POLICY COMMITTEE MEETING AGENDA Date: Tuesday, March … Documents/POLICY_2015_03_10_REPOR… · POLICY COMMITTEE MEETING AGENDA Date: Tuesday, March 10, 2015 Time: 6:30 am Location:

POLICY COMMITTEE MEETINGAGENDA

Date: Tuesday, March 10, 2015Time: 6:30 amLocation: Catholic Education Centre - Board Room

802 Drury LaneBurlington, Ontario

Pages

1. Opening Prayer (A. Danko)

2. Approvals

2.1 Approval of Agenda

2.2 Approval of Minutes 1 - 4

3. Action Items

3.1 Policy II-26 Risk Management of Interschool Sports (C. Cipriano) 5 - 7

3.2 Policy II-31 Risk Management - First Aid (C. Cipriano) 8 - 11

3.3 Policy I-24 Fraud Management (P. McMahon/R. Negoi) 12 - 36

3.4 Policy I-43 Use of Technology and Digital Citizenship (P. Dawson) 37 - 45

4. Discussion Items

5. Information Items

5.1 Administrative Procedure VI-09 (A) Religious Education CourseReimbursement (C. Cipriano)

46 - 47

5.2 Administrative Procedure VI-74 Risk Management - First Aid (C. Cipriano) 48 - 49

5.3 Upcoming Agenda Items Chart 50 - 51

6. Miscellaneous Information

7. Correspondence

8. In Camera

9. New Business

10. Motion to Excuse Absent Committee Members

11. Motion to Adjourn/ Closing Prayer (P. Marai)

Subject to Approval

HALTON CATHOLIC DISTRICT SCHOOL BOARD

Policy Committee Meeting Tuesday, February 10, 2015 – 6:30 p.m. Board Room, 802 Drury Lane Burlington, ON Members Present: A. Iantomasi A. Quinn H. Karabela D. Rabenda P. Marai J. M. Rowe

J. Michael S. Trites Regrets: A. Danko Staff Present: P. Dawson, Director of Education C. Cipriano, Superintendent of Education P. McMahon, Superintendent of Business Services R. Negoi, Senior Administrator Business Services L. Stocco, Administrator, Strategic Communications Recording Secretary: E. Trolio

1. CALL TO ORDER

1.1 Opening Prayer

The meeting opened at 6:30 pm with a prayer led by A. Quinn. 2. APPROVALS

2.1 Agenda The agenda was approved as submitted.

The following motion was presented:

#P08/15 Moved by: H. Karabela Seconded by: A. Iantomasi RECOMMENDED, that the agenda be approved as amended. CARRIED

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Policy Committee Meeting – February 10, 2015 2

2.2 The minutes of the January 13, 2015 Policy Committee Meeting were reviewed. The following motion was presented:

#P09/15 Moved by: J. Michael Seconded by: A. Quinn RECOMMENDED, that the minutes of the Policy Committee Meeting held on January 13, 2015 be approved as presented. CARRIED

3. ACTION ITEMS 3.1 Policy I-24 Fraud Management (P. McMahon/R. Negoi) P. McMahon provided an overview of this amended policy; specifically relating to the comments

forwarded from the January Policy Committee Meeting mainly regarding to Section 2. Mr. McMahon also explained the attachments and appendices that accompanied the Policy.

Discussion followed surrounding reporting of fraud at all levels of the Board and transparency. Concern was raised about clarifying some of the wording in the Policy and it was determined that further wordsmithing would be required. After lengthy dialogue, the Chair advised that this Policy would be brought back to the Policy Committee at the next meeting after tightening the language of various paragraphs within the Policy.

3.2 Policy I-43 Use of Technology and Digital Citizenship (P. Dawson) P. Dawson presented I-43 Use of Technology and Digital Citizenship Policy for second reading at the

Policy Committee. Ms. Dawson specifically noted the stakeholders’ input. Four submissions were received. Input from the stakeholders was incorporated in the policy. Some language was added and definitions were tightened.

Brief discussion took place regarding clarification of language and legalities.

It was the consensus that this Policy would be brought back to the Policy Committee at the next meeting with the proposed changes.

3.3 Policy II-26 Risk Management of Interschool Sports (C. Cipriano) Due to time constraints, it was determined this policy would be presented at the next meeting. The following recommendation was put before the Policy Committee:

#P10/15 Moved by: J. Michael Seconded by: A. Quinn RESOLVED, that the Policy Committee recommends that Board Policy II-26 Risk Management of Interschool Sports, be postponed to the March 10, 2015 Policy Committee Meeting as an Action Item with amendments. Postponed until March

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3.4 Policy II-31 Risk Management – First Aid (C. Cipriano) Due to time constraints, it was determined that this policy would be presented at the next meeting. The following recommendation was put before the Policy Committee:

#P11/15 Moved by: J. Michael Seconded by: A. Quinn RESOLVED, that the Policy Committee recommends that Board Policy II-31 Risk Management – First Aid, be postponed to the March 10, 2015 Policy Committee Meeting as an Action Item with amendments. Postponed until March

4. DISCUSSION ITEMS

There were no Discussion Items this meeting.

5. INFORMATION ITEMS 5.1 Administrative Procedure VI-09(A) Religious Education Course Reimbursement (C. Cipriano) Due to time constraints, it was determined this Administrative Procedure would be presented at the next

meeting. 5.2 Administrative Procedure VI-74 Risk Management – First Aid (C. Cipriano) Due to time constraints, it was determined this Administrative Procedure would be presented at the next

meeting. 5.3 Policy Working Group Chart The chart was provided as information.

5.4 Upcoming Agenda Items Chart The chart was provided as information.

6. MISCELLANEOUS INFORMATION There was no miscellaneous information. 7. CORRESPONDENCE

There was no correspondence. 8. IN CAMERA There was no in camera session. 9. NEW BUSINESS There was no new business.

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10. MOTION TO EXCUSE COMMITTEE MEMBERS

#P12/15 Moved by: A. Iantomasi Seconded by: J.M. Rowe RECOMMENDED, that Committee Member, A. Danko, be excused. CARRIED

11. MOTION TO ADJOURN (P. Marai)

#P13/15 Moved by: J. Michael Seconded by: D. Rabenda RECOMMENDED, that the meeting adjourn. CARRIED

The meeting closed with a prayer led by P. Marai at 7:30 p.m.

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Policy II-26 Risk Management of Interschool Sports Page 1 of 1

Policy Committee Meeting

Tuesday, March 10, 2015 ACTION REPORT ITEM 3.1

Policy II-26 Risk Management of Interschool Sports

PURPOSE: To provide guidelines for the health and safety of student athletes participating in Halton Catholic District School Board sanctioned interschool athletic activities. COMMENTS: At the Policy Committee meeting held on September 9, 2014, the Committee received information around the ongoing review of the Board’s policies. Based on a former plan which involved placing all existing policies on a three year review cycle, staff created a “Policy Working Group/Committee”. The mandate of this committee is to review each existing “education” policy and provide recommendations and revisions to ensure it is in compliance with legislation and aligns with all other Board policies. These recommendations are reviewed by Senior Staff and then brought forth to Trustees, through the Policy Committee Meetings for their review and approval. One of the policies identified by staff as requiring review and revision is Policy II-26 Risk Management of Interschool Sports. Staff has reviewed the Policy Working Committees recommendations and have now brought forth the proposed amendments to this policy, as appropriate. These amendments are marked. The revised policy is placed before the Policy Committee with the following recommendation:

RECOMMENDATION:

Moved by: Seconded by: RESOLVED, that the Policy Committee recommends that Board Policy II-26, Risk Management of Interschool Sports, be forwarded to the March 24, 2015 Special Board meeting for approval, as amended.

REPORT PREPARED BY: C. CIPRIANO SUPERINTENDENT OF EDUCATION REPORT SUBMITTED BY: P. DAWSON DIRECTOR OF EDUCATION AND SECRETARY OF THE BOARD

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OPERATING POLICY HALTON CATHOLIC DISTRICT SCHOOL BOARD

RISK MANAGEMENTMANAGING STUDENT RISK IN POLICY NO. : II – 26

INTERSCHOOL SPORTS DATE : SEPTEMBER 1, 1989

ELEMENTARY AND SECONDARY SCHOOLS AMENDED : SEPTEMBER 24, 1991

AMENDED : SEPTEMBER, 1993

AMENDED : SEPTEMBER 30, 1997


AMENDED : APRIL 15, 2008

AMENDED : FEBRUARY 19, 2015

AMENDED APRIL 15, 2008FEBRUARY 19, 2015 PAGE 1 OF 2

PURPOSE

To provide assiduous attention to the health and safety of student athletes participating in Halton Catholic District School Board sponsored and/or sanctioned interschool athletic activities.

APPLICATION AND SCOPE

This policy applies to all Board and school sponsored and/or sanctioned interschool athletic activities taking place on Board sites or on sites located outside the jurisdiction of the Board.

PRINCIPLE

The Halton Catholic District School Board believes that the safety and well being of student athletes are of primary concern and recognizes that certain policies and procedures must be established and implemented by all instructors/coaches and participants in order to promote safe activities and a safe playing environment for the athletes.

REQUIREMENTS

The following minimum standards for dealing with athletic risk management will be implemented:

o Completion of appropriate (elementary or secondary) INTERSCHOOL ATHLETIC CONSENT TO PARTICIPATE AND MEDICAL INFORMATION FORM (which outlines potential injury risk) (September 2000) prior to the athlete’s first practice.

o Completion of an appropriate elementary or secondary REQUEST TO RESUME ATHLETIC PARTICIPATION FORM (September 2000) RETURN TO PHYSICAL ACTIVITY NON-CONCUSSION MEDICAL ILLNESS/INJURY form where a student is returning to play after missing a practice or game due to an injury or illness requiring medical attention.

o Adherence to the Halton Catholic District School Board Medical Condition Policy and Concussion Protocols and Procedures;

o An appropriate means of communication on site, and a list of emergency contacts; o A list of emergency phone numbers; o An appropriate means of transportation on site; o The availability of a first aid kit; o The identification of an IN-CHARGE PERSON, at all interschool athletic competitions,

who will manage in the event of injury;

o The in-charge person at all identified “higher risk activities” wherever they occur will be certified with a valid St. John Emergency Ambulance Standard First Aid certificate, or equivalent. Without EMERGENCY first aid coverage throughout the entirety of the athletic event the activity will not be permitted to be pursued. The First Aid provider must be in attendance for the entire athletic event.

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OPERATING POLICY HALTON CATHOLIC DISTRICT SCHOOL BOARD

RISK MANAGEMENTMANAGING STUDENT RISK IN POLICY NO. : II – 26

INTERSCHOOL SPORTS DATE : SEPTEMBER 1, 1989

ELEMENTARY AND SECONDARY SCHOOLS AMENDED : SEPTEMBER 24, 1991


AMENDED : SEPTEMBER 30, 1997


AMENDED : APRIL 15, 2008

AMENDED : FEBRUARY 19, 2015

AMENDED APRIL 15, 2008FEBRUARY 19, 2015 PAGE 2 OF 2

Prior to the instructor/coach teaching the skills of the activity, the instructor/coach will: o outline the possible risks of the activity (warnings of possible danger); o demonstrate how to minimize the risks; o set procedures and rules for safe practice of skills; o enforce adhere to the safety procedures and, rules of safe play, and parameters

located within the Halton Catholic District School Board Safety Guidelines; and o provide the appropriate supervision required by the activity.

In activities requiring protective equipment, either supplied by the Board or by the individual participant, such equipment must meet the minimum safety standards as established by the Provincial Sport Governing Body and/or the Halton Secondary School Athletic Association (HSSAA)/Ontario Federation of School Athletic Associations’ (OFSAA) playing regulations for the sport and confirmed by the coaching staff.

The Halton Catholic District School Board supports provides opportunities for instructors/coaches to actively participate actively in Coaching Clinics and First Aid Programs in adherence to the Halton Catholic District School Board Out of Classroom Safety Guidelines.

Provisions must be made for health care insurance, Extended Blue Cross or equivalent, for each participant involved in athletic activities which occur out of province/country.

Any action taken to implement the requirements of this policy, including the application of consequences to students or direction to visitors to the school grounds or property, must be consistent with the Requirements of Policy II-39 “Progressive Discipline and Safety in Schools (2008).

Secondary school athletics follow procedures outlined by the Halton Secondary School Athletic Association (HSSAA).

Elementary school athletics follow procedure outlined in the Elementary Interschool Guideline Handbook.

APPROVED: Regular Meeting of the Board DISTRIBUTION: Board Members, Administration, Principals & Staff Authorized by: ................................................................................ Chair of the Board

REQUIREMENTS.. cont’d

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Policy II-31 Risk Management – First Aid Page 1 of 1



Policy II-31 Risk Management – First Aid

PURPOSE: To provide guidelines for the health and safety of all employees and students within the Halton Catholic District School Board’s jurisdiction. COMMENTS: At the Policy Committee meeting held on September 9, 2014, the Committee received information around the ongoing review of the Board’s policies. Based on a former plan which involved placing all existing policies on a three year review cycle, staff created a “Policy Working Group/Committee”. The mandate of this committee is to review each existing “education” policy and provide recommendations and revisions to ensure it is in compliance with legislation and aligns with all other Board policies. These recommendations are reviewed by Senior Staff and then brought forth to Trustees, through the Policy Committee Meetings for their review and approval. One of the policies identified by staff as requiring review and revision is Policy II-31 Risk Management – First Aid. Staff has reviewed the Policy Working Committees recommendations and have now brought forth the proposed amendments to this policy, as appropriate. These amendments are marked. The revised policy is placed before the Policy Committee with the following recommendation:

RECOMMENDATION:

Moved by: Seconded by: RESOLVED, that the Policy Committee recommends that Board Policy II-31, Risk Management – First Aid, be forwarded to the March 24, 2015 Special Board meeting for approval, as amended.

REPORT PREPARED BY: C. CIPRIANO SUPERINTENDENT OF EDUCATION REPORT SUBMITTED BY: P. DAWSON DIRECTOR OF EDUCATION AND SECRETARY OF THE BOARD

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OPERATING POLICY HALTON CATHOLIC DISTRICT SCHOOL BOARD RISK MANAGEMENT – FIRST AID POLICY NO.: II-31

APPROVED : June 24, 1997

AMENDED : June 5, 2007

AMENDED : January 22, 2015

AMENDED JANUARY 22, 2015APPROVED JUNE 5, 2007 Page 1 of 3

PURPOSE

To provide assiduous attention to the first aid of all employees and students within the Halton Catholic District School Board’s jurisdiction.

APPLICATION & SCOPE

This policy shall apply to all Board sites within the jurisdiction of the Halton Catholic District School Board and where employees and students are on Board related business and/or activities.

PRINCIPLE

The Halton Catholic District School Board will give assiduous attention to the first aid of students and employees in compliance with the Ministry of Education and Training and Ministry of Labour: Acts, Regulations, Workplace Safety and Insurance Board (WSIB) First Aid Regulation 1101, Policies. and

Procedures and Protocols, as well as all other legal obligations.

REQUIREMENTS

1. The Halton Catholic District School Board encourages, supports and shall provide

opportunities for employees to actively participate in St. John Ambulance Standard First Aid and C.P.R./A.E.D. certification or its equivalent.

The Halton Catholic District School Board will sponsor the following number of volunteers employees for each site to receive Standard First Aid and C.P.R./A.E.D. with Administrator approval:

Elementary Schools - 2 volunteersemployees

Elementary Schools over 700 staff and students - 3 volunteersemployees

Elementary Schools over 900 staff and students - 4 volunteersemployees

Secondary Schools - 4 volunteersemployees

Central Office Sites - 2 volunteersemployees 2. Each school site will meet the requirements of WSIB First Aid Regulation 1101 relating to first

aid equipment, facilities and trained personnel:

Regulation 1101 - First Aid Requirements: WSIB Regulation 1101 First Aid Requirements: a) volunteersemployees holding a valid St. John Ambulance Standard First Aid certificate

or equivalent, shall be identified as First Aid providers for the site. b) a First Aid Station shall be located on site and valid First Aid certificates will be posted. c) the Board shall require the principal/or supervisor to ensure that the first aid kits and

their contents are inspected by an individual certified with first aid or designated Board vendor at not less than quarter-yearly intervals and shall mark the inspection card for each box with the date of the most recent inspection and the signature of the person making the inspection as per the requirements of WSIB First Aid Regulation 1101(see HCDSB First Aid Protocol).

d) a Worker’s Compensation WSIB poster entitled “In All Cases of Injury/Disease”, also known as Form 82”In Case of Injury” Poster (form 82), shall be displayed in every workplace where all workers can see it.

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e) procedures for record keeping of all injuries shall be in place, as per the Board’s First

Aid Protocol. f) procedures shall be in place for periodic review of accident reports to provide

corrective actions to help eliminate causes of injuries.

3. In addition to the First Aid Kit/Room requirements in WSIB regulation 1101, each First Aid Kit/Room will shall be equipped with disposable non-latex gloves and a pocket mask or shield.

4. The Director of Education shall establish administrative procedures consistent with Board

policy to implement this policy.

5. The principal/site administrator shall be responsible for implementing Board policies, establishing and implementing site procedures which will safeguard the health and welfare of staff and students who have been injured or taken ill while on Board premises or on school-sponsored field trips.

PROCEDURES At the beginning of each school year, the Principal/Site Administrator will review with staff the following sections of the First Aid Procedures HandbookProtocol:

the First Aid action plan for the site. the identification of the First Aid providers and their site location(s). the respective role of the Principal/Site Administrator, the First Aid providers and the

employees in cases of accident and/or injury. the universal blood and body fluid precautions. the forms that must be completed in case of injury (i.e. the O.S.B.I.E. Incident Report Form for

students, volunteers and visitors, the First Aid Incident Report Form for staff and the Employer’s Report of Injury/Disease/WCB Form 7)the Board’s Internal Accident Report Form for staff.

The Board’s Claims Management Officer will complete and submit a WSIB Form 7, if necessary.

The process whereby staff and students with life threatening allergies and illnesses are identified and the appropriate emergency procedures to be taken.

IN CASES OF INJURY:

(a) The Principal/Site Administrator shall:

provide for First Aid to be administered. provide for the recording of the First Aid treatment/advice given. provide immediate transportation to a hospital, doctor’s office or employees home,

when necessary.provide immediate transportation to a hospital, doctor’s office or employees home, if needed.

notify the parents/guardians (or in case of employee, the next of kin) as soon as possible, when appropriate.

REQUIREMENTS cont’d…

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FOR EMPLOYEES: The Board will arrange and pay for transportation to get medical care, if

needed for employees. Submit to Human Resources the “Employer’s Report of Injury/Disease” (WCB

Form 7) no later than 3 days of completing the form.Board Accident/Incident Report within 24 hours of injury.

FOR STUDENTS/VOLUNTEERS/VISITORS:

Submit to Superintendent of Business, Complete and submit the online “O.S.B.I.E. Incident Report Form” as soon as possible.

(b) The Employee shall:

promptly obtain First Aid.

report an injury to principal/site administrator as soon as possible.

APPROVED: Regular Meeting of the Board DISTRIBUTION: Board Members, Administration, Principals & Staff Authorized by: ................................................................................

Chair of the Board

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Policy I-24 Fraud Management Page 1 of 2



Policy I-24 Fraud Management

PURPOSE: To provide for the consideration of the Policy Committee revisions to Policy I-24 Fraud Management as recommended by staff. COMMENTS:

At the January 13, 2015 Policy Committee Meeting, Discussion Report 4.3 Policy I-24 Fraud Management was presented, outlining the process for the initial development of Fraud Management Policy and the extensive research and consultation undertaken. The revised policy was presented at the February 10, 2015 Policy Committee Meeting as Action Report 3.1 Policy I-24 Fraud Management. At the February 10, 2015 Policy Committee Meeting, Trustees requested additional changes to the policy, including clarity on the process to consult with the Board of Trustees on management’s plan of action prior to making a final decision and the timeliness of reporting an alleged incident of a material amount. These changes have been incorporated in the revised Fraud Management Policy, attached in Appendix A of this report. Corresponding changes have been made in the Administrative Procedure VI-24 Fraud Management, and a revised copy has been included as Appendix B. The current advice for open vs. closed sessions is outlined in: • Appendix C – 2011:SB06 – Closed Sessions for Audit Committee Meetings • Appendix D – 2014:SB22 – Guidance for Holding Audit Committee Meetings in Closed Sessions • Appendix E – Education Act, Section 207 (1) – (2).

In accordance with Section 207(2) in the Education Act, Board and Committee meetings must be open to the public, except when the subject matters involves:

(a) the security of the property of the board;

(b) the disclosure of intimate, personal or financial information in respect of a member of the board or committee, an employee or prospective employee of the board or a pupil or his or her parent or guardian;

(c) the acquisition or disposal of a school site;

(d) decisions in respect of negotiations with employees of the board; or

(e) litigation affecting the board. R.S.O. 1990, c. E.2, s. 207 (2).

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Policy I-24 Fraud Management Page 2 of 2

Further, the Ministry’s memorandum 2014:SB22 – Guidance for Holding Audit Committee Meetings in Closed Sessions (included in Appendix D) clarifies that Section 207(2) (a) of the Education Act is “to be interpreted to include risk, security and control weaknesses. Further “it is a best practice for this subject matter to be held in closed sessions to enable candid discussion without disclosing the weaknesses publicly.” Fraud investigations are such subject matters, and should thus be conducted in closed sessions. The Ministry, in conjunction with the Council of Senior Business Officials (COSBO) Executive is currently seeking professional guidance on open vs. closed Audit Committee meetings. The following recommendation is presented for the consideration of the Board:

RECOMMENDATION:

Moved by: Seconded by: RECOMMENDED that Policy I-24 Fraud Management, be forwarded to the March 24, 2015 Special Board meeting for approval, as amended.

REPORT PREPARED P. MCMAHON & SUBMITTED BY: SUPERINTENDENT OF BUSINESS SERVICES AND TREASURER OF THE BOARD C. CIPRIANO SUPERINTENDENT OF EDUCATION REPORT APPROVED BY: P. DAWSON DIRECTOR OF EDUCATION AND SECRETARY OF THE BOARD

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Tuesday, March 10, 2015

POLICY COMMITTEE MEETING


Action Report

Appendix A

14

OPERATING POLICY HALTON CATHOLIC DISTRICT SCHOOL BOARD FRAUD MANAGEMENT POLICY NO.:

APPROVED : AMENDED : SCHEDULED FOR REVIEW:

I-24 September 18, 2012

SeptemberMarch 2015

APPROVED September 18, 2012AMENDED March, 2015

PURPOSE

The purpose of this policy is to set out the process to be followed for the identification, investigation, escalation and reporting of fraud at the Halton Catholic District School Board (“the Board”).


This policy applies to all trustees, and employees of the Board. It may also apply to persons or organizations external to the Board who perpetrate fraud against it.

PRINCIPLES

• Fraud and the material misstatement of financial information can have a significant adverse effect on the Board’s public image, reputation and its ability to achieve its strategic objectives.

• The policy is intended as a means to increase awareness of key fraud indicators, the different types of fraud and fraud schemes that may exist and the roles/responsibilities of all staff in fraud prevention, deterrence and detection.

• The Board is committed to protecting its revenue, property, proprietary information and

other assets. The Board will not tolerate any misuse or misappropriation of those assets. • The Board will make every reasonable effort to protect itself against fraud, and will

establish and maintain a system of internal control to ensure, to the fullest extent possible, the prevention and detection of fraud.

• The Board will provide the necessary information and training to ensure that all staff are

familiar with the types of improprieties that might occur within the workplace, and be alert for any indications of such conduct.

• Provided there are reasonable grounds, the Board shall investigate any and all incidents

of suspected or alleged acts of fraud. An objective and impartial investigation will be conducted regardless of the position, title, length of service, or relationship with the Board, of any party who becomes the subject of such investigation.

• When a fraud is substantiated by the investigation, appropriate disciplinary action shall be

taken, up to and including dismissal. • In the event that fraud is found to have occurred, the Board shall make every reasonable

effort to seek restitution and obtain recovery of any and all losses from the offender(s), or other appropriate sources, including the Board’s insurers.

• In the event of criminal misconduct, the police shall be notified, as appropriate.

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SeptemberMarch 2015


DEFINITIONS

• Fraud is a deliberate act of deception, manipulation or trickery, with the specific intent of gaining an unfair or dishonest personal gain or advantage. It may be perpetrated by one individual or done in collusion with others. It involves willful misrepresentation or deliberate concealment of material facts.

• Types of fraud may include, but are not limited to, the following:

a) Forgery or alteration of cheques or other banking documents and records. b) Theft, embezzlement or misappropriation of funds, supplies and services, resources,

other assets or time. c) Any irregularity in the handling or reporting of money transactions, including the

falsification, unauthorized destruction or removal of corporate records, or financial statements.

d) Any computer related activity involving the alteration, destruction, forgery, manipulation of data or unauthorized access for fraudulent purposes, in violation of Policy I-27, Acceptable Use of Electronic Assets.

e) Any claim for reimbursement of business expenses that is either intentionally inflated or not a bonafide business expense of the Board.

f) The unauthorized use of Board money, property, resources, or authority for personal gain or other non-Board related purposes.

g) Misuse or abuse of authority in the context of purchasing goods or services. h) False claims for grants, contributions or any program/service payments, including

refunds and rebates. i) Seeking or accepting anything of material value from vendors of the Board in violation

of the conflict of interest provisions in Policy III-14, Employee Code of Conduct and Policy I-36, Trustee Code of Conduct.

REQUIREMENTS

1. DUTY TO REPORT SUSPICION OF FRAUD

• Any act of fraud that is detected or suspected must be reported immediately and investigated in accordance with this policy, as expeditiously as possible.

• Any employee who has knowledge of an occurrence of a fraud, or has reason to suspect that a fraud has occurred, shall immediately notify his/her supervisor. If the employee has reason to believe that the employee’s supervisor may be involved, the employee shall immediately notify their Superintendent, or the Director of Education.

• Those who are aware of a fraud taking place and knowingly do not report it, may be considered equally complicit in the fraud.

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SeptemberMarch 2015


2. INVESTIGATION OF SUSPICIONS OR ALLEGATIONS OF FRAUD • Responsibility for ensuring all reported allegations of fraud are investigated rests with the

Director of Education, through the Superintendent of Business Services, or the Executive Officer of Human Resources Services, as appropriate.

• The Director of Education and the Superintendent of Business Services shall inform the Chair of the Audit Committee of the alleged or suspected fraud of a material amount within two (2) weeks of the incident being confirmed and shall ensure that all instances of alleged or suspected fraud are appropriately investigated. The Chair of the Audit Committee shall inform the Board of Trustees of any alleged or suspected fraud of a material amount at the In-Camera Session of the next scheduled Board Meeting.

• The Chair of the Audit Committee shall provide a report to the Board of Trustees, at the commencement and conclusion of any investigation under this policy and shall keep the Board of Trustees apprised of any significant developments that unfold during the course of the investigation. In the event that the next scheduled Audit Committee Meeting shall not take place within two (2) weeks of a confirmed occurrence, the Audit Committee Chair will provide an update at the In-Camera Session of the next scheduled Board Meeting. The Director of Education and the Superintendent of Business Services shall consult with the Audit Committee and the Board of Trustees on the plan of action with respect to a confirmed occurrence, prior to any action being taken.

• The Director of Education and the Superintendent of Business Services may, in consultation with Board forensic consultants and Board legal counsel, involve the services of the Regional Internal Audit Manager, as appropriate. The Regional Internal Audit Manager may assume primary responsibility for the investigation of all activity as defined in this policy under Special Investigations.

• Employees are expected to fully cooperate with management and any others involved in the investigation and make all reasonable efforts to be available to assist during the course of the investigation.

• All participants in a fraud investigation shall keep the details and results of the investigation confidential, and shall not discuss the matter with anyone other than those involved in the investigation.

3. SPECIAL INVESTIGATIONS • Where a member of Senior Staff is suspected of fraud, the employee may notify the

Director of Education directly.

• Where the Director of Education is suspected of fraud, the employee may notify the Chair of the Board or the Regional Internal Audit Manager directly.

• Where a Trustee is suspected of fraud, the employee may notify the Director of Education or the Superintendent of Business Services, or the Regional Internal Audit Manager directly.

• The Regional Internal Audit Manager will assume the primary responsibility for all special investigations.

4. WHISTLE-BLOWER PROTECTION

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SeptemberMarch 2015


a) Protection from Reprisal This policy prohibits reprisals against individuals, acting in good faith, who report incidents of suspected fraud, or who act as witnesses in any subsequent investigation. The Board shall make every effort to ensure that an individual, who in good faith reports under this policy, is protected from harassment, retaliation or adverse employment consequence. Anyone who retaliates against someone who has reported in good faith is subject to discipline, up to and including dismissal.

b) Acting in Good Faith In making a report, an individual must be acting in good faith with reasonable grounds for believing that there is a breach of a code of conduct or questionable financial practices. An individual who makes an unsubstantiated report, which is knowingly false or made with vexatious or malicious intent, will be subject to discipline, up to and including dismissal.

5. IMPLEMENTATION AND MONITORING

• The Director of Education, in collaboration with the Superintendent of Business services, shall establish procedures required to implement this policy and provide an annual monitoring report to the Board of Trustees on the status of the implementation of policy.

DISTRIBUTION : Board Members, Administration, Principals and Staff AUTHORIZED BY: ……………………………………………………………… A.A. LeMayJ. Michael, Chair of the Board

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Action Report

Appendix B

19

ADMINISTRATIVE PROCEDURE HALTON CATHOLIC DISTRICT SCHOOL BOARD FRAUD MANAGEMENT

ADMINISTRATIVE PROCEDURE NO.: DATE:

VI-24 MARCH 17, 2015

Page 1 of 6

PURPOSE

To provide a clear and standard procedure for processing and addressing suspicion or allegations of fraud at the Halton Catholic District School Board, in accordance with Board Policy I-24, Fraud Management. APPLICATION AND SCOPE

This process applies to all trustees and employees of the Board. It may also apply to persons or organizations external to the Board who may perpetuate fraud against it. REQUIREMENTS

I. SENIOR MANAGEMENT AND STAFF RESPONSIBILITIES

• Senior Management is responsible for instituting and maintaining a system of internal control to provide reasonable assurance for the prevention and detection of fraud.

• Fraud awareness training shall be provided to all employees and trustees.

• All newly hired employees shall receive information on Policy I-24, Fraud Management, and the accompanying Procedure VI-24, during new employee orientation activities.

• All employees and trustees shall be required to make an annual declaration with respect to Policy I-24, Fraud Management, and Procedure VI-24.

II. DUTY TO REPORT SUSPICION OF FRAUD

• In accordance with Policy I-24, Fraud Management, any act of fraud that is detected or suspected must be reported immediately.

• Any employee who has knowledge of an occurrence of a fraud, or has reason to suspect that a fraud has occurred, shall immediately notify his/her manager/supervisor. If the employee has reason to believe that his/her supervisor may be involved, the employee shall immediately notify his/her Superintendent. If the employee has reason to believe that his/her Superintendent may also be involved, the employee shall then notify the Director of Education and/or the Superintendent of Business Services.Upon notification from an employee of a suspected fraud, the manager/supervisor shall immediately notify his/her Superintendent.

• The manager/supervisor shall not attempt to investigate the suspected fraud or to discuss the matter with anyone other than those involved.

• Upon notification from an employee or manager/supervisor of a suspected fraud, the Superintendent shall immediately contact the Director of Education and/or the Superintendent of Business Services.

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VI-24 MARCH 17, 2015

Page 2 of 6

• The Superintendent shall not attempt to investigate the suspected fraud or to discuss the matter with anyone other than those involved.

• Upon notification of a suspected fraud of a material amount, the Director of Education and the Superintendent of Business Services shall inform the Chair of Audit Committee of the alleged or suspected fraud and shall ensure that all instances of alleged or suspected fraud are appropriately investigated.

• The Director of Education and the Superintendent of Business Services, may, at their discretion, involve the services of the Regional Internal Audit Manager, the Board forensic consultants, and/or the Board legal counsel.

III. SECURITY OF EVIDENCE

• Where there are reasonable grounds to indicate that a fraud has occurred, the evidence must be secured.

• Once a suspected fraud is reported, immediate action shall be taken to prevent the theft, alteration, or destruction of relevant records.

• Such actions include, but are not necessarily limited to, removing the records and placing them in a secure location, limiting access to the location where the records currently exist, and preventing the individual suspected of committing the fraud from having access to the records.

• The records must be adequately secured until they are required to begin the audit investigation. Continuity of evidence must be maintained throughout the investigation.

• The Regional Internal Audit Manager shall have unrestricted access to all necessary Board records and personnel.

IV. INVESTIGATION OF SUSPICIONS OR ALLEGATIONS OF FRAUD

• In accordance with Policy I-24, Fraud Management, any suspected or alleged act of fraud that is reported, must be promptly investigated.

• Investigation of suspected or alleged acts of fraud shall be managed with appropriate Board staff, limiting the number of staff members involved in the investigation to the fullest extent possible.

• Employees are expected to fully cooperate with management and any others involved in the investigation.

• The Director of Education and the Superintendent of Business Services shall inform the Chair of the Audit Committee of the alleged or suspected fraud of a material amount within two (2) weeks of the incident being confirmed and shall ensure that all instances of alleged or suspected fraud are appropriately investigated. The Chair of the Audit Committee shall inform the Board of Trustees of any alleged or suspected fraud of a material amount at the In-Camera Session of the next scheduled Board Meeting.

• The Director of Education and the Superintendent of Business Services may, in consultation with Board forensic consultants and Board legal counsel, involve the

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services of the Regional Internal Audit Manager. The Regional Internal Audit Manager may assume primary responsibility for the investigation of all activity as defined above, in accordance with Policy I-24.

• The Regional Internal Audit Manager will notify the Chair of the Audit Committee, the Director of Education and the Superintendent of Business Services of a reported allegation of fraud upon the commencement of the investigation, to the extent practicable and appropriate. Throughout the investigation these officials should be kept informed of pertinent investigative findings.

• Depending on the severity of the matter, the Chair of the Audit Committee may call a meeting of the Audit Committee to apprise them of the situation and seek further advice from them. This action is in accordance with the Audit Committee Regulation (361/10) to the Education Act, Section 9.6 (Appendix ‘C’). The Chair of the Audit Committee shall provide a report to the Board of Trustees, at the commencement and conclusion of any investigation under this policy and shall keep the Board of Trustees apprised of any significant developments that unfold during the course of the investigation. In the event that the next scheduled Audit Committee Meeting shall not take place within two (2) weeks of a confirmed occurrence, the Audit Committee Chair will provide an update at the In-Camera Session of the next scheduled Board Meeting. The Director of Education and the Superintendent of Business Services shall consult with the Audit Committee and the Board of Trustees on the plan of action with respect to a confirmed occurrence, prior to any action being taken.

V. SPECIAL INVESTIGATIONS

• Where the Superintendent of Business Services is suspected of fraud, the employee will contact the Director of Education directly. The Director of Education will notify the Regional Internal Audit Manager and the Chair of the Audit Committee. The Regional Internal Audit Manager will conduct an initial review and report the results to the Director of Education and the Chair of the Audit Committee.

• Where the Director of Education is suspected of fraud, the employee will contact the Chair of the Board or the Regional Internal Audit Manager directly. The Regional Internal Audit Manager will then notify the Chair of the Audit Committee, and will conduct an initial review and report the results directly back to the Chair of the Board and the Chair of the Audit Committee.

• Where a Trustee is suspected of fraud, the employee will contact the Director of Education, or the Superintendent of Business Services, or the Regional Internal Audit Manager directly. The Regional Internal Audit Manager will conduct an initial review and report the results back to the Director of Education and/or the Superintendent of Business Services, and/or the Chair of the Audit Committee.

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VI. CONFIDENTIALITY

• All participants in a fraud investigation shall keep the details and results of the investigation confidential, shall not discuss the matter with anyone other than those involved in the investigation, and shall sign confidentiality agreements to that effect.

VII. WHISTLE-BLOWER PROTECTION

• An employee making an allegation of suspected improper activity in good faith will be protected from discrimination or dismissal.

• The Board will not tolerate any retaliation directly or indirectly against anyone who, in good faith, makes an allegation of wrongdoing.

• The Board will not reveal the identity of any person who makes a good faith allegation and who asks that their identity remain confidential. To the fullest extent possible, the anonymity of the person providing the information will be maintained.

VIII. FOLLOW UP ACTIONS

• Unless exceptional circumstances exist, an employee under investigation for fraud shall be given notice in writing of the essential particulars of the allegations following the conclusion of the investigation, and before any final disciplinary action is taken.

• When such notice has been given, the employee against whom allegations have been made will be given opportunity to submit a written response to the Regional Internal Audit Manager within five (5) business days. This requirement is subject to any collective agreement provisions respecting the rights of employees during disciplinary proceedings.

• When a fraud is substantiated by the investigation, appropriate disciplinary action shall be taken, up to and including dismissal.

• Where there are reasonable grounds to indicate that criminal misconduct has occurred, the Director of Education and the Superintendent of Business Services, subject to the advice of Board forensic consultants and Board legal counsel, will notify the Halton Regional Police Services, as appropriate.

• The Board shall make every reasonable effort to seek restitution and obtain recovery of any and all losses from the offender(s), or other appropriate sources, including the Board’s insurers.

IX. MEDIA

• Matters related to an alleged fraud or audit investigation shall not be discussed with the media. Any staff person or elected official contacted by the media with respect to an investigation shall refer the media to the Administrator, Communications Services or designate.

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X. POST INVESTIGATION

Documentation • Upon completion of the investigation including all legal and personnel actions, any

records, documents and other evidentiary material will be returned to the appropriate department.

Reporting • Upon conclusion of the investigation, the results shall be reported to the Chair of the

Audit Committee. Where the Regional Internal Audit Manager was involved in the investigation, the results will first be reported to the Director of Education, and the Superintendent of Business Services, as appropriate.

• The Chair of the Audit Committee shall provide a report to the Board of Trustees, at the commencement and conclusion of any investigation under this policy and shall keep the Board of Trustees apprised of any significant developments that unfold during the course of the investigation.

• All information relating to investigations undertaken under this policy will be reported to the external auditors, so as to allow them to discharge their statutory responsibilities.

At the request of the Chair of the Audit Committee, a status report will be provided on investigations conducted during the year, and any previous investigations that remain open. This report may be prepared by the Regional Internal Audit Manager, where he/she was involved in the investigation.

Risk Assessment • Upon completion of any fraud investigation, the Board will conduct a risk assessment of

the incident and ensure, to the fullest extent possible, that corrective and preventative measures are put in place to reduce the chance of recurrence and consider the possibility of the same type of incident having occurred elsewhere in the Board and the potential need for further investigation.

• The Superintendent of Business Services will request the Regional Internal Audit Manager to conduct a risk assessment of the incident, and make recommendations to the appropriate Superintendent through the Director of Education, and the Superintendent of Business Services.

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XI. APPENDICES

Appendix ‘A’ Fraud Management: Notification Process (Flowchart) Appendix ‘B’ Contact Information for the Regional Internal Audit Manager Appendix ‘C’ Excerpt from the Education Act, Regulation 361/10, Section 9, subsection 6

APPROVED: Regular Meeting of the Administrative Council DISTRIBUTION: Senior Staff, Administration, Principals, Vice Principals AUTHORIZED BY: Director of Education and Secretary of the Board DATE: …………………………………………………………………………………

25

olved

Appendix 'A'

NOTIFICATION PROCESS

Employee suspects that fraud has occurred or is

occurring.

Is the employee’s immediate Supervisor/Manager believed to be involved in the fraud?

YES

NO

Immediate Supervisor/ Manager is notified.

Is the Superintendent believed to YES

be inv YES in the fraud?

NO

Superintendent is notified.

Are the Director of Education and/or Superintendent

of Business Services believed to be involved in the fraud?

YES

NO

Director of Education and/or Superintendent of

Business Services are notified

Chair of the Audit Committee is notified

Regional Internal Audit Manager is notified

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Appendix ‘B’

Administrative Procedure VI-24, Fraud Management Contact Information for the Regional Internal Audit Manager

Matthew Gerrard Regional Internal Audit Manager

West of Central Region 51 Ardelt Avenue

Kitchener, ON N2C 2R5 (519) 570-0003, extension 4683 [email protected]

27

mailto:[email protected]

Appendix ‘C’

Administrative Procedure VI-24, Fraud Management Excerpt from Regulation 361/10

Audit Committee Regulation (361/10) to the Education Act, Section 9, Subsection (6), which states that (emphasis added):

“An audit committee of a board has the following duties related to the board’s risk management:

1. To ask the board’s director of education, a senior business official, the internal auditor and the external auditor about significant risks, to review the board’s policies for risk assessment and risk management and to assess the steps the 5 director of education and a senior business official have taken to manage such risks, including the adequacy of insurance for those risks.

2. To perform other activities related to the oversight of the board’s risk management issues or financial matters, as requested by the board.

3. To initiate and oversee investigations into auditing matters, internal financial controls and allegations of inappropriate or illegal financial dealing.”

28




Action Report

Appendix C

29

Closed sessions for audit committee meetings Page 1 of 2 Memorandum 2011:SB06 from Andrew Davis March 18, 2011

Ministry of Education Ministère de l’Éducation Financial Analysis and Direction de l’analyse et de la Accountability Branch responsabilité financières 21st Floor, Mowat Block 21e étage, édifice Mowat 900 Bay Street 900, rue Bay Toronto, Ontario M7A 1L2 Toronto, Ontario M7A 1L2 Tel.: (416) 327-9356 Tél. : (416) 327-9356 Fax: (416) 325-2007 Téléc.: (416) 325-2007 Email: [email protected] Courriel: [email protected] 2011: SB06 MEMORANDUM TO: Directors of Education FROM: Andrew Davis Director Financial Analysis and Accountability Branch DATE: March 18, 2011 SUBJECT: Closed sessions for audit committee meetings I’m writing to you today about holding closed sessions for Audit Committee meetings, and to clarify how the exemptions in subsection 207 (2) of the Education Act can be applied to have audit committee meetings conducted in closed sessions. The Education Act through Ontario Regulation 361/10 now requires audit committees in all school boards throughout the province. The current provisions in the Education Act require all committee meetings to be open to the public, except where the subject matter under discussion is covered by subsection 207(2) of the Act. The audit committee’s mandate is to assist the board of trustees to fulfill its oversight responsibilities by reviewing the financial statements, internal controls, internal and external audit findings, significant risks and risk management and compliance matters. It is a best practice that audit committee meetings are held in closed sessions to enable sensitive issues to be discussed and critiqued. Many public organizations in Ontario hold audit committee meetings in closed sessions. The responsibilities of the audit committee and issues that will be discussed are about current or future potential risks, and as a result the Ministry is recommending that subsection 207(2)(a) of the Education Act be interpreted to include all matters related to audit committee proceedings. Other matters that may be discussed in audit committee that relate to purchase and sale of property or matters involving litigation would meet the criteria set out in subsections 207(2)(b) to 207(2)(e) of the Education Act. As a further point of clarification, although the meetings should be closed to the public, this does not preclude the audit committee from inviting others to attend the meeting, such as the senior administration of the school board, the internal auditor, the external auditor and other members of the board of trustees.

Ontario

Appendix C

30

Closed sessions for audit committee meetings Page 2 of 2 Memorandum 2011:SB06 from Andrew Davis March 18, 2011

Should you have any questions or concerns, please contact Doreen Lamarche, Project Manager – Audit at (613) 225-9210 ext.113 or by email at [email protected] or Anthony Yeung, Manager, Transfer Payment Accountability Unit at (416) 314-0790 or by email at [email protected]

Andrew Davis Director Financial Analysis and Accountability Branch Cc Superintendents of Business and Finance

31




Action Report

Appendix D

32

Appendix D

Ministry of Education

School Business Support Branch

19th Floor. Mowat Block900 Bay Street

Toronto ON M7A 1L2

Mlnistdre de I'lsducationDirection du soutien aux activites scolaires

19* 6tage, Edifice Mowat900, rue Bay

Toronto ON M7A 1L2 Ontario

MEMORANDUM TO:

FROM:

DATE:

SUBJECT:

2014: SB22

Directors of Education

Senior Business Officials

Cheri Hayward

Director


September 16,2014

Guidance for Holding Audit Committee Meetings in Closed

Session

I am writing to update the guidance provided in memo 2011: SB06 "Closed sessions for audit

committee meetings".

The previous memo recommended that s. 207(2) (a) of the Education Act be interpreted to

include all matters related to audit committee proceedings, thereby allowing the entire audit

committee meeting to be closed to the public.

However, to ensure that audit committees meetings are more open and transparent, the

Ministry has updated its guidance such that s. 207(2) (a) of the Education Act be interpreted to

include risk, security and control weaknesses. It is a best practice for this subject matter to be

held in closed session to enable candid discussion without disclosing the weaknesses

publicly. The discussion of any matters that do not meet the criteria set out in s. 207(2) of the

Education Act should be open to the public.

School boards are reminded that they are required to exercise discretion under s. 207(2) of

the Education Act before deciding whether to close a committee meeting to the public. This

will involve considering the facts of each situation and the principles of openness and

accountability. If you have any questions or concerns on the subject matter that can be held in

camera, please seek your own legal advice.

Where a portion of a meeting is closed to the public, this does not preclude the audit

committee from inviting third parties to attend the meeting, such as the senior administration

of the school board, the internal auditor, the external auditor and other members of the board

of trustees.

Guidance for Holding Audit Committee Meetings in Closed Session

Memorandum 2014:SB22 from Cheri Hayward

Page 1of2

September 16, 2014

33

Should you have any questions or concerns regarding audit committee meetings, please

contact Paula Hatt, Senior Analyst, Audit at [email protected] or 416-326-1170.

Original signed by

Cheri Hayward

Director


cc: Regional Internal Audit Managers

Guidance forHolding Audit Committee Meetings in Closed Session Page 2 of 2Memorandum 2014.SB22 from Cheri Hayward September 16, 2014

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Action Report

Appendix E

35

Education Act

R.S.O. 1990, CHAPTER E.2

ACCESS TO MEETINGS AND RECORDS

Open meetings of boards 207. (1) The meetings of a board and, subject to subsection (2), meetings of a

committee of the board, including a committee of the whole board, shall be open to the public, and no person shall be excluded from a meeting that is open to the public except for improper conduct. R.S.O. 1990, c. E.2, s. 207 (1).

Note: On a day to be named by proclamation of the Lieutenant Governor, subsection (1) is amended by striking out “The meetings of a board and, subject to subsection (2), meetings of a committee of the board” at the beginning and substituting “Subject to subsections (2) and (2.1), the meetings of a board and the meetings of a committee of the board”. (See: 2014, c. 13, Sched. 9, ss. 19 (1), 24 (1))

Closing of certain committee meetings (2) A meeting of a committee of a board, including a committee of the whole

board, may be closed to the public when the subject-matter under consideration involves,

(a) the security of the property of the board;

(b) the disclosure of intimate, personal or financial information in respect of a member of the board or committee, an employee or prospective employee of the board or a pupil or his or her parent or guardian;

(c) the acquisition or disposal of a school site;

(d) decisions in respect of negotiations with employees of the board; or

(e) litigation affecting the board. R.S.O. 1990, c. E.2, s. 207 (2).

Note: On a day to be named by proclamation of the Lieutenant Governor, section 207 is amended by adding the following subsection: (See: 2014, c. 13, Sched. 9, ss. 19 (2), 24 (1))

Closing of meetings re certain investigations

(2.1) A meeting of a board or of a committee of a board, including a committee of the whole board, shall be closed to the public when the subject-matter under consideration involves an ongoing investigation under the Ombudsman Act respecting the board. 2014, c. 13, Sched. 9, s. 19 (2).

Appendix E

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Policy I-42 Use of Technology and Digital Citizenship Page 1 of 2



ACTION REPORT ITEM 3.4

POLICY I-42 USE OF TECHNOLOGY AND DIGITAL CITIZENSHIP

PURPOSE:

To recommend to the Policy Committee that Policy I-43 Use of Technology and Digital Citizenship be forwarded to the Board for Second and Third Reading.

COMMENTARY:

The Halton Catholic District School Board is committed to supporting the appropriate, ethical, and safe use of technology and access to the internet for learning, teaching and working in the 21st century.

To improve student success and achievement, we must ensure that students feel safe, welcomed, respected and included. We want our students to be well-prepared to be successful in an evolving society, therefore it is imperative that we support our students as 21st century learners.

Fundamental to such success is the ability to use technology responsibly to gather, evaluate, construct and share knowledge.

The Board provides users with access to technology to support teaching and learning, and to enable efficient Board administration and communication.

Technology, including personally owned devices, must be used appropriately for these intended purposes.

This policy revises and amalgamates:

• Acceptable Use Procedures of Telecommunications VI-10; • Use of Personal Electronic Devices I-32, and • Acceptable Use for Electronic Assets I-27 policies.

Additionally, Policy I-39 Use and Support for School Technology and Social Media, went before the Policy Committee on for review and deliberation on May 14, 2013 and then onto first reading on June 11, 2013. The policy was released for stakeholder input from September 11, 2013 to September 25, 2013, inclusive.

The Policy Committee recommended at the October 8, 2013 meeting, that the policy be completely revised to incorporate the broad implications of technology as a tool for academic dialogue and evangelization congruent with Pope Benedict’s message on World Communications Day, 2011, in Truth, Proclamation and Authenticity of Life in the Digital Age. As well, the policy should also consider the Education Act, Municipal Freedom of Information Act, Accepting Schools Act, Equity and Inclusion Policy II-45, and the Halton Catholic District School Board’s 21st Century Teaching and Learning Blueprint.

The matter was first presented to the Policy Committee at the October 9, 2014 meeting as an Information Item for review and deliberation.

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Policy I-42 Use of Technology and Digital Citizenship Page 2 of 2

The policy was presented with approval at First Reading at the November 11, 2014 Policy Committee Meeting and was released for stakeholder consultation from November 19, 2014 – December 10th, 2014 (inclusively). Staff received 4 submissions of input from stakeholders that were used in the revision presented to the Policy Committee on February 10, 2015. A delegation to the Board was also heard at the December 16, 2014 Board meeting, and subsequently an information report was prepared by staff with recommendations on the safe use of technology incorporated into the draft policy. The policy is provided once again to the Policy Committee, with a recommendation that it be forwarded to the Board of Trustees for Second and Third Reading. RECOMMENDATION: Moved by: Seconded by: Resolved, that the Policy Committee recommend that Board Policy I-43 Use of Technology and Digital Citizenship be forwarded to the March 24, 2015 Special Board meeting for Second and Third Reading, as amended.

REPORT PREPARED AND P. DAWSON SUBMITTED BY: DIRECTOR OF EDUCATION AND SECRETARY OF THE BOARD

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OPERATING POLICY HALTON CATHOLIC DISTRICT SCHOOL BOARD USE OF TECHNOLOGY OPERATING POLICY: I-43 AND DIGITAL CITIZENSHIP DATE: November 18, 2014 AMENDED: March 2015 SCHEDULED FOR REVIEW:

AMENDED MARCH 2015APPROVED AT FIRST READING: NOVEMBER 18, 2014 P A G E | 1

PURPOSE

The Halton Catholic District School Board is committed to providing and maintaining safe and appropriate environments conducive to learning and working for all. To improve student success and achievement, we must ensure that all students feel safe, welcomed, respected and included. We want our students to be well-prepared to be successful in an evolving society. Fundamental to such success is the ability to use technology responsibly to gather, evaluate, construct and share knowledge in a 21st Century world. It is imperative that we support our students as 21st Century learners to help them become collaborative contributors, responsible citizens, and self-directed, responsible, lifelong learners. Digital citizenship is defined as the norms of legal, ethical and responsible behaviour related to the appropriate use of technology. These norms and responsibilities are an expectation in all Halton Catholic District School Board (HCDSB) locations and are clearly outlined in each school’s Code of Conduct. As individuals, we live and work in a world where people are connected to their devices at all times so we need to use technology effectively and respectfully. Digital citizenship is an important part of what the Board helps students learn in school.

The Board provides users with access to appropriate technology to support teaching and learning, and to enable efficient Board administration and communication. Technology, including personally owned devices, must be used appropriately for these intended purposes. The Use of Technology & Digital Citizenship policy supports the principles and expectations of the Board’s Safe Schools policies (II-39, II-40), and the Board’s commitment to providing education that is distinctively Catholic, nurturing the call to love and serve by creating positive climates for learning and working. The policy is aligned with and supports the principles and expectations of the Board’s Equity and Inclusive Education policy (II-45). At all times, this policy should be interpreted to be consistent with the Board’s policies and the Ontario Human Rights Code. Students will see teachers incorporate digital resources into their lessons where appropriate and students will use digital resources to demonstrate their learning. Educational online resources will be able to be accessed wirelessly through the Board’s networks. As such, students will be encouraged to BYOD—Bring Your Own Device. When relevant to curriculum and instruction, teachers may permit the use of any personal electronic device in a manner that meets the current policy as a classroom learning device. Students will also be able to access educational resources using their personal devices outside the classroom, in libraries, learning commons, cafeterias and other common areas. By accessing the Internet while on HCDSB property or by logging in with a board login, students accept all terms and conditions of the board network and Internet use, as well as the terms outlined in this policy.


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This Policy applies to all Board technology and to all personally owned technology, as defined above. The application of this Policy includes: • the use of all Board-owned technology, such as computers, tablets, phones and mobile devices, networks, applications, and websites regardless of where they are used. This includes the use of Board-owned technology when used off Board property. • the use of personally owned technology, including personally owned computers and mobile devices,

when used on Board property or when used to access Board resources. . Inappropriate use of personally owned technology, while on or off school property, which has a negative impact on school climate will result in a full investigation and necessary action will be taken, where appropriate. Consequences for inappropriate use are outlined both in the Code of Conduct as well in the Board’s Safe Schools policies (II-39, II-40)

• any access to Board technology resources regardless of the location and ownership of the device used to access Board resources. Specifically, the Policy applies to home, remote, or wireless access to the Board network, websites and applications. • the use of third-party information technology services provided to the Board. This includes Internet services provided by the Ministry of Education.

PRINCIPLES

There are five guiding principles for the use of technology, digital citizenship and responsibility:

I. Intended use: Board technology is provided for educational and administrative purposes. Technology should be used for these intended purposes only.

II. Security and safety of Board data: Users should take reasonable precautions to ensure that the data that they use is secure and safe. Data should be used for the intended purposes only.

III. Responsible resource usage: The Board’s technology resources are shared and limited. Users should use technology resources responsibly and should not waste resources. Personal materials should not be stored on Board property.

IV. Legal compliance and adherence to Board Policies: Users are expected to comply with federal and provincial legislation, as well as Board Policies and corresponding Operating Procedures.

V. Ownership of data: Board technology and all data stored on Board technology are owned and may be accessed by the Board. Users should have no expectation of privacy in anything they create, store, send or receive using Board technology.

Comment [DP1]: E.g. if a user stores an essay or data on a board-owned device it is considered the property of the board. If the essay or data is removed from the board-owned device, saved to a personal device, then deleted from the board device it becomes the intellectual property of the user.

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I. INTENDED USE Prohibited uses of technology include:

a. personal use that is not limited and/or occasional / use that violates federal or provincial laws • use of Board technology for commercial or political purposes • use that contravenes Board Policies and/or Operating Procedures • theft of resources, including electronic data theft

b. unauthorized access or disclosure of confidential information

• unauthorized access, alteration, destruction, removal and/or disclosure of data. This includes the unauthorized disclosure of Board email addresses, distribution lists, and user account information. • creating, displaying, storing or sending fraudulent, harassing, sexually explicit, profane, obscene,

intimidating, defamatory or otherwise inappropriate or unlawful materials • cyberbullying • copying, downloading, transferring, renaming, adding or deleting information protected under copyright law • use that could reasonably be expected to impair the Board’s computing facilities or interfere with others’ use of Board technology (e.g. viruses, spam) including the sending of electronic “chain” mail • agreeing to license or download material for which a fee is charged to the Board without

obtaining express written permission from Curriculum Services. Purchasing of materials and services must comply with all procurement policies and procedures.

II. SECURITY AND SAFETY OF BOARD DATA Users should take reasonable precautions to ensure that data that they use is secure and safe. Staff are given access to data in order to perform their job functions. Data should be used for the purposes intended. Other uses of data are strictly prohibited. Data may include but is not limited to student records, employee records, confidential assessments, and other personal information. Data may be held in more than one format such as an electronic document (e.g. Word Document) or in a system such as email or the Student Information System. All Board data is included in this Policy. Users are responsible for managing the accounts and passwords that provide access to data. Users are responsible for applying passwords to any personal device that accesses or holds Board data. Users will not attempt to gain unauthorized access to Board technology or data nor will they attempt to disrupt or destroy data. Users must exercise reasonable care to ensure the safety of the data entrusted to them. All confidential data not held on Board-owned servers must be fully encrypted. This applies to all confidential data stored on Board and personally owned computers. The storage of confidential Board data on the Internet is strictly prohibited.

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Users must comply with any security measures implemented by the Board. All files downloaded from the Internet must be scanned with Board-approved virus detection software—disabling virus scanning is strictly prohibited. Users are responsible for implementing virus scanning on personally owned devices that hold or access Board technology. All downloading of software from the Internet must be approved in advance by Curriculum Services. Remote or wireless access to Board resources is only permitted through the Board’s approved infrastructure. Users will not attempt to by-pass the Board’s security. III. RESPONSIBLE RESOURCE USAGE The Board’s technology resources are shared and limited. Users should use technology resources responsibly and should not waste resources. As such, the Board reserves the right to limit any activity that consumes a high level of resources that may impact Board services or other users. Examples of shared resources include file storage, network bandwidth, and Internet access. Access to Internet websites and services that significantly impact the Board Internet or network performance will be limited. Users are not permitted to circumvent the Internet and network controls put in place. Personal materials not relevant to educational and administrative purposes will not be stored on Board servers at any time, for any reason. With respect to information stored for the intended purposes, the Board may impose retention periods for various information classes, either temporarily or permanently. A user should not download, copy or store files that exceed the user’s data storage limit; users that do so will experience data loss.

VI. LEGAL COMPLIANCE AND ADHERENCE TO BOARD POLICIES Users are expected to comply with all federal and provincial laws and regulations (e.g. Criminal Code, Education Act, Municipal Freedom of Information and Protection of Privacy Act, Copyright Act). The storage of unlawful materials on Board property is strictly prohibited. Board resources may not be used in any manner to create, store, send, display or make available to others material that contravenes federal or provincial laws or regulations. V. EXPECTATION OF PRIVACY Board technology resources and all data stored on Board technology, including hosted and cloud-based, are owned and may be accessed by the Board. Data stored on Board technology, including email, electronic files, and information in computer systems, is Board property and may be reviewed, monitored and accessed by authorized individuals, as needed. Data is also subject to relevant legislation and may be accessed through Freedom of Information requests. Users should not expect privacy with respect to any of their activities when using the Board’s computer and/or telecommunication property, systems or services. Use of passwords or account numbers by users does not create a reasonable expectation of privacy and confidentiality of information being maintained or transmitted. The Board reserves the right to review, retrieve, read and disclose any files, messages or communications that are created, sent, received or stored on the Board’s computer systems and/or equipment. The Board’s right to review, also called monitoring, is for the purpose of ensuring the security and protection of business records, preventing unlawful and/or inappropriate conduct, and creating and maintaining a productive work environment. If policy violations are discovered, this will result in an investigation and necessary action will be taken, where appropriate.

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Information stored on personally owned devices is the responsibility of the device owner/user. However, personally owned devices which are used for creating, displaying, storing or sending fraudulent, harassing, sexually explicit, profane, obscene, intimidating, defamatory or otherwise inappropriate or unlawful materials that impact school climate will result in a full investigation and necessary action will be taken, where appropriate.

REQUIREMENTS

DEFINITIONS Technology – Technology resources include, but are not limited to, computers, tablets, phones, cellular/mobile technology, servers, networks, Internet services, computer applications, data, email and collaboration tools, as well as third-party Internet service providers to the Board include E-Learning Ontario and online textbook vendors. The examples of the services they provide are software, virtual learning environments and digital textbooks. User – A user is any individual granted authorization to access technology, as defined above. Users may include students, parents, staff, volunteers, visitors, contractors, or individuals employed by service providers.

a) All users are responsible for:

• ensuring that technology is used in accordance with Board policies and procedures

• complying with the school’s Code of Conduct

• ensuring that technology is used to support teaching and learning in accordance with HCDSB's teaching and learning expectations

• using technology in a legal, ethical, safe and responsible manner consistent with the purposes for

which it is provided

• security of their personal network logins and passwords—they should not be shared with anyone other than a parent/guardian (students) or, in some cases, board personnel such as but not limited to teachers, administrators, or IT account administrators.

• ensuring that photos, videos or images of an individual/group are not posted online/shared digitally unless consent from the individual(s)—over the age of 18—or parental consent (for those under the age of 18) has been obtained at the beginning of the school year

• that technology is not used for political or union business unless approved by the board

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b) Superintendents, principals and managers/supervisors are responsible for:

• ensuring that staff are aware of the Board policy

• establishing and monitoring digital citizenship and responsibility through the school’s Code of Conduct • instructing and modeling, for staff and students, digital citizenship and responsibility

c) Teachers are responsible for:

• the supervision of student use of technology within the teacher’s assigned teaching area • instructing and modeling, for students, digital citizenship, responsibility, and the safe use of

technology; • determining when students are able to access Board technology or their personally owned devices, for educational purposes only

d) Students are responsible for:

• using Board technology for curriculum-related/educational purposes only • using personally owned technology for curriculum-related/educational purposes only while on Board property (e.g. classrooms or instructional areas) • Using personally owned technology for personal use only in specific areas of Board property as

designated by school administration. • demonstrating digital citizenship through the appropriate use of technology, as outlined in schools’ codes of conduct • reporting any inappropriate use of email, data or unauthorized technology to a teacher or administrator immediately • the care, maintenance and security of their personal devices—the Board is not responsible for the replacement of lost, stolen or damaged items

Formatted: List Paragraph, Indent:Left: 1.27 cm, Hanging: 1.23 cm,Bulleted + Level: 1 + Aligned at: 1.27 cm + Indent at: 1.9 cm

Formatted: Font: 10 pt

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CONSEQUENCES: REMEDIAL AND DISCIPLINARY ACTION Individuals who do not comply with this Policy will be subject to appropriate consequences consistent with the school Code of Conduct, progressive discipline and Safe Schools legislation. Consequences may include, but are not limited to, the following, either singularly or in combination depending on the individual circumstances: • limitations being placed on access privileges to personal and Board technology resources • suspension of access privileges to personal and Board technology resources • revocation of access privileges to personal and Board technology resources • appropriate disciplinary measures (staff), up to and including dismissal • appropriate progressive discipline measures (students) within Bill 212 (Progressive Discipline and School Safety) • legal action and prosecution by the relevant authorities APPROVED: Regular Meeting of the Board Authorized by: ................................................................................ Chair of the Board

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OPERATING PROCEDURE HALTON CATHOLIC DISTRICT SCHOOL BOARD RELIGIOUS EDUCATION COURSE REIMBURSEMENT

PROCEDURE NO.: DATE: AMENDED: AMENDED:

VI – 09 (A) May 29, 2000

November 28, 2000 February 17, 2015

PURPOSE

The Halton Catholic District School Board will cover the cost of Parts I, II & III of the OCSTA/OECTA Religious Education courses.

PROCEDURE

1. Applications must be completed and submitted for Parts I, II & III of the

OCSTA/OECTA Religious Education courses by the prescribed date. 2. Applicants must be probationary or permanent contracted teachers with the

Halton Catholic District School Board.

3. Upon successful completion of the course, as determined by the Principal of the course, a notation will be recorded in the teacher’s personnel file.

DISTRIBUTION: All Elementary and Secondary Teaching Staff

AUTHORIZED:

Director of Education

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HALTON CATHOLIC DISTRICT SCHOOL BOARD

APPLICATION FORM for

RELIGIOUS EDUCATION COURSE REIMBURSEMENT

Name: _________________________ School: ___________________________ Course(s) Completed: Part I Part II Part III/Specialist Date Completed: _______________________________ ___________________________________ ___________________________________ Signature of Applicant Date To obtain reimbursement: Please indicated the amount of reimbursement:

Part I (up to $500) $________________ Part II (up to $600) $________________ Part III (up to $600) $________________

Please include a copy of:

payment receipt; completion certificate; OCT documentation indicating the course(s) being added; and this form.

___________________________________ ___________________________________ Date Board Approval

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ADMINISTRATIVE PROCEDURE HALTON CATHOLIC DISTRICT SCHOOL BOARD RISK MANAGEMENT – FIRST AID ADMINISTRATIVE PROCEDURE NO.:

DATE: AMENDED: SCHEDULED FOR REVIEW:

VI-74 FEBRUARY 17, 2015

Page 1 of 2

PURPOSE

To provide assiduous attention to the first aid of all employees and students within the Halton Catholic District School Board’s jurisdiction.

SCOPE AND OBJECTIVE This administrative procedure shall apply to all Board sites within the jurisdiction of the Halton Catholic District School Board and where employees and students are on Board related business and/or activities.

PRINCIPLES The Halton Catholic District School Board will give assiduous attention to the first aid of students and employees in compliance with the Ministry of Education and Training and Ministry of Labour: Acts, Regulations, Workplace Safety and Insurance Board (WSIB) First Aid Regulation 1101, Policies. Procedures and Protocols, as well as all other legal obligations.

REQUIREMENTS

At the beginning of each school year, the Principal/Site Administrator will review with staff the following sections of the First Aid Protocol: the First Aid action plan for the site. the identification of the First Aid providers and their site location(s). the respective role of the Principal/Site Administrator, the First Aid providers and the

employees in cases of accident and/or injury. the universal blood and body fluid precautions. the forms that must be completed in case of injury (i.e. the O.S.B.I.E. Incident Report

Form for students, volunteers and visitors; the Board’s Accident/Incident Report Form for staff).

The Board’s Claims Management Officer will complete and submit a WSIB Form 7, if necessary.

The process whereby staff and students with life threatening allergies and illnesses are identified and the appropriate emergency procedures to be taken.

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ADMINISTRATIVE PROCEDURE HALTON CATHOLIC DISTRICT SCHOOL BOARD RISK MANAGEMENT – FIRST AID ADMINISTRATIVE PROCEDURE NO.:

DATE : AMENDED: SCHEDULED FOR REVIEW:

VI-74 FEBRUARY 17, 2015

Page 2 of 2

IN CASES OF INJURY:

(a) The Principal/Site Administrator shall:

provide for First Aid to be administered. provide for the recording of the First Aid treatment/advice given. provide immediate transportation to a hospital, doctor’s office or

employees home, if needed. notify the parents/guardians (or in case of employee, the next of kin) as

soon as possible, when appropriate.

o FOR EMPLOYEES: The Board will arrange and pay for transportation to get medical care, if

needed for employees. Submit to Human Resources the Board Accident/Incident Report within

24 hours of injury.

o FOR STUDENTS/VOLUNTEERS/VISITORS: Complete and submit the online “O.S.B.I.E. Incident Report Form” as

soon as possible.

(b) The Employee shall:

• promptly obtain First Aid. • report an injury to principal/site administrator as soon as possible.

Approved: Regular Meeting of the Administrative Council Authorized By: Director of Education and Secretary of the Board

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Subject to revision. Page | 1

March 10, 2015

ITEM 5.3

UPCOMING AGENDA ITEMS – POLICY COMMITTEE MEETINGS

Agenda Items S.O. Responsible

September 9, 2014 Action Items Policy I-19 Occupational Health and Safety - review J. O’Hara

Policy III-15 Workplace Violence - review J. O’Hara

Discussion Items Governing Values P. Dawson

Policy I-11 International Students C. Cipriano

Information Items Policy Working Committee C. Cipriano

October 14, 2014 Action Items Governing Values P. Dawson

Policy I-11 International Students C. Cipriano

Policy I-12 Emergency Plans Fire and Evacuation Procedure J. O’Hara

Policy II-19 Educational Field Trips T. Overholt

Policy I-04 Cross Boundary C. Cipriano Discussion Items New Policy I-43 Use of Technology and Digital Citizenship P. Dawson

Information Items

November 11, 2014 Action Items New Policy I-43 Use of Technology and Digital Citizenship (1st reading) P. Dawson

Policy I-42 Medical Conditions T. Overholt

Policy II-05 Reporting to Parents – Parent Interviews C. Cipriano

Policy I-35 Trustee Honoraria P. McMahon

Policy II-06 Lunch Supervision C. Cipriano

Policy V-5 School Accidents T. Overholt Discussion Items Information Items

December 9, 2014 Action Items Election of the Chair P. Dawson

Policy II-05 Reporting to Parents - Parent Interviews Discussion Items

Information Items Policy Review And Development Process P. Dawson

January 13, 2015 Policy II-27 Student Behaviour - rescind C. Cipriano

Policy II-33 Safe Arrival at School Program in Elementary Schools C. Cipriano Policy II-39 Progressive Discipline and Safety In Schools – revised C. Cipriano

Discussion Items Policy II-26 Risk Management of Interschool Sports C. Cipriano

Policy II-31 Risk Management – First Aid C. Cipriano

Policy I-24 Fraud Management C. Cipriano

Information Items

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Subject to revision. Page | 2

February 10, 2015 Action Items Policy I-24 Fraud Management P. McMahon

New Policy I-43 Use of Technology and Digital Citizenship (2nd reading) P. Dawson Discussion Items Information Items

March 10, 2015 Action Items Policy II-26 Risk Management of Interschool Sports C. Cipriano

Policy II-31 Risk Management – First Aid C. Cipriano

Policy I-24 Fraud Management P. McMahon New Policy I-43 Use of Technology and Digital Citizenship (3rd reading) P. Dawson

Discussion Items

Information Items

April 14, 2015 Action Items Policy II-15 International Languages Elementary Program C. McGillicuddy

Policy II-43 Voluntary, Confidential, Self-Identification of First Nation, Métis and Inuit Students J. Nigro

Policy III-13 Corporate Purchasing Card Distribution and Use - rescind C. Cipriano Policy I-32 Use of Electronic Devices - rescind C. Cipriano

Policy I-27 Acceptable Use of Electronics – rescind C. Cipriano Discussion Items Policy II-46 Growing Success - Academic Dishonesty, Late and Missed

Assignments C. Cipriano

Policy II-33 Safe Arrival at School C. Cipriano

Information Items

May 12, 2015 Action Items Policy II-46 Growing Success - Academic Dishonesty, Late and Missed

Assignments C. Cipriano

Policy II-33 Safe Arrival at School C. Cipriano

Policy I-17 Secondary Staff Allocation Committee C. McGillicuddy Policy I-17(a) Secondary Staff Allocation Committee Factors C. McGillicuddy

Discussion Items Policy I-09 School Accommodation Review P. McMahon

Policy I-29 School Boundary Review Process P. McMahon

Policy II-28 Drug Education, Alcohol, Tobacco and Drug Abuse in Schools C. Cipriano Policy II-47 Fees for Learning Materials, Programs and Curricular and Co-Curricular

C. Cipriano

Information Items

June 9, 2015 Action Items Policy I-09 School Accommodation Review P. McMahon

Policy I-29 School Boundary Review Process P. McMahon Policy II-28 Drug Education, Alcohol, Tobacco and Drug Abuse in Schools C. Cipriano Policy II-47 Fees for Learning Materials, Programs and Curricular and Co-Curricular

C. Cipriano

Discussion Items Policy II-23 Day Care Facilities C. Cipriano Policy I-07 Privacy and Information Management Project P. Dawson

Information Items

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