Policies and Procedures

Policies and Procedures for Consultation

The Catholic District School Board of Eastern Ontario is currently developing various policies and administrative procedures that guide staff in the implementation of Board or Ministry of Education initiatives. All policies are governed by the Board’s Mission Statement and guiding principles.

For complete details, please see the CDSBEO Framework for Policy Development.

Policies will be posted below for public consultation for a two-week period once developed. Please send comments and suggestions to any policies posted for public consultation to Judith Bériault, Executive Assistant to the Director of Education at Judith.Beriault@cdsbeo.on.ca.

The following policies are currently posted for public consultation. Please send comments and/or feedback before Friday, November 15, 2024:

212 – Student Attendance

405 – Safe Arrivals

406 – Access and Trespassing

1015 – Digital Discipleship – Student Responsible Use of Technology

Please Note: The Catholic District School Board of Eastern Ontario is currently undergoing a Policy/Procedure reorganization process. New and revised administrative procedures will be posted under Table A, and existing policies/procedures will remain under Table B. Please contact Judith Beriault should you have any questions.

Table A

Directional Policy	Administrative Procedure	Forms & Appendices
100 Governance, Vision, and Strategic Priorities	101 Election Campaign Activities and Use of Board Resources During Election Campaigns
	102 Electronic Meetings
	103 Trustee Honorarium
	104 Student Trustee	104A – Student Trustee Supervision Form
200 Nurturing and Protecting Catholic Education	201 Out of School Activities	201 – Planning Checklist 201A – Activities Not Approved 201B – High Care Activities 201C – Supervision Ratios 201D – Out of School Activities Approval Form (Categories 2-5) 201E – Out of School parental Permission Form (Category 2) 201F – Out of School Permission Form (Category 3) 201G – Informed Consent/Permission Form (Category 4-5, Under 18) 201H – Release of Indemnification Form (Categories 4-5, Over 18) 201I – Volunteer Driver 201J – Athletic Participation Permission Form 201K – Alpine Skiing/Snowboarding Form
	202 Research Initiated by External Agencies	202A – Application Form for Research Requests 202B – CDSBEO Research Agreement 202C – CDSBEO Code of Ethics for Researchers 202D – CDSBEO Parental Consent Form
	203 PLAR in Secondary Schools	203A – Application Package to Challenge to Credit for a Course 203B – PLAR Challenge for Credit – Cumulative Tracking Record 203C – PLAR Challenge for Credit – Interim Tracking Record 203D – PLAR Process Flow Chart
	204 PLAR of Mature Students	204A – Ontario Schools Intermediate and Senior Division Equivalent Standing for Mature Students 204B – Cumulative Tracking Record – Equivalency Process for Grade 9 & 10 204C – Cumulative Tracking Record – Equivalency Process for Grade 11 & 12 204D – Application for Assessment – Grade 9 & 10 Credits Equivalency Process 204E – Application Assessment – Grade 11 & 12 Credits Equivalency Process
	205 Home Hospital Individualized Instruction	205A – Home Instruction Unit
	206 Admission of Students
	209 Cooperative Education	209A – Placement of Cooperative Education Students Form 209B – Designing for Success 209C – The Least You Should Know, Cooperative Education
	217 Legacy Projects and Parish/Diocesan Partnerships
300 Belonging in Catholic Schools	301 Indigenous Self-Identification
	306 Religious Accommodation
400 Safe, Inclusive and Progressive Schools	401 Bullying Prevention and Intervention
	402 Duty to Report: Reporting Children in Need of Protection
	403 Non-Service Animals in Schools	403A – Request for Non-Service Animals in the Classroom 403B – Sample Letter to Families
	404 Use of Service Animals in Schools	404A – Application Request for Guide Dog/Service Dog 404B – Application Request for Service Animal 404C – Principal Checklist 404D – Sample Letters
	413 Progressive Discipline
	414 Suspension, Expulsion, Appeal and Programs
	422 Delegation of Authority	422A – Delegation of Authority Staff List 422B – Notice of Delegation of Authority 422C – Teacher in Charge Form
500 Student Transportation
600 Nurturing and Developing Human Resources	601 Electronic Monitoring
	602 Employee Fitness for Duty	602A – Employee Fitness for Duty Assessment Guidelines
	603 Child Sexual Abuse Prevention and Reporting	603A Form for Reporting Concerning Behaviour 603B Protocol for Reporting and Investigating Concerning Behaviour
700 Healthy Schools and Workplaces	701 Confirmed Case of Fifth Disease	701A Fifth Disease Poster 701B Fifth Disease Letter to Parents
	702 Administration of Medication	702A Authorization for Administration of Medication Form 702B Individual Student Record of Administered Medication 702C Prevalent Medical Condition & Medical Plan of Care Form – Anaphylaxis 702D Prevalent Medical Condition & Medical Plan of Care Form – Asthma 702E Prevalent Medical Condition & Medical Plan of Care Form – Diabetes 702F Prevalent Medical Condition & Medical Plan of Care Form – Epilepsy
	703 Occupational Health and Safety
	704 Anaphylaxis	704A Authorization for Administration of Medication Form 704B Letter to Parents – Notification of Allergies 704C Letter to Parents – Requesting EpiPens 704D Prevalent Medical Conditions 704E – Medical Conditions, Incidents and Emergencies
	706 Asthma	706A – Authorization for Administration of Medication 706B – Individual Student Record of Administered Medication 706C – Prevalent Medical Condition – Asthma 706D – Prevalent Medical Conditions – Letter to Parents and Guardians
	716 Extreme Weather and Environmental Conditions	716A – Heat Response 716B – Cold Response 716C – Hazards of Extreme Heat 716D – Hazards of Extreme Cold
	729 Fall Prevention	729 Appendix A – Ladder Inspection
	733 Personal Protective Equipment	733A – Footwear Guide
	734 Working Alone	734 Appendix A – High Risk Activities 734 Appendix B – Home Visits – Additional Precautions
	738 Student and Visitor Injury Reporting
	739 Student Injury Prevention
	740 Critical Injury and Fatality Reporting
800 Nurturing Employee Relations	801 Employee Acceptable Use of Technology
	802 Workplace Violence Prevention	802A – Notification of Potential Risk of Injury 802B – Community Resources for Victims of Violence
	803 Workplace Harassment Prevention	803A Workplace Harassment Formal Complaint Form
900 Parent Support and Relations	901 Catholic School Council
1000 Positive Communications	1001 Municipal, Provincial, and Federal Elections
	1007 Video Surveillance
	1015 Digital Discipleship – Student Responsible Use of Technology	1015A – Catholic Elementary School Student Responsible Use Agreement 1015B – Catholic Secondary School Responsible Use Agreement
1100 Nurturing and Protecting Resources	1101 Travel & Expense Claim, Hospitality & Corporate Credit Cards	1101A – Travel Expense Form 1101B – Checklist 1101C – Board-wide Mileage KM Chart 1101D – Visa Submission Form
1200 Nurturing Community Partnerships	1202 Protocol for Partnerships with External Agencies	1202A – Partnership Agreement for SBRS Provider 1202B – Partnership Agreement for non-SBRS Provider 1202C Approved SBRS Employee Confidentiality Agreement 1202D – Approved non-SBRS Employee Confidentiality Agreement 1202E – Parental Consent Form

Table B

Policy Name	Procedure Name	Forms
A1 Governance Manual
A2 Board By-laws		Committee Terms of Reference
	A3:1 now replaced by 104 in Table A (above)
A4 now replaced by 102 in Table A (above)
A5 Trustee Code of Conduct – New Revised August 2024 A5 Trustee Code of Conduct	A5:1 now replaced by 101 in Table A (above)
A6 Communication Guidelines
A7 Vacancy Board Member

Section B – School Operations	Policy Name	Procedure Name	Forms
B1 Health & Safety	See DP 700 Table A	B1:1 now replaced by 702 in Table A (above)
		B1:2 now replaced by 704 in Table A (above)
		B1:3 Voluntary Accident Insurance
		B1:4 Pediculosis
		B1:5 now replaced by 716 in Table A (above)
		B1:6 Nutrition
		B1:7 now replaced by 403 in Table A (above)
		B1:8 Playground Equipment
		B1:9 Concussions	CDSBEO Concussion Handbook
		B1:10 Small Appliances in Schools
		B1:11 now replaced by 706 in Table A (above)
		B1:12 Emergency Onsite Administration of Naloxone
		B1:13 now replaced by 404 in Table A (above).
		B1:17 now replaced by 702 in Table A (above).
B2 Code of Conduct		B2:1 Standards of Behaviour
		B2:2 now replaced by 401 in Table A (above)
		B2:3 now replaced by 413 in Table A (above)
		B2:4 now replaced by 414 in Table A (above)
		B2:5 Dress Code
		B2:6 Substance Abuse
		B2:7 Intimidation and Threats
		B2:8 Staff Incident
		B2:9 Vandalism and Theft
		B2:10 Assault and Fighting
		B2:11 Weapons
		B2:12 Police Involvement
		B2:13 Antiracism and Ethnocultural Equity
		B2:14 now replaced by 422 in Table A (above)
		B2:15 Safe Schools Reporting
		B2:16 Informing Parents/Guardians
		B2:17 Staff Response to Student Behaviour
		B2:18 Supporting Students at Risk
B3 Access to School Premises		B3:1 Access and Trespassing	Letter for Trespassing
		B3:2 Access to Pupils
		B3:3 Visitors to Schools	Visitor/VIP Daily Log
		B3:4 School Volunteers
		B3:5 Apprehension or Arrest of Pupils
B4 Field Trips		B4:1 now replaced by 201 in Table A (above).
		B4:2 now replaced by 201 in Table A (above).
B5 Instruction Program	B5 now replaced by 200 in Table A (above)	B5:1 now replaced by 205 in Table A (above)
		B5:2 Home Schooling	Parent Intent Form School Notice Form
		B5:3 Early and Ongoing Identification
		B5:4 now replaced by 203 and 204 in Table A (above).
		B5:5 now replaced by 209 in Table A (above).
		B5:6 Attendance Codes
		B5:7 Movies During Class	Approval Form
		B5:8 Attendance
		B5:9 Textbooks
		B5:10 French Immersion Admission and Withdrawal	Admission Form Withdrawal Form
		B5:11 now replaced by 204 in Table A (above).
B6 Indigenous Self-Identification		B6:1 now replaced by 301 in Table A (above).
B7 Catholic School Council	Now replaced by 901 in Table A (above)	B7:1 now replaced by 901 in Table A (above)
B8 Admission of Students		B8:1 now replaced by 206 Admission of Students in Table A above.
B9 Religious Education	B9 Religious Education	B9:1 Religious Education Courses
		B9:2 now replaced by 306 in Table A (above)
B10 School Uniform	B10 School Uniform
B11 Protocol for Partnerships		B11:1 now replaced by 1202 in Table A (above)
B12 Environmental Education	B12 Environmental Education
B13 Equity and Inclusive Education	B13 Equity and Inclusive Education	B13:1 Equity and Inclusive Education
B14 Healthy Foods	B14 Healthy Foods	B14:1 School Food And Beverage
B15 Fees for Learning Materials	B15 Fees for Learning Materials	B15:1 Fees for Learning Materials
B16 Fundraising	B16 Fundraising	B16:1 Fundraising
B17 Copyright	B:17 Copyright	B17:1 Copyright

Section C – Business	Policy Name	Procedure Name	Forms
C1 Business	C1 Business
		C1:2 Monitoring School Operating Budget	Approaching Over-Budget Over Budget
		C1:4 Year-end Procedures
		C1:5 Charitable Donations
		C1:6 School Generated Funds	CDSBEO School Generated Funds Guidelines
		C1:7 Corporate Sponsorship
		C1:8 Purchasing
		C1:9 Investment of Surplus Funds
		C1:10 Perquisites
C2 Fair Labour Practices	C2 Fair Labour Practices – School Uniforms	C2:1 Fair Labour Practices – School Uniforms
C3 Expenditure Guidelines		C3:1 now replaced by AP1101 Table A
		C3:2 Advocacy Expenditure Guidelines
		C3:3 Advertising Guidelines
C4 Transportation	C4 Transportation
C5 Plant Operations		C5:1 Official Naming of Board Facilities
		C5:2 Power Outage
C6 Facility Partnerships	C6 Facility Partnerships	C6:1 Community Planning and Partnerships
C7 Good Samaritan Trust Fund	C7 Good Samaritan Trust Fund	C7:1 Good Samaritan Trust Fund
C8 Pupil Accommodation Review	C8 Pupil Accommodation Review	C8:1 Pupil Accommodation Review

Section D – Safety & Security	Policy Name	Procedure Name
D1 Occupational Health & Safety	See AP 703 Table A	D1:1 Emergency Procedures for Natural Gas and Toxic Combustion Fumes
		D1:2 Roles and Responsibilities
		D1:2 a) Workplac e Inspection
		D1:2 b) Check List
		D1:2 c) Employee Accident/Incident Reporting and Investigation
		D1:2 e) Medical Treatment
		D1:3 Hazardous Material
		D1:4 Reporting Accidents to the Ministry of Labour
		D1:5 Volunteer Drivers
		D1:6 Hot Work Permit
		D1:7 now replaced with 1007 in Table A (above)
		D1:8 Confined Spaces
		D1:9 Hazard Recognition, Assessment and Control
		D1:10 now replaced with 729 in Table A (above).
		D1:11 Hearing Conservation
		D1:12 Lockout-Tagout
		D1:13 Machine Guarding
		D1:14 now replaced with 733 in Table A (above).
		D1:15 now replaced with 734 in Table A (above).
		D1:16 Contractor Health and Safety Requirements
		D1:17 COVID-19 medical Mask/Eye Protection for Employees
D:2 Emergency Preparedness		D2:1 Earthquakes
		D2:2 Lockdown
		D2:3 Tornadoes
		D2:4 Bomb Threat

Section E – Human Resources	Policy Name	Procedure Name	Forms
E1 Human Resources	E1 Human Resources	E1:1 Application Process for Occasional Teachers
		See AP 701 – Table A
		See AP 803 – Table A
		E1:5 Performance Evaluation – Non-Teaching Sector
		E1:6 School Secretaries Temporary Replacement
		E1:7 Nepotism
		E1:8 Absence Reporting	E1:8 Medical Certificate
		E1:9 Confidential Medical Records
		E1:10 Staffing Plan and Hiring Process
		E1:11 Conflict of Interest
E2 Accessibility Standards for Customer Service	E2 Accessibility Standards for Customer Service	E2:1 Accessibility Standards for Customer Service
		E2: 2 Accessibility Standards for Information and Communication
		E2:3 Accessibility Standards for Employment
E3 Attendance Support	E3 Attendance Support Programme	E3:1 Attendance Support
		E3:2 Disability Management
E4 Discipline, Suspension and Dismissal	E4 Discipline, Suspension and Dismissal	E4:1 Discipline, Suspension and Dismissal
E5 Employee Mental Health & Well Being	E5 Employee Mental Health & Well Being
		E5:1 Employee Right to Disconnect from Work

Section F – Communications	Policy Name	Procedure Name	Forms
F1 Communications Systems	F1 now replaced by 1000 in Table A (above)	F1:1 now replaced by 1015 in Table A (above)
		F1:2 Use of Student Information and Image
		F1:3 Use of Personally Owned Computers
		F1:4 Security Incident Management Procedure
		F1:5 Use of Cellular Phones and Other Handheld Communications Devices
		F1:6 ICT Security Procedure
F2 Personal Information Management	F2 Freedom of Information and Protection of Privacy	F2:1 Freedom of Information and Protection of Privacy
		F2:2 Ontario Student Records	Order of Enclosures Access – student over 18 Access – student under 18 Notification of Student Transfer Request from Within Ontario Request from Outside of Ontario Verification of Content Access to OSR Parental Consent Parental Consent 2 Process for Transferring Inactive OSRs
		F2:3 Transcript Requests
		F2:4 now replaced by 202 found in Table A (above).
		F2:5 Secure and Responsible Use of Personal and Confidential Information
		F2:6 Privacy Breache s
		F2:7 Canada’s Anti-Spam Legislation
F3 Information and Records Management		F3:1 Information and Records Management
F4 Community Relations	F4 Community Relations	F4:1 Safe Arrival	Form Letter
		F4:2 Community Use of Schools	OSBIE Insurance Program
		F4:3 School Blessing, Official Opening and Anniversaries
		F4:4 now replaced by 1001 in Table A (above)
		F4:5 Flag Protocol
		F4:6 Use of Electronic Communications and Social Media	CDSBEO Social Media Guidelines for Employees

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