Policies and Procedures and Frequently Requested Forms
The Ottawa-Carleton District School Board’s policies, procedures, and frequently requested forms are available for public reference on this website. Please note that this site will be updated on a regular basis. For official purposes, please confirm with the Board that you have the most recent update of each policy and procedure.
Policies are statements of intent, governing principles, or end results that serve to guide the overarching operations of our Board. The Board has adopted all policies in open public sessions. Procedures are documents that descript the implementation of our policies or other routine system operations. All procedures are issued through the Director of Education. Frequently Requested Forms provide the authorization to take action on specific issues. Please note that all forms must be signed with original signatures.
Our policies, procedures, and forms are divided into twelve key functional areas that include Communications, Continuing Education, Curriculum/Program, Facilities/Plant, Finance, Governance, Human Resources, Information Technology, Planning, Schools Operations, Special Education/Student Services, and Transportation. In conjunction with School Operations, Frequently Requested Forms are also available for reference by the public and parent/guardians.
To find out more information about a particular area and the applicable policies, procedures and frequently requested forms, please click on the heading above.
Please note that all files are in Adobe Acrobat PDF format. The Adobe Acrobat Reader plugin , is available free from the Adobe web site.
For more information about the coordination and management of our policies, procedures, and forms, please contact or by telephone at 613-596-8253.
Fast Forward to your prefered section:
| Communications | Continuing Education | Curriculum/Program | Facilities/Plant | Finance | Governance | Human Resources | Information Technology | Planning | Schools Operations | Special Education/Student Services | Transportation |
Communications (COM)
Advertising, media relations, and other communications issues.
Communications Policies: |
| Advertising |
|
| Board-Community
Relations |
|
| Media
Relations and Designated Spokespeople |
|
|
Communications Procedures: |
| Inviting
Guests to Special Events |
|
| Official
Opening Ceremonies - New Schools |
|
| Preparation
and Distribution of District Publications By Central Departments/Divisions |
|
Continuing Education (CON)
Community use of school facilities, child care services in schools,
and other continuing education issues.
Continuing Education Policies: |
| Child
Care Services in Schools |
|
| Community
Use of School Facilities |
|
|
Continuing Education Procedures: |
| Community
Use of School Facilities |
|
Curriculum/Program (CUR)
Programs, homework, religious holy days, student evaluation, and
other curriculum/program issues.
Curriculum/Program Policies: |
| Antiracism
and Ethnocultural Equity |
|
| Assessment, Evaluation, and Reporting of Student Achievement |
|
| Changes
to Programs and Program Delivery Structures at Secondary Schools |
|
| Cooperative
Education and Experiential Learning |
|
| Homework |
|
| Learning
Media Requiring Approval |
|
| Learning
Resources |
|
| Prior
Learning Assessment and Recognition for Mature Students |
|
| Prior
Learning Assessment and Recognition in Secondary Schools |
|
| Religious
Holy Days |
|
| Requests
to Conduct Non-Board-Initiated Research in Schools |
|
|
Curriculum/Program Procedures: |
| Antiracism
and Ethnocultural Equity |
|
| Assessment, Evaluation and Reporting of Student Achievement |
|
| Changes
to Programs and Program Delivery Structures at Secondary Schools |
|
| Continuing
Education Record Retention |
|
| Cooperative
Education and Experiential Learning |
|
| Elementary Time Allocation Model |
|
| Homework |
|
| Kindergarten
Intake |
|
| Learning
Media Requiring Approval |
|
| Learning
Resources |
|
| Ottawa-Carleton
Research Advisory Committee |
|
| Prior
Learning Assessment and Recognition for Mature Students |
|
| Prior
Learning Assessment and Recognition in Secondary Schools |
|
| Promotion
and Placement of Junior Kindergarten to Grade 8 Students |
|
| Religious
Holy Days |
|
| Staff
Advisory Committee on Student Evaluation |
|
| Use
of Commercial Standardized Tests |
|
Facilities/Plant (FAC)
Building security and safety, naming of schools, student accidents - insurance
and reporting, and other facilities/plant issues.
Facilities/Plant Policies: |
| Building
Security and Safety |
|
| Energy
Management |
|
| Naming
of Schools and Education Support Facilities and Opening Ceremonies |
|
| School
Site Assessment and Acquisition |
|
| Student
Accidents - Insurance and Reporting |
|
| Video Surveillance |
|
|
Facilities/Plant Procedures: |
| Energy Management |
|
| Keys, Locks and
Associated Security Hardware |
|
| Naming of Schools and
Educational Support Facilities |
|
| School Site Assessment
and Acquisition |
|
| Video Surveillance |
|
Finance (FIN)
Student admissions, budgets, purchasing, and other financial issues.
Finance Policies: |
| Acquisition
of Major Services |
|
| Admission
of Foreign Students |
|
| Admission
of Students to Schools |
|
| Asset
Management |
|
| Distribution
or Disposal of Surplus and Obsolete Furniture and Equipment |
|
| Low
Value Purchase Program |
|
| Purchase
Cards |
|
| Reserves |
|
| School
Budget Carryforwards |
|
| Signing
Authority and Spending Controls |
|
| Tendering,
Purchasing and Acquisition of Supplies and Services |
|
| Travel,
Meal and Kilometrage Claims |
|
| Vandalism,
Theft, Damage or Loss Affecting Board Property |
|
|
Finance Procedures: |
| Accounting
for School-Generated Funds |
|
| Acquisition
of Consulting and Professional Services |
|
| Acquisition
of Major Services |
|
| Admission
of Students to Schools |
|
| Asset
Management |
|
| Distribution
or Disposal of Surplus and Obsolete Furniture and Equipment |
|
| Purchase Cards |
|
| School
Budget Carryforwards |
|
| Spending
Authorization and Controls |
|
| Student
Enrolment and Attendance Record Retention Guidelines |
|
| Tendering,
Purchasing and Acquisition of Supplies and Services |
|
| Travel,
Meal and Kilometrage Claims |
|
| Vandalism,
Theft, Damage or Loss Affecting Board Property |
|
Governance (GOV)
By-laws, advisory committees, board member code of ethics, consultations,
partnerships, and other governance issues.
Governance Policies: |
| Advisory
Committees to the Board |
|
| Advocacy |
|
| Audit
Committee |
|
| Board
Guiding Principles |
|
| Board
Member Code of Ethics |
|
| Board
Member Conflict of Interest |
|
| Board
Member Expenses and Support Services |
|
| Board
Member Honoraria |
|
| Board
Member Professional Development and Constituency Communications |
|
| Board
Member Removal/Resignation from Office |
|
| Bylaws
and Standing Rules |
|
| Community
Council for Ethnocultural Equity |
|
| Community
Involvement on Board Standing Committees |
|
| Consultation
by the Board, Schools and School Councils with Constituent Groups and the
Wider Community |
|
| Corporate
Records Management |
|
| Electronic
Meetings of the Board and Committees |
|
| Evaluation
of Director of Education and Secretary of the Board |
|
| Evaluation Process for the Board of Trustees |
|
| Internal
Audit Function |
|
| Partnerships,
Sponsorships, Donations and Co-operative Ventures |
|
| Policy
Development and Management |
|
| Special
Education Advisory Committee |
|
| Student
Trustees |
|
| Student Trustee Advisory Committee |
|
| Supervised
Alternative Learning for Excused Pupils (SALEP) Committee |
|
| The
Ottawa-Carleton Education Network Inc. (OCENET) |
|
|
Governance Procedures: |
| Calculation of Board Member Honoraria |
|
| Consultation
by the Board, Schools and School Councils with Constituent Groups and the
Wider Community |
|
| Corporate
Records Management |
|
| Official
Access Requests under the Municipal Freedom of Information/Protection of
Privacy Act |
|
| Official
Board Forms Management |
|
| Partnerships,
Sponsorships, Donations and Co-operative Ventures |
|
| Policy
and Procedure Co-ordination and Management |
|
| Registration
of Official and/or Significant Correspondence |
|
| Trustee
Expenses for Professional Development, Constituency Communications and
Support Services |
|
Human Resources (HR)
Health and safety, extreme weather conditions, alleged harassment, and
other human resources issues.
Human Resources Policies: |
| Alleged
Employee Misconduct Toward a Student |
|
| Alleged
Harassment |
|
| Classification
Review System, Union-Exempt Employee Group |
|
| Delegation
of Authority - Human Resources |
|
| Employee
Conflict of Interest |
|
| Employee
Recognition |
|
| Health
and Safety |
|
| Performance
Appraisal and Supervision for Growth for Administrative and Support Staff |
|
| Performance
Appraisal and Supervision for Professional Growth of Teachers |
|
| Respectful Workplace |
|
| Selection
of Supervisory Officers |
|
| Selection,
Training, Placement and Appraisal of Staff for the Positions of Principal and
Vice-Principal |
|
| Workplace
Safety and Insurance |
|
|
Human Resources Procedures: |
| Administrative
and Support Staffing - School Office Establishment and Technicians |
|
| Alleged
Employee Misconduct Toward a Student |
|
| Alleged
Harassment of a Student |
|
| Alleged
Harassment of an Employee |
|
| Alleged
Harassment/Abuse of a Student by a Student |
|
| Classification
Review System, Union-Exempt Employee Group Levels 2 to 12 |
|
| Corporate
Code of Conduct for Business Relationships |
|
| Eligibility
for Enrolment in the Ontario Municipal Employees Retirement
System (OMERS) Pension Plan |
|
| Employee
and Student Safety - Eyewash Stations |
|
| Employee
Recognition |
|
| Employee
Safety - Locking Out and Tagging |
|
| Employee
Safety - Animal Droppings Clean-Up |
|
| Extreme
Weather Conditions - Guidelines |
|
| Hazardous
Materials - Identification, Storage and Handling |
|
| Health and Safety - Accident Reporting and Investigation |
|
| Health and Safety - Disposal of Broken Glass, Sharp Items, and Needles |
|
| Health and Safety - Emergency Planning - Fire Drills/Fire Safety Plan |
|
| Health and Safety - Occupational Health and Safety Policy Implementation |
|
| Health
and Safety - Response to Incidents Involving Blood and Bodily Fluids |
|
| Health and Safety - Storage, Handling, and Disposal of Asbestos-Containing Material (ACM) - revised and updated to include a comprehensive Asbestos Management Plan |
|
| Health and Safety - Refusal to Work |
|
| Health
and Safety - Workplace Inspections |
|
| Health and Safety - Confined space and limited access space entry |
|
| Health
and Safety Award |
|
| Hepatitis
B Vaccinations |
|
| Human
Immunodeficiency Virus (HIV) - AIDS (Employees) |
|
| Inclement
Weather - Staff Duty to Report |
|
| Leave
Adjustment Days for Administrative and Support Staff |
|
| Performance
Appraisal and Supervision for Growth for Administrative and Support Staff |
|
| Performance
Appraisal and Supervision for Professional Growth of Teachers |
|
| Performance
Appraisal and Supervision for Professional Growth of
Principals/Vice-Principals |
|
| Placement
of Principals and Vice-Principals |
|
| Respectful Workplace |
|
| Safe
Disposal/Recycling of Hazardous Waste |
|
| Safe
Drinking Water Quality |
|
| Salary
Administration, Union Exempt Employee Group |
|
| Selection
of Supervisory Officers |
|
| Storage,
Handling and Disposal of PCB-containing Material |
|
| Student Accidents -
Insurance and Reporting |
|
| Training
of Principal and Vice-Principal Interns |
|
| Tuition
Reimbursement for Administrative and Support Staff |
|
Information Technology (IT)
Computers, electronic communications, and other information
technology issues.
Information Technology Policies: |
| Acceptable
Use of Computers and Internet/Intranet Technology |
|
| Computer
Network Security |
|
| Electronic
Communications Systems |
|
|
Information Technology Procedures: |
| Acceptable
Use of Computers and Internet/Intranet Technology |
|
| Computer
Network Security |
|
| Donation
of Obsolete Computer Hardware |
|
| Electronic
Communications Systems |
|
Planning (PLG)
Attendance boundaries, area reviews, school closure studies,
school transfers and other planning issues.
Planning Policies: |
| Accommodation Review/School Closure Studies |
|
| Decommissioning
and Disposal of Surplus Board Property |
|
| Designated
Schools/Student Transfers |
|
| Pupil
Accommodation |
|
|
Planning Procedures: |
| Designated
Schools/Student Transfers - Elementary |
|
| Designated
Schools/Student Transfers - Secondary |
|
| Disposal
of Surplus Board Property |
|
| Pupil
Accommodation |
|
Schools Operations (SCO)
Field trips, safe schools, food allergies, home schooling,
expulsions, suspensions, school councils, and other
school operations issues.
Schools Operations Policies: |
| Access
to School/Board Premises |
|
| Alleged/Suspected
Violence Within a Student's Family |
|
| Appeals
Hearing Panel (Student Suspension) |
|
| Appeals
Hearing Panel (Student Transfers) |
|
| Bullying Prevention and Intervention |
|
| Care
of Children with Life-Threatening Medical Conditions |
|
| Confidential
Communication Between Students and Staff |
|
| Crisis
Prevention, Intervention and Response |
|
| Custody/Access
to Students by Parents/Guardians |
|
| Display
of Flags by Schools |
|
| Election Activities |
|
| Emergency School Evacuations/School Closings |
|
| Expulsion Hearing Panel (Students) |
|
| Fields
Trips, Excursions, Educational Tours and Student Exchanges |
|
| Fund-raising
in Schools |
|
| Graduation
and Commencement Exercises and Awards |
|
| Guidelines
for Dealing with Reports of Strangers Approaching Students |
|
| Police
Involvement in Schools |
|
| Progressive Discipline and Promoting Positive Student Behaviour |
|
| Protocol for Creating Safe and Healthy Schools for Anaphylactic Students |
|
| Reporting
Suspected Child Abuse and Neglect - Student Under 16 Years of Age |
|
| Safe
Arrival/Unexplained Absence (Elementary Students) |
|
| Safe
Schools |
|
| School Board Code of Conduct |
|
| School
Communications: Distribution of
Materials to the Home via Students |
|
| School
Councils |
|
| School
Opening or Closing Exercises |
|
| School
Year Calendar |
|
| Smoking
on Board Premises |
|
| Student
Dress Code |
|
| Student Suspension/Investigation/Possible Expulsion |
|
| Student
Safety Patrols |
|
| Student
Suspension |
|
| Substance
Abuse |
|
| Volunteers |
|
| Weapons |
|
| Withdrawal
of Transportation Privileges |
|
|
Schools Operations Procedures: |
| Access
to School/Board Premises |
|
| Administering
Medication to Students |
|
| Alleged/Suspected
Violence Within a Student's Family |
|
| Appeals Hearing Panel (Student Transfers) |
|
| Appeals Hearing Panel (Student Suspension) |
|
| Approval
of Travel by Principals For Professional Development Activities |
|
| Bullying Prevention and Intervention |
|
| Bomb
Threats |
|
| Confidential
Communication Between Students and Staff |
|
| Crisis
Prevention and Intervention |
|
| Critical
Incident Review Process |
|
| Culling,
Storing and Managing Ontario Student Records (OSR) |
|
| Custody/Access
to Students by Parents/Guardians |
|
| Diabetes
Management in Schools |
|
| Display of Flags by Schools |
|
| Educational Tours and Student Exchanges |
|
| Emergency School Evacuations/School Closings |
|
| Expulsion
Hearing Panel (Students) |
|
| Field
Trips and Excursions |
|
| Fund-raising
in Schools |
|
| Graduation
and Commencement Exercises and Awards |
|
| Guidelines
for Dealing with Reports of Strangers Approaching Students |
|
| Home
Schooling |
|
| Human
Immunodeficiency Virus (HIV) - AIDS (Students) |
|
| Investigation,
Search and/or Seizure (Students) |
|
| Ontario Student Transcripts and Eligibility Forms for English Instruction in Quebec |
|
| Police
Involvement in Schools |
|
| Progressive Discipline and Promoting Positive Student Behaviour |
|
| Protocol
for Creating Safe and Healthy Schools for Anaphylactic Students |
|
| Reporting
Suspected Child Abuse and Neglect - Student Under 16 Years of Age |
|
| Safe
Schools |
|
| School
Communications: Distribution of
Materials to the Home via Students |
|
| School
Council Elections, Constitution and By-Laws |
|
| School
Dances (Secondary) |
|
| School
Fees |
|
| School
Year Calendar |
|
| Severe,
Life-threatening Allergies |
|
| Smoking
on Board Premises |
|
| Student
Dress Code |
|
| Student Suspension/Investigation/Possible Expulsion |
|
| Student
Safety Patrols |
|
| Student
Suspension |
|
| Substance
Abuse |
|
| Transfer of Ontario Student Records (OSR) |
|
| Use
of External Food Providers in Elementary Schools |
|
| Volunteers |
|
| Weapons |
|
| Withdrawal
of Transportation Privileges |
|
|
Schools Operations Forms: |
| Administration
of Oral Medication Authorization |
|
| Diabetes
Emergency Treatment Protocol Registration |
|
| Emergency
Use of EpiPen® Auto Injector Authorization |
|
| Self-Administration
of Oral Medication Authorization |
|
| Severe
and Life-Threatening Allergy Protocol Registration |
|
| Serious
Medical Conditions Protocol Registration |
|
Special Education/Student Services (SES)
Special education programs and services, home instruction,
and other special education/student services issues.
Special Education/Student Services Policies: |
| Home Instruction |
|
| Privately-Paid Professionals, Paraprofessionals, and External Agencies |
|
| Special Education Appeal Board |
|
| Special Education Programs and Services |
|
|
Special Education/Student Services Procedures: |
| Access and Services Provided by Privately-Paid Professionals and/or Paraprofessionals in Schools |
|
| Home Instruction |
|
| Partnerships with External Agencies |
|
| Special Education Appeal Board |
|
| Student Specialized Equipment Purchased with Ministry Special Equipment Amount (SEA) Funding |
|
| Use of Physical Restraints and Time-Out Rooms |
|
Transportation (TRA)
School buses and other student transportation issues.
Transportation Policies: |
| School Bus Cancellations Due to Inclement Weather |
|
| Student Transportation |
|
|
| Ottawa Student Transportation Authority |
|
Transportation Procedures: |
| School Bus Cancellations Due to Inclement Weather |
|
| Student Transportation |
|
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