Ad Hoc Policy Review Committee: April 4, 2024

Written By Cathryne Milburn

The Ad Hoc Policy Committee meeting for the Ottawa-Carleton District School Board took place on April 4, 2024, with me as chair. Staff brought forward seven reports with four recommendations.

I voted in favour of the recommendations in Report 24-013 for Risk Management Policy. This report aims to create a new risk management policy to minimize the risk exposure of the District and the Board, reduce uncertainty, and maximize opportunities for staff and students. Associated with the policy, there will be a living document for the District’s Risk Register which will be updated regularly to respond to the operational environment of the District. This proposed draft was previously brought to the Ad Hoc Policy Committee, Audit Committee, and was posted on the District’s Consultation webpage for public feedback. One of the top concerns heard through the consultation was the use of Artificial Intelligence, and staff are of the view that the risks and opportunities can be incorporated into the Risk Register.

During the discussion, an amendment was brought forward, and I voted against the amendment:

  • THAT a new section 3.6 be added that reads as follows: Where a conflict between section 3.5 regarding student safety and section 3.4 innovative teaching, learning, or education, and it is not overtly clear which should take precedence, it shall be decided in favour of 3.4.

During the discussion, I asked the following (timestamp: 26:33):

  • Question: Have we ever seen a section like this added to a policy like this?
    Answer: No this has not been added to a policy like this.

Since this section has not been added in other policies in other Districts, I did not see the need for this policy. This amendment failed.

The approval of this report will lead to an improvement in the overall governance and decision making and enhance the District’s ability to achieve the strategic objectives of the 2023 to 2027 Strategic Plan through reducing business interruptions and enhancing business continuity. The recommendations were carried.

I voted in favour of the recommendations in Report 24-050 for Pregnancy and Parental Leave for Trustees. This report outlines that Trustees can take up to 20 weeks of pregnancy or parental leave without the authorization of the Board. The leave must be within the requirement for Trustees to attend three board meetings in person. This proposed draft was previously brought to the Ad Hoc Policy Committee and posted on the District’s Consultation webpage for public feedback.

During the discussion, amendments were brought forward, and I voted in favour to change the language in the title of the policy to Pregnancy and Parental Leave for Board Members and Student Trustees. This is reflective of the language used throughout all other policies. The recommendations were carried.

I voted in favour of the recommendations in Report 24-046, Employee Conflict of Interest. This policy includes the different circumstances where employees’ conflicts of interest could arise and how they are managed This proposed draft was previously presented to the Ad Hoc Policy Committee and included updates the policy template, removal of procedural language so it could be captured in a new procedure, alignment to the current Human Rights and equity related policies and procedures and addressing the gaps in the current policy. The recommendations were carried.

I voted in favour of the recommendations in Report 24-051, Changes to the Student Transfer Appeal Process. This report recommends replacing school transfer appeals to trustees with a decision by the school administration. This proposed change is in line with the Education Act and its regulations which do not require school boards to establish a school transfer process nor a mechanism for trustees to hear appeals against administrative school transfer decisions. The proposed changes do not affect the right to appeal a decision made to deny a school transfer request. Families will continue to be able to appeal the original decision made through two avenues: writing to the principal of the receiving school and engaging with the Superintendent. This proposed draft was previously brought to the Ad Hoc Policy Committee and posted on the District’s Consultation webpage for public feedback. One of the top concerns heard through the consultation was that families would have no support from the Trustees as a third party for advocating for families. This report asserts that families will continue to be able to seek trustees’ support at any point in the process and the removal of the third party will encourage families to provide all relevant information in their initial transfer request application. Additionally, there were several additional revisions to help simplify the transfer process and better align the policy with current practice.

During the discussion, an amendment and friendly sub-amendment was brought forward, and I voted in favour:

  • THAT former section 4.6 be reinstated to read as follows:
    Any late transfer requests received after the regular student transfer application period which continue to meet the criteria, may be reviewed in accordance with the related procedures.

The amendment was carried. During the discussion, two amendments were brought forward, and I voted favour:

  • Exceptional Personal Circumstances means unforeseeable or unpreventable events or circumstances beyond a student’s control, which have a negative impact on their academic performance or ability to access the designated school.

The amendment was carried. During the discussion of the overall policy, I asked the following question (timestamp 1:26:20):

  • Question: This could have the view that we are removing support from a third party to advocate for families, and although staff emphasize that families will be able to seek the Trustees’ support at any time, how do staff envision working with Trustees when they are approached by families?
    Answer: Staff understand and want to have the role of advocates involved. There is no reason to change having Trustees act as advocates and in addition, there are translation services available to help all families understand and advocate for their children.

The recommendations for the report were carried.

Staff brought forward Report 24-049 on the Prior Learning Assessment and Recognition for Mature Students for discussion. Mature students are defined as a student who is at least 18 years of age on or after January 1 of the current school year and who is enrolled in a program for the purpose of obtaining an Ontario Secondary School Diploma. This report outlines the guidelines for the implementation of Prior Learning Assessment and Recognition for Mature Students in compliance with Policy and Program Memorandum No. 132, Prior Learning Assessment and Recognition for Mature Students. Students can choose to challenge credits and may earn credits towards their Ontario Secondary School Diploma. Students who choose to challenge for credits may earn up to 16 credits for Grade 9 and Grade 10 at the discretion of the principal and up to 10 credits total for Grade 11 and Grade 12 based on the evaluation of a mature student’s education and/or training credentials and/or other appropriate documentation of learning. Proposed revisions include applying the new policy template, updating the language to reflect the lived experiences of mature students, and clarifying the responsibilities of the board, district, and mature students. The proposed draft will be posted to the District consultation website from This report will be brought back to the Ad Hoc Policy Committee for final approval.

Staff brought forward Report 24-047, on Cooperative Education and Experiential Learning for discussion. This policy supports Cooperative Education and other forms of Experiential Learning for Ottawa-Carleton District School Board secondary school students, in compliance with the Ontario Curriculum. Proposed revisions include applying the new policy template, updating the language to reflect current practices, and clarifying the screening process for employers. The proposed draft will be posted to the District consultation website, This report will be brought back to the Ad Hoc Policy Committee for final approval.

Staff brought forward Report 24-045, on Board Member and Student Trustee Expenses and Support Services for discussion. This policy was brought forward for revision after a Trustee motion at the Ad Hoc Policy Committee in December. This policy was developed in support of legislative requirements under subsection 191.2 of the Education Act which authorizes the Board:

  • To develop policies to provide Board members and student trustees with resources to enable them to fulfill their corporate and constituency responsibilities.

  • To enable Board members and student trustees to claim reasonable expenses they incurred while carrying out their duties as a member of the Board for such items as professional development, communications, office supplies and services, hospitality, and business travel.

Proposed revisions include applying the new policy template, clarifying ineligible expenses, and creating a new section to discourage self-promotion by defining it and making it an ineligible expense. During the discussion I asked the following question (timestamp 1:52:30):

  • Question: This policy leaves a lot of discretion up to the Chair on what will be approved and not approved. I would like to see a more wholesome list under item 2.20 or 2.24 or in the appendix on what is likely to be approved or not approved. For example, we will not cover the expenses of a website or the purchase of school swag.
    Answer: We can take a look at doing groupings of expenses and how to balance the policy and procedures.

This report will be brought back to the Ad Hoc Policy Committee for final approval.

Please note, that the opinions expressed here are entirely my own and do not reflect an official position of the Ottawa-Carleton District School Board or the Ottawa-Carleton District School Board of Trustees. Please note answers from staff are paraphrased, the recording can be found here if you would like to watch the entire meeting. If you have any questions, please do not hesitate to contact me using my contact form here.

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Cathryne Milburn

By day I am passionate about diversity, inclusion, and communications. By night I am passionate about education, student well-being, and student achievement.

https://cathrynemilburn.com/
Next

Special Board Meeting and Committee of the Whole: April 2, 2024