders, elected
officials and the students themselves. Stakeholders may also be organizations,
advocacy groups, parent-teacher organizations, school councils, teacher unions,
local businesses, media outlets and cultural institutions.
June 2016
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Superintendents of Education
Superintendents lead and supervise schools and programs, working with
principals and staff to ensure that schools operate according to ministry and
Board policy. Superintendents are often responsible for families (groups) of
schools, and may also be assigned to oversee board-wide programs.
Service de transport de Wellington-Dufferin Student Transportation
Services (STWDSTS)
STWDSTS is a consortium of five school boards providing transportation for
eligible students living in Wellington and Dufferin Counties.
Trustees
School board trustees are the members of the district school board. They are locallyelected representatives of the public, and they are the community’s advocate for public
education. They are required to carry out their responsibilities in a manner that assists
the Board in fulfilling its duties under the Education Act.
3.
Steps for Addressing Concerns
3.1
Step 1 – Review of the issue with the child’s teacher
The parent, guardian or 18+ student should bring concerns or issues
forward to the classroom teacher or appropriate member of staff for
resolution.
3.1.1
3.2
In the case of a concern expressed by a community member,
contact should be initiated with the principal of the school rather
than classroom teachers.
Step 2 – Review by the school principal
If the parent/guardian and the classroom teacher are not able to resolve
the issue, the parent/guardian should request that the issue be reviewed
by the school principal (or designate). The school principal (or designate)
will review the issue and work to resolve the issue.
3.2.1
June 2016
In the case of a concern about an Individual Education Plan (IEP)
that cannot be resolved by the principal alone, the Special
Education Consultant assigned to the school will work with the
parent/guardian and the principal to resolve the issue.
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3.2.2
3.3
In the case of a concern about a student suspension or explusion,
parents/guardians may follow the appeal processes outlined in the
Safe Schools Procedures Manual 503-A.
Step 3 – Review by the superintendent of education
If the parent/guardian and the school principal are not able to resolve the
issue, the parent/guardian should request that the issue be reviewed by
the school’s superintendent of education (or designate). The
superintendent (or designate) will review the matter as it relates to the
Board’s established policies and procedures and the Education Act of
Ontario and will respond to the parent/guardian regarding their concern.
3.3.1
3.4
In the case of a concern expressed about an IEP that cannot be
resolved by the school superintendent, the Superintendent of
Program will assist to resolve the issue.
Step 4 – Review by the Director of Education
If the parent/guardian and the superintendent of education are not able to
resolve the issue, or in the case of an IEP issue the Superintendent of
Program, the parent/guardian should request that the issue be reviewed
by the Director of Education (or designate). The Director of Education (or
designate) will review the matter and respond to the parent/guardian
regarding their concern.
3.5
Step 5 – Register as a delegation and present to trustees
If the parent/guardian and the Director of Education are not able to resolve
the issue, the parent/guardian may register as a delegation and make a
presentation to trustees by contacting the Chair of the Board. In
accordance with the Education Act, the presentation may be closed to the
public if the matter involves the disclosure of intimate, personal or financial
information about a pupil, parent or guardian.
4.
Matters that cannot be discussed by staff
4.1
June 2016
Although the subject matter of meetings between parents/guardians and
staff may be fairly broad, these meetings will generally relate to the
education of the parents’ or guardians’ child at the school in question.
There are certain matters staff members are unable to discuss with
parents, guardians or community members, including personal details or
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specific disciplinary measures of other student(s), and matters related to
staff performance or personnel issues.
5.
6.
7.
Representatives of the Parent/Guardian
5.1
Parents/guardians may choose to have an advocate (i.e. support person,
translator, etc.) of their choosing in attendance at meetings with staff,
subject to any limitations under existing laws or statutes. Any costs or
expenses associated with such a representative are the responsibility of
the parent/guardian.
5.2
Principals, staff and parents or guardians will be notified in advance of a
meeting as to the role/position of who is anticipated to be in attendance.
5.3
A representative supporting the parent/guardian must agree at the outset
of a meeting to respect and maintain the confidentiality of any matter
discussed between parents or guardians and staff.
Role of the Trustee
6.1
Parents/guardians may contact trustees at any time.
6.2
Trustees shall direct the parent/guardian to the steps outlined in section 3,
which should be followed in resolving any concerns.
6.3
Trustees will facilitate this process by providing information and direction
with regard to the staff person that parents/guardians should contact in the
Board.
6.4
Trustees are not a representative of the parent/guardian.
Role of Service de transport de Wellington-Dufferin Student
Transportation Services (STWDSTS)
7.1
With regard to concerns about student transportation, the policies and
procedures of both the Board and STWDSTS may apply.
7.2
Parents are encouraged to contact the school administration regarding
any issue that directly relates to the school, or the students of the school.
The school principal will work with STWDSTS to resolve any issues or
concerns brought forward by the parent/guardian, or when appropriate
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may request that the parent/guardian contact STWDSTS themselves for
the resolution of individual student concerns or questions.
7.3
June 2016
If and when appropriate, parents may also contact STWDSTS as a first
step with a concern about student transportation. STWDSTS will work with
the school principal to resolve any issues or concerns, as needed or
required.
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