OCDSB adopts new Cross Boundary Transfer Policy

At a Special Meeting of the Board on 5 January 2010, the Ottawa-Carleton District School Board adopted a new cross boundary transfer policy. This policy comes after months of policy review, public consultation and committee deliberation.

The new policy moves away from a first come, first served approach to student transfers and towards a criteria based approval process for elementary and secondary student transfer applications. The applications require the approval of the principal at the receiving school, after consultation with the principal of the sending school. The receiving principal may request evidence and reasoning in support of the transfer application.

The new policy supports the OCDSB commitment to community schools, while still maintaining opportunities for student choice based on the particular learning needs or exceptional personal circumstances of the student. “This is an important part of our larger plan to focus on student achievement and ensures that every transfer application is based on the individual needs and personal circumstances of the student. We are committed to providing the best education for every student in every school across the District” says Cathy Curry, Chair of the Board.

The final version of the policy and procedures can be found here. The four-part "Elementary Student Transfer Application / Tracking Form" OCDSB 118E and "Secondary Student Transfer Application / Tracking Form" OCDSB 118S will be available through your school office by the end of January.

POLICY HIGHLIGHTS

The purpose of the policy is to “establish that students are designated to attend only certain schools as determined by geographic and programming considerations and to define circumstances under which a student may attend a school other than the designated school”.

Except as provided elsewhere in this policy, a student shall attend the school within the boundary of which he/she resides which offers the program selected by that student and his/her parents/guardians, with transportation provided in accordance with Policy P.068.TRA Student Transportation.

A parent/guardian or a student (if 18 years of age or older) may apply for a student transfer for a student to attend a school other than the designated school.

Student transfer requests received during the regular application period shall be approved by the receiving principal, after consultation with the sending principal within the limitations of the student transfer cap and subject to the following criteria:

Elementary Student Transfer:

particular learning needs of or requirements placed on the student: and/or
exceptional personal circumstances.

Secondary Student Transfer:

particular learning needs of or requirements placed on the students; and/or
access to a course package that is not available at the student’s designated school, including transfer at the Grade 9 level to access a course package at the receiving school that does not commence until grade 10; and/or
exceptional personal circumstances.

To aid in the evaluation of an application, the receiving principal may request evidence and reasoning in support of the transfer application.

Notwithstanding the above, a transfer application is not required in the following circumstances:

A secondary student that has successfully applied to attend a system program such as the Adaptive, Arts, International Baccalaureate, High Performance Athlete and Secondary Alternate program with transportation provided in accordance with Policy P.068.TRA Student Transportation.

A student may be directed to a school other than the designated school as a result of placement in a specialized special education program, with transportation provided in accordance with Policy P.068.TRA Student Transportation.
o A student may be directed to a school other than the designated school as a result of placement in an English-as-a-Second-Language (ESL/ELD) program, with transportation provided in accordance with Policy P.068.Student Transportation.

A student may be directed to a school other than the designated school as a result of a suspension or expulsion, with transportation provided in accordance with Policy P.068.TA Student Transportation.

Where Early French Immersion is the program selected for a student, he/she may attend Junior Kindergarten at either the designated school for the Regular English program or the designated school for the Early French Immersion program. In either case transportation shall be provided.

The OCDSB shall not be responsible for providing transportation when a student transferis granted. Transportation is the responsibility of the applicant. On the recommendation of the receiving principal and at the discretion of the superintendent of instruction responsible for the receiving school, however, transportation may be provided where possible in response to the exceptional circumstances of a student.

There is a transfer appeal mechanism, which remains essentially unchanged.

FREQUENTLY ASKED QUESTIONS
DESIGNATED SCHOOLS/STUDENT TRANSFERS (POLICY P.077.PLG)

Q: At a Special Meeting of the Board on 5 January 2010, the Ottawa-Carleton District School Board adopted a new cross boundary transfer policy. When does the new policy come into effect?
A: This policy applies to the 2010-2011 school year which begins September 2010. All transfer applications submitted during the February Transfer Application Period will be considered under the new policy.

Q: Why did the OCDSB Board make changes to the current transfer policy?
A: The new policy supports the OCDSB’s commitment to community schools, while still maintaining opportunities for student choice based on the particular learning needs or exceptional personal circumstances of the student. This is an important part of our larger focus on student achievement and our commitment to providing the best education for every student in every school across the District.

Q: When is the transfer period?
A: Elementary and Secondary student transfer requests for 2010-2011 must be made during the following application period for accommodation planning purposes:

• Student Transfer Application Period - Tuesday February 16 to Friday Feburary 26, 2010
• Middle French Immersion Registration Period - Monday February 22, 2010 to Friday February 26, 2010
• Late French Immersion Registration Period - Monday February 22, 2010 to Friday February 26, 2010

Q: Can I apply on-line?
A: No, there will be no on-line application process for Colonel By Secondary School, Lisgar Collegiate Institute, or Nepean High School this year. A completed transfer form must be returned to the receiving school principal during the application period. The online transfer system was intended to alleviate the line up pressure associated with the first come first served nature of the former policy.

Q: How do I apply for a transfer?
A: A parent/guardian or a student (if 18 years of age or older) may apply for a student transfer for a student to attend a school other than the designated school. A transfer application form must be completed and returned to the receiving school principal during the application period.

Please note: The forms (OCDSB 118E - Elementary and OCDSB 118S - Secondary ) have been revised as a result of the new policy and are available for pick up at all schools. Please note the forms available at the following links are SAMPLES only. Parents/guardians must complete the multiple part form available at schools and return to the receiving school principal during the application period.

Q: Is it first come, first served?
A: No, every application will be reviewed on an individual basis. The new policy moves away from a first come, first served approach to student transfers and towards a criteria-based approval process for elementary and secondary student transfer applications.

Student transfer requests received during the regular application period shall be approved by the receiving principal, after consultation with the sending principal within the limitations of the student transfer cap and subject to the following criteria:

• Elementary Student Transfer:
a) particular learning needs of or requirements placed on the student: and/or
b) exceptional personal circumstances.

• Secondary Student Transfer:
a) particular learning needs of or requirements placed on the students; and/or
b) access to a course package that is not available at the student’s designated school, including transfer at the Grade 9 level to access a course package at the receiving school that does not commence until grade 10; and/or
c) exceptional personal circumstances.

Q: When will I find out if my application is approved?
A: The applications require the approval of the principal at the receiving school, after consultation with the principal of the sending school. The receiving principal may request evidence and reasoning in support of the transfer application. After the close of the application period, the principal will review each application. The time required for completion may vary subject to the number of applications received. All applicants will receive a letter advising whether the transfer request was approved or denied.

Q: If I get a transfer, will I be eligible for transportation?
A: The OCDSB will not be responsible for providing transportation when a student transfer is granted. Transportation is the responsibility of the applicant. On the recommendation of the receiving principal and at the discretion of the superintendent of instruction responsible for the receiving school, however, transportation may be provided where possible in response to the exceptional circumstances of a student.

Q: My Child is already at a school under a transfer. Does he/she have to return to designated school?
A: No, students transferred under the current policy may remain at their current school.

Q: My child is currently at a school on a transfer. His/her sibling is entering into Grade 9. Will his/her sibling automatically be eligible to attend the same school?
A: No, siblings would have to apply for a transfer under the new transfer policy and provide the academic or personal reasons for the transfer.

Q: What is a ”particular learning need?”
A: We understand that the learning needs of every child are unique. However, in most circumstances, the learning needs of students can be met in any of our schools. The transfer policy is intended to provide an opportunity for those students and parents who believe the student’s learning needs would be better met in a different learning environment. Each transfer application is unique and will be assessed on its own merits.

Q: What is an “exceptional personal circumstance?”
A: We understand that personal circumstances vary. The policy is intended to provide an opportunity for students and parents to identify exceptional personal circumstances that require accommodation at a school other than their designated school.

Q: Am I required to provide “evidence?”
A: The transfer form will require you to explain the rationale for your application. The receiving principal may ask you to provide additional evidence if necessary.

Q: Where can I get more information?
A: We understand that you may have more questions. We are currently finalizing the implementation details associated with the new policy and procedures. The revised policy and procedures have been posted here. Your school principal is always available to help with your questions or you can call our Communications and Information Services Department at 613- 596-8211 ext. 8310.

Background information

Two public consultation nights were held on Wednesday, May 27 and Monday, June 8 at Confederation Education Centre. In addition to the consultation meetings, the opportunity to provide feedback was available up to and including Friday, September 11, through an online survey.

Report to Chairs' Committee (4 March 2009) Please note the consultation and review is on the current "Designated Schools/Student Transfers policy dated February 1999," and not on the revised draft policy attached to the Chairs' Committee report.

Revised Consultation Plan approved by the Board of Trustees

Comments and questions regarding this consultation should be directed to:
Walter Piovesan, Superintendent of Instruction
(613) 596-8287