EXEMPLAR OF REPORTING REQUIREMENTS How do I use this tool? This exemplar is designed to give an idea of what types of documentation can be uploaded to your dashboard and submitted to meet the reporting requirements in each step. These are examples and represent some of the many options your school could choose to report. In most cases, students last names have been removed and their faces covered in photos, but this is not a requirement for original uploads you provide we will not share your uploads without permission. This exemplar does not include all the information such as needs & assets in Step 2, and action plan information in step 4 since this is information that schools are required to submit directly into the online system (not as an upload). This tool only gives examples of the additional information that is required in certain questions. We have created a sample Action Plan as well as a sample Identification of Needs and Identification of Assets. If you still have questions about what can be uploaded as a reporting requirement, email us anytime at healthyschools@ophea.net. FAQs What if I have more than one picture or document to submit for a question? The system will only allow you to upload one document, so if you have multiple pictures or documents to submit for one reporting requirement, simply paste them or merge them into one document (e.g. MS Word or a PDF), with a caption for each image if appropriate, then submit that one document. This is a great way to paint a broader picture of what you ve been doing, but is not necessary. Do I need to use the Ophea Healthy Schools Support Tools (HSSTs)? These HSSTs are completely optional! Ophea has created a variety of tools to help schools carry out the 6-Step Healthy Schools Process successfully. Schools may decide to use tools you already have or from other sources such as your local public health unit or your school board, which is completely acceptable. If you are unsure about a tool you re using, email us and the team would be happy to provide further guidance.
Table of Contents How do I use this tool?... 1 FAQs... 1 Step 1 Establish Your School Team... 3 1f: Team Agreement/Guiding Document... 3 Examples of 1f... 4 1g: Communication... 8 Examples of 1g... 9 Step 2 Assess Your School s Assets and Needs... 13 Step 3 Identify Your Priority Health Topic... 13 Step 4 Develop an Action Plan... 13 Step 5 Take Action and Monitor Progress... 14 5b: Foundations for a Healthy School... 14 Examples of 5b... 15 5d: Communication... 30 Examples of 5d... 30 5h: Monitoring... 36 5h. Examples... 36 Step 6 Celebrate and Reflect... 41 6a: Celebration... 41 Examples of 6a... 42 6c: Reach of celebration... 52 Examples of 6c... 52
Step 1 Establish Your School Team In Step 1 you have TWO (2) Reporting Requirements: 1f. Team Agreement/Guiding Document 1g. Communication Method 1f: Team Agreement/Guiding Document You can keep this general and high level, such as: a vision or goal for your team general etiquette, such as being on time and respecting each other s opinions and contributions who will attend meetings general roles and responsibilities (roles and responsibilities for specific activities will come at a later date and go in your action plan) There are 4 Healthy Schools Support Tools to support you in providing evidence for this task. One of these completed HSST s is sufficient evidence to satisfy the reporting requirement: Team Agreement / Guiding Document Meeting Agenda Meeting Notes / Minutes Meeting Tracker All of these HSST s are available from the link on your dashboard!
Examples of 1f 1. Description: Our Team! Source: Assumption CS Niagara Catholic DSB
2. Description: Committee agreement for 2017-2018 Source: Clarksdale PS Halton DSB
3. Description: List of team members and responsibilities for various projects/initiatives/etc. Source: École Arbour Vista Upper Grand DSB
4. Description: PDF document highlighting W, W, W, W and accomplishments to date Source: E.J. James PS Halton DSB
1g: Communication This Reporting Requirement will need to show how team members have been communicating with each other (the whole team) about Healthy Schools initiatives, plans for future meetings, announcements to the team, etc. Examples of this are bulletin boards where important information for the team is posted, a private Facebook group or other platform that the team can you use to communicate with each other, or a shared calendar that all members have access to. The upload can be a photo of these things, or a screenshot of the Facebook group/email chain/list, a PDF of an email, etc. There are 6 Healthy Schools Support Tools to support you in providing evidence for this task. One of these completed HSST s is sufficient evidence to satisfy the reporting requirement: Healthy Schools Team Agreement Healthy Schools Meeting Agenda Healthy Schools Meeting Notes Healthy Schools Meeting Tracker All of these HSST s are available from the link on your dashboard!
Examples of 1g A. Description: Our group communicates with each other through e-mail, sharing notes using google docs and face to face meetings. Meeting Notes Wed Nov 1, 2017 Source: Clarksdale PS Halton DSB
B. Description: How We Communicate Source: Assumption CS Niagara Catholic DSB
C. Description: Word doc with screen shots of classroom, drive, photo of board Source: E.J. James PS Halton DSB
D. Description: Our Calendar on our bulletin Board Source: John McCrae PS York Region DSB
Step 2 Assess Your School s Assets and Needs In Step 2 there aren t any reporting requirements! This means there are no additional documents to upload. All of the reporting for this step is done directly on your dashboard. All of these HSST s are available from the link on your dashboard! There are 4 HS Support Tools to support you in planning and reporting for Step 2: Data Sources List School Survey Healthy Schools Identification of Needs Healthy Schools Identification of Assets Step 3 Identify Your Priority Health Topic In Step 3 there aren t any reporting requirements either! This means there are no additional documents to upload. All of the reporting for this step is done directly on your dashboard. The main focus of Step 3 is to use what you found out in your needs and assets assessment to inform the selection of your priority health topic for the year. Once you have selected your health topic, check out the Ideas for Action resources for activity ideas that you can use in Step 4. There are 5 Ideas for Action Resources available from Teaching Tools: Ideas for Action - Physical Activity Ideas for Action - Mental Health Ideas for Action - Healthy Eating Ideas for Action Growth and Development Ideas for Action - Smoke Free Ontario Step 4 Develop an Action Plan In Step 4 there aren t any reporting requirements either! This means there are no additional documents to upload. All of the reporting for this step is done directly on your dashboard. The main focus of Step 4 is to create your action plan. All of these HSST s are available from the link on your dashboard! There are 5 HS Support Tools to support you in planning and reporting for Step 4: Healthy Schools Action Plan Template & Sample Provincial Policies, Procedures, and Frameworks List Monitoring Tool Funding Opportunities Page Tipsheet for Writing Grant Applications
Step 5 Take Action and Monitor Progress In Step 5 there are NINE Reporting Requirements in three different questions in questions: 5b. Foundations for a Healthy School 5d. Communication 5h. Monitoring There is one Healthy Schools Support Tools to support you in providing evidence for this task. The completed HSST is sufficient evidence to satisfy the reporting requirement: Monitoring Tool 5b: Foundations for a Healthy School For each of the Foundations for Healthy School areas, your upload must show how an activity in your action plan related to your priority health topic occurred in that area. The five areas are: Curriculum, Teaching and Learning School and Classroom Leadership Student Engagement Social and Physical Environments Home, School, and Community Partnerships The upload for this must demonstrate clearly the connection to that area. Be sure to include a description so that the connection is evident.
Examples of 5b 5b. Curriculum, Teaching and Learning A. Description: Grade 3/4 teacher has been incorporating physical activity benefits into her teaching - using Super Healthy Hero kit Source: North Easthope PS - Avon Maitland DSB A. Description: Example of [part of] a reading List - Mindfulness through books Source: Tecumseh PS Halton DSB
B. Description: Project Based Learning outline for White Ribbon/Draw the Line films Source: Tiger Jeet Singh PS Halton DSB
C. Description: Bullying Awareness Week Curriculum & Video List Source: Whiteoaks SS Halton DSB
Title Link Brief Description Burger King Bullying PSA Is it Bullying? http://fortune.com/2017/10/ 18/burger-king-psa-bullying/ https://docs.google.com/a/hd sb.ca/document/d/1um- 5RFFD9sD3F3BbDnexensLPiz Wj- LL_kKQSKS3CFU/edit?usp=sh aring Shows that people are more likely to report a smushed burger than an act of bullying Helps students to decipher between bullying and other social behaviour. Could be a prompt for discussion or a poster Greeting Students How to Stop a Bully Josh opening doors We are all Daniel Cui Britain's Got Talent Bars & Melody Duo Rap an original anti-bullying song Children are asked: "How are you different from each other?" https://docs.google.com/docu ment/d/1tkjo4fspdudg3q5 Nm-ugIrJkQZWvWjjoOuKCcPKXAA/ed it https://www.youtube.com/wa tch?v=7okjw1oijuw https://www.youtube.com/wa tch?v=pihtukc3gjg https://www.youtube.com/wat ch?v=rpovywd4kw4 https://www.youtube.com/wat ch?v=e7ndangwwxg http://www.upworthy.com/aviral-video-celebrating-kidswho-dont-see-differencemay-be-missing-a-largerpoint Some fresh ideas as to how to greet your students. Pick what is right for you. A simulation showing students how to stop bullying with kindness. You can discuss with a class if his strategy would work, why or why not? Story of a student who was bullied, moved schools, and began opening doors for others at his new school. The impact his gesture had on him and others A soccer goalie who took the blame for a losing season. The team and school rallied behind him to provide support This performace elicits an emotional response from the judges A really positive video (which Upworthy questions). You could discuss both perspectives with your classes.
5b. School and Classroom Leadership A. Description: Students write and read announcements to promote the event Source: Power Glen ES DSB of Niagara B. Description: Staff picture for "knowing the learner" with school support staff giving information on mental health and development Source: Loyola CSS Dufferin-Peel Catholic DSB
C. Description: Student led assembly about healthy food choices (especially in school lunches!) Source: Pineview PS Halton DSB
D. Description: Grade 10 Art class developed the "I Am Not Invisible" Project. Source: Nelson HS Halton DSB
5b. Student Engagement A. Description: Healthy schools team run a poster contest for all grades Source: Power Glen ES DSB of Niagara B. Description: Tiger Trait Pledges Source: Tecumseh PS Halton DSB
C. Description: Students enjoying Breakfast club Source: Pine Grove PS Halton DSB
D. Description: Students created a "wellness warriors" club and arranged activities like the mindfulness event. This is an email to staff to offer students an opportunity to participate in a mindfulness workshop with our school psychologist. Source: Loyola CSS Dufferin-Peel Catholic DSB 5b. Social and Physical Environments A. Description: We Are TEC Spirit Wear provided to all students - sense of belonging Source: Tecumseh PS Halton DSB
B. Description: Active Clubs -Physical activities around the school taking into account student needs for space Source: Pineview PS Halton DSB
C. Description: This is the schedule outlining the workshops for the activity and the different spaces in which they will be held (Gymnasium, 21-Century Room, YMCA Child Care and Community Space, Classrooms) Source: RH Murray PS Rainbow DSB Workshop Let s Talk About Stress Emotions and Our Brain How to Stay Healthy Brain Breaks (21C) Mindfulness Tool Kit (YMCA Space) What's your Spark? Physical Activity Grade 8 Leaders 9:10-9:30 9:30-9:50 9:50-10:10 10:10-10:30 10:30-10:50 Grp 1 Grp 7 Grp 6 Grp 5 Grp: 4 Grp 3 Grp 2 Group 1 Group 7 Group 6 Group 5 Group 4 Group 3 Group 2 Group 2 Group 1 Group 7 Group 6 Group 5 Group 4 Group 3 Group 3 Group 2 Group 1 Group 7 Group 6 Group 5 Group 4 Group 4 Group 3 Group 2 Group 1 Group 7 Group 6 Group 5 Group 5 Group 4 Group 3 Group 2 Group 1 Group 7 Group 6 Nutrition Break 11:40-12:00 Group 6 Group 5 Group 4 Group 3 Group 2 Group 1 Group 7 12-12:20 Group 7 Group 6 Group 5 Group 4 Group 3 Group 2 Group 1 Material -computer, smartbrd -link to Hooked by Stress (emailed) -4 posters Gingerbread person -Hoberman Sphere computer smartbrd - Just Breathe -6 glitter bottles -brain poster, tape Book: Alexander Terrible Day silks/cloths (15) -15 yoga mats whiteboard brainstorm with group -music, relaxing ( computer smartbrd) -stools Computer, smartboard (link or Tracey has USB) -music (try everything) -paper and markers or pencil crayons rolling whiteboard mindfulness kit 29 counting beads tangles (15) sponge brains (15) mandela coloring pages -light up ball -computer, smartboard chromebooks available ready to code** Ms. Neva Or Prodigy -balloons -wand -4 beach balls - paper -whistle -pilons -music, phone and Ms. Hamilton s speaker
5b. Home, School, and Community Partnerships A. Description: Local professionals came to present to us (firefighters, dental hygienists) Source: Power Glen ES DSB of Niagara B. Description: Breakfast Program and Halton Food for Thought Source: Pine Grove PS Halton DSB
C. Description: Active Chefs Evening - Families join community program to learn and prepare healthy foods together Source: Pineview PS Halton DSB
5d: Communication As you run your activities, it is important to communicate your progress and successes along the way with: Your school team The whole school The broader school community The upload for this question must clearly demonstrate HOW you communicate with each of these groups. Include a description to explain the upload you have chosen. Examples of 5d 5d. School Team A. Description: Google Healthy Schools Team Drive Source: Clark Boulevard PS Peel DSB
B. Description: Example of meeting notes that were printed at the end of each session detailing our plans. Source: Goodfellow PS Simcoe County DSB
C. Description: Our [colour coded] to-do list for the health expo. Source: Mary Honeywell ES Ottawa Carleton DSB
5d. School A. Description: Announcement for 8 Whatevers (from Ideas for Action resource) Source: Mount Pleasant PS Peel DSB B. Description: Day of Pink Spirit Squad leaders [presenting to younger students]. Source: Nottawasaga Creemore PS Simcoe County DSB
C. Description: School wide assemblies in the gym and Twitter [post announcing the event] on website Source: Malvern Junior PS Toronto DSB 5d. School Community A. Description: Student written memo that went out to school families in a synervoice message, posters put up around the school, permission form Source: Pineview PS Halton DSB
B. Description: Tweet for Tea & Talk Source: Mount Pleasant Village PS Peel DSB C. Description: Instagram Social Media post [screenshot] for the school community. Source: Nottawasaga Creemore PS Simcoe County DSB
5h: Monitoring Your tracking and monitoring strategies should be documented in a Monitoring Tool. Ophea has created an optional Monitoring Tool for schools to use, or you can use a Monitoring Tool created by your school or school board, or one of your own creation. Whatever way you plan to monitor, your monitoring tool should include reflections on what worked, what didn t work, and what you would do differently next time. This upload must be the Monitoring Tool that was used to reflect on and assess each activity. 5h. Examples A. Description: Act & Evaluate! Healthy Schools Action Plan Template [Completed the evaluation section for each activity in the action plan template] Source: St Michael Catholic ES Waterloo Catholic DSB
B. Description: Healthy Schools Reflection Sheet Source: Michaelle Jean PS York Region DSB C. Description: Samples of students monitoring and tracking progress of the great gulp Source: Rowntree PS Peel DSB
D. Description: Example of our monitoring document we keep on Google drive so we can all add our feedback in after things have happened. Source: John McCrae PS York Region DSB
E. Description: Reflection on the Terry Fox Run/Walk (Sept. 28 and 29) Source: École Élémentaire Nouvel Horizon CSC Viamonde
F. Description: Ophea completed Monitoring Tool (this is a sample of pages 1-2 of the whole document) - describes action plan, monitoring and celebrations Source: SouthFields Village PS Peel DSB
Step 6 Celebrate and Reflect In Step 6 there are EIGHT Reporting Requirements in questions: 6a. Celebration 6c. Reach of Celebration There are 5 Healthy Schools Support Tools to support you in providing evidence for this task. One of these completed HSST s is sufficient evidence to satisfy the reporting requirement: Team Member Recognition Letter Student 40 Hour Community Service Letter Certificate of Appreciation Template Celebration Invitation Template Media Toolkit (coming in May 2019) 6a: Celebration For this question, your upload must show HOW you showed, or plan to show, appreciation in different ways for each group (students, staff, parents/family members, public health, etc). Use the description box provided to describe and explain how your upload demonstrates this celebration or recognition of each group. The way in which each group is recognized can be the same (for example, if they all receive thank you cards or shout-outs on Twitter) but you must show and explain how this was personalized for each group. For example, in the case of the Twitter shout-out, you can take a screenshot of the tweets and upload them as proof, but you must upload the tweet that corresponds with the group (i.e. you cannot upload a screenshot of a tweet thanking the school team and include it under parents/family - you must include the specific recognition for parents/family). * Note: You will notice that the same upload is used in multiple sections within the same question this is completely acceptable! The key to this is that the description included for each document/image is different, explaining exactly how the upload applies to each specific section/audience.
Examples of 6a 6a. Students A. Description: Screenshot of a Tweet recognizing the involvement of students in a Winter Olympic Day. Source: Massey Street PS Peel DSB B. Description: Amazing job by grade 6/7/8 kids to lead Drop Everything and Move!! Source: Assumption CS Niagara Catholic DSB
C. Description: Students will receive a TIGER award for their contribution * Source: Tiger Jeet Singh PS Halton DSB D. Description : After each activity, the school gives a ribbon to all students that participated. Here the PALS leaders received theirs on Apr. 20th Source: École élémentaire Les Rapides CS Viamonde
E. Description: Students are recognized over morning announcements. Special snack was provided. Source: École élémentaire publique Cité-Jeunesse CEPEO
6a. School Staff A. Description: School wellness committee celebration (invitation that was sent to committee members) Source: Bear Creek SS Simcoe County DSB B. Description: Teachers will be formally recognized for their support * Source: Tiger Jeet Singh PS Halton DSB
C. Description: Award of excellence in teaching is awarded to Mr. Thomas for his leadership of the school s healthy schools team. Source: École élémentaire Les Rapides CS Viamonde D. Description: The principal thanks staff for their participation with fun motivational messages. (You are Lifesavers and thanks to you, our students are Smarties ) Source: École élémentaire publique Cité-Jeunesse CEPEO
6a. Parents/Family A. Description: Thank you card for the parent council thanking them for taking care of the vegetable garden over the summer break. Source: Assumption CS Niagara Catholic DSB B. Description: Foldable thank you card for parent volunteers who helped with the Terry Fox Run. Source: École élémentaire Nouvel Horizon CSC Viamonde
C. Description: Thank you letter to a parent volunteer who was part of the Healthy Heroes Team over the course of the year. Source: Assumption Catholic ES Niagara Catholic DSB 6a. Public Health A. Description: Public Health Nurse will be formally recognized for her support * Source: Tiger Jeet Singh PS Halton DSB
B. Description: Surprise gift for our Public Health Nurse C. Description: Thank you email that was sent to our Public Health Nurse Joan thanking her for her support during the school year. Source: École Arbour Vista Upper Grand DSB
6a. Community Partners (apart from Public Health) A. Description: We presented a small gift to both presenters, and then thanked them again in an email correspondence [Screenshot of a thank you email that was sent to a community partner - White Ribbon] Source: Tiger Jeet Singh PS Halton DSB B. Description: Twitter post to thank our Police Liaison - after cultivating great relationships with our students Source: Milton District HS Halton DSB
C. Description: YMCA staff were shown our appreciation for their participation and use of their space. They received certificate and Tool Kit! Source: RH Murray PS Rainbow DSB Below are the YMCA ChildCare staff who opened up their space to hold a workshop during our Mental Health Awareness Day. Julie also attended the workshops to learn about these new initiatives. The YMCA also received a Mindfulness ToolKit from the OPHEA Team to use in their before and after-school program.
6c: Reach of celebration For this question, your upload must reflect the reach of the celebration/recognition activity or culminating event. Was it for the school team only? Did it include the whole student body? Did you invite community partners? For whichever of these you check off, the upload should show proof of that reach. Use the description box to describe how your upload demonstrates that your culminating event reached, or will reach the school team, all the students, and/or community partners. Upload personalized invitations to the School Team, to school staff, or to community partners, a poster promoting the event, announcement text inviting the school to participate, or a newsletter blurb featuring the event. If you have already held a culminating event, you can upload photos from the event featuring the School Team, students/school staff, and/ or community partners. Examples of 6c 6c. School Team A. Description: Screenshot of a Tweet showing how the school team (HAT Team) was recognised and rewarded for their efforts. Source: St. Timothy Catholic ES Dufferin-Peel Catholic DSB
B. Description: We will have an end of the year award ceremony for all clubs and academics. OPHEA Activity will be celebrated by whole school! Source: RH Murray PS Rainbow DSB C. Description: Harvest Soup Lunch Celebration with staff and students Source: St Francis Xavier Catholic ES - HWCDSB
D. Description: Une lettre de reconnaissance signée par le directeur pour les membres de l équipe écoles saines. Source: École élémentaire Les Rapides CS Viamonde
6c. School A. Description: Tweet celebrating the classes who participated in the school walking challenge. Source: John McCrae PS York Region DSB B. Description: Screenshot of a Tweet thanking students for their participation, collaboration and leadership. Source: Father Frederick McGinn CES York Catholic DSB
C. Description: Fundraising event for youth mental health program at RVH [poster advertising the upcoming event for students) Source: Bear Creek SS Simcoe County DSB 6c. School Community A. Description: We plan to have an end-of-the-year BBQ with the whole school community. Collaboration with Community groups will be celebrated! Source: RH Murray PS Rainbow DSB
B. Description: Harvest Soup Lunch Celebration with staff and students - Hand the left over vegetables to the pastor of the church Source: St Francis Xavier Catholic ES - HWCDSB
C. Description: We are planning a family physical activity night to say thank you to the whole school community. Source: École élémentaire Les Rapides CS Viamonde We hope this sampling of uploads is helpful! If you still have questions about what can be uploaded as a reporting requirement in any of the steps, email us anytime at healthyschools@ophea.net.