Accommodation Review Report. To the Director of Education Sudbury Catholic District School Board

Accommodation Review Report To the Director of Education Sudbury Catholic District School Board 2012-2013 St. Mary Elementary School Accommodation Review Committee (ARC) February 21, 2013

TABLE OF CONTENTS Page Accommodation Review Report to the Director of Education Executive Summary 1 Accommodation Review Process 2 ARC Accommodation Recommendation 4 Tab 1: Tab 2: Accommodation Review Guidelines BR10 Pupil/School Accommodation Review EDU 2009-B7 Pupil Accommodation Review Guidelines 2009 EDU Pupil Accommodation Review Guidelines 2009 ARC Terms of Reference Minutes from the ARC Working and Public Meetings Working Meeting #1 October 22, 2012 Public Meeting #1 October 25, 2012 Working Meeting #2 November 12, 2012 Public Meeting #2 November 29, 2012 Working Meeting #3 December 10, 2012 Public Meeting #3 January 10, 2013 Working Meeting #4 January 21, 2013 Public Meeting #4 February 7, 2013 Working Meeting #5 Tab 3: School Information Profile Tab 4: Public Submissions

2012-13 St. Mary ARC Accommodation Review Report to the Director of Education Executive Summary The 2012-2013 St. Mary Accommodation Review Committee (ARC) comprised of Board, school and community representatives followed Ministry of Education and Sudbury Catholic District School Board (SCDSB) policy and guidelines develop an Accommodation Review Report to the Director of Education. The ARC gathered information, considered resources, analyzed data, discussed accommodation options, and made findings available to the public throughout the process, to address challenges of the St. Mary Elementary School in Capreol, Ontario. The ARC recommendation to the Director of Education and SCDSB Trustees: JK to grade 8 programming continue to be offered at St. Anne Elementary School, with the St. Mary site closed. February 21, 2013 Page 1 of 4

2012-2013 St. Mary ARC Accommodation Review Report to the Director of Education Accommodation Review Process On June 11, 2012, the Sudbury Catholic District School Board of Trustees provided administration with a mandate to undertake an Accommodation Review of St. Mary School. Accordingly, an Accommodation Review Committee (ARC) was established and began the accommodation review process. In preparation for the accommodation review process, Mr. Dennis Bazinet, Superintendent of Business and Finance, Ms. Nicole Snow, Superintendent of School Effectiveness, and Mr. Steve Rinaldi, Project Coordinator, developed the Terms of Reference document for the ARC. The Terms of Reference include ARC mandate, meeting timelines, reference criteria, membership list, meeting structure/process, and communication plan, all in compliance with Ministry of Education and Board policies and guidelines. Board policy, Ministry of Education Guidelines, and Terms of Reference attached within Tab 1. The ARC was comprised of two (2) school representatives, two (2) community representatives, and three (3) Board representatives, for a total membership of seven (7). The school and community representatives formed the voting membership of the ARC, with decisions requiring majority consensus. The ARC Steering was chaired by Mr. Bazinet; Mr. Rinaldi, was designated ARC Secretary and together with Ms. Nicole Snow, Senior ARC Official, formed the Board representation, and ARC Steering Committee, that provided additional resources for use by the ARC as required. The ARC Steering Committee members were non-voting members of the ARC. The School Representatives were Mr. Guy Mathieu, Principal of St. Anne and St. Mary Schools, and Mr. Dante Merigioli, Teacher, St. Anne and St. Mary Schools. The Community Representatives consisted of Mr. Dave Meeks, School Parent Representative, and Mary Chernenko, Learning Hearts Daycare. The ARC held four (4) Public Meetings over the course of the review to present its work and receive comments and questions from the public. Five (5) Working Meetings were also held during the process to gather information, consider resources/public input, analyze data and generate options for accommodation. All information, agendae and minutes were made available in hard copy at each Public Meeting and on the Board s website at www.sudburycatholicschools.ca. Questions and comments submitted following the Public Meetings were received via email, telephone or fax and were brought forward to the ARC for consideration at their next Working Meeting. The minutes of all Working and Public Meetings are attached within Tab 2. The Public Meetings were all held within the St. Mary gymnasium, with notices distributed through the Sudbury Star, Capreol Nugget, Sudbury Catholic District School Board website, and on several occasions through flyer notices to St. Anne Elementary School families. The dates and main presentation points for each of the Public Meetings were as follows: Public Meeting #1 7 p.m., October 25, 2012 Presentation: ARC membership, accommodation review process and timeline, for public input. Public Meeting #2 7 p.m., November 29, 2012 Presentation: ARC Terms of Reference and School Information Profile, for public input. The School Information Profile is attached within Tab 3. February 21, 2013 Page 2 of 4

2012-2013 St. Mary ARC Accommodation Review Report to the Director of Education Public Meeting #3 7 p.m., January 10, 2013 Presentation: Accommodation option, for public input. Public Meeting #4 7 p.m., February 7, 2013 Presentation: ARC Accommodation Review Report to the Director of Education, for public input. The Accommodation Review Committee did not receive any public input throughout the accommodation process. The ARC gathered information, considered resources, analyzed data, discussed accommodation options, and made findings available to the public throughout the process, to address challenges of the St. Mary Elementary School in Capreol, Ontario. The ARC recommends the following to the Director of Education and SCDSB Trustees: JK to grade 8 programming continue to be offered at St. Anne Elementary School, with the St. Mary site closed. February 21, 2013 Page 3 of 4

2012-2013 St. Mary ARC Accommodation Review Report to the Director of Education ARC Accommodation Recommendation The JK to grade 8 programming continues to be offered at St. Anne Elementary School, with the St. Mary site closed. Supporting Rationale 1. In May 2011, the Board had sought interest in French immersion program for St. Mary Elementary through advertisements and surveys, with little or no feedback. 2. St. Mary Elementary had a total enrolment of twenty-nine (29) students in June 2012, from nineteen (19) families. During June 2012 discussions, there were only four (4) families that identified they would have remained regardless of low enrolment (i.e. triple-grades). 3. Projected enrolment for September 2012 was four (4) students. This site has total available space for two hundred and thirty-six (236) students, which would have resulted in a 1.7 % utilization. 4. School Board may not be in the financial position to support staffing and operating costs associated with operating an entire school, with such low enrolment. 5. All indications are that similar to other areas of the City of Greater Sudbury, the Capreol community will continue to realize declining population (demographics), resulting in even lower future enrolment. 6. St. Anne Elementary School offers JK to grade 8 dual-track programming opportunities for the students of Capreol. 7. It may be difficult for students to transition back to the St. Mary site, as they have integrated well into the St. Anne population. 8. Transportation for students from Capreol may be less than time spent for students coming from the Val Caron area. Implementation Challenges 1. The closure of St. Mary may result in past or any new students transferring to the public board school within the community (C.R. Judd), instead of being transported to St. Anne in Hanmer. 2. Current childcare operations offer Before/After and daycare (toddler and pre-school) services to families in the Capreol community. The public school nearby only has Before/After services. Closing the St. Mary site may result in a discontinuation of the daycare services within the Capreol community. February 21, 2013 Page 4 of 4

SUDBURY CATHOLIC DISTRICT SCHOOL BOARD 165A D YOUVILLE STREET, SUDBURY, ONTARIO P3C 5E7 tel. (705) 673-5620 fax (705) 673-6670 http://www.scdsb.edu.on.ca BOARD REGULATION BR10 PUPIL/SCHOOL ACCOMMODATION REVIEW 1. REGULATION STATEMENT 1.1 The Sudbury Catholic District School Board is committed to providing a full range of educational opportunities equitably distributed across a broad and diverse geographical area. Due to ever changing factors such as mobile population, changes in funding, new legislation, changing educational objectives, community aspirations and physical limitations of buildings, the Board will monitor and evaluate all schools on a regular basis. 1.2 The Pupil/School Accommodation Review may result in such changes as: boundary adjustments, major additions, renovations and alterations to school buildings, blending or twinning arrangements for school organization, alternate use of school facilities, transfer of students and/or programs or school consolidations, and are not limited to any other practical resolutions to school facilities. 1.3 Any changes being required in pupil/school accommodation must enrich and enhance the students educational experience. 2. PUPIL/SCHOOL ACCOMMODATION REVIEW PROCESS 2.1 The process of Pupil/School Accommodation Review shall consist of: a Pupil/School Accommodation Report every four (4) years, one year following the election of Trustees, unless deemed necessary prior to such a time and, depending on recommendations presented in the Annual Pupil/School Accommodation Report, may consist of: a School or Schools being placed Under Review a Public Consultation process, a Board Decision and Administrative Implementation and upon request a Ministerial Review of the Accommodation Review Process. 3. ANNUAL PUPIL/SCHOOL ACCOMMODATION REPORT AND RECOMMENDATIONS 3.1 The Director of Education shall submit a Pupil/School Accommodation Report at the first Board Meeting in February as necessary in accordance with Executive Limitations Policy EL110. This report will: a) highlight any proposed changes to the existing 5 Year Capital Plan for Pupil/School Accommodation b) provide an update on current and forecasted student enrolment and demographic trends and may include: c) Other information or special circumstances that the Director of Education may deem relevant. d) Recommendations to the board regarding which school(s) should be placed Under Review Page 1 of 5

SUDBURY CATHOLIC DISTRICT SCHOOL BOARD 165A D YOUVILLE STREET, SUDBURY, ONTARIO P3C 5E7 tel. (705) 673-5620 fax (705) 673-6670 http://www.scdsb.edu.on.ca e) Recommendations to the board regarding school(s) not placed Under Review (eg. school boundary changes). 4. SCHOOLS PLACED UNDER REVIEW PROCESS 4.1 When the board, approves a motion, that identifies a school or schools as being Under Review, the following actions shall occur: 4.1.1 The Director of Education shall forthwith inform parents, staff, the school council(s), and the school community(ies) of the schools identified under 4.1 of the intention to conduct an accommodation review of the school(s) and possible changes in accommodation status. 4.1.2 The Director of Education shall specify clearly if school closure / consolidation is an option. 4.1.3 The Board shall appoint a local Accommodation Review Committee (ARC), in accordance with the Pupil Accommodation Review Guidelines, attached as Appendix 1. which includes the provision of a board wide Generic School Valuation Framework 4.1.4 The following individuals shall be invited to be members of the local ARC: a) The chair(s) of the School Parent Involvement Committee(s) of the school(s) under review, or another member of the School Parent Involvement Committee chosen by the committee; b) A school community member appointed by each of the School Parent Involvement Committee(s) of the school(s) under review; c) A municipal representative from each of the local municipalities in which the school(s) under review are located; Where a person, or persons, above declines the invitation to be a member of the local ARC, the board may appoint a replacement. 4.1.5 Additional members of the Accommodation Review Committee shall include: a) The Chair of the Board or designate b) The principal of each of the school(s) under review c) A staff member of each of the school(s) under review d) The Superintendent or a senior board official for the school(s) under review 4.1.6 The Chair of the Board or designate shall chair the meetings. 4.1.7 The minutes of all meetings of the local ARC shall be made publicly available on the board s website. 4.1.8 The Director of Education shall provide the local ARC with any alternative accommodation plans developed by staff for the school(s) under review. 4.1.9 The local ARC will customize, as appropriate, the board s generic School Valuation Framework, and apply the local ARC s customized framework to the school(s) under review, giving consideration to value to the students, community, school board, and the local economy. 4.1.10 All information the local ARC deems relevant to the accommodation review shall be posted on the board s website, and made available in print on request. 5. COMMUNITY CONSULTATION AND PUBLIC MEETINGS & TIME LINES 5.1 In this policy use of the word "day" shall include all calendar days, but exclude School holidays such as summer vacation, Christmas break and Spring break. Page 2 of 5

SUDBURY CATHOLIC DISTRICT SCHOOL BOARD 165A D YOUVILLE STREET, SUDBURY, ONTARIO P3C 5E7 tel. (705) 673-5620 fax (705) 673-6670 http://www.scdsb.edu.on.ca 5.2 A minimum of thirty (30) calendar days shall elapse between the date at which the Director of Education informs parents, staff, the School Parent Involvement Committee(s), and the community(ies) of the intention to conduct an accommodation review of the school(s) and possible changes in accommodation status and the local ARC s first public meeting. The date of this first meeting shall be established by the board. 5.3 This consultation is to be based on the local ARC s customized valuation framework, and include input from a wide range of school and community groups. These groups may include the school(s) Parent Involvement Committee(s), parents, guardians, students, teachers, the local community, and other interested parties. 5.4 A minimum of four public meetings are to be held as part of the consultation. 5.5 At the discretion of the local ARC additional public meetings may be held where deemed by the local ARC to be necessary. 5.6 Public meetings will be publicized in advance, and held in the school(s) under review, or in a nearby facility if physical accessibility cannot be provided at the school(s). 5.7 Attendance at such public meetings must be recorded in order to track people who have taken part in the accommodation review process. Attendance must include the printed name, full address, home phone number, and signature of attendees. 5.8 The last of the public meetings held by the local ARC will be for the purpose of presenting to the school community(ies) the school valuation report(s) and findings that the local ARC plans on submitting to the school board s administration. Following this meeting the ARC may further revise the report based on input received at this meeting prior to submitting it to the school board administration. 5.9 The local ARC s report will include individual valuations for each of the schools placed under review, and a summary evaluation of all the schools placed under review. 5.10 A minimum of ninety (90 days) shall elapse between the first and last public meeting of the local ARC. The date of the last public meeting shall be established by the board, in consultation with the local ARC. 5.11 In the interests of achieving a timely conclusion for the community(ies) involved, a maximum of fourteen (14) days shall elapse between the last of the local ARC s public meetings and the submission of the local ARC s school valuation report to the school board administration. 5.12 Should a local ARC fail to submit its school valuation report to the school board administration within the fourteen (14) day period, it must request an extension of this time line. The request for the extension must be addressed to the Chair and Director of the Board, and include detailed reasons why the local ARC requires an extension to the time line. 5.13 The board may require the local ARC to appear before it to explain the reasons for the delay, to discuss the progress of the ARC, and to establish time lines for the ARC s work. 6. ARC SCHOOL VALUATION REPORT, STAFF RECOMMENDATIONS, BOARD DECISION(S) AND IMPLEMENTATION 6.1 The ARC s report will address the valuation results for each school in the group of schools under review in the relevant planning area, the proposed changes, reactions to the proposed changes, and other relevant findings and data. 6.2 The Director of Education will make this report accessible to trustees and the public, and will have the report reviewed and analysed by board staff. 6.3 The Director of Education will present the ARC report to the board along with staff findings and recommendations to the trustees, prior to the decision of the board. Page 3 of 5

SUDBURY CATHOLIC DISTRICT SCHOOL BOARD 165A D YOUVILLE STREET, SUDBURY, ONTARIO P3C 5E7 tel. (705) 673-5620 fax (705) 673-6670 http://www.scdsb.edu.on.ca 6.4 Based on staff findings the Director of Education shall recommend to the board: a) That a school or school(s) continue to operate in the present format; or b) That a school or school(s) operate under a revised format; or c) That a school or school(s) under review be closed. 6.5 Subsequent to the Board meeting the, staff findings and recommendations pertaining to the ARC report presented to the Board, will be circulated to the affected school community for its review and comment. 6.6 A minimum of sixty (60) days notice will be given to the public prior to the meeting where the trustees will vote on the recommendations. This will provide the public with an opportunity to make presentations at the meeting at which the Board will make its decision. 6.7 Following the required time period Board decisions shall be made at a Board Meeting. a) That a school or school(s) continue to operate in the present format; or b) That a school or school(s) operate under a revised format; or c) That a school or school(s) under review be closed. 6.8 Decisions made by the Board shall be communicated in writing to all parents of the affected students. The communication will outline in detail all changes, time lines, and accommodation for students. 6.9 Every reasonable effort shall be made to facilitate any changes with maximum consideration for students needs. 7. MINISTERIAL REVIEW OF ACCOMMODATION REVIEW PROCESS 7.1 An individual or individuals may seek a review of the school board s accommodation review process from the Ministry of Education. In order to seek a review the individual or individual(s) must: 7.1.1 Submit a copy of the board s Pupil/School Accommodation Review policy highlighting how the accommodation review process was not compliant with the school board s policy. 7.1.2 Demonstrate the support of a portion of the school community through the completion of a petition signed by a number of supporters equal to at least 30% of the affected school s student headcount (e.g., if the headcount is 150, then 45 signatures would be required). Parents/guardians of students and/or other individuals that participated in the accommodation review process are eligible to sign the petition. 7.1.3 The petition must provide a space for individuals to print and sign their name; address (street name and postal code); and to indicate whether they are a parent/guardian of a student attending the school subject to the accommodation review, or an individual who has participated in the review process. 7.1.4 The petition and the justification must be submitted to the school board and the Minister of Education within 30 days of the board s closure resolution. 7.2 When the board receives a petition, the board must: 7.2.1 Confirm to the Minister of Education that the names on the petition are parents/guardians of students enrolled at the affected school(s) and/or individuals who participated in the review process. 7.2.2 Prepare a response to the individual or individuals submission regarding the process and forward the board s response to the Minister of Education within thirty (30) days of receiving the petition. Page 4 of 5

SUDBURY CATHOLIC DISTRICT SCHOOL BOARD 165A D YOUVILLE STREET, SUDBURY, ONTARIO P3C 5E7 tel. (705) 673-5620 fax (705) 673-6670 http://www.scdsb.edu.on.ca 7.2.3 The Director of Education shall post the Decision of Review completed by the Minister of Education on the board s website, and make it available to all affected and involved parties.. 8. APPLICATION 8.1 This policy applies to schools offering elementary or secondary regular day-school programs. 8.2 This policy does not apply: 8.2.1 Where a replacement school is to be rebuilt by the board on the existing site or located within the existing school attendance boundary as identified through the board s existing policies; i.e., replacement of a rural school within its existing rural community; 8.2.2 When a lease is terminated; 8.2.3 When the board is considering the relocation of a grade or grades, or a program, where the enrolment in the grade of grades, or program, constitutes less than 50% of the enrolment of the school; 8.2.4 When the board is repairing or renovating a school, and the school community must be temporarily relocated to ensure the safety of students during the renovations; and 8.2.5 Where a facility has been serving as a holding school community whose permanent school is under construction or repair. 8.3 In the circumstances in which this policy does not apply, the board shall provide appropriate notice of decisions affecting the accommodation situation of students in the particular school community affected. 9. EXTRAORDINARY CIRCUMSTANCES 9.1 In extraordinary circumstances, the Director of Education shall in a report to the Board provide an explanation of said extraordinary circumstances and seek board approval to place a school Under Review as per Bylaw 2001-01 with relational modified Time lines. 10. (BR 10 B)PUPIL/SCHOOL ACCOMMODATION REVIEW PROCESS & TIME LINES 10.1 Board Regulation BR10 B outlines a flowchart intended to facilitate an understanding of the sequence of events as outlined in this Board Regulation. The written detail of this Regulation supercedes the flowchart in defining the pupil/school accommodation review process. Monitoring: Methods: Frequency: Approval Date: February 20, 2001 Effective Date: February 20, 2001 Last Review Date: May 29, 2012 Revised: May 29, 2012 Signature of Chairperson of the Board: Signature of the Secretary of the Board: Distribution: Trustees and Administration Staff Page 5 of 5

Ministry of Education Ministère de l Éducation Office of the ADM Bureau du sous-ministre adjoint Business & Finance Division Division des opérations et des finances 20th Floor, Mowat Block 20 e étage, Édifice Mowat 900 Bay Street 900, rue Bay Toronto ON M7A 1L2 Toronto ON M7A 1L2 2009:B7 MEMORANDUM TO: FROM: Directors of Education Nancy Naylor Assistant Deputy Minister Business and Finance Division DATE: June 26, 2009 SUBJECT: Revised Pupil Accommodation Review Guideline In the past year, school boards across the province have successfully completed accommodation reviews based on the Pupil Accommodation Review Guideline released in Memorandum 2006:B12. The Ministry commends boards for undertaking these consultation processes that are critical to decision-making about the future of your schools. Accommodation decisions can be some of the most difficult faced by school boards and they are best made at the local level with meaningful involvement of the local community. Based on these accommodation review processes, the Ministry has received hundreds of comments directly and through the media from school boards, parents, community members and Ministry-appointed independent facilitators. We also reviewed reports from other stakeholders and the report of the Declining Enrolment Working Group, Planning and Possibilities, which recommended that the Ministry review the Pupil Accommodation Review Guideline. As a result of the feedback, it is clear that the original Pupil Accommodation Review Guideline supports that principle by strengthening consultation and decision-making processes at school boards. The Accommodation Review Committee (ARC) process has supported improved transparency of decision-making, constructive discussions among the board and the public, meaningful community engagement, and outcomes that will benefit current and future students. The feedback identified several areas where the Pupil Accommodation Review Guideline could be strengthened to better support the ARC process. The Ministry has made several revisions to the Guideline as a result. Revised Pupil Accommodation Review Guideline Page 1 of 4 Memorandum 2009:B7 from Nancy Naylor June 26, 2009

Highlights of Revisions to the Pupil Accommodation Review Guideline: The reduction from 60 days to 30 days for the minimum period between the announcement of an ARC and the first of four public meetings. ARCs can begin to prepare for their work during this 30 day period. The addition of a reference to board long-term enrolment and capital planning, including the potential for partnerships. The introduction of a Terms of Reference designed to clarify the mandate of the ARC; the parameters and Reference Criteria that will guide the development and recommendation of accommodation options; the roles and responsibilities of ARC members; and the ARC process. The modification of the valuation tool to reflect a process that better supports the review of existing schools and the evaluation of accommodation options. The modified School Information Profile is intended to ensure the ARC and the public are well-informed about all schools under review based on their value to students, the school board, the community and the local economy. This process will ensure that the ARC is well-positioned to make accommodation recommendations to the board based on a full understanding of the schools and their relationship to the local communities. Improved clarity regarding the ARC s role in making accommodation recommendations to the board and the presentation of those recommendations in an Accommodation Report to the board. Other clarifications to better reflect policy intentions. We received many questions and comments regarding the role of trustees in the ARC process. We note in the revised Guideline that trustees are not required to serve on ARCs. This remains a board decision, but based on existing practice, many boards find it is more consistent with trustees corporate decision-making responsibility for trustees to not sit on ARCs. The Reference Criteria are an important tool for boards, ARCs and the public. The criteria outlined in the Terms of Reference are intended to improve transparency about accommodation decision-making by ensuring that ARCs and the public consider accommodation options that fit within the educational and accommodation policies of the school board. Examples of Reference Criteria are: grade configuration, programming objectives, transportation policies, and school utilization. It is up to boards to determine the level of detail they wish to include in the Reference Criteria. You will note that the underlying principles and processes of the Guideline remain the same and that boards still have considerable discretion about the details of their own accommodation policies. Please also note that there are no revisions to the Administrative Review process. Successful Practices Some constructive feedback was not incorporated into the Guideline because the Ministry recognizes that what may work successfully at some boards may not be as successful at other boards. The Ministry believes that sharing experiences among boards is a useful way to strengthen policies and practices regarding the accommodation review process. The Ministry will work with the Ontario Association of School Business Officials to create a forum for boards to share successful practices. Revised Pupil Accommodation Review Guideline Page 2 of 4 Memorandum 2009:B7 from Nancy Naylor June 26, 2009

Long-term Planning, Partnerships and the ARC Process The objective of improving support for students while managing declining enrolment requires long-term enrolment, staffing and capital planning; consultation; and the engagement of co-terminous school boards and local entities that are candidates for forming effective, sustainable partnerships. The Terms of Reference for Accommodation Review Committees should be informed by these ongoing planning processes. Boards are expected to be transparent regarding the capital planning process in order for ARCs and the public to understand the difference between planning proposals and the capital approval process. Boards are also expected to be transparent with ARCs and the public regarding available funding, the process of applying for funding, and funding approvals, including planning approvals. Where no funding is available to support a particular accommodation option for students, boards are required to inform the ARC and propose how students would be accommodated if funding does not become available. In response to the report of the Declining Enrolment Working Group, Planning and Possibilities, and the Review of Roots of Youth Violence, the Ministry will be consulting with school boards about how to encourage more partnerships in schools to support students and/or serve the communities. Schools will be expected to form more partnerships that provide services to students, their family or the community. It is not intended that partnerships override a board s educational and accommodation objectives; indeed, those objectives take priority. However, where a school can serve a board s educational and accommodation objectives and support partnerships with appropriate organizations, boards should explore those opportunities as fully as possible. Transition Policy Boards should not review previous ARC processes or decisions based on the revised Guideline. ARCs that are currently announced or underway may proceed based on the board s existing pupil accommodation review policies. The revised Guideline will apply to any ARC that is announced after September 30, 2009. In light of the revised Ministry Guideline, school boards should review their current pupil accommodation review policy and revise them, where required, to ensure compliance with the revised Pupil Accommodation Review Guideline. Boards are to approve the revisions to their policy and then inform the Ministry when this process is completed. Should a board complete a review of their policy and find that no revisions are required, then a motion to approve the existing policy and notification to the Ministry are still required. Notification can be sent to the Ministry by email at BSB.GPL@ontario.ca. After September 30, 2009, this confirmation to the Ministry is required prior to a board announcing an accommodation review. All confirmations are required no later than March 31, 2010. Revised Pupil Accommodation Review Guideline Page 3 of 4 Memorandum 2009:B7 from Nancy Naylor June 26, 2009

Ministry Contacts: If you require further information regarding the Pupil Accommodation Review Guideline, please contact Amy Olmstead at (416) 326-9921 or amy.olmstead@ontario.ca Sincerely, Nancy Naylor Assistant Deputy Minister c: Superintendents of Planning Revised Pupil Accommodation Review Guideline Page 4 of 4 Memorandum 2009:B7 from Nancy Naylor June 26, 2009

MINISTRY OF EDUCATION PUPIL ACCOMMODATION REVIEW GUIDELINE (Revised June 2009) PURPOSE The purpose of the Pupil Accommodation Review Guideline (previously referred to as school closure guidelines) is to provide direction to school boards regarding public accommodation reviews undertaken to determine the future of a school or group of schools. The Guideline ensures that where a decision is taken by a school board regarding the future of a school, that decision is made with the full involvement of an informed local community and it is based on a broad range of criteria regarding the quality of the learning experience for students. In recognition of the important role schools play in strengthening rural and urban communities and the importance of healthy communities for student success, it is also expected that decisions consider the value of the school to the community, taking into account other government initiatives aimed at strengthening communities. School boards in Ontario are responsible for providing schools and facilities for their students and for operating and maintaining their schools as effectively and efficiently as possible to support student achievement. Under paragraph 26, subsection 8 (1) of the Education Act, the Minister of Education may issue guidelines with respect to school boards school closure policies. The Guideline is effective upon release. SCHOOL BOARD ACCOMMODATION REVIEW POLICIES School boards are responsible for establishing and following their own accommodation review policies. At a minimum, boards accommodation review policies are to reflect the requirements of the Pupil Accommodation Review Guideline set out below. A copy of the school board s accommodation review policy, the government s Pupil Accommodation Review Guideline and the Administrative Review of Accommodation Review Process documents are to be available at the school board s office and posted on the school board s website. Ministry of Education June 26, 2009 Pupil Accommodation Review Guideline Page 1 of 7

School boards are expected to undertake long-term enrolment and capital planning that will provide the context for accommodation review processes and decisions. This planning should take into account opportunities for partnerships with other school boards and appropriate public organizations that are financially sustainable, safe for students, and protect the core values and objectives of the school board. The Guideline recognizes that, wherever possible, accommodation reviews should focus on a group of schools within a school board s planning area rather than examine a single school. These schools would be reviewed together because they are located close enough to the other schools within a planning area to facilitate the development of viable and practical solutions for student accommodation. ACCOMMODATION REVIEW TERMS OF REFERENCE The review of a particular school or schools is to be led by an Accommodation Review Committee (ARC) appointed by the board. The ARC assumes an advisory role and will provide recommendations that will inform the final decision made by the Board of Trustees. Each ARC must include membership drawn from the community. It is recommended that the committee include parents, educators, board officials, and community members. Trustees are not required to serve on ARCs. School boards will provide the ARC with a Terms of Reference that describes the ARC s mandate. The mandate will refer to the board's educational and accommodation objectives in undertaking the ARC and reflect the board's strategy for supporting student achievement. The Terms of Reference will contain Reference Criteria that frame the parameters of ARC discussion. The Reference Criteria include the educational and accommodation criteria for examining schools under review and accommodation options. Examples may include grade configuration, school utilization, and program offerings. The Terms of Reference will identify ARC membership and the role of voting and non-voting members, including board and school administration. The Terms of Reference will also describe the procedures for the ARC, including meetings; material, support, and analysis to be provided by board administration; and the material to be produced by the ARC. School boards will inform the ARC at the beginning of the process about partnership opportunities, or lack thereof, as identified as part of boards longterm planning process. SCHOOL INFORMATION PROFILE School boards are required to develop a School Information Profile to help the ARC and the community understand how well school(s) meet the objectives and the Reference Criteria outlined in the Terms of Reference. The School Ministry of Education June 26, 2009 Pupil Accommodation Review Guideline Page 2 of 7