Framework for Policy Development and Review

Purpose

To provide clarity around the Board of Trustees’ (the Board) governance role through this policy and to create coherence and consistency across all board policy by establishing the Board's expectations for process, content and format to guide the development and review of policies.

To establish a transparent approach to policy development and regular review, with the meaningful involvement of partners in the education system. 

To support effective and accountable governance, in alignment with the Board’s Strategic Plan, the Four Year Education Plan, the Education Act and other relevant legislation.

Definitions

Administrative Regulations are the directions, procedures and assignment of responsibilities established by the Superintendent of Schools that direct the implementation of and achievement of desired outcomes of board policy and the operation of the Division.  

Education Partners, for the purposes of this board policy, are individuals and groups who are affected by a policy and have a vested interest in its implementation. Education partners may include, but are not limited to students, parents, staff, school councils, associations, unions, community members and organizations.

Policy is the Board’s intent, direction, governing principles and expectations regarding specific areas of Board responsibility, formally adopted by a majority vote of the Board and intended to guide future actions.

Trustees’ Handbook applies to the Board's own internal operations and expectations of its members which may also include specific directives and regulations for the Board and Trustees. 

Expectations

The Education Act legislates that a board must establish policies respecting the provision of educational programs and services affecting student learning. The Board governs the Division through the adoption of carefully developed policies. Policies set parameters and/or direction for the action of the Board, Trustees, the Superintendent of Schools, staff, students and parents. 

1. The Board may adopt new or revise existing policy to comply with legislative requirements and fulfill the Board’s mandate. A new policy will be proposed for development only in cases when direction cannot be articulated through the amendment of an existing policy.   
2. All board policy will meet the following criteria: 
   
   1. Conform to the Education Act and regulations, policies and orders issued under the authority of the Education Act, and other relevant provincial and federal legislation. 
   2. Support the Board’s Strategic Plan.
   3. Create a framework within which the Superintendent of Schools can exercise professional judgment in discharging responsibility for the administration of the Division.
   4. Be capable of implementation, review and evaluation. 
   5. Be developed and reviewed with appropriate engagement practices.
3. All board policies will have a consistent format and the following sections:
   
   1. Purpose
      1. Articulates the intent and rationale for the policy’s development, including how its direction supports the Board in fulfilling its mandate, as outlined in the Education Act.
   2. Definitions
      1. Defines terminology used in the policy to support accessibility and clarity. 
   3. Expectations  
      
      1. Provides direction for specific outcomes or results to be achieved by the Board or by the Superintendent of Schools. 
   4. Accountability
      
      1. Outlines requirements for the reporting of progress toward the policy’s intended outcomes. These requirements may include information on implementation and indicators as well as expectations for frequency of reporting to the Board. 
   5. References
      1. Lists relevant references, including related legislation, policies and administrative regulations, that directly impact how the policy direction is understood and implemented.
4. The Board will strive to complete a formal review of all board policies over the Board’s term.
5. The decision to initiate new policy or the review of an existing board policy resides with the Board.
   
   1. A Trustee, the Administration, or a member of the public may make suggestions for policy development or review of a board policy to the Board. The request for policy change must include a rationale for the request.
6. The Board's Policy Review Committee (PRC) will be responsible for assisting the Board in its policy role by:
   
   1. Bringing a work plan, including a preliminary budget, to a public board meeting for approval prior to December 31 of each year. Prior to this work plan being shared for approval, the PRC will:
      1. Give advance notice of board policy review discussions and provide the Board the opportunity to give preliminary input. 
   2. Overseeing the development of new policy or the review of existing policies outlined in the work plan, in accordance with this policy. 
   3. Providing regular reports to Board on the status of policies coming up for and currently under review, including any exploratory work initiated by the PRC to determine whether policy work not included in the annual work plan is recommended. 
      1. If the Policy Review Committee deems the development of a new policy or the review of an existing policy not included in the annual work plan necessary, this work must be initiated by a Board approved motion.
   4. Providing the Board with the opportunity to give guidance as to the desired intent of the policy change.
   5. Recommending policies meeting the Board's expectations for policy to the Board for approval. 
7. The Superintendent of Schools will be responsible for assisting the Board and the Policy Review Committee in their roles by assigning resources for drafting new and revised board policy for consideration in accordance with this policy. The draft should be accompanied by a Recommendation Report that provides:
   
   1. An overview of how the new or revised policy aligns with the criteria set out in this policy, and how it supports the Board’s Strategic Plan and fiduciary duty.
   2. Information on the process used and engagement involved in the policy’s development or review.
   3. An analysis of intended and unintended consequences of the policy.
   4. Relevant supporting data that may be helpful to the understanding of the Board.
   5. A summary of recommended reporting to meet accountability expectations outlined in the policy. 
8. The Policy Review Committee will recommend a public engagement plan for Board approval. The engagement plan will at minimum outline what decisions will be informed by public input, appropriate methods for engagement, and at what point in the policy development and review process engagement is most appropriate.
   1.  The public will be engaged to provide input and/or feedback on the development of new policies; on substantive changes to the intent of an existing policy; or on proposed rescindments that result in substantive changes to Division direction or practice.
   2. The engagement will occur either before first reading or, where applicable, any time between readings prior to third reading.
   3. The Superintendent of Schools or designate will review and summarize the feedback gathered from education partners and recommend any changes to the Policy Review Committee, as deemed necessary. The Policy Review Committee will review the de-indentified raw data and the summary of feedback, and consider any recommended changes.
   4. When engagement occurs, the Board of Trustees as a whole will have access to engagement feedback.
9. With the exception of the Trustees’ Handbook, every new policy or substantive change to the intent of an existing policy will receive three separate readings by the Board. Board approval of the third reading is considered final approval of the policy.
   
   1. Not more than two readings may be given at any one meeting unless the Trustees present at the meeting unanimously agree.
      1. First reading - Initial consideration: The proposed policy change is recommended by the Policy Review Committee to provide the Board the opportunity to seek clarification, request additional information and make suggestions for change.
      2. Second reading - Further consideration: The proposed policy, with changes as needed, is recommended by the Policy Review Committee to the Board for second reading.
      3. Third reading - Final decision (Approval): The proposed policy is recommended by the Policy Review Committee to the Board for approval. The attached Recommendation Report will include information on the rationale for any recommended changes, or absence of changes. 
   2. The requirement for three separate readings is waived only in the following circumstances:
      1. For policy revisions that are not deemed substantive by the Board (i.e., the intent of the existing policy has not changed).
      2. For omnibus updates to policies that support alignment with legislative requirements. 
      3. For proposed rescindments. 
10. The Superintendent of Schools will ensure that approved board policies and administrative regulations are available and accessible to staff, students, parents and the public on the Division's website.
11. The Board will be responsible for implementing the Trustees’ Handbook which governs the Board's own operations.  
12. The Superintendent of Schools will be responsible for implementing board policy through the establishment of administrative regulations.  
13. The Superintendent of Schools will inform the Board of new administrative regulations and substantive changes to existing administrative regulations prior to these regulations being made public.

Accountability

The Board will:

• Review this policy at least once during its term.  
• Evaluate the implementation and efficacy of this policy as part of the review cycle for all other policies.

References