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POLICY SECTION: Catholic School Councils

SUB-SECTION:

POLICY NAME: Catholic School Councils

POLICY NO: S.10

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Date Approved: Review Cycle: Dates of Amendment:

2018 14 June 01; 20 June 96; 16

Nov.92;20 Oct 83; 19 Nov 81

Cross Reference:

Reg. 298 – Operation of Schools – General

Reg. 612 – School Councils

School Councils – a Guide for Members, 2001, Ontario Ministry of Education

Attachment(s): Catholic Schools Council Operational Procedures

Purpose:

This Policy provides the regulations by which Catholic School Councils shall operate within the

Toronto Catholic District School Board. This is consistent with the Education Act and Ontario

Regulation 612/00.

Scope and Responsibility:

The Policy extends to all schools of the Toronto Catholic District School Boards. The Director

of Education is responsible for this Policy.

Alignment with MYSP:

Living our Catholic Values

Fostering Student Achievement and Well Being

Strengthening Public Confidence

Policy

The Catholic School Council (CSC) of each school in the TCDSB will, through the active

participation of parents, endeavor to improve student achievement and well-being and to enhance

the accountability of the education system to parents. Each CSC shall function in an advisory

role by making recommendations to the principal of the school and, where necessary, to the

Board, on any matter in accordance with the Education Act, TCDSB policies and, guidelines and

operating procedures.

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Regulations:

1. The school council at every school shall use the name Catholic School Council

(CSC), and will be guided by Catholic values and doctrine. The CSC Chair and at least

one of the Co-Chairs must be Roman Catholic. The CSC shall not be incorporated.

2. A CSC may make recommendations to the principal of the school on any matter, and

the principal shall consider each recommendation and advise the CSC of the action taken

in response to the recommendation.

3. The principal will act as a resource person to the CSC and shall assist the Council in

obtaining information relevant to the duties and functions of the Council.

4. The principal will provide information and solicit the views of CSC on matters

concerning:

i. student achievement and the School Learning Improvement Plan;

ii. annual funding for parent involvement;

iii. the school budget;

iv. school policies and procedures including the code of conduct;

v. school uniform or dress code.

5. The principal of a school may delegate any of his or her powers or duties as a

member of CSC to a vice-principal of the school.

6. A CSC may make recommendations to the Board on any matter, and the Board shall

consider each recommendation and advise the CSC of the action taken in response to the

recommendation.

7. The Board shall solicit the views of CSCs with respect to the:

i. establishment or amendment of Board policies or guidelines;

ii. development of implementation plans for new initiatives that relate to student

achievement

or to the accountability of the education system to parents;

iii. Board action plans for improvement based on EQAO reports;

iv. Principal Profile, to assist in the selection and placement of principals and vice-

principals.

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8. A CSC may make recommendations to the Board’s Catholic Parent Involvement

Committee (CPIC) on matters relating to:

i. strategies for parent engagement;

ii. identifying and reducing barriers to parent engagement;

iii. creating a welcoming environment for parents;

iv. strategies for parents to support their child(ren)’s learning at home and at school.

9. The election of parent members to CSC will be held within the first 30 days of each

school year, with parents constituting the majority of the members. Unless otherwise

stated in the by-laws the minimum number of parent members will be seven. On behalf

of the CSC, the principal will communicate information about elections to the parent

community of the school at least 14 days prior to the election.

10. Every effort will be made to ensure that CSC is representative of the diversity within

a school community.

11. Composition of the CSC will be consistent with the Education Act, and will also

include the local pastor or designate, parent representative from the Toronto Association

of Parents in Catholic Education (TAPCE), as derived from the Ontario Association of

Parents in Catholic Education (OAPCE), and, where possible, a person who has a special

interest in Special Education.

12. There must be a minimum of six CSC meetings, which includes the Annual General

Meeting, open to the public in each school year.

13. CSC may solicit and take into consideration the advice of parents of students

enrolled in the school with regards to matters under consideration by the Council.

14. All communications from CSC intended for distribution to parents of children in the

school will be approved by the Principal prior to the communication being sent to the

intended recipients.

15. All CSC shall function and will be governed by Ontario Regulation 612/00 (found in

Operational Procedures in Appendix A)

16. Each CSC will develop by-laws governing the conduct of its activities and must

include the following by-laws:

i. a by-law governing election procedures and the filling of vacancies in the

membership of the CSC

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POLICY NO: S.10

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ii. a by-law that establishes rules respecting participation in school council proceedings

in cases of

conflict of interest

iii. a by-law that establishes a conflict resolution process for internal Council disputes,

consistent with

TCDSB policy H.M.19 Conflict Resolution. [hyperlink to policies]. CSC by-laws

must be

distributed and verified each year at the Annual General Meeting.

17. All funds collected by CSCs shall be retained by the school principal in the school

banking account. CSCs will advise the principal about spending funds collected by CSCs

consistent with TCDSB policies.

18. Where CSC bank accounts are maintained separate from the school account, all CSC

accounts must be merged with the school account by no later than August 31, 2015.

19. The CSC may engage in fundraising activities related to charitable, humanitarian,

educational or services consistent with the tenets of Catholicism. All fundraising shall be

carried out under the jurisdiction and supervision of the principal, and will be governed

by TCDSB policies S.M.04 Fund Raising in Schools, and F.P.01 Purchasing. [hyperlink

to policies]

20. Each CSC will annually submit a written report on its activities to the principal of

the school and the principal will post the report to the school’s portal site. Upon request,

the report will be made available to members of the Board.

21. CSC shall create minutes of all its meetings and records of all its financial

transactions for a minimum of four years. The principal will retain these minutes and

records and make them available at the school for examination without charge for any

member of the Catholic community.

22. Operational Procedures and Financial Procedures provided will govern the

respective activities of Catholic School Councils of the TCDSB.

Evaluation and Metrics:

1. The annual report of CSC activities will serve as an assessment of the Council’s work to

support student achievement and well-being at the school.

2. The utilization of parent involvement funds and Parent Reaching Out (PRO) grants,

where applicable, will be monitored.

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TCDSB Catholic School Council

Operational Procedures Protocol

Rationale

The Toronto Catholic District School Board is an inclusive learning community rooted in the love of

Christ. We educate students to grow in grace and knowledge and to lead lives of faith, hope and charity. It

is believed that Catholic schools must foster the spiritual, physical, intellectual, social and emotional

development of all students working collaboratively in a manner consistent with the Ontario Catholic

Graduate School Expectations and the Catholic social teachings. In applying Catholic Social Teachings to

all that we do at TCDSB, parents will be supported in their integral role of nurturing the relationship

between home, school and parish

Schools must draw on the vast knowledge and expertise available in the community and involve its many

resources, especially the family and the parish, in the education of children.

The purpose of Catholic School Councils is, through the active participation of parents, to improve pupil

achievement and to enhance the accountability of the education system to parents. Therefore, a Catholic

School Council shall function in an role to the principal and shall achieve its purpose by making

recommendations to the school principal and, where appropriate, to the Board on any matter in

accordance with the Education Act and TCDSB Policies, Guidelines and Operating Procedures.

Operational Procedures:

1. Membership

The Toronto Catholic District School Board recognizes as members of the Catholic school

community the following:

(a) The parents/guardians of students enrolled at the school.

(b) The school staff members, including teaching and non-teaching personnel.

(c) The Pastor and the Parish designates.

(d) The school trustee.

(e) The students.

(f) All Separate School ratepayer within the area serviced by the school.

2. Composition of Council

The Catholic School Council shall be established during the first 30 days of each school year, be as

representative as possible of the Catholic school community, be chaired by a parent/guardian of the

school elected by Council members, and be composed of a majority of Roman Catholic members as

defined in the Education Act:

(a) Parents/guardians of students enrolled in the school, who are to make up a majority of the

council membership.

(b) The principal of the school.

(c) One teacher who is employed at the school, to be elected by teachers who are employed at the

school.

(d) One person who is employed at the school, other than the principal, vice-principal or any other

teacher, to be elected by persons other than the principal, vice principal or any other teacher

employed at the school.

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(e) One pupil appointed by the student council or, in the case of schools without student councils,

elected by other students.

(f) The Pastor or Parish designate.

(g) One or more community representatives appointed by the Council.

(h) One person appointed by the local Catholic School Council to act as liaison

with the Ontario Association of Parents in Catholic Education, if the school is affiliated

with the Association by virtue of school and/or TCDSB membership.

(i) One person, where possible, who has a special interest in Special Education.

(j) The school Trustee and the school Superintendent of Education shall have standing at the

Catholic School Council meeting for the purposes of updating the council on relevant matters

or to act as a resource person, as required.

3. Election of Parent Members

(a) A person is qualified to be a parent member of a Catholic School Council if he or she is a

parent/guardian of a pupil enrolled in the school.

(b) A person is not qualified to be a parent member of a Catholic School Council if,

i. he or she is employed at the school; or

ii. he or she is an employee of the TCDSB unless he or she takes reasonable steps to inform

people qualified to vote in the election of parent members of that employment.

iii. a person is qualified to vote in an election of parent members of a Catholic School

Council if he or she is a parent/guardian of a pupil who is enrolled in the school.

(c) The number of parent members elected to the Catholic School Council shall be consistent with

those established in the Catholic School Council’s bylaws. Unless otherwise stated in the by-

laws the minimum number of parent members will be seven.

(d) An election of parent members shall be held during the first 30 days of each school year, on a

date that is fixed by the chair or co-chairs of the Catholic School Council after consulting with the

principal of the school.

(e) Despite subsection (4), if a new school is established, the first election of parent members to the

Catholic School Council shall be held during the first 30 days of the school year, on a date that is

fixed by the Board.

(f) The principal shall, at least 14 days before the date of the election of parent members, on behalf

of the Catholic School Council, give written notice of the date, time and location of the election

to every parent of a pupil who is enrolled in the school.

(g) The election of parent members shall be by secret ballot.

4. Other Elections

(a) A person is qualified to vote in an election of one teacher representative if they are a teacher,

other than the principal or vice-principal, who is employed at the school.

(b) A person is qualified to vote in an election of a non-teaching representative if they are employed

at the school and are not a teacher, principal or vice-principal employed at the school.

(c) A person is qualified to vote for an election of the student representative if they are a pupil

enrolled in the school.

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5. Term of Office

The term of office for an elected or appointed Catholic School Council member is one year.

(a) A member of a Catholic School Council may be re-elected or reappointed,

unless otherwise provided by the by-laws of the council.

(b) A vacancy in the membership of a Catholic School Council shall be filled by election or

appointment in accordance with the by-laws of the Council.

(c) A vacancy in the membership of the Catholic School Council does not prevent the council from

exercising its authority.

6. Officers

(a) A Catholic School Council shall have a chair, who is a parent elected by members of the Council

or, if the by-laws of the Council provide, two co-chairs, and may have such other officers as are

provided for in the by-laws of the Council.

(b) An employee of the TCDSB cannot serve as chair or co-chair of the Council.

(c) Vacancies in the office of chair, co-chair or any other officer shall be filled in accordance with the

by- laws of the Council.

7. The Catholic School Council

(a) The Catholic School Council shall:

i. Promote Catholic faith and Gospel Values.

ii. Establish its goals, priorities and procedures, consistent with the Mission and Vision of the

Board.

iii. Hold a minimum of six meetings per year, including the Annual General Meeting, which

shall be accessible and open to members of the Catholic school community, the first meeting

to be held within the first 35 days of the school year and after elections, on a date fixed by

the principal.

iv. Ensure that for each meeting:

a majority of Council members are present

a majority of the members present are parent members; and

the quorum requirement shall be established accordingly

v. If necessary, establish committees to make recommendations to the Council; such

committees to include at least one parent member of the Council and to be governed by the

Council’s by-laws.

vi. Develop by-laws governing the conduct of its affairs including:

by-law that governs election procedures and the filling of vacancies;

by-law that establishes rules respecting participation in proceedings in cases of conflict of

interest;

by-law that establishes a conflict resolution process, consistent with the Board’s policy,

for internal Council disputes.

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vii. Keep minutes and records of all meetings and financial transactions for a minimum of 4

years, and make these available at the school for examination without charge by any person

from the Catholic school community.

viii. Not engage in fundraising activities unless:

the activities are conducted in accordance with the Board policy S.M. 04, Fundraising in

Schools; and F.P. 01 Purchasing.[hyperlink to policies]

The activities are to raise funds for a purpose approved by the Board through the school

principal; and

The funds are used in accordance with Board policy

ix. Consult with parents of pupils enrolled in the school about matters under consideration by

the Council and communicate regularly with parents and other members of the community to

seek their views and preferences with regard to matters being addressed by the Council.

x. Submit on an annual basis, a written report on its activities, including fundraising, to the

principal and to the Board.

xi. Not be incorporated.

B. CSC CHAIR

The Chair of the Catholic School Council shall:

i. Call Council meetings.

ii. Prepare the Agenda for Council meetings in consultation with the Principal.

iii. Chair council meetings.

iv. Access the Board provided e-mail account, for the function and distribution of materials to

the CSC.

v. Ensure that the minutes of Council meetings are recorded and maintained.

vi. Participate in information and training sessions.

vii. Communicate regularly with the school principal in an effort to work cooperatively to

improve student achievement and well-being.

viii. Ensure that there is regular communication with the Catholic school community supported by

the school’s principal.

ix. Consult with the Catholic Parent Involvement Committee, senior board staff and Trustees, as

required.

x. Upon request, provide the local trustee with copies of the minutes of the meeting.

C. CSC MEMBERS

The Members of the Catholic School Council shall:

i. Participate in Council meetings.

ii. Participate in information and training programs.

iii. Act as a link between the Council and the community in support of school programs to

improve pupil achievement.

iv. Make recommendations to the principal and, where necessary, to the Board to improve

student achievement and well-being, and enhance the accountability of the education system.

v. Make every effort to be as representative of the school community as possible

vi. Conduct their meetings in an invitational, harmonious manner in the context of Gospel

Values.

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vii. Be entitled to one vote, in votes taken by the Council, should the Council make

recommendations to the principal and/or Board through a voting process.

viii. Receive reimbursement for expenses incurred in the normal course of their duties as Council

members in accordance with Board policy, but shall not receive any remuneration for serving

as a Council member.

8. The Principal

The Principal of the school shall:

(a) Act as a resource person for the Catholic School Council and will be a non-voting member.

(b) Provide information and seek input on program and academic matters as well as provide

information on budget and finances of the school.

(c) Solicit the views of the Council with respect to the following:

(i) The establishment or amendment of school policies and guidelines and the development of

implementation plans that relate to pupil achievement or to the accountability of the education

system to parents including,

A local code of conduct governing the behaviour of all persons in the school, and

School policies or guidelines related to appropriate dress for pupils.

School action plans for improvement, based on EQAO reports on the results of tests of pupils,

and the communication of those plans to the Catholic community.

(d) Facilitate the establishment of the Catholic School Council and assist in its operation.

(e) Support and promote the Council’s activities.

(f) Present at each meeting of the Catholic School Council, the current financial position and balance

of all school and CSC accounts using the TCDSB accounting template.

(g) Provide for the prompt distribution to each member of the Council of any materials received from

the Ministry that are identified by the Ministry as being for distribution to Council members.

(h) Post any materials distributed to members of the Council in a location that is accessible to all

parents.

(i) Give written notice of the dates, times and locations of Council meetings to every parent in

accordance with the timelines established in the by-laws. Attend every meeting of the Council,

unless he or she is unable to do so by reason of illness or other cause beyond his or her control.

(j) Assist the Council to post minutes and agendas of the meetings in the school, on the school portal

and sent electronically to all Council members.

(k) Act as a resource person to the Council and assist the Council in obtaining information relevant to

the functions of the Council, including information relating to relevant legislation, regulations and

policies.

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(l) Consider each recommendation made by the Council and advise the Council of the action taken


(m) The principal shall make available to the Catholic School Council sample By-laws provided by

the board staff and keep them updated from time to time.

(n) If the principal or Board does not support the advice of the Catholic School Council or proposed

expenditure of funds, it will be provided in writing at the next Catholic School Council meeting

to be included as an appendix to the minutes including the basis in Board policy, law or solid

grounding that the advice was not in the best interest of the school or Board.

(o) Report the composition of the Council to the local supervisory officer before November 1 of

each year.

9. Consultation by Board

The Toronto Catholic District School Board shall consider each recommendation made to the Board by

Catholic School Councils, shall advise such Councils of the action taken in response to the

recommendation, and shall solicit the views of local Catholic School Councils with respect to the

following:

(a) The establishment or amendment of Board policies and guidelines that relate to pupil achievement or

to the accountability of the education system to parents, including,

(i) Policies and guidelines with respect to the conduct of persons in TCDSB schools.

(ii) Policies and guidelines respecting appropriate dress for pupils in TCDSB schools.

(iii) Policies and guidelines respecting the fundraising activities of Catholic School Councils.

(iv) Policies and guidelines respecting conflict resolution processes for internal Council disputes.

(v) Policies and guidelines respecting reimbursement by the Board of expenses incurred by

council memebers.

(b) The development of implementation plans for new education initiatives that relate to pupil

achievement or to the accountability of the education system to parents, including,

(i) Implementation plans for policies and guidelines with respect to the conduct of persons in schools.

(ii) Implementation plans for policies and guidelines respecting appropriate dress for pupils.

(c) Board action plans for improvement, based on the EQAO reports on the results of tests of pupils and

the communication of those plans to the Catholic community.

(d) The process and criteria applicable to the selection and placement of principals and vice-principals.

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(e) That any Catholic School Council recommendation which might impact globally on TCDSB special

education programs or services be referred to the Special Education Committee for information and

comments; and that any recommendation of the Special Education Committee that might impact on

special education programs and services in schools be referred to the Catholic School Councils of the

potentially impacted schools for information and comments.

10. Consultation with Parents

A Catholic School Council shall consult with parents of pupils enrolled in the school about matters

under consideration by the council.

11. Annual Report

(a) Every Catholic School Council shall annually submit a written report on its activities to the principal

of the school and to the board that established the council.

(b) A report of all fundraising activities shall be included in the annual report.

(c) The principal shall, on behalf of the school council, give a copy of the annual report to every parent of

a pupil who, on the date the copy is given, is enrolled in the school by:

(i) giving the report to the parent’s child for delivery to his or her parent; and

(ii) posting the report in the school in a location that is accessible to parents.

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PUBLIC

REVIEW S.10 CATHOLIC SCHOOL ADVISORY

COUNCIL

“For as in one body we have many members, and the members do not all have the same function, so we, though many, are one body in Christ, and individually members one of another“.

Romans 12:4-5

Created, Draft First Tabling Review

JUNE 11, 2013 February 18, 2014 September 16, 2014

C. Marchetti, Coordinator of International Languages and Parent/Community Engagement

J. Shain, Superintendent of Learning and Achievement

L. Notten, Superintendent of Learning and Achievement

RECOMMENDATION REPORT

Vision:

At Toronto Catholic we transform the world

through witness, faith, innovation and action.

Mission:

The Toronto Catholic District School Board is an

inclusive learning community rooted in the love of

Christ. We educate students to grow in grace and

knowledge and to lead lives of faith, hope and

charity

G. Poole

Associate Director of Academic Affairs

A. Sangiorgio

Associate Director of Planning and Facilities

S. Pessione

Associate Director of Business Services,

Chief Financial Officer and Treasurer

Angela Gauthier

Director of Education

REPORT TO GOVERNANCE AND POLICY

COMMITTEE

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Appendix A

Page 2 of 9

A. EXECUTIVE SUMMARY

This report provides the results and themes which emerged from the draft Revised Policy S.10

Catholic School Advisory Councils, 2013 community engagement and consultation. Based on

the results, the report also provides suggested items based on feedback drafts of policy sections

or operational procedures for the consideration of Trustees.

B. PURPOSE The purpose of this report is to provide a summary and suggested items of consideration for the

revised draft policy for Catholic School Advisory Councils taking into account the results of the

community consultation and engagement plan which was approved by the Board at its meeting

on February 18, 2014.

C. BACKGROUND

At its meeting held on February 18, 2014, the Board considered the report, Policy S.10 Catholic

School Advisory Council, along with appendixes to support CSACs in their work at TCDSB

schools. This included the consultation statistical results and responses on the revised draft

policy which was distributed to the Catholic School Advisory Council Chairs on October 2, 2013

with a time period ending November 30, 2014.

Twenty four schools responded to the survey with suggested changes and comments in reference

to both the policy and the operational procedures.

To obtain a more representative consultation the Board of Trustees approved the following board

actions:

“That a Special Meeting of the Committee be held on the 25th

of March to deal with the CSAC

Policy. That the Regular Meeting commence at 5:30 p.m. and that the Special Meeting be held at

7:00 p.m.

1. Special interest parties to be invited.

2. Staff and Trustees suggest names of individuals to Superintendent Notten.

3. A communication be sent out to CSACs inviting them to the Special Meeting.”

D. EVIDENCE/RESEARCH/ANALYSIS

1. This section provides a summary of the results of the community engagement and

consultation and identifies the themes that emerged. Suggested items for consideration

for the Revised draft of the Catholic School Advisory Council policies based on the

results of the community consultation are provided for the consideration of the Trustees.

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Appendix A

Page 3 of 9

2. One face to face consultation was hosted at the CEC on March 25, 2014. This

consultation opportunity was publicized through a variety of means including e-mails,

website, e-news, and school newsletters. The consultation was well-attended with

representation from CSAC members, parents and principals. Participants were randomly

assigned to one of five groups using a number count of 1 to 5. Every participant focused

on one theme providing input using a pre-determined list of questions. Each group

discussion was facilitated by a Trustee and notes were taken by a Superintendent or

Senior Coordinator.

3. Each consultation began with a review of the importance of parental engagement and

CSAC governance. The facilitator identified the 5 topic areas: role of CSAC,

collaboration, communication, student achievement, self-assessment and success as a

CSAC. Each group focused on one topic and they were provided with the basic tenets

pertaining to their topic. Examples of the questions to be discussed were provided and

participants were welcomed to engage in open and forthright sharing within the group.

4. Themes which emerged on the specific topics and questions based on the feedback which

was provided follow.

SUMMARY OF CSAC CONSULATATION

BASED ON FEEDBACK NOTES PROVIDED

FEEDBACK CONSIDERATIONS

--Legislation

--Practical Considerations

i) Barriers to Joining CSAC for Parents

Understanding role of CSAC CSAC training sessions provided by staff in

October based on Trustee motion

TCDSB CSAC Handbook and MOE School

Councils: A Members Guide has been distributed

to all schools each year for the past three years,

as well as, posted on the CSAC website.

Principals and Vice-Principals in-serviced each

year

CPIC CSAC Summit held in November with

role specific breakout sessions

Language/culture barrier PIC funds and central account available for

translations and interpreters

Board has translated many key documents in

the 14 main languages with additional languages

on request

Availability of child-minding PIC Funds and high school/university students

gaining volunteer experience may be accessed

New members do not feel welcomed

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Appendix A

Page 4 of 9

ii) Reason for joining CSAC

Sense of community

(home/school/church)

Volunteer and support child(ren)

iii) Issue of Catholicity

Majority felt no need for CSAC Chair

to be Catholic

Due to admission policy parent may not be

Catholic

Catholicity is not an issue as we have

good, committed parents working on behalf

of school and should not have to produce a

baptismal certificate

As a Catholic Board we have parents who

uphold and value our Catholic teachings and

doctrine, and a baptismal certificate is not a

formal requirement for a parent’s participation

in CSAC

Parish priests need to be more

involved within a defined role as

determined in consultation with the

Archdiocese

iv) Name Catholic School Advisory

Council (CSAC)

Simplify the name The council name needs to convey that it is

comprised of parents, staff and community

members.

Acronym is difficult to understand

Change to PTA, School Council,

Parent Council

The current name is intended to highlight

the vital components of the council; we are

Catholic and this is vital to our identity and we

are advisory.

v) Minimum Number of Meetings per

Year

Consensus was a minimum of 6

(including AGM)

Legislation: a school council shall meet four

times a year (O. Reg. 612/00, s. 12(1)); we could

recommend a higher minimum

vi) CSAC Bank Accounts

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Appendix A

Page 5 of 9

Majority wanted one umbrella

banking system

TCDSB Board Policy requires School bank

accounts be consolidated with their respective

CSAC’s bank accounts for the start of the 2015-

16 school year. The deadline for bank

consolidation is August 31, 2015.

vii) By-Laws

Uniform by-laws for all schools in

plain/simple language

Sample By-Laws have been provided to all

principal and CSACs with a requirement that all

CSACs should have had by-laws in place by

September, 2012.

Need standard minimum number of

parents to set benchmark

No legislated number.

Board practice is a minimum of 7 parents, but

this is virtually impossible to enforce,

particularly in those communities where CSAC

representation may be small.

To include procedures to remove

member for absenteeism or under-

performance in role

Not a legislated requirement

Performance assessment may be barrier to

participating in CSAC

Standard requirement for

representation on CSAC from diverse

communities such as Filipino, Portuguese

and Spanish

Need benchmark to determine the

representation for diverse community at each

school

Add Special Education parent

representative and parent class/grade

representative to CSAC composition

viii) Role of Principal

Principal is key to successful CSAC

Needs to be welcoming, collaborative,

approachable with good communication

skills

Needs to be proactive in assisting

CSAC to reach diverse groups

Needs to share information and

involve CSAC and parents in all aspects of

student achievement including SLIP, Safe

Schools, EQAO using standard reporting

templates

Under Operational Procedures could provide

topic timelines and standard templates

Assist CSAC to focus on mandate and

not only fundraising

Work with CSAC to establish goals

and to measure success based on

Legislation requires an Annual Report of

activities and fundraising but does not include

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Appendix A

Page 6 of 9

achievement of those goals assessment (O. Reg. 612/00 (24(1))

Provide CSAC with policy and

rationale for decisions made

In legislation that the board will consider each

recommendation and advise council of the

action taken in response to the

recommendation. (O. Reg. 612/00 s. 21).

Communicate key issues pertaining to

parents that are being discussed by Board of

Trustees and include Board committee

meetings on school calendar

ix) Role of Superintendents and

Trustees

Superintendents need to be more

supportive of CSAC

Superintendent and Trustee should

attend CSAC meetings for important

consultations

Continue to empower CSAC to advise

the Board

CSAC to be able to bring issue to

Superintendent and Trustee if feel strongly

that issue is not being addressed at local

level

Addressed in procedures outlined in

Addressing Parent Concerns

Trustee Ward CSAC sessions to share

best practices

Principal Profile should be

instrumental in principal appointments and

SO should meet with CSAC prior to

principal appointments

Principal Profile has been recently revised

and is a point of reference in the principal

placement process.

Better communication from Board to

CSAC about key issues pertaining to

parents

x) CSAC Access to

Resources/Information Other Than the

Principal

Easier access to website/school’s

portal page and CSAC e-mail with

notifications when website is

updated

IT consideration

Simplified resources to assist CSAC

including standard templates

Access to resources through

workshops, on-line workshops, webcasts,

and videos including CSAC executive roles

Dedicated budget required.

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Appendix A

Page 7 of 9

and responsibilities, setting

agendas, taking minutes, timelines and

parliamentary procedures.

CSAC “Welcome Kit” and “Transition

Kit”

In-service on Board committees, Board

governance structure and role and

responsibilities.

May be incorporated in CSAC Training

sessions

x) Communication

Board should use all modes of

communication to ensure that all

stakeholders will receive information

Workshops provided on navigating

and using the TCDSB portal

Staff consideration and train the trainer model

Common template for principals to

use to present and report on mandated

consultation topics

Presently have standard financial reporting

template

Provide all schools with

teleconferencing capabilities

Dedicated Budget required

Provide SynerVoice to all elementary

and secondary schools

Dedicated Budget required

Videotape all CSAC meetings and

post on school website

Dedicated budget required.

Videotape and post all guest speaker

sessions

Board should e-mail information to

parents using their personal e-mail address

Need well monitored system with IT staff

to maintain a personal e-mail database

Train parents and volunteers to update

the school website

Filter communications as there are too

many

xi) Additional Items for Consultation

a) Technology plans

b) School capacity and demographics

c) Facilities

d) Health and Safety

Parents commented on a desire to see

increased consultation in these areas.

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PUBLIC

ACTION PLAN

Based on the provided feedback the following items are highlighted for Policy consideration by

the Board of Trustees.

S.10 CATHOLIC SCHOOL ADVISORY POLICY

Feedback Item Current Policy Rationale for Consideration

Name Catholic School

Advisory Council

(CSAC) should be

simplified and include

the term parent

Reg. 1 –The school council at

every school shall use the name

Catholic School Advisory

Council.

This name conveys that the

organization is based on

Catholic doctrine, comprises

parents, staff and community

members. Advisory denotes that

its primary means of achieving

its purpose is by making

recommendations to the

principal of the school and the

board (O. Reg. 612/00 2(2)).

Issue of Catholicity

Majority felt that this is

not an issue when have

good committed parents

working on behalf of

school.

Reg. 1 –The school council at

every school shall use the name

Catholic School Advisory Council

and will comprise a majority of

Roman Catholic members.

Due to TCDSB admission

policy a parent does not have to

be Catholic and this regulation

has been difficult to enforce.

Suggested Amendment:

“The school council at every

school shall use the name

Catholic School Advisory

Council and will be guided by

Catholic values and doctrine.”

Minimum Number of

Meetings per year: 6

Reg. 12—There must be a

minimum of four CSAC meetings

open to the public in each school

year.

The AGM meeting is not

included as part of the 4

required meetings. Increasing

the number of meetings to 6

would comply with Reg. 612/00

and may provide the timeframe

for meetings to be held on a

more regular basis. If AGM

counts as one, perhaps 5

meetings is a reasonable

minimum and no amendment is

required.

Bylaws should include

standard requirement for

representation from

diverse communities,

Operational Procedures sec. 2 (g)

under Composition of Council

states that one or more community

representatives appointed by the

Amending this requirement to

be more prescriptive may ensure

consideration for inclusion of

these groups but may be

Page 156 of 284

Appendix A

Page 9 of 9

Special Education and

parent grade

representative.

Council. difficult to enforce for those

communities where CSAC

representation may be small.

Additional items for

consultation should

include: technology

plans; school capacity

and demographics;

facilities; health and

safety.

Items for consultation includes:

a) student achievement

b) annual funding for parent

involvement

c) school budget

d) school policies and

procedures including code of

conduct

e) school uniform and dress

code

f) system issues

g) school improvement plans

As these areas are of concern to

parents they should be added to

the list for consultation.

Amendment:

Items for consultation includes:

a) pastoral plan

b) student achievement

c) annual funding for parent

involvement

d) school budget/student fees

e) school policies and

procedures including code of

conduct school uniform and

dress code

f) system issues

g) school improvement plans

h) technology plans

i) school capacity and

demographics

j) facilities

k) health and safety

F. METRICS AND ACCOUNTABILITY

Amendments to the S.10 CSAC policy will be communicated to all principals, CSACs and

school communities using various modalities of communication.

Regulations placed in policy need to be enforced.

Parents welcomed and were receptive to the CSAC Consultation process used to solicit feedback

and, as such, can be repeated on an annual or semi-annual basis in order to solidify successes and

target challenges. A Board report based on subsequent consultations and recommendations

based on the feedback would be provided.

G. RECOMMENDATION

That board approve the revised S. 10 CSAC policy per Appendix A and Operational Procedures

per Appendix B, as amended. .

Page 157 of 284

TWO way Side by Side S10 CSAC Policy Sept 2014 (1).docx

CURRENT PROPOSED

Policy:

The Toronto Catholic District School Board believes:

That schools must foster the spiritual, physical,

intellectual, social and emotional development of all

students by using the various resources of the community

of which they are a part;

That schools must draw on the vast knowledge and

expertise available in the community and involve its many

resources, especially the family and the parish, in the

education of children;

That working together collaboratively is a way of living

which is deeply rooted in God’s Word;

That the principal of the school is responsible and is in

charge of the instruction and the discipline of students and

for the organization and management of the school;

That the purpose of Catholic School Advisory Councils is,

through the active participation of parents, to improve

pupil achievement and to enhance the accountability of

the education system to parents;

Policy

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Therefore, a Catholic School Advisory Council shall function in

an advisory role to the principal and shall achieve its purpose by

making recommendations to the school principal and, where

appropriate, to the Board on any matter in accordance with the

Education Act and TCDSB Policies, Guidelines and Operating

Procedures.

REGULATION:

1. Membership

The Toronto Catholic District School Board recognizes as

members of the Catholic school community the following:

The parents/guardians of students enrolled at the

school;

The school staff members, including teaching and

non-teaching personnel;

The Pastor and the Parish designates;

The school trustee;

The students.

All Separate School ratepayer within the area

The Catholic School Council (CSC) of each school in the

TCDSB will, through the active participation of parents,

endeavour to improve student achievement and well-being and

to enhance the accountability of the education system to parents.

Each CSC shall function in an advisory role by making

recommendations to the principal of the school , and, where

necessary, to the Board, on any matter in accordance with the

Education Act, TCDSB policies and, guidelines and operating

procedures.

1. The school council at every school shall use the

name Catholic School Council, and will be guided by Catholic

values and doctrine. The CSC Chair and at least one of the Co-

Chairs must be Roman Catholic. The CSC shall not be

incorporated.

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serviced by the school

2. Composition of the Council

The Catholic School Advisory Council shall be

established during the first 30 days of each school year,

shall be as representative as possible of the Catholic

school community, shall be chaired by a parent/guardian

of the school elected by Council members, and shall be

composed of a majority of Roman Catholic members as

defined in the Education Act:

(a) Parents/guardians of students enrolled in the

school (to make up a majority of council

membership).

(b) The principal of the school.

(c) One teacher who is employed at the school, to be

elected by teachers who are employed at the

school.

(d) One person who is employed at the school, other

than the principal, vice-principal or any other

teacher, to be elected by persons other than the

principal, vice principal or any other teacher

employed at the school.

(e) One pupil appointed by the student council or, in

the case of schools without student councils,

elected by other students (mandatory in secondary

schools; in elementary schools, appointed by the

principal after consultation with the other

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members of the council).

(f) The Pastor or Parish designate.

(g) One or more community representatives appointed

by the Council.

(h) One person appointed by the local Catholic School

Advisory Council to act as liaison with the Ontario

Association of Parents in Catholic Education, if

the school is affiliated with the Association by

virtue of school and/or TCDSB membership.

3. Election of Parent Members

(a) A person is qualified to be a parent member of a

Catholic School Advisory Council if he or she is a

parent/guardian of a pupil enrolled in the school.

(b) A person is not qualified to be a parent member of

a Catholic School Advisory Council if,

(i) he or she is employed at the school; or

(ii) he or she is an employee of the TCDSB

unless he or she takes reasonable steps to

inform people qualified to vote in the

election of parent members of that

employment.

(c) A person is qualified to vote in an election of

parent members of a Catholic School Advisory

Council if he or she is a parent/guardian of a pupil

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who is enrolled in the school.

(d) An election of parent members shall be held

during the first 30 days of each school year, on a

date that is fixed by the chair or co-chairs of the

Catholic School Advisory Council after consulting

with the principal of the school.

(e) Despite subsection (4), if a new school is

established, the first election of parent members to

the Catholic School Advisory Council shall be

held during the first 30 days of the school year, on

a date that is fixed by the Board.

(f) The principal shall, at least 14 days before the date

of the election of parent members, on behalf of the

Catholic School Advisory Council, give written

notice of the date, time and location of the election

to every parent of a pupil who is enrolled in the

school.

(g) The election of parent members shall be by secret

ballot.

4. Term of Office

(a) The term of office for an elected or appointed

Catholic School Advisory Council member is one

year, renewable by election or appointment, unless

otherwise provided by the by-laws of the Council.

(b) A vacancy in the membership of a Catholic School

Advisory Council shall be filled by election or

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appointment in accordance with the by-laws of the

Council.

5. Officers

(a) A Catholic School Advisory Council shall have a

chair, who is a parent elected by members of the

Council or, if the by-laws of the Council provide,

two co-chairs, and may have such other officers as

are provided for in the by-laws of the Council.

(b) An employee of the TCDSB cannot serve as chair

or co-chair of the Council.

(c) Vacancies in the office of chair, co-chair or any

other officer shall be filled in accordance with the

by-laws of the Council.

6. The Catholic School Advisory Council

(a) The Catholic School Advisory Council shall:

(i) Promote Catholic faith and Gospel Values.

(ii) Establish its goals, priorities and

procedures, consistent with the Mission

and Vision of the Board.

(iii) Hold a minimum of four meetings per year

which shall be accessible and open to

members of the Catholic school

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community, the first meeting to be held

within the first 35 days of the school year

after elections on a date fixed by the

principal.

(iv) Ensure that for each meeting:

a majority of Council members are

present

a majority of the members present

are parent members; and

a majority of the members present

are Roman Catholic;

and the quorum requirement shall be

established accordingly;

(v) If necessary, establish committees to make

recommendations to the Council; such

committees to include at least one parent

member of the Council and to be governed

by the Council’s by-laws.

(vi) Develop by-laws governing the conduct of

its affairs including:

A by-law that governs election

procedures and the filling of

vacancies;

A by-law that establishes rules

respecting participation in

proceedings in cases of conflict of

Page 164 of 284


interest;

A by-law that establishes a conflict

resolution process, consistent with

the Board’s policy, for internal

Council disputes.

(vii) Keep minutes and records of all meetings

and financial transactions for a minimum

of 4 years, and make these available at the

school for examination without charge by

any person from the Catholic school

community.

(viii) Not engage in fundraising activities unless:

The activities are conducted in

accordance with the Board policy

S.M. 04, Fundraising in Schools;

and

The activities are to raise funds for

a purpose approved by the Board

through the school principal; and

The funds are used in accordance

with Board policy.

Consult with parents of pupils

enrolled in the school about matters

under consideration by the Council

and communicate regularly with

parents and other members of the

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community to seek their views and

preferences with regard to matters

being addressed by the Council.

Submit on an annual basis, a

written report on its activities,

including fundraising, to the

principal and to the Board.

Not be incorporated.

(b) The Chair of the Catholic School Advisory

Council shall:

(i) Call Council meetings.

(ii) Prepare the Agenda for Council meetings

in consultation with the Principal.

(iii) Chair Council meetings.

(iv) Ensure that the minutes of Council

meetings are recorded and maintained.

(v) Participate in information and training

sessions.

(vi) Communicate regularly with the school

principal in an effort to work cooperatively

to improve pupil achievement.

(vii) Ensure that there is regular communication

with the Catholic school community.

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(viii) Consult with senior board staff and

trustees, as required.

(ix) Upon request, provide the local trustee

with copies of the minutes of the meetings.

(c) The Members of the Catholic School Advisory

Council shall:

(i) Participate in Council meetings.

(ii) Participate in information and training

programs.

(iii) Act as a link between the Council and the

community in support of school programs

to improve pupil achievement.

(iv) Make recommendations to the principal

and, where necessary, to the Board to

improve student achievement and enhance

the accountability of the education system.

(v) Make every effort to be as representative of

the school community as possible.

(vi) Conduct their meetings in an invitational,

harmonious manner in the context of

Gospel Values.

(vii) Be entitled to one vote, in votes taken by

the Council, should the Council make

2. A CSC may make recommendations to the principal

of the school on any matter, and the principal shall consider each

recommendation and advise the CSC of the action taken in

response to the recommendation.

Page 167 of 284


recommendations to the principal and/or

Board through a voting process.

(viii) Receive reimbursement for expenses

incurred in the normal course of their

duties as Council members in accordance

with Board policy, but shall not receive

any remuneration for serving as a Council

member.

7. The Principal

The Principal of the school shall:

(a) provide information and seek input on program

and academic matters as well as provide

information on budget and finances of the school.

(b) Solicit the views of the Council with respect to the

following:

The establishment or amendment of school

policies and guidelines and the

development of implementation plans that

relate to pupil achievement or to the

accountability of the education system to

parents including,

(i) A local code of conduct or of the

Act governing the behaviour of all

persons in the school, and

3. The principal will act as a resource person to the

CSC and shall assist the Council in obtaining information

relevant to the duties and functions of the Council.

4. The principal will provide information and solicit

the views of CSC on matters concerning:

(i) student achievement and the School Learning

Improvement Plan;

(ii) annual funding for parent involvement;

(iii)the school budget;

(iv) school policies and procedures including the code of

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(ii) School policies or guidelines

related to appropriate dress for

pupils.

School action plans for improvement,

based on EQAO reports on the results of

tests of pupils, and the communication of

those plans to the Catholic community.

(c) Facilitate the establishment of the Catholic School

Advisory Council and assist in its operation.

(d) Support and promote the Council’s activities.

(e) Provide for the prompt distribution to each

member of the Council of any materials received

from the Ministry that are identified by the

Ministry as being for distribution to Council

members.

(f) Post any materials distributed to members of the

Council in a location that is accessible to all

parents.

(g) Give written notice of the dates, times and

locations of Council meetings to every parent and

attend every meeting of the Council, unless he or

she is unable to do so by reason of illness or other

cause beyond his or her control.

(h) Act as a resource person to the Council and assist

the Council in obtaining information relevant to

the functions of the Council, including information

conduct;

(v) school uniform or dress code.

5. The principal of a school may delegate any of his or

her powers or duties as a member of CSC to a vice-principal of

the school.

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relating to relevant legislation, regulations and

policies.

(i) Consider each recommendation made by the

Council and advise the Council of the action taken


(j) Report the composition of the Council to the local

supervisory officer before November 1 of each

year.

8. Consultation by Board

The Toronto Catholic District School Board shall consider

each recommendation made to the Board by Catholic

School Advisory Councils, shall advise such Councils of

the action taken in response to the recommendation, and

shall solicit the views of local Catholic School Advisory

Councils with respect to the following:

(a) The establishment or amendment of Board policies

and guidelines that relate to pupil achievement or

to the accountability of the education system to

parents, including,

6. A CSC may make recommendations to Board on

any matter, and the Board shall consider each recommendation

and advise the CSC of the action taken in response to the

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(i) Policies and guidelines with respect to the

conduct of persons in TCDSB schools.

(ii) Policies and guidelines respecting

appropriate dress for pupils in TCDSB

schools.

(iii) Policies and guidelines respecting the

fundraising activities of Catholic School

Advisory Councils.

(iv) Policies and guidelines respecting conflict

resolution processes for internal Council

disputes.

(v) Policies and guidelines respecting

reimbursement by the Board of expenses

incurred by Council members.

(b) The development of implementation plans for new

recommendation.

7. The Board shall solicit the views of CSCs with

respect to the:

i. establishment or amendment of board policies or

guidelines;

ii. development of implementation plans for new initiatives

that relate to student achievement or to the accountability

of the education system to parents;

iii. board action plans for improvement based on EQAO

reports;

iv. Principal Profile, to assist in the selection and placement

of principals and vice-principals.

8. A CSC may make recommendations to the Board’s

Catholic Parent Involvement Committee (CPIC) on matters

relating to:

i. strategies for parent engagement;

ii. identifying and reducing barriers to parent engagement;

iii. creating a welcoming environment for parents;

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education initiatives that relate to pupil

achievement or to the accountability of the

education system to parents, including,

(i) Implementation plans for policies and

guidelines with respect to the conduct of

persons in schools.

(ii) Implementation plans for policies and

guidelines respecting appropriate dress for

pupils.

(c) Board action plans for improvement, based on the

EQAO reports on the results of tests of pupils and

the communication of those plans to the Catholic

community.

(d) The process and criteria applicable to the selection

and placement of principals and vice-principals.

(e) That any CSAC recommendation which might

impact globally on TCDSB special education

programs or services be referred to SEAC for

information and comments; and that any

recommendation of SEAC that might impact on

special education programs and services in schools

be referred to the CSACs of the potentially

impacted schools for information and comments.

iv. strategies for parents to support their child(ren)’s

learning at home and at school.

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9. The election of parent members to CSC will be held

within the first 30 days of each school year, with parents

constituting the majority of the members. Unless otherwise

stated in the by-laws the minimum number of parent members

will be seven. On behalf of the CSC, the principal will

communicate information about elections to the parent

community of the school at least 14 days prior to the election.

(Corresponds to Section 3, subsections (d), (e), (f) ).

10. Every effort will be made to ensure that CSC is

representative of the diversity within a school community.

(Corresponds to Section 2).

11. Composition of the CSC will be consistent with the

Education Act, and will also include the local pastor or

designate, parent representative from the Toronto Association of

Parents in Catholic Education (TAPCE), as derived from the

Ontario Association of Parents in Catholic Education (OAPCE),

and where possible a person who has a special interest in Special

Education. (Corresponds to Section 2 (f), (h) ).

12. There must be a minimum of six CSC meetings,

which includes the Annual General Meeting, open to the public

in each school year. (Corresponds to Section 6, (iii) ).

13. CSC may solicit and take into consideration the

advice of parents of students enrolled in the school with regards

to matters under consideration by the Council. (Corresponds to

Section 6, subsection (viii) item 4).

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14. All communications from CSC intended for

distribution to parents of children in the school will be approved

by the Principal prior to the communication being sent to the

intended recipients.

15 All CSC shall function and will be governed by

Ontario Regulation 612/00 (found in Operational Procedures in

Appendix A)

16. Each CSC will develop by-laws governing the

conduct of its activities and must include the following by-laws

i. a by-law governing election procedures and the filling of

vacancies in the membership of the CSC.

ii. a by-law that establishes rules respecting participation in

school council proceedings in cases of conflict of

interest.

iii. a by-law that establishes a conflict resolution process for

internal Council disputes, consistent with TCDSB policy

H.M.19 Conflict Resolution. [hyperlink to policy] CSC

by-laws must be distributed and verified each year at the

Annual General Meeting. (Corresponds to Section 6,

subsection (vi) ).

17. All funds collected by CSCs shall be retained by the

school principal in the school banking account. CSCs will advise

the principal about spending funds collected by CSCs consistent

with TCDSB policies. (Corresponds to Section 6, subsection

(viii) ).

18. Where CSC bank accounts are maintained separate

from the school account, all CSC accounts must be merged with

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the school account by no later than August 31, 2015.

19. The CSC may engage in fundraising activities

related to charitable, humanitarian, educational or services

consistent with the tenets of Catholicism. All fundraising shall

be carried out under the jurisdiction and supervision of the

principal, and will be governed by TCDSB policies S.M.04 Fund

Raising in Schools, and F.P.01 Purchasing. [hyperlink to

policies]

20. Each CSC will annually submit a written report on

its activities to the principal of the school and the principal will

post the report to the school’s portal site. Upon request, the

report will be made available to members of the Board.

(Corresponds to Section 6, subsection (j) ).

21. CSC shall create minutes of all its meetings and

records of all its financial transactions for a minimum of four

years. The principal will retain these minutes and records and

make them available at the school for examination without

charge for any member of the Catholic community.

(Corresponds to Section 6, subsection (g) ).

22. Operational Procedures and Financial Procedures provided

will govern the respective activities of Catholic School Councils

of the TCDSB.

22.Th Evaluation and Metrics:

1. The annual report of CSC activities will serve as an

assessment of the council’s work to support student achievement

and well-being at the school.

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2. The utilization of parent involvement funds and

Parent Reaching Out (PRO) grants, where applicable, will be

monitored.

Page 176 of 284

S.10 CATHOLIC SCHOOL ADVISORY COUNCIL: APPENDIX C

DRAFT POLICY FOR CONSULTATION

Page 1 of 12

Consultation Instruction

The following DRAFT policy, S.10 Catholic School Advisory Councils, was approved by the

Board of Trustees on June 11, 2013 for the express purpose of stakeholder consultation. A

text box is provided after each component of the policy in the event that the stakeholder wishes

to provide comments and/or provide suggested edits.

Policy:

The Catholic School Advisory Council (CSAC) of each school in the TCDSB will, through the

active participation of parents, endeavour to improve student achievement and well-being and to

enhance the accountability of the education system to parents. Each CSAC shall function in an

advisory role by making recommendations to the principal of the school , and, where necessary,

to the Board, on any matter in accordance with the Education Act, TCDSB policies and,

guidelines and operating procedures.

Please provide comments and/or suggested edits:

YES: 2 Responses—Percentage (8%) NO: 22 Responses--Percentage (92%)

NO COMMENTS PROVIDED

Regulations:

1. The school council at every school shall use the name Catholic School Advisory

Council, and will comprise a majority of Roman Catholic members. The CSAC shall

not be incorporated.


1. need to clarify if CSAC chair has to be Roman Catholic

2. I appreciate the name CSAC but I believe many parents do not know who we are or

what we are trying to do. When I say CSAC (and I don't usually say the long form name)

I get a confused look. Communication is a big issue and I don't feel the name reaches the

group we most want to involve - parents. I realize that a name change would be difficult

at this point in time but I feel the name itself is somewhat of a barrier in communicating

with parents. School Council is used by the Ministry and the TDSB. It is short, sweet

and clear in meaning. We could add Catholic but why do we need "Advisory" in the

name?

3. Since our Secondary School has many non catholic students hence non-catholic parents

it could be viewed as discrimination by saying the council needs to have a majority of

Catholic members. We want active parents and parents on the council realize that we

still have to uphold the Catholic values of prayer etc. We don't believe that a parent

should be exempt from being part of the council if they are not Catholic.

DRAFT for Consultation

A TOTAL OF 24 CSAC RESPONSES WERE SUBMITTED.

Page 177 of 284



Page 2 of 12

4. School Council should also be able to have alternate relevant names such as Parent

Council as long as they always cite CSAC as well. "Advisory Council" is not clear to

parents in the mainstream language.

5. How does the Board expect CSAC to confirm whether the majority of members are RC

without appearing discriminatory? In choosing to enroll our children in the separate

school board, we have chosen to have our children raised in Catholicism and to be

inclusive of all. This statement undermines this philosophy.

2. A CSAC may make recommendations to the principal of the school on any matter,

and the principal shall consider each recommendation and advise the CSAC of the

action taken in response to the recommendation.


1. ...within a reasonable period of time and using a communication method amenable to

both the principal and the CSAC member(s).

2. Principals and CSAC have to have 2-sided conversations/discussions on all school

issues, in that principals should bring up matters and vice versa CSAC bring up matters

for consultation, recommendation, suggestions. When responding, principals and CSAC

should give reasoning behind recommendations, responses etc.

3. The principal will act as a resource person to the CSAC and shall assist the Council

in obtaining information relevant to the duties and functions of the Council.


1. Is the only point of resource or contact the principal? Resources should also be TCDSB,

MOE and other relevant outside parties/resources as information exists.

4. The principal will provide information and solicit the views of CSAC on matters

concerning:

(i) student achievement and the School Learning Improvement Plan;

(ii) annual funding for parent involvement;

(iii) the school budget;

(iv) school policies and procedures including the code of conduct;

(v) school uniform or dress code.

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Page 3 of 12


1. This is extremely important, but does not happen in practice. How do we ensure this

occurs. It places CSAC executive in a difficult position when the administration is asked

for this information and is not provided.

2. I think we should also mention not limited to School but also Board-wide, education,

catholic issues etc.

3. The section should read "The principal will provide information and solicit AS

NECESSARY the views of CSAC..." The words as necessary should be there to ensure

that the principal doesn't feel that he/she needs to solicit our views on all of these matters

all of the time. It would be overly cumbersome.

5. The principal of a school may delegate any of his or her powers or duties as a member

of CSAC to a vice principal of the school.


1. Add to the end of the sentence, "when necessary".

2. Re Question 4 - I think we should specifically add student safety and security as well so

CSACs feel that they have a voice on this issue. Re Question 5 - no changes.

3. with notice to CSAC

6. A CSAC may make recommendations to Board on any matter, and the Board shall

consider each recommendation and advise the CSAC of the action taken in response

to the recommendation.


1. (see my phrasing recommendation for question #2) [...within a reasonable period of time

and using a communication method amenable to both the principal and the CSAC

member(s).]

2. Add to the end, "on a timely basis".

3. including logic and reasoning behind response/s so CSAC is informed and has all

information and resources.

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7. The Board shall solicit the views of CSACs with respect to the:

(i) establishment or amendment of board policies or guidelines;

(ii) development of implementation plans for new initiatives that relate to

student achievement or to the accountability of the education system to

parents;

(iii) board action plans for improvement based on EQAO reports;

(iv) Principal Profile, to assist in the selection and placement of principals and

vice-principals.


1. a comment regarding #iv: our CSAC felt that our input in the Principal Profile was not

valued because the decision to place our new principal was made without consulting our

P.P. - please do not just make this bureaucracy and paper-pushing!

2. With respect to board action plans for improvement based on EQAO reports; we believe

plans for improvement include feedback from the Principal, CSAC, school staff and the

community. EQAO is ill equipped to provide an accurate picture of improvement as a

whole.

3. We are supportive of this, however how is this being administered. This does not appear

to have occurred especially concerning (iii) and (iv) above.

4. Whether listed specifically in this policy or elsewhere, it should be noted how the Board

is expected to solicit these views (via emails to CSAC, through the Principal, etc. - just

to set clear expectations for both parties

5. as well as report on results of such solicitations BEFORE policies etc. are implemented

8. A CSAC may make recommendations to the Board’s Catholic Parent Involvement

Committee (CPIC) on matters relating to:

(i) strategies for parent engagement;

(ii) identifying and reducing barriers to parent engagement;

(iii) creating a welcoming environment for parents;

(iv) strategies for parents to support their child(ren)’s learning at home and at

school.

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YES: 1 Response—Percentage (4%) NO: 23 Responses--Percentage (96%)

1. including discussions, meetings between CSAC and CPIC. Why is CPIC described as the

"board's CPIC"? Rather than the local CPIC?

9. The election of parent members to CSAC will be held within the first 30 days of

each school year, with parents constituting the majority of the members. On behalf

of the CSAC, the principal will communicate information about elections to the

parent community of the school at least 14 days prior to the election.


1. a comment: at the People for Education conference, a session commented that it was very

difficult to hold elections so early in the school year and that it would be nice to have

flexibility (e.g. elect a co-chair in June and the second co-chair in September, so that work

can be done during the summer to prepare if need be)

2. The first 30 days of the school year is a very busy time. The "30 day" deadline should not

be a hard and fast deadline, especially counting "school" days of the week and not

weekend days. If this is the case, then the 30 days will fall in and around Thanksgiving

weekend, and not early October. This gives parents a chance to get into the routine of

school, especially first-time parents to school children, then they can decide about

commitment to CSACs by end Sept./beginning Oct.

3. The 14-day notice period is challenging to provide at the beginning of the school year (for

example, this year, there were only 14 days between the first day of school and our first

CSAC meeting and so notice had to be given on day 1). We (St. Clement CSAC) have

moved our future September meeting dates to a much later date in September to

accommodate this

10. Every effort will be made to ensure that CSAC is representative of the diversity

within a school community.


1. How do we ensure diversity in a practical perspective? We cannot refuse a

nominee if they are voted in. Any guidance in this regard is welcomed.

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2. I personally would like suggestions on how to attract parent involvement. We

barely get volunteers to go on trips let alone assist with the CSAC. It is an

ongoing struggle at our school.

3. How? CSAC generally are made up of committed parents, some who may

participate wholly, and some partially. Who and how will diversity be satisfied?

4. Kindly define the word "diversity".

5. We agree.

11. Composition of the CSAC will be consistent with the Education Act, and will also

include the local pastor or designate, and a parent representative from the Toronto

Association of Parents in Catholic Education (TAPCE), as derived from the Ontario

Association of Parents in Catholic Education (OAPCE).


1. In a small community where building a positive relationship with the local pastor is

an ongoing goal, this can be difficult to achieve. On a small CSAC, a parent may not

volunteer to be a representative on TAPCE. Perhaps the wording should say, "...will

include....whenever possible."

2. This is not the case in every school community. Language should be "may also

include".

3. instead of the word "will" also include change to "may

4. It is unrealistic to have local pastor or designate come to our meetings. We also don’t

agree that we should have a TAPCE and OAPCE rep – I think both should be

voluntary, not mandatory. We are all volunteers and have limited time and sometimes

the meeting times conflict with our own CSAC meetings

5. just a comment - I have no clue who our "pastor or designate" is on our CSAC. Who

decides this?

6. In my experience on three different CSAC's, it is very difficult to include the local

pastor or designate on CSAC. It is also difficult for many CSAC members to also be

involved in TAPCE.

7. This has not always happened and is difficult to administer at the local level.

Guidance on how this can be practically applied is welcomed.

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8. Currently, not every CSAC within the board has a parent rep on TAPCE. Perhaps

making this mandatory will ensure this for the future.

9. TAPCE representation and TCDSB? What is the status of this relationship?

10. We think that a TAPCE volunteer rep is unnecessary (and unrealistic) to attain

12. There must be a minimum of four CSAC meetings open to the public in each school

year. The first CSAC meeting must occur within 35 days after the election.


1. Suggest 30 days after the election as pushing into October may be late for many

councils to undertake their mandate. Clarify after the AGM election.

13. CSAC may solicit and take into consideration the advice of parents of students

enrolled in the school with regards to matters under consideration by the Council.


1. We believe that the wording of the section should be shifted slightly to read more

clearly. Our suggestion: "With regards to matter under consideration by CSAC,

CSAC may solicit and take into consideration the advice of parents of students

enrolled in the school.

14. All communications from CSAC intended for distribution to parents of children in

the school will be approved by the Principal prior to the communication being sent

to the intended recipients.


1. Firmly agree with this statement.

2. Perhaps overseen and checked by Principal rather than "approved" as there may be

differing opinions within the communication.

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15. Each CSAC may develop by-laws governing the conduct of its activities. At minimum,

the following by-laws must be developed:

(i) a by-law governing election procedures and the filling of vacancies in the

membership of the CSAC.

(ii) a by-law that establishes rules respecting participation in school council

proceedings in cases of conflict of interest.

(iii) A by-law that establishes a conflict resolution process for internal Council

disputes, consistent with TCDSB policy H.M.19 Conflict Resolution.

[hyperlink to policy]


1. A comment - I think TCDSB should offer sample by-laws that a CSAC can

choose to use, adopt, or modify - we have a very small regular group on our

CSAC and getting deep into Robert's Rules of Order does not work for our group

or community.

2. It would be helpful if the Board provided templates for CSACs to

download/complete to promote/maintain consistent.

3. Guidance in this regard is welcomed. Suggested language and processes for

consistency are welcomed

16. All funds collected by CSACs shall be retained by the school principal in the school

banking account. CSACs will advise the principal about spending funds collected by

CSACs consistent with TCDSB policies.


1. The funds collected by CSAC shall be retained by the CSAC Treasurer and in the

CSAC banking account.

2. Provide option of using Board account or local approved school bank account

under supervision of the Principal and elected CSAC Treasurer.

3. This is a big change for CSACs. I feel it is a good move as long as there are

checks and balances to ensure that CSAC raised funds are not spent by the

Principal without CSAC approval. And, if they are spent without CSAC approval,

what will happen?

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4. NO - CSACs shall retain their own banking accounts "in trust" for their councils

and will advise the principal and parent community about spending funds within

the CSAC account, whether collected or received from outside sources at CSAC's

discretion and not necessary TCDSB policies.

5. We would like some clarification on this statement. Currently we have a separate

CSAC account. Each month we review the finances and hold votes at our CSAC

meetings to determine where the money is being allocated. Being that we are

asking parents to spend their "free" time fundraising for our school and classroom

programming, then we feel our parent community should have a voice in how the

money is being spent.

17. Where CSAC bank accounts are maintained separate from the school account, all

CSAC accounts must be merged with the school account by no later than August 31,

2015.


1. CSAC bank accounts should not be required to merge with school bank accounts.

2. Would there not be confusion between the school and CSAC spending activities?

What would the treasurer's role be or will there be a need for one since all money

will be over seen by the principal? Does this mean that the school needs to be

transparent with their spending/budget etc since all funds will be on the same

account?

3. Eliminate need to merge accounts but include a requirement to provide the Board

with annual statement including funds collected versus funds spent; along with

requirement to provide this information upon request.

4. CSAC accounts shall NOT be merged with school account, but records may be

stored on School property. CSAC account/s will be maintained separately at

CSAC's discretion.

5. Need more clarification on this mandate. By merging the CSAC and school

accounts, does this eliminate the position of the CSAC treasurer and will the

school secretary assume the responsibility of tracking both the CSAC and the

school financials? Will the principal assume the responsibility of reporting

finances to CSAC at the monthly meeting?

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18. The CSAC may engage in fundraising activities related to charitable, humanitarian,

educational or services consistent with the tenets of Catholicism. All fundraising

shall be carried out under the jurisdiction and supervision of the principal, and will

be governed by TCDSB policies S.M.04 Fund Raising in Schools, and F.P.01

Purchasing. [hyperlink to policies]


1. Review and/or clarification of the TCDSB policies on fund raising and

purchasing are required.

2. Good policy. As an aside, we need more support on these issues - fundraising,

purchasing, what we can buy, what we can't buy, etc.

3. Fundraising will be overseen by principal but not governed by him/her or

TCDSB policies as long as there is transparency and reporting to

principal/TCDSB.

19. Each CSAC will annually submit a written report on its activities to the principal of

the school and the principal will post the report to the school’s portal site. Upon

request, the report will be made available to members of the Board.


1. Some CSACs may need specific questions when submitting a written report on its

activities.

2. CSACs should have the ability to post items on the portal provided approval of

the item has been granted by the Principal. Along with a written report,

information on events, activities, etc. can/should be posted in the spirit of

strengthening communities.

3. Great policy and necessary. Just hope there is follow up to make sure it happens.

4. Report should be given to CSAC and parent community as well as principal, then

principal to post report to School's site as well as distribute locally at school level.

5. We are unsure what this would entail and would appreciate receiving more details

(e.g. a sample) of this annual report. We already have detailed minutes and a

monthly write-up in our newsletter.

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20. CSAC shall create minutes of all its meetings and records of all its financial

transactions for a minimum of four years. The principal will retain these minutes and

records and make them available at the school for examination without charge for any

member of the Catholic community.


1. CSACs should be able to post meeting minutes on the school portal for ease of

access.

2. Agree with this. Add and make them available to the parent community eg. school

website.

3. Shouldn't the timeline be in line with CRA and Ontario requirements. Who

supersedes who?

4. The wording of this statement is confusing as it suggests that CSAC should create

minutes for four years. Instead, the section could read: "CSAC shall create

minutes of all its meetings and records of all its financial transactions. The

principal will retain these minutes and records FOR A MINIMUM OF FOUR

YEARS and make them available...". That slight change in wording makes the

section clearer.

21. The Operational Procedures and Financial Procedures provided will govern the

respective activities of Catholic School Advisory Councils of the TCDSB.


1. Clarity is required on what Operational Procedures are that are being referenced

here.

2. No. CSACs will govern their own activities within the Ministry, Board and

School mission, policies etc.

Evaluation and Metrics:

1. The annual report of CSAC activities will serve as an assessment of the council’s

work to support student achievement and well-being at the school.


1. A comment - I'm uncertain how useful or reliable this method will be. What if we

try but our efforts fail to make a difference in supporting student achievement /

well-being, due to other factors? What is the consequence if a CSAC does not

deliver?

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2. The Board has an opportunity to provide clarification on what defines supporting

student achievement and well-being.

3. This seems to be new. What are the evaluation and metrics? Assistance is required

here.

2. The utilization of parent involvement funds and Parent Reaching Out (PRO) grants,

where applicable, will be monitored.


1. Who will monitor the PRO Grant and the utilization of parent involvement funds?

The school, the board, the ministry? It’s very vague.

2. Sorry...no changes.

3. By whom? If the CSACs are reporting to the principal on their activities for

transparency, then why should the PRO funds spending be "monitored". The

principals already have signing authority on all CSAC accounts.

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TORONTO CATHOLIC DISTRICT SCHOOL BOARD APPENDIX D

CSAC Consultation Notes Date of Consultation - March 25, 2014

Topic : Role of CSAC Facilitator: Trustee Maria Rizzo Note-Taker: John Shain

Discussion led by Trustee Rizzo, with note-taking by John Shain There were a number of themes discussed, and then general comments

First theme was Barriers. What are Barriers to Joining CSAC for Parents? - Baby sitting - Language - Culture - Understanding of role CSAC plays - Sometimes small groups are running CSAC’s and are not welcoming - Good practical agenda of interest to parents needed for discussion

Second theme was Why Did You Join CSAC? - To support my child(ren) - To volunteer - To see school - Sense of community (home/school/church)

Third theme was Issue of Catholicity - Majority felt NO need for CSAC Chair to be Catholic - Majority felt it was a non-issue. Good, committed people working on behalf of school

and CSAC should not have to produce a baptismal certificate - Was a concern that the Parish priest needs to be more involved - A suggestion was made that the Archdiocese be involved in this consultation, in order to

encourage priest involvement in CSAC’s - It was pointed out that the role of the priest at CSAC’s need to be defined, so they are

not bombarded with questions on First Communion and Confirmation

Fourth theme was How Can Principals Support CSAC - Good communication - Share information with school/CSAC - Family emails - Collaboration - Welcoming - Approachable - Help CSAC focus on mandate - Involve parents in all aspects of student achievement, particularly the SLIP (School

Learning Improvement Plan) - Don’t just key in on fundraising

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Topic : Student Achievement Facilitator: Trustee Nancy Crawford Note Taker: Marina Vanayan Present: We started with 9 parents (4 from east, 2 north, 2 west, 1 central); two joined later, 11 in total. Details are on the attendance sheet that was distributed around 8:30.

Facilitator introduction:

identified the 5 topic areas: role of CSAC, collaboration, communication, student achievement, self-assessment and success as CSAC

read the ‘basic principles’ on Student Achievement The TCDSB along with its partners including CIP, TAPCE and CSAC work together collaboratively to overcome the achievement gap and support efforts to contribute to a shared goal of enhancing student learning and equity for all students. Developing strong relationships is critical to learning communities. The role of the family is significant in influencing the school performance of children. Parental involvement includes: attending school functions, helping children improve their school work, providing encouragement, arranging for study time and space, monitoring homework, and actively tutoring at home. TCDSB recognizes differences affecting students’ learning experiences and outcomes, and is committed to taking steps including parent engagement to narrow the learning gap.

greater engagement leads to greater success; we encourage all parents to participate

read examples of the questions and welcomed open sharing around the group which was seated in a circle

Question 1: How can CSAC help support Student Achievement and Well Being?

Helping to purchase school materials, fund-raising; volunteer and organize volunteers for classroom help; organize social and classroom events; it helps to send to parents lists of initiatives (e.g., BBQ, Shrove Tuesday) and assistance requested; the CSAC can help to solicit contact information and share with teachers possibly creating a database or inventory of parents willing to volunteer for specific or general tasks; create a website to facilitate contact; having permission to contact in advance allows us to be proactive rather than responsive.

Schools must better inform parents of what they need to know in this domain – what is SLIP? What are the safe schools (and other important) regulations? More information about EQAO is helpful. Need to have a table/forum to ask parents how they can help; provide avenues to parents, online workshops and resources

Sometimes parents offer their names as volunteers but don’t get called by the school. Why is that?

There is no formal transition plan in CSAC from year to year. Best practices that can be transferred need to be documented to create a tool for year-to-year transfer. Information should include CSAC awareness and rights. The principal should lead this type of information-sharing and CSAC should be involved in more than fund raising.

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CSACs need advice as to what they can do to make the school a better place with regard to student achievement and well-being (cannot be only about the pizza). The role of parents needs to be re-clarified; expectations need to be cleared – this is a shift from the historical past.

For many parents English is a second language. Languages barriers must be overcome; consider ways to encourage these parents to come to meetings; connect with those of similar language and use professional resources available to schools to support translations; principals needs to lead this type of outreach.

Support for student achievement must start at the Principal’s office; open communication, approachable principal and staff; there need to be ‘parent liaison’ ideally connected with each of the classes. Parent liaisons need to become part of the school system and can team with CSACs to ensure that more information is shared. Many parents do not have the communication skills needed to ask questions and learn what they need – approachability of school staff is key.

CSAC bylaws should be written in plain and simple language so it is understood easy. Principal needs to be open and while not all parents have to be at each meeting, they need to feel that engagement from each and every parent is important and welcomed.

Schools need to take note of the predominant languages in their communities and have all information available in these languages e.g., key documents. Resources need to be available routinely and parents don’t need to wait for translations. More proactive planning is needed.

Communication needs to be clearer. It is difficult to navigate the Board’s website. Documents need to be prepared in simple language, clear, strategic and timely (e.g., EQAO, SLIP). Parents must feel heard and the principal needs to communicate clearly and proactively so that parents feel that they are able to contribute. Suggestions to help with communication – having a parent rep at each grade-level, a resource library in each class. Administration needs to be open and to embrace a more collaborative atmosphere believing that together will be better.

As a parent on the third year of School Council, first heard of the SLIP last week. SLIP needs to be communicated in a timely manner. Regular information sharing needs to take place from the Principal. There needs to be more frequent and open collaboration with Special Education and diversity and inclusion must be honoured so that the needs of all students are addressed. Principals should bring central Board resources to CSACs in the domain of Safe Schools, SEAC/Special Education so that parents can learn more about the system and how to navigate.

Question from Parent - Why is it that we only have one parent-teacher interview? (Trustee noted that any parent can call anytime and ask for a meeting)

Question from Parent – What is the level of training that Principals / Vice Principals receive with regard to addressing CSAC? (Trustee noted that there are Leadership training sessions)

There are some very small CSACs (e.g., one parent and one Principal) – schools need to brainstorm about ways to get more parents involved. There are many differences among various school communities – while there are successes throughout the system where communication is high and involvement is evident, there are others where this is lacking. Perhaps there needs to be a ‘standard’ minimal benchmark identifying requirements or guidelines in this area.

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Question 2: How can CSACs ensure that the diversity of the students of the school is represented on CSAC?

Principals should use the demographic information available to them and share with the CSAC so they are aware of the diversity, languages and how to reach the various communities. The school must learn about the community. For example, if there is no communication with the teacher, we need to ask why that is the case. Are there cultural norms and expectations that influence this? Principals need to be inviting and to ensure that all voices feel welcomed and heard, make the newsletter available in various languages.

At the bare minimum, the calendar must be made available in many languages.

Principal needs to be approachable, sometimes casual invitations are effective; inviting.

Try to ensure representation from each of the diverse communities on the CSAC and perhaps have parents from these communities to serve as back-up to ensure quorum exists.

As the Board now has a Spanish, Portuguese Advisory Committee, should it be written in CSAC bylaws that representation from communities is needed? Most importantly, we need to reduce the ‘intimidation factor’ and encourage proactively rather than placing in a ‘by law’.

Teachers are key change of agents and it is not all on the Principal’s shoulder. Consider rotating teacher representation on the CSAC; this will allow greater teacher engagement, face-to-face; more welcoming and positive rapport.

Communication must start at the Principal’s office – and that can sometimes be a barrier; the administration must foster communication between teachers and parents; they must foster openness.

The focus on fund-raisers alone should change; CSACs have many resources other than money. For example, parents can teach about careers; they can write letters to community members to solicit support; there are many resources and a partnership approach is needed to be more creative and provide parents with the opportunity to contribute.

Teachers will approach CSACs for resources and are more reluctant to accept parents’ offers for other support (e.g., help with reading).

More clarity is needed around the role of CSAC. We need to be given more opportunity to share and to offer and be a part of the school, part of the classroom; together we can improve education for all students; knowledge is power for all.

Parent volunteers are generally underutilized. Even if parents are not in the schools during the day – what can they do to help with after-school programs?

“CSAC” – the acronym is confusing – would like to call is “Parent Council”; in fact, one schools has adds ‘parent council’ in parenthesis when placing information in the Newsletter – CSAC (Parent Council)

CSAC should present to the teachers once a year. Talk to teachers, invite parents into the classroom; allow for more personal communication with teachers rather than only the Newsletter

Parents need to be accommodated – babysitting, evening meeting, once in while noon meetings to allow shift workers the opportunity to participate.

One-on-one approach is the best way to get people involved; personal connections, casual conversation, same language may all help although can be time consuming.

There has been an instance where a parent was not allowed to be on the CSAC Executive because they were Anglican – reference was made to the Policy regarding majority being Catholic. Another comment was made regarding not replacing the French teacher in a timely manner – Trustee explained that pressures around French teacher hires.

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Question 3: Have you been provided information to help you know how to support your child’s learning at home? If so, how have you used this information?

Brochures from the Board, how to read with your child, helpful tips.

There is communication with the teachers, we talk to them if there are issue; Agenda Book is helpful.

Curriculum Night documents is a helpful start and there can be additions (e.g., Tip Sheets); keeping an active and updated school website is important; newsletter items, notes in the agenda are all helpful.

Parents need to identify when there is an issue and additional tutoring is required; tutoring should be readily available in school and parents don’t need to send to Kumon etc.

Perhaps the question should be re-phrased to how have parents been supported in recognizing when their child needs help? Parents need to be informed so they have an understanding and they can be available for support as needed. Parents need to be involved and have the option to participate in learning but the key is for them to know when their child needs help and how it can be addressed.

Schools need to partner more with parents; Principal and CSAC can help to foster partnerships.

We need to minimize fundraising and try to achieve more for our communities; principal is key and needs to know the community, help parents recognize problems; help parents support achievement; personal one-to-one outreach is best for fostering relationships.

Question 4: How would you rate your school on building families’ knowledge and skill in supporting their child’s learning at home?

Needs immediate improvement = 0 Below expectations = 0 Meets expectations = 10 Above expectations = 1

Question 5: Is there any topic which you would like the school to offer training for yourself or others to improve how parents support their child’s learning at home or school?

Varying degrees of concern about homework; one parent said they work one hour per night with their Grade 3 child and considers this high; another parent said their Grade 7 child receives 10 minutes per night and she needs to supplement it with additional work.

Parents should not be in a position to be teachers but should know enough about the curriculum; mathematics is different nowadays; language-based mathematics is problematic; mathematics curriculum needs to be revisited.

Parents were thanked and we moved to the Large Committee Room.

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Topic : Communication Facilitator: Ann Andrachuk Note Taker: John Yan COMMUNICATION The TCDSB shares information and communicates with CSAC. What communication practices have been most helpful to you and why? Examples: surveys, flyers, direct letters, The Board Bulletin, phone calls, electronic communication, via the staff, parent conferences, Trustee Ward meetings. Do you have any others? # 1. Overall, how would you rate how well the board communicates with you?

As a parent, unless you are part of CSAC or TAPCE, any information is received by a newsletter; parents do not know about e-newsletters, newsletters is the best means to reach a parent; Is it possible for the Board to communicate to parents through the school?; At the high school level, communications by email to parents is most effective approach;

Emails are great, but robo-calls (Synervoice) are better at the Secondary level, should be used at both the elementary and secondary levels;

CSACs do not monitor emails on a regular basis, sometimes not at all;

CSAC chairs especially new Chairs should receive a welcome to your role package with in-servicing about accessing emails, etc.

TAPCE email communications to CSAC Chairs experienced a 50% undeliverable rate;

If you have a Principal who doesn’t forward communications from the Board to the CSAC Chairs, you are often left in the dark; it should fall upon the Principal to forward to the CSAC Chair;

Board emails and communications should be delivered to CSAC Chairs’ personal email address;

It is great to get the calls regarding community announcements, it is the best; e-newsletters and e-calendars lose some reach;

Everyone is generally aware of the School’s website, but how do parents know when it is updated;

Parents and parent volunteers should be able to post information onto the school’s website;

At a high school where there is a greater availability of secretarial staff, could they not be assigned the task of updating and maintaining school websites;

School websites should become mobile friendly, as it is currently not mobile friendly;

Why does a CSAC Chair need to go through the Staff link in order to login to the CSAC website;

Cannot rely solely upon email communications to reach parents as not all parents have access to email capabilities;

Does staff provide in-servicing opportunities for CSACs in addition to CPIC events;

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# 2. Do you feel you get all the information you need when you need it from the board?

Generally, No;

Only one person within this Focus Group follows TCDSB’s Twitter;

Communication breaks down for primarily 3 reasons, timing, relevancy and the frequency of communication leading to turning off and no longer paying attention to communications; one recommendation is to be on as many communication mediums as possible to reach to everyone regardless of their communication medium of choice;

Need to filter spam emails

Need to filter and control the content, and determine who needs to receive it;

Parents want to know what is going on, and any communications reaching out to parents should not be buried under multiple levels;

Parents do not feel welcome to participate at especially Board activities;

Parents should receive all communications including Board communications through the school and filtered by the school; distributed locally by the school principal;

Kids/Students are the worst couriers ever!

Eblast very good

Synervoice from board to school

# 3. How easy is it for you to understand the information that you receive from the board?

# 4. What could be done to improve communication with the board?

It is the Chair and Co-Chair’s responsibility to monitor the email account for relevant

and critical communications;

CSACs need to recognize that they are a vital communications link with their

respective school community, and it is more than a fund-raising vehicle;

How does a small parent effect change, it always seems to be about fund-raising and

pizza lunches;

The challenge with communications is that we are bombarded by emails and

communications in our personal, professional lives, and we need to filter the

content for what is needed not what is wanted by everyone; email blasts are great

but we get too many of them and we resort to delete, delete, delete, etc.;

Need to invoke a push-pull strategy;

It appears that the onus is upon the Board to communicate and reach out to

parents, and that is unfair; parents should know to go to the source for information,

i.e. Sunshine Girl illustration, people who are interested will go to the paper, the

source;

At some level, the communication to parents is getting lost; however, unless the

communication has a direct impact upon their child, the information will be lost;

As per the Hitch Hiker’s Guide to the Universe, it is not good enough to put

information out there and hope by the Holy Spirit or some other power that the

information will be received;

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Need to filter information as much as possible so that is relevant and parents feel

welcomed;

Anything that looks corporate and political is a turn-off, as a parent there is no

desire to become involved in the corporate bureaucratic world; changed the name

from CSAC to Parent Council to appear much more friendlier and welcoming; need

to be less sophisticated and appeal to parents;

Some type of guidance program is required for CSACs;

Need to appeal to parents who are new to the country, who are not familiar with

Robert’s Rules of Order, etc., which can be a detriment to parents becoming

involved;

What is parent engagement when the ultimate result is that there is no more

money, you cannot receive an additional EA allocation, etc.;

Many parents are cowed by the process of engagement;

Why is synervoice not implemented in all schools

Info from board to parent - email is the best resource. Through the Board or

Principal

Robocalls (Synervoice) for both elementary and secondary

Investigate email access for csac

Community announcements, other events. Go to the blog e-calendars etc. not the

best solution for all people.

Individual school websites only update by principal. Difficult to maintain and keep

current. Mobile friendly!

Email access should be easy to find on the website under PARENTS.

Timing relevance and medium. Sometimes to much in different formats. As many

mediums as possible

Control the number of emails per committee. If you hear it once you hear it five

times.

Communication directly to the school from the Board and then distributed locally

Need to focus on the "need to know, relevant info". Student achievement, capital

projects etc. refine the message. Push pull/strategy!

Elementary schools, newsletters, suggestion, template for format and content. To

the schools in coming it still only 72 hours before board meeting but if the discourse

out the counter maybe the school calendar should also include board committee

meetings on it so that parents who want to come to a board meeting know this night

is for this committee this night is for this committee board is on this it's just one

addition we have of the year long boring day counter for all our committee and

board meetings should that be something to be considered to be included in the

school calendars as part parcel so that if you choose to come.

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# 5. What is the most important thing the TCDSB should communicate to CSAC?

No filtering information forwarded from Board to schools. CSAC will determine

what they need or want.

Parents don't want corporate messaging. Voting on resolution, policies.

The principal communicates with members of CSAC.

# 1. How does your principal communicate with you?

# 2. Overall, how would you rate how well the principal communicates with you?

# 3. Do you feel you get all the information you need when you need it from the principal?

# 4. What could be done to improve communication with the principal?

Principals who don't forward information for schools who don't get it direct. CSAC

access count on the Principal.

# 5. What is the most important thing the principal should communicate to CSAC?

# 6. What is the most important thing the CSAC should communicate to the principal?

# 7. CSAC will annually submit a written report on its activities to the principal of the

school and the principal will post the report on the school’s portal site.

Local trustees will be provided with the report and may make it available to the

board. What other ways can the work of the CSAC be communicated?

Is there something else you would like to say that has not been mentioned?

It is important for trustee communications to reach parents through the local school;

Most concerns by parents exist at the elementary level;

Communications to parents is much more effective at the secondary level, especially with the Synervoice/Robo-call approach;

Communication style and effectiveness is unique to the Principals’ style and embrace of openness and transparency;

Elementary schools should fully utilize the Synervoice communication medium;

Teleconference call options for parents to meet with other parents and school staff should be utilized where the technology is available at schools;

Need to communicate to Principals the value and importance of content, quality and presentation style;

It is important, however, not to appear too corporate, follow the keep it simple principle and it should be community oriented and friendly;

Need to reach a balance for achieving a certain standard and uniformity with school newsletters and creativity and local uniqueness;

There will always be the breakdown of communications between the Principal and CSAC Chair;

If it was not for our trustee, we would not be aware of this function, and by the same token, there is good staff, and not so good at communication;

Would value to be advised of Board and Committee meetings on the calendar;

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Parents do not know how the Board works and its Committees; parents need to become aware of the Board Governance structure, and the Committees’ mandates, roles and responsibilities;

If this Board is a brand, then each school needs to operate in a standardized manner and not as individual franchisees; with an analogy to the Apple strategy.

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Topic: Teamwork and Collaboration Facilitator: Trustee John Del Grande Note Taker: Rory McGuckin #1 The principal will be the key resource person to the CSAC and shall assist the council in

gaining information related to the duties of the council. What other resources may be helpful to CSAC if any?

TAPCE and OAPCE are excellent resources

CSAC access to website to note communications (i.e., Sharepoint)

User-friendly, central electronic communication tool for all parents

CSAC member sessions (Ward Forums) by Trustee to share best practices

SEAC another forum to go to, especially for issues/concerns about Special Education

General CSAC website within which to share best practices, learn about topics

Explanations about how to navigate the TCDSB website – too complicated

Principals/VPs/Office staff need to do a better job about communicating to CSACs

Collaboration between Admin and CSAC to build capacity for use of technology

Easier access to the school’s portal page ie. getting information onto the portal page

Improvement in e-mail for CSAC Chairs

SynerVoice for elementary schools

#2 The principal will provide information and ask CSAC for their view on matters

regarding:

a Student achievement b Annual funding for parent involvement c The school budget d School policies and procedures including the code of conduct e School uniform and dress code f Board issues g School improvement plans

What other matters would you suggest? Is there anything else you would add or subtract from this list?

General

Need a simplified resource to assist CSAC, ie. agenda management/timelines for CSACs

What are the right questions to ask about # a-g above

SOs to be more supportive of CSACs in the SO Area

Template for principals about how to report on items (#a-g)

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Additions

School capacity/demographics

Facilities

Health and Safety Deletions

None suggested

#3 The principal will provide notice to CSAC of any changes in leadership or important

school information in a timely manner.

Principal Profile is important – want the SO to take it seriously in moving a principal

Suggested that SO should meet with the CSAC prior to moving a principal

#4 CSAC may make recommendations to the TCDSB on any matter, and the Board shall

consider each recommendation and advise the CSAC of the action taken within thirty days (whenever possible).

Depends on the issue

SO and Trustee should go to CSAC meetings for important consultations

Continue to empower CSACs to advise the board on any issue

Important to keep line of communication open to the board

#5 CSAC may make recommendations to the principal of the school on any matter, and

the principal shall consider each recommendation and advise the CSAC of the action taken within thirty days whenever possible.

Want principal to provide rationale for decisions and help CSAC understand the decisions

#6 What would you recommend when a principal receives advice from CSAC and does

not act on it?

Bring matter to the SO or Trustee if feel very strongly about an issue that you feel is not being addressed at a CSAC meeting.

#7 The board shall ask the opinions of CSAC’s on the following:

a Establishment or revision of board policies or guidelines b Development or implementation plans for new initiatives that relate to student

or success to the accountability of the education system to parents c Board action plans for improvement based on standarized tests and reports d Principal profile, to assist in the selection and placement of principals and vice

principals e Multi year strategic plan f Any other issues that may from time to time arise

Is there something else you would like to add or subtract from this list?

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General

Better communication to CSAC about key issues pertaining to parents that are upcoming at a Board meeting ie. technology

Addition

Consultation about technology plans Deletion

None suggested

#8 How is the CSAC agenda established?

Resource Guide provides sample Agenda templates

Incorporate timelines, action after, dedicated speakers into the development of Agenda

In some schools, Principals develop the agenda

Some workshops on parliamentary procedure

Need flexibility on types of agenda )loose vs. structured) based on demographics of school community

Each CSAC establishes a norm/culture for the conduct of its meetings

#9 Is your CSAC really a team? In what ways do you function as a team and in what ways are you lacking? What would be helpful to CSAC on building partnerships and teamwork?

#10 Imagine that your CSAC is having some problems working as a team. What are the issues that you will make sure your council considers in going about solving this problem?

#11 How are decisions made at your council meeting?

#12 Are there specific accomplishments at the end of your council meeting?

#13 Is there something else you would like to say that has not been mentioned?

More effective communication between elementary and secondary schools on information relevant to student achievement – improved relationships

More effective communication in elementary/secondary family of schools

Want to put back into the policy the notion that CSAC can communicate with SEAC

Bringing CSAC bank accounts under one umbrella banking system will be an issue for some CSACs, and others like the idea

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Topic: Self-Assessment and Success of CSAC Facilitator: Trustee Nancy Crawford Note Taker: Gina Iuliano Marrello SELF ASSESSMENT AND SUCCESS OF CSAC # 1 How do we best self-assess as CSACs? i.e., assess their work over the course of the

school year? What are some of the indicators of success?

Questions that come in – from parents to principal and vice versa – indicator of success

Success – when many show up at CSAC meeting

Disagree – large participation in some schools and small in others – sometimes the few that show up are able to perform great tasks and be successful; sometimes a small group can be as successful as a large one

Success is measured on the number of student activities compared to the small amount of funds available

Larger budget – more activities; not really different activities; allocation of funds to trips is larger

To measure something – you need to have goals; some CSACs don’t know their goal – not necessarily fundraising; need to help CSAC establish goals and then measure success based on goals; many liked this comment – CSAC members need this type of direction – need to have goals

CSAC on the calendar but one parent said she did not know what it means – this needs to be explained to parents – CSAC doesn’t include the word “parent” - therefore, parents may not be aware that it is a parent council; found out through a friend who invited her; Parent Teacher Association – many related to this from homeland experience; parents get notes indicating CSAC meeting but many parents don’t know what it is

Principal asked if it was communicated during a Curriculum Night

We need to be more specific and watch the use of acronyms

Synervoice – could way to communicate CSAC – St. Timothy

Some like Catholic in the word with “PTA” – Catholic Teacher – need to reflect community members – however we need to include Catholic and Parent; CSAC - in the education act

The question of Catholic school came up but it was explained that this should be included because we are a Catholic School

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#2 What is the best way for CSACs to report their activities and accomplishments to the broader school community?

Newsletter – CSAC corner; on the internet

One parent mentioned that there is a CSAC newsletter and a school newsletter: CSAC newsletter on a different colour (yellow)

Communicated to parents at the beginning of the year to explain what CSAC was

CSAC events on the school website – question – do parents access? – some parents don’t have access and some don’t like accessing from the computer; principal mentioned that hard copy is sent out to those on a list who requested a hard copy

Provide samples to CSAC members to make it easier – provide templates to assist new members in particular; Ministry of Education has a handbook with templates – TCDSB could take those and place them in the TCDSB handbook

Some CSAC are not sharing with each other; principals’ role to ensure sharing occurs

Parents don’t know the responsibility of the principal on CSAC – TCDSB policy should clearly outline the role of each member – communicate through the website

Not enough parent engagement – parents don’t know the role – don’t realize the opportunity; minutes should be made available

Different levels of engagement - Some parents feel uncomfortable asking questions

How do we make people more comfortable – bring kids to translate; sometimes have settlement workers as part of CSAC

#3 What do you think a successful school council looks like?

Many hands – light work;

good relationship with the principal; send emails to CSAC members – keep them informed; good flow of information; speak to the principal outside of the meeting; communication is key; open and ongoing – feel comfortable disagreeing with each other

Good communication to the entire community; partnership

CSAC student leaders – who help CSAC – activities

Initially thought how many great fundraising activities – should not discount this; helps to build community – makes the school fun – engages students and parents; make sure it does not take over; other items should be balanced with fundraising

Timed agenda so that one topic doesn’t take over everything; to stay on task – respect peoples’ time; set the agenda ahead of time and set timelines ahead of time; principal and chair set it together; set ground rules

People wanting to be part of it

Some parents can’t participate – do any CSACs have a website – no – too busy; some send it to the principal who posts it; it is a struggle because of the time factor – it’s difficult to get people to do the behind-the-scene work; the Chair sometimes gets stuck; for consistency – need a central website for school counsel and every school can have a section; issue with maintaining; IT support may be needed; someone at the school maintains it

Sometimes staff gets stuck with it because they don’t trust it in the hands of parents; TCDSB website is called a portal – organized by school; therefore, in many cases it doesn’t get done

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Question – could parents get training from IT and then be able to update; CSAC can provide information to put something up on the Internet; let CSAC know that they have access and principals have the responsibility to let the CSAC know

#4 In what ways does your CSAC celebrate your successes?

At the end of the year – go out and have a meal together

Invite CSAC to a barbecue – the community celebrates together

Share information about what is successful at your CSAC – share on the internet; central depot for CSAC success on the Internet

Having a section of the portal for CSAC – posted to a central spot; every parent should be able to see this – should not be left to a few parents on CSAC to provide this information

Password protected blog

Video-taping of events shared with parents – every time they have a CSAC meeting

(let parents know that parking is available)

#5 What needs to be done to ensure the success of CSAC?

More guidance from the staff

Principal invites speakers to come and present

#6 If you could change the way CSAC operates, what changes would you do to make CSAC more successful?

#7 How can you get more people out to school council meetings?

#8 Do parents know what a school council does?

#9 Do you have a welcome kit for new parents that provides information on CSAC?

Videotape speakers for other parents to see

#10 How can you build a sense of community so that more parents participate in the life of the school?

#11 Do you think that effective school councils are student centered or something else?

#12 In what ways can CSAC be mindful of the diversity of the student population in planning and making decisions?

Mandate of CSAC is to handle Student achievement and Special Education goes hand in hand with this mandate; how does CSAC address these issues; Special Education rep on all CSAC;

Community involves all – part of it goes back to the principal; principal is supposed to ensure the safety of all students

Outline at the beginning of the year – a CSAC pamphlet to let them know what CSAC is there for – invite them to join us; opportunity to bring parents from a diverse community

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Everyone should be informed of the role and responsibility of all parties, including the board

Invite speakers; organizations geared towards supporting topics of interest to the community

#13 Is there something else you would like to say that has not been mentioned?

Video from the board about CSAC – to be shown at curriculum night

Alumni – reach out to them for help

CSAC board in the school – put names to capture the history of the school CSAC

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