J - Students

SECTION J: STUDENTS

JA - Student Policy Goals

SECTION J: STUDENTS

File JA

STUDENT POLICY GOALS

Students are the first concern of the Portage la Prairie School Division. Policies affecting students have been developed with the belief that the welfare, learning, and development of students are of prime importance. The Board and the staff shall work together to establish the best possible learning environment in the schools.

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JB - Student Attendance

SECTION J: STUDENTS

File JB

STUDENT ATTENDANCE

It is generally accepted that activities that take place in school are a vital part of the teaching-learning process. A day lost from class can never be recaptured and the dialogue that has taken place between the Teacher and students cannot be duplicated. It is therefore important for each student to accept responsibility for his/her regular, punctual attendance at each assigned class period.

It is the responsibility of the parent, guardian, or responsible adult to ensure that each child attends school regularly and punctually in accordance with the provisions of The Public Schools Act and the Policies and Regulations of the Portage la Prairie School Division.

Students over the age of 18 years and living away from their parent’s home shall be responsible for their own attendance.

All student absenteeism (Kindergarten to Grade 12) must be covered by an explanation from the parent, guardian, or responsible adult.

The Principal is responsible for ensuring the regular reporting of attendance to parents.

See also: JBA to JBE

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JB-R Student Attendance

SECTION J: STUDENTS

File JB-R

STUDENT ATTENDANCE

All students within the Division are expected to attend classes regularly. Academic success is obviously linked to attendance at school. The Board of Trustees and its administration therefore encourage students and parents to assume responsibility for school attendance.

1. All student absenteeism (Kindergarten to Grade 12) must be covered by an explanation from the parent, guardian, or responsible adult. Students over the age of 18 years and living away from home shall be responsible for their own attendance.

2. Each Principal will establish procedures for receiving explanations of student absenteeism from parents or guardians.

3. Explanations of student absenteeism must include:

  1. the date;
  2. information pertaining to the reason for the absence;
  3. if in written form, the signature of the parent, guardian, or responsible adult.

4. Unexplained student absenteeism, chronic tardiness, and cases of truancy are to result in a home contact by the Teacher or Principal. Such contacts are to provide information and to solicit support to resolve the problem. Students who are chronically tardy may be denied access to class. Truancy cases shall be handled individually, utilizing a progressive discipline approach, based upon the circumstances of each situation.

5. Absences not covered by a satisfactory explanation, that have not been resolved by the school staff, are to be immediately referred, in writing, by the Principal to the appropriate member of the School Division staff or outside agency. Cases of chronic tardiness may also be referred in the same manner (i.e. School Counsellor, Division Attendance Officer, Superintendent’s Department, R.C.M.P., Child and Family Services, etc.).

6. Students who are required to be absent due to chronic medical conditions or ongoing medical treatments shall make the necessary arrangements with the Principal.

7. Arrangements for family holidays, work schedules, camps, etc. during the school year should take into account school schedules such as exams. Parents are expected to discuss planned family activities that interfere with school with the Principal, at least one week prior to the start of the activity. Students who miss school for such activities will be expected to complete the work they miss and, to be ready to resume regular class work upon their return.

8. Students in Grade 9 to Grade 12 who are absent from an examination, due to illness, must immediately advise the Principal and may, under exceptional circumstances, be required to provide a medical certificate to verify the illness.

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JBA - School Attendance Areas (School of Choice)

SECTION J: STUDENTS

File JBA

SCHOOL ATTENDANCE AREAS (SCHOOL OF CHOICE)

The Board of Trustees authorizes the Superintendent to designate, at the beginning of each new school year, the areas which each school shall serve. Students living in these areas shall attend that school, unless an application for a transfer to a School of Choice is completed and approved.

Parents or guardians wishing their children to attend a school other than the one in the area in which they reside, shall complete the School of Choice application form by the deadline date indicated on the form, for school assignment effective the following term. Acceptance in another school is subject to the availability of facilities and acceptable student enrollment in the appropriate program and grade.

Students moving from one school area to another within the Division shall not be required to change schools for the remainder of that year, provided they have attended for twenty full teaching days at the school in which they are presently enrolled, and also on the condition that the school can continue to accommodate them.

[PSA 41 (5.1)], [PSA 58.1–58.4]

[M.R. 468/88 (42)(1)(2)]

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JBA-R - School Attendance Areas

SECTION J: STUDENTS

File JBA-R

SCHOOL ATTENDANCE AREAS

Students shall generally attend schools in the Portage la Prairie School Division as determined by their place of residence. School attendance areas may be revised as required by changes in population patterns and school locations.

Requests to attend a school other than the one designated are to be submitted to the Superintendent’s Department on the prescribed form. (JBA-E2, JBA-E3)

Special Education placements are as arranged with the Student Services Administrator.

The following are the current school attendance areas.

ECOLE ARTHUR MEIGHEN SCHOOL

Grades 5-8 inclusive

  1. All students enrolled in the French Immersion Program;
  2. Students in Portage la Prairie residing in Koko Platz, Mellenville, Island Park, and the areas of River Road and Bridge Road;
  3. The area bounded by:
  4th Street West (east side of the street);
  the railway tracks to the north;
  Crescent Road to the south;
  Eastern city limits.

d. Rural students south of the Assiniboine River in the area bounded by:

  Highway #338, except students on the west side of the Highway with direct access to #338, to the east;
  the Assiniboine River, to the north;
  The School Division boundary, to the south;
  The Assiniboine River to the west.

e. Rural students north of the Assiniboine River in the area bounded by:

  Highways 1 and 1A, to the north;
  The point where the Assiniboine River meets Highway 1, to the east;
  The Assiniboine River, to the south;
  A point halfway between Bridge Road and Yellowquill Trail, to the west.

ECOLE CRESCENTVIEW SCHOOL

Kindergarten- Grade 4 inclusive

  1. All students enrolled in the French Immersion Program
  2. Students in Portage la Prairie residing in Koko Platz, Mellenville, Island park and the areas of River Road and Bridge Road
  3. The area bounded by:
  4th Street West (east side of the street);
  the railway tracks to the north;
  Crescent Road to the south;
  Eastern city limits.

d. Rural students south of the Assiniboine River in the area bounded by:

  Highway #338, except students on the west side of the Highway with direct access to #338, to the east;
  The Assiniboine River, to the north;
  The School Division boundary, to the south;
  The Assiniboine River, to the west.

e . Rural students north of the Assiniboine River in the area bounded by:

  Highways 1 and 1A, to the north;
  The point where the Assiniboine River meets Highway 1, to the east;
  The Assiniboine River, to the south;
  A point halfway between Bridge Road and Yellowquill trail, to the west.

FORT LA REINE SCHOOL

Kindergarten - Grade 6 inclusive

Students in Portage la Prairie residing in the areas bounded by:

  1. Saskatchewan Avenue, 16th Street S.W. (both sides), Crescent Road, and 4th Street S.W. (west side of the street);
  2. The western city limits, Saskatchewan Avenue, the railway tracks, and 4th Street N.W. (west side of the street).

LA VERENDRYE SCHOOL

Kindergarten - Grade 6 inclusive

Students in Portage la Prairie residing in the area bounded by the northern and western city limits, the railway tracks to the south, and the west side of Tupper Street North

Grades 7 and 8

Students in Portage la Prairie residing north of the railway tracks and between the eastern and western city limits.

NORTH MEMORIAL SCHOOL

Kindergarten - Grade 6 inclusive

Students in Portage la Prairie residing in the area bounded by the eastern and northern city limits, the railway tracks to the south, and the east side of Tupper Street North.

OAKVILLE SCHOOL

Kindergarten - Grade 8 inclusive

  1. Students residing in the towns of Oakville and Poplar Point.
  2. Rural students in the area bounded by:
  The School Division boundary, to the east;
  The School Division boundary, to the south;
  The northern boundary of the School Division, to the north;
  A line drawn north and south through the junction of Highway #249 and Highway #26, and highway #338, including students on the west side of the Highway with direct access to #338, to the west.

PORTAGE COLLEGIATE INSTITUTE

Grades 9 -12

All students enrolled in grades 9 - 12.

YELLOWQUILL SCHOOL

Kindergarten - Grade 6 inclusive

a) Students in Portage la Prairie residing in the area west of, but not including, 16th Street S.W. to the western city limits, between Crescent Road and Saskatchewan Avenue.

b) Rural students in the area bounded by:
• The northern boundary of the School Division to Lake Manitoba, to the north;
• The western boundary of the School Division, to the west;
• A line drawn north and south through the junction of Highways #249 and #26, to the east and;
• Highway #1 and the Assiniboine River to the south (east of the City of Portage);
• The southern boundary of the School Division, east to the Assiniboine River, and north east to a joint halfway between Bridge Road and Yellowquill Trail.

Grades 7 and 8

a) Students in Portage la Prairie residing in the area bounded by 4th Street N.W. (west side of the street) and 4th Street S.W. (west side of the street)., the railway tracks, the western city limits, and Crescent Road West.

b) Students from all of the rural areas included for Grades K - 6.

SCHOOL OF CHOICE ADMINISTRATIVE PROCEDURES

1.  Assignment of Students

In keeping with Division policy the assignment of pupils eligible to register in schools within the Portage la Prairie School Division shall be at the discretion of the Board, who shall identify for each school the appropriate catchment area, and shall designate pupils within those areas to their respective schools. Variations to these assignments shall be permitted only in accordance with the provisions of this statement of administrative procedures and Board policy.

2.  Definitions

Choice - is defined as the ability of a pupil to select, for attendance purposes, a school other than the closest catchment areas school with space and suitable program as that pupil’s home school.

Home School Division - is the Division in which a pupil’s parent(s) or legal guardian(s) reside, or if the pupil is of the age of majority, the Division in which the pupil occupies a permanent residence.

Eligible Pupil - an eligible pupil is a pupil who qualifies under the regulations of Manitoba Education for provincial support while in attendance at a public school. (Pupils sponsored by an educational authority which receives primary funding from anybody other than the Government of Manitoba, are not considered to be eligible to exercise the provisions of these school of choice procedures, as the provisions for transfer of funds are not available to them).

Resident Pupil - a pupil who qualifies under Sections 1 of the Public Schools Act of Manitoba as a resident of the Portage la Prairie School Division.

Non-Resident Pupil - a pupil who is eligible to attend a public school in the Province of Manitoba but who does not meet the requirements of Section 1 of the Public School Act of Manitoba as a resident of the Portage la Prairie School Division.

All applications for a change of school must be made on the form authorized by Manitoba Education, and must be submitted directly to the school of choice no later than May 15th of the Spring term, for school assignment effective with the commencement of the next following Fall term. A school shall have no obligation to consider late applications.

When a pupil/parent/legal guardian is applying for consideration at more than one school, all schools shall be named on an attachment affixed to all applications.

When a school agrees to accept a non-resident pupil who has made late application to a school of choice, it shall do so only when the home division has agreed to send the transfer fee for the pupil, or the parents or legal guardians have agreed to pay an equivalent fee to the Portage la Prairie School Division.

  1. Assignment of Students
  2. Definitions
  3. Making Application to a School of Choice
  4. Consideration Processes for Pupils Wishing to Exercise School of Choice

For the purposes of these procedures, all applications from pupils exercising school of choice will be considered on a first-received, first-reviewed and considered basis, except that applications from resident pupils shall be reviewed and considered for placement before those received from non-resident pupils.

Any school receiving an application for school of choice must advise the parent(s)/legal guardian(s), receiving/home School Division/District Office and the sending school no later than June 30th whether or not the pupil has been accepted.

4.1 Pupils wishing to exercise school of choice will:

15th for the next ensuing school year. This request must be submitted on the Manitoba Education approved form of application. (See JCA-E, and JCA-E2)

  1. Be required to submit a request for admission to the school of choice on or before May
  • Be considered in the following order of priority:
    1. First priority: resident, catchment area pupils;
    2. Second priority: pupils previously approved to attend the school in accordance with these procedures;
    3. Third priority: resident pupils residing outside the catchment area of the school wishing to attend the school as a school of choice; and
    4. Fourth priority: non-resident pupils wishing to attend the school as a school of choice.

c. Be considered for admission only if:

    1. Space is available in the program of choice and/or the classroom(s) under consideration (see section 4.3);
    2. The school has available all special equipment or physical accommodations required by the pupil;
    3. The program of choice is suited to the age, ability, and aptitude of the pupil, and the pupil has all necessary prerequisites for the program and/or grade level of choice;
    4. The Principal of the school is satisfied that enrolling the pupil will not be detrimental to the continuity of the pupil’s education;
    5. The Division is satisfied that enrolling the pupil will not be detrimental to order, discipline and the well being of other pupils in the school; and
    6. The student will be residing with his/her parent(s) or court appointed legal guardian(s) within the boundaries of the Portage la Prairie School Division.

4.2 For the purpose of defining space availability the Principal shall consider the following circumstances:

    1. The number of catchment area and previously approved pupils already enrolled in the program of grade level concerned as of May 15th, and the change of enrollment experienced in the identified program or grade level in the previous two school years between the dates of May 15th and September 30th.
    2. The special circumstances of the pupils already approved to the classroom or program. These may include, but are not limited to, the number and circumstances of pupils with special needs, identified behavioural difficulties, and anticipated range in academic abilities, and safety consideration such as, but not limited to, those associated with laboratory and vocational programs.

4.3 Notwithstanding the above, and to protect potential needs for pupils moving in the catchment area prior to the commencement of classes, the Portage la Prairie School Division reserves the right to refuse admission of out-of-school- catchment-area-pupils to a classroom or program under the provisions of schools of choice when :

    1. on May 15th, the number of pupils projected to be enrolled in a regular classroom, program of studies, or a core subject within that program is at the:
    1. K-4 grade level, 20 pupils or more;
    2. 5-8 grade level, 25 pupils or more;
    3. 9-12 grade level, 23 pupils or more;
    4. Vocational, Industrial Arts or Home Economics classroom level, 16 pupils or more.
    1. A non-resident pupil seeking school of choice is deemed to have disciplinary or behavioural problems which were previously addressed through additional support in the home school division, and the home division chooses not to pay for such additional support in the Portage la Prairie School Division.
    2. The pupil was expelled from attendance in the home or previous school division/district.
    3. The pupil does not meet program prerequisites required of the other pupils enrolled in the program.
    4. The request for school of choice involves placement in a Special Education or specially designed student at risk program. The Principal and Administrator of Student Services shall consult for the purposes of determining the needs of the pupils already approved to the class, and shall be satisfied that the inclusion of another pupil will not be detrimental to those pupils. If the inclusion of an additional pupil is believed to be detrimental, the application shall be refused. The provisions of Section 4.3(i) shall not be applicable to such classes.
    5. The student is under the age of majority (18) and does not live with his/her parents or legal guardians within the Portage la Prairie School Division boundaries.

The Portage la Prairie School Division recognizes that within the guidelines provided by these Administrative Procedures the Principal of the school has the responsibility to make decisions with respect to school of choice requests. Notwithstanding the Principal’s responsibility, refusal by a Principal to admit a pupil to a school of choice may be appealed by the parent/guardian in writing to the Superintendent of Schools and/or to the Board of Trustees. Final authority in the decision to admit pupils to a school shall rest with the Board of Trustees.

  1. Appeal of School of Choice Decisions
  • Withdrawal from a School of Choice

A pupil who has been approved to attend a school of choice in the Division may withdraw from that school. However, under such circumstances, the Division is not obligated to accept return to the previous school and reserves the right to designate the school to which the pupil shall be assigned. Such assignment shall be subject to all provisions identified in this administrative procedural document.

  • Continuance in a School of Choice

Once a pupil has been accepted in a school of choice he/she shall be entitled to continue at that school year after year, as an approved pupil of that school.

  • Transportation of Pupils Electing to Exercise School of Choice
  1. Portage la Prairie School Division Pupils

Portage la Prairie School Division pupils who exercise school of choice within the Division may be eligible for transport by School Division buses only if:

  1. The pupil is eligible for transportation support under Provincial Regulation and/or transportation service under Board policy and there is space available on the bus;
  2. The pupil’s school of choice is a designated school for school bus transportation service and no change is required in the existing bus route;
  3. The pupil’s school of choice is not a school designated for school bus transportation, and the pupil’s parents accept responsibility for transporting the pupil.

Portage la Prairie School Division pupils who choose to attend in another Division may request consideration for transportation services. When such approvals are given, the existing route(s) will not be altered so as to transport the pupil outside the boundaries of the Portage la Prairie School Division, but, where existing bus routes and timing permits, may be transported to a transfer point where a bus from the receiving division can be met and the pupil can transfer safely without reasonable delay for the other pupils. Such arrangements shall be subject to the agreement of both school divisions on all associated matters, including space availability, timing, convenience to other pupils and financial support for the costs incurred.

Parents of the eligible transportable pupils who choose to transport their own children to a school of choice may apply to the receiving Division for an allowance in lieu of transportation. Payment of such an allowance shall be at the discretion of the Board or as required by Regulation. Generally, such grants will be available only when the school of choice is the closer school and the receiving Division declines to provide transportation by school bus. See JBA-E4 – Application for Payment – Non-Resident Fees

  1. Pupils from other School Divisions

Non-resident pupils who exercise school of choice to attend a school in the Portage la Prairie School Division may be eligible for transportation on Division buses only if:

  1. The pupil is eligible for transportation support under Provincial Regulation and/or transportation service under Board policy and there is space available on the bus; and
  2. The pupil’s school of choice in the Portage la Prairie School Division is closer than the pupil’s home school, is a designate school for school bus transportation service, and no change is required in the existing bus route; or
  3. Arrangements satisfactory to the Portage la Prairie School Division can be made for the pupil(s) to be picked up/dropped off at any agreed upon location or at a transfer point if there is space on the bus, and where said arrangement can be made safely without unreasonable delay for the other pupils on the bus. Such arrangements shall be subject to the agreement of both school divisions on associated matters, including space availability, timing, convenience to other pupils, and financial support for costs incurred in the form of a fee charged to the parents as established from time to time. Said pick-up/drop-off point may be outside the boundaries of the Portage la Prairie School Division if the foregoing conditions are met.

Parents of pupils whose school of choice in the Portage la Prairie School Division is closer to their residence than designated school in their home division by road route, and who do not receive transportation on a Portage la Prairie School Division bus, may apply to the Portage la Prairie School Division for an allowance in lieu of transportation. The Division may pay such an allowance provided the circumstances meet the requirements for a grant

in lieu from the province under Regulation.

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JBA-E1- Map of School Catchment Areas

SECTION J: STUDENTS

JBA-E1

map of school catchment areas – to be developed

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JBA-E2 Transfer to a School of Choice

SECTION J: STUDENTS

File JBA-E2

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JBA-E2 Transfer To a School of Choice.pdf

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JBA-E3 - For Out-of-Division/District Transfer to a School of Choice

SECTION J: STUDENTS

File JBA-E3

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JBA-E3 For Out-of-Division_District Transfer to a School of Choice.pdf

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JBA-E4 - Non-Resident Fees - Application for Payment

SECTION J: STUDENTS

File JBA-E4

PORTAGE LA PRAIRIE SCHOOL DIVISION

NON-RESIDENT FEES - APPLICATION FOR PAYMENT

To be completed by the parent(s) on behalf of a student planning to attend another school division to obtain a program not available in the Portage la Prairie School Division. A minimum of one month's notice is required in order to process an application for non-resident fee payment.

Name of Student ___________________________________________ Birth Date ______________________

Name of Parent or Guardian ___________________________________ Telephone ______________________

Address ___________________________________________________________________________________

Postal Code _____________________ Land Description (rural only) ___________________________________

School Last Attended ____________________________ Year _______ Grade Completed ________________

** Please attach a copy of the latest report card.

Details of program under consideration ___________________________________________________________

Why do you prefer to enroll in the stated program rather than a program offered in the Portage la Prairie School Division?

__________________________________________________________________________________

__________________________________________________________________________________________

In what ways does the stated program support employment goals? _____________________________________

__________________________________________________________________________________________

Preferred location for program: School _________________________________________________________

Address ____________________________________________ School Division _________________________

Amount of Annual Non-Resident Fee $ _____________ payable to __________________________________

Has application for enrollment been made? yes ______ no ______ Accepted? yes ________ no __________

Will your child be residing at home and travelling to the other school division? yes ________ no __________

Will your child be residing in the other school division? Yes ________ no ________ If yes, state with whom and

address: ___________________________________________________________________________________

In the event your child discontinues attendance prior to the completion of the semester/year, the Portage la Prairie School Division is to be immediately informed by the parent.

____________________________________________ __________________

Signature of parent/guardian Date

For office use: Approval ________________________ Board Meeting Date ______________________

Fee Paid ____________________ To ___________________ Comment _____________________________

BS-07-88/01

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JBA-E4 Non-Resident Fees - Application for Payment.pdf

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JBB - Compulsory Attendance Ages

SECTION J: STUDENTS

File JBB

COMPULSORY ATTENDANCE AGES

All pupils between the ages of seven and eighteen inclusive are required to attend school whenever classes are in session.

The following are exemptions to compulsory attendance.

a) A child may attend a private school.

b) A child may be on a home study program that is monitored by Manitoba Education.

c) A child who is unable to attend school by reason of sickness other unavoidable causes.

d) A child who is absent from school on any date regarded as a holiday by the church or denomination with which the child is affiliated.

e) If a child is 16 years of age or older and enrolled in an adult learning centre registered under The Adult Learning Centres Act and is taking a program of study leading to a high school diploma.

f) The child is at least 15 years of age and is participating in an activity or program approved by Manitoba Education.

g) The child is at least 16 years of age and has withdrawn from parental control.

h) The child has been suspended from school and suspension is still in effect.

i) The child has been expelled and has not been permitted to enroll in another school division.

(PSA 258-262)

The Division will make every effort to identify resident students who are of compulsory school attendance age.

Revised Oct. 13, 2011

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JBC - Entrance Age

SECTION J: STUDENTS

File JBC

ENTRANCE AGE

A child must reach the age of six years by December 31st in order to enroll in Grade One in the fall term of that year.

A child must reach the age of five by December 31st in order to enroll in Kindergarten in the fall term of that year.

Official proof of age will be requested by the school.

See also: JBD, IEB

[PSA 259(1)]

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JBD - School Admissions

SECTION J: STUDENTS

File JBD

SCHOOL ADMISSIONS

Right to attend school

A person who is six years of age or older on December 31st in a year has the right to attend school from the beginning of the fall term of that year until:

  1. the last school day of June in the year in which the person becomes 21 years of age; or
  2. the day the person receives a graduation diploma as defined in the regulations; whichever comes first. [PSA 259(1)]

A person may be denied this right through suspension or expulsion (JEF, JEG). In all cases, the student registration form must be completed. (See IEB-E)

Admission of Resident Students

The term "resident student" as used to refer to or describe a student in a particular school division or school district means a student:

  1. whose parent or legal guardian, with whom he resides, is a resident therein, or
  2. who has attained the age of 18 years and is a Canadian citizen or permanent resident as defined in the Immigration and Refugee Protection Act (Canada) resident therein, or
  3. who, by reason of being dealt with under any provision of The Child and Family Services Act or the Youth Criminal Justice Act (Canada) becomes a resident therein, or
  4. who is designated in writing by the Minister as a resident therein.

[PSA 1(1)]

Admission of New Resident Students

Students enrolling in the Portage la Prairie School Division, who have attended school elsewhere, shall be placed by the Principal in a grade according to academic achievement with consideration being given to:

the mental, physical, emotional and social maturity of the student;
Manitoba Education guidelines for High School students from outside of Manitoba.

Admission of Non-Resident Students

The Portage la Prairie School Division may admit students who reside outside the boundaries of the Portage la Prairie School Division subject to the availability of facilities and acceptable student enrollment in the appropriate program and grade. See also JBA.

Foreign students must provide a student visa from Employment and Immigration Canada and a medical certificate satisfactory to the immigration officials and the school division.

See also: JBG

Admission of Federally Funded Students

Federally funded students that do not have a tuition agreement with the Portage la Prairie School Division shall be admitted at the discretion of the Superintendent’s Department.

Tuition for the entire school year is due on or before the first day of admittance. A partial refund will be issued in the case of early withdrawal. The tuition fee charged will be reviewed annually.

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JBD-E - Student Registration Form

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JBE - Registration Procedures for Students Placed by Social Agencies

SECTION J: STUDENTS

File JBE

REGISTRATION PROCEDURES FOR STUDENTS PLACED BY SOCIAL AGENCIES

The goal of education in the Portage la Prairie School Division is to provide all students with the appropriate programming in the most enabling learning environment.  The provision of this appropriate programming requires that sufficient time be provided for the school personnel, the foster parents, and the agency workers to plan collaboratively a school program prior to the student’s school entry.

A. When social agencies register students from other divisions, they must contact the Director of Student Services.

The social agency shall provide the following information to the Director of Student Services:

a) the student’s name and age;
b) the name of foster parents; and
c) a description of the student’s current or most recent education program.

B. Personally or by delegation, the Director of Student Services shall assess the Division’s ability to provide an appropriate program for the student.

Regular Classroom Student Placement

The school personnel, foster parents, and the agency workers will review the student’s previous school progress to determine if special program supports or modifications would be beneficial for the student.  If no supports are required, the enrolment would proceed as soon as possible.

Placement of Students with Special Needs

The Placing Agency will:

a) provide comprehensive information that identifies the student’s special needs and the required programming supports and/or services; 
b) authorize access to previous school and clinical records by completing the necessary release forms; and
c) see to the completion of the Student Registration form (JBD-E).

The School/Division will:

a) plan and arrange appropriate support(s) to meet the programming needs of the student; and
b) establish educational plan for the student in those exceptional circumstances where immediate school placement is not possible. See also:  IFF

The Placing Agency and the School/Division will share the following responsibilities:

a) ensure that a school team, including the foster parent(s), collaborates to provide the supports and/or resources necessary for a smooth transition into school and for appropriate educational programming;
b) participate in the development and implementation of a multi-system plan to meet the student’s needs in the home, school, and community;
c) identify case manager(s) and establish a communication protocol;
d) determine if the student meets the criteria for Special Needs Categorical Funding Level II or III and complete the necessary application process;
e) collaborate with the preschool to complete the Early Years Transition Planning Inventory and/or the School Registration Form:  Children in Care,  if the child is aged 3-5 years and will be entering school for the first time.  (Where possible the inventory should be completed up to one year prior to school entry);
f) for students expelled from school in another school jurisdiction.
g) Education and Child and Family Services Protocol for Children and Youth in Care -May 2013
h) Guidelines for Early Childhood Transition to School for Children with Special Needs.

See also:  JBD

Revised:  February 2014

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JBF - Admission for Exchange Students

SECTION J: STUDENTS

File JBF

ADMISSION OF EXCHANGE STUDENTS

The Board recognizes the value and contributions made by exchange students to the intellectual, social, and cultural milieu of a school. Accordingly, it supports an active student exchange program, providing there are no undue costs to the Division. The following factors will be considered by the Superintendent’s Department in the student selection/approval process:

  1. space for accommodation;
  2. variety in the countries of origin;
  3. deployment throughout the Division.

Agencies or sponsoring families for the fall term of that year must submit all relevant information by June 1st.

See also: JBD

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JBG - Admission of Foreign (International) Students

SECTION J: STUDENTS

File JBG

ADMISSION OF FOREIGN (INTERNATIONAL) STUDENTS

Foreign students are individuals seeking enrollment in Division schools, who have neither Canadian citizenship nor landed immigrant status. Such students may apply to Citizenship and Immigration Canada for student visas only if a sponsoring school is willing to accept them.

Foreign students may be enrolled in Portage la Prairie School Division schools, subject to compliance with specified conditions and procedures. See JBG-R

See also: JBD, Jbg-E1, JBG-E2

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JBG-R - Admission of Foreign (International) Students

SECTION J: STUDENTS

File JBG-R

ADMISSION OF FOREIGN (INTERNATIONAL) STUDENTS

Conditions

1. Students must apply for admission by June 30th of the year they wish to attend.

2. The full year’s tuition fee must be paid in advance. No refund of fees shall be made if a student discontinues classes, for any reason, during the school year.

3. The tuition fees to be charged will be determined upon application.

4. The form should be completed by the students or by their parents and, together with the full year’s tuition fee, should be submitted to the Superintendent’s Department. (JBG-E)

5. Acceptance of the applicant shall be subject to:

  1. availability of space in Division schools;
  2. verification of the applicant’s command of the English language, sufficient to function successfully at the level of enrollment.
6. Principals shall be responsible for the appropriate grade placement of foreign students, and if in doubt, will consult with Manitoba Education.

7. Candidates’ acceptance will be for a one year period only. Permission to continue attending Division schools will be granted annually, with application and fees for continuation to be received by June 30th.

Admission requirements:

  1. A Canadian student visa (photocopy to be attached to application).
  2. A transcript of the student’s most recent marks, including a mark in English. An explanation of the grading system used on the report card should be provided (preferably with a conversion to a percentage).
  3. A cheque for the foreign student fees must accompany the application when submitted, payable to the Portage la Prairie School Division.
  4. All required information and fees are to be submitted to the Division prior to June 30th to:

The Superintendent of Schools

Portage la Prairie School Division

535 3rd St. N.W.

Portage la Prairie, MB

R1N 2C4

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JBG-E1 Foreign (International) Student Enrollment Application Form.pdf

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JBG-E2 School Reference for Foreign Students Applying for Admission.pdf

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JBG-E3 SCHOOL REFERENCE FOR FOREIGN STUDENTS APPLYING FOR ADMISSION

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JBG-E4 - DECLARATION

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JC - Assignment of Students to Classes

SECTION J: STUDENTS

File JC

ASSIGNMENT OF STUDENTS TO CLASSES

Principals are responsible for the organization of the classes in their respective schools, and for the assignment of pupils to classes. [M.R. 468/88 - 28 (1)(3)]

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JCA - Student Absences and Excuses

SECTION J: STUDENTS

File JCA

STUDENT ABSENCES AND EXCUSES

Under the provisions of the Public Schools Act, every pupil must attend school regularly. The Principal has the authority to excuse children in the case of medical or dental appointments or sickness, or for any other acceptable reason, according to the policies established in each school. (See also JBB, JB)

The school will make every effort to follow up on, and determine reasons for, any student absenteeism.

A student who is excused must fulfill the school’s requirements in order to be promoted.

[PSA 260 (1)(2)], [PSA 58.7(b)]

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JCB - Noon Lunch at School

SECTION J: STUDENTS

File JCB

NOON LUNCH AT SCHOOL

Students residing within reasonable walking distance of their school are expected to return home for the noon break.

Students are allowed to remain at school during the noon break if:

the weather is unfavourable;
the student is involved in school activities;
additional tutoring is being provided;
other extenuating circumstances warrant it.

Each school shall provide proper supervision and lunch hour facilities for all rural students and those city students who are justified to remain for lunch.

The Principal shall have the authority to prevent the abuse of lunch hour privileges.

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JCC - Truancy

SECTION J: STUDENTS

File JCC

TRUANCY

Truancy is defined as any school absence without the permission of the parent, guardian or responsible adult. Failure by the parent, guardian or responsible adult to promptly contact the school to communicate absenteeism will result in the absence being recorded as truancy.

Truancy is a serious breach of the Public Schools Act and of School Division policy and will be dealt with accordingly.

Suspected or confirmed truancy, shall be regularly reported to the parent, guardian or responsible adult and, when appropriate, to the School Division Attendance Officer.

See also: JCD

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JCD - Student Attendance Accounting

SECTION J: STUDENTS

File JCD

STUDENT ATTENDANCE ACCOUNTING

School Principals shall be responsible for keeping regular records of student attendance within their respective schools, on the Monthly Attendance Report (JDE-E), and electronically forward to the Board Office on the last teaching day of each month.

The Attendance Officer is responsible for the attendance accounting for the Division.

Medical records on each student enrolled in the Portage la Prairie School Division are kept by Manitoba Health. Principals shall send to the Health Unit at each month-end a copy of the enrollment report listing students transferred in and students transferred out.

[PSA 264(1)], [M.R. 468/88 40.1(1)]

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JCD-E Monthly Enrollment Report.pdf

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JCE - Maplewood

SECTION J: STUDENTS

File JCE

MAPLEWOOD

The Portage la Prairie School Division has the responsibility of establishing and maintaining a data collection system for student information which generates accurate statistical and informational data as may be required by local, provincial or federal authorities.

The Portage la Prairie School Division has selected MAPLEWOOD as the computer software that is to be used for these purposes in all of its schools. Schools are to ensure that they have the capability of producing such information through the use of MAPLEWOOD software.

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JD - Students Rights and Responsibilities

SECTION J: STUDENTS

File JD

STUDENTS RIGHTS AND RESPONSIBILITIES

The Board wishes to ensure that the rights of all students are safeguarded and that all legislation protecting the rights of individuals is abided by in the schools. At the same time, it is also realized that students have responsibilities as well as rights. School staff and students are encouraged to work together in developing greater student awareness, not only of students’, or individual rights, but also of their responsibilities toward others.

The Public Schools Act specifies as follows:

Rights of pupils

A pupil is entitled to:

  1. receive regular testing and evaluation of his or her academic performance and achievement;
  2. have access to his or her pupil file, if the pupil has attained the age of majority; and
  3. be accompanied by a parent or other adult to assist him or her and to make representations to the School Board before a decision is made to expel him or her.

Responsibilities of pupils

A pupil is responsible for:

  1. attending school and classes regularly and punctually;
  2. complying with the student discipline and behaviour management policies of the school;
  3. completing assignments and other related work required by Teachers or other employees of the School Division; and
  4. treating school property and the property of others employed at, or attending the school, with respect. [PSA 58(9)(10)]

See also: AE - Code of Conduct, AF - Behavioural Policy

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JDA - Student Involvement in Decision Making

SECTION J: STUDENTS

File JDA

STUDENT INVOLVEMENT IN DECISION-MAKING

The Board recognizes that students, because of their direct involvement with the school system, are in a position to make positive contributions to the improvement of the educational process.

It has been indicated that when students are given the opportunity to participate in ways to improve the educational process, the effects have been improved learning, greater mutual respect, and greater student interest in school. Students will therefore be involved to as great a degree as is practical in making decisions which affect their educational, social, and recreational life.

The Board of Trustees of the Portage la Prairie School Division is strongly supportive of participation of students in ways to improve the educational process. Staff members are encouraged to teach responsible decision-making and to grant responsibility to students as they become able to handle it.

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JDB - Student Government (Counsils)

SECTION J: STUDENTS

File JDB

STUDENT GOVERNMENT (COUNCILS)

The Board encourages the formation of Student Councils, not only to provide enrichment activities for the schools, but as an exercise in good citizenship.

Students, especially at the Junior and Senior High level, are encouraged to form Student Councils comprised of elected representatives of the student body. Students have the responsibility to participate actively in the student government process.

Student Councils shall have an opportunity to share in the formation of general school policies, discuss matters of staff/student relations, and other matters of student concern.

The activities of each Student Council shall be under the direction and supervision of a staff advisor.

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JDC - Cell Phone/Paging Device/Electronic Communication Devices

SECTION J: STUDENTS

File JDC

CELL PHONE/PAGING DEVICE/ELECTRONIC COMMUNICATION DEVICES

The Portage la Prairie School Division recognizes that the use of cellular phones, personal digital assistants (PDAs), pagers, and other electronic communication devices is continuing to grow and expand. Furthermore, the Division recognizes the value of such electronic communication devices to students, families, and schools.

It is the intent of this policy to manage the use of these electronic communication devices in the school to prevent interference with teaching and learning opportunities.

This policy applies to the formal school day, including school-sponsored events (e.g., intramurals, extra-curricular activities, and field trips).

All electronic communication devices must be kept out of sight and turned off while on Divisional transportation, during school programs/presentations, and in the classroom, except when used with the prior permission of the teacher/school for the purposes directed by the teacher/school. Unauthorized use of these devices disrupts the instructional program and distracts from the learning environment.

At the High School, students will be allowed to use communication devices in the hallways and canteen areas on the High School campus. All communication devices must be turned off when the students are in class, in the library, and in the gym. Classroom use will be allowed only with teacher permission.

At K-8 schools, student use of cell phones and other electronic communication devices is not permitted in the school and on school property unless directed by the teacher/school. This applies to recesses, locker breaks, class changes and lunch hour. It is expected that communication during the school day will occur through the school office or as directed by school policy.

The use of electronic communication devices to invade personal privacy or contribute to behaviour that is injurious to another will be addressed through the Divisional Code of Conduct. Students who use electronic communication devices to access, upload, download, or distribute material that the school has determined objectionable will be subject to the provisions of the Divisional Code of Conduct.

Students who use an electronic communication device to send or receive personal messages, data or information that would contribute to or constitute cheating will be subject to consequences as determined by the school.

School officials, including classroom teachers, may confiscate electronic communications devices from students if they are used for unauthorized purposes or at unauthorized times. Repeated unauthorized use may lead to further action as determined by the school.

The Portage la Prairie School Division will assume no responsibility in any circumstance for the loss, destruction, damage or theft of any electronic communication device or for any communication bill associated with the unauthorized use of such devices. Students and families are responsible for locating such lost or stolen items.

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JDD - Student Use of School Facilities

SECTION J: STUDENTS

File JDD

STUDENT USE OF SCHOOL FACILITIES

Weekend and holiday use of school facilities by student groups requires supervision by Teacher(s) or adults (designated as agents of the School Division) and the approval of the Principal.

The Principal shall determine a supervisory schedule that recognizes the size of the group, the nature of the activity, and provides for the protection of the premises. Custodial assistance will be at the discretion of the Principal.

The Principal will be responsible for maintaining a record of weekend and holiday school use by student groups.

Public use of school facilities is provided for in policy KD.

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JDE - School Dances

SECTION J: STUDENTS

File JDE

SCHOOL DANCES

The Portage la Prairie School Division supports the concept of school dances as an extension of regular school activities, subject to the following guidelines:

Student Behaviour

Any student who attends a school dance in the Portage la Prairie School Division and seeks entry while under the influence of alcohol or any other abusive drug will be refused attendance, detained, and released to his/her parents, a close relative, a responsible adult who is willing to assume the responsibility or, as a last resort, to the R.C.M.P.
In the case of extreme intoxication, and where the student offers resistance, the R.C.M.P. should be called if the parents or a relative cannot be reached.
Any student who has been denied attendance due to the above reasons will receive a minimum two day suspension. See also JF

Music Providers

Contracts with music providers will be signed in advance by the Student Council representative and an administrator.
The following items are not allowed at school dances:
chemical smoke or fog
songs with unacceptable lyrics and/or swearing
pyrotechnics
music beyond 100 decibels
videos that are sexist or violent
Music providers are not allowed to fraternize with the students before, during, or after dances.
Music providers will only provide entertainment, i.e. they are not there to dance with their friends.
Music providers are responsible for setting up and breaking down their own equipment.
Schools will provide their own security in the form of chaperones and/or hired personnel.
Schools must be represented by at least one administrator or staff designate and a minimum of two other staff.
Where there are any questions about lyrics, the school has the final ruling.

If any of the above policy is contravened by the music provider, contract services from that provider will be suspended by the School Division for a period of three months.

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JDF - Student Photographs

SECTION J: STUDENTS

File JDF

STUDENT PHOTOGRAPHS

The taking of student photographs on a yearly basis or otherwise, and the choice of the photographer, shall be at the discretion of each Principal.

When arrangements have been made for the taking of photographs, the students and parents must be made aware of the cost, and that the taking or purchasing of pictures is optional.

When the same photographer takes pictures in two or more schools in this Division, students and parents must be informed that the family plan price is available. The Principals concerned may decide which school will receive payment for the pictures and how the commission will be shared.

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JE - Student Conduct

SECTION J: STUDENTS

File JE

STUDENT CONDUCT

The Board expects student conduct to be such as to contribute to a productive learning climate.

The Board endorses the following principles for student conduct:

Respect for the rights of others shall be expected of all students.
Respect for the law, Board policies, administrative and school regulations, and those given the authority to administer them, shall be required of all students.
Respect for school and personal property, pride in one’s work, achievement within the range of one’s ability, and exemplary personal standards of courtesy, decency, and honesty shall be maintained.
Respect for individual worth, to the end that every student shall be assisted to develop his/her full potential, is an obligation of the School Division. Diligence and a sincere desire to profit from the opportunities offered is an obligation of the student.
Further, as the conduct of students outside the school reflects the attitude and philosophy of the school, the Board expects each student to show common courtesy and proper sense in dealings with the public at large.

Students have a responsibility to know and respect the regulations of the school. Toward this end students shall receive annually, at the opening of school, a publication listing the regulations to which they are subject. These regulations are to be developed cooperatively by the school staff, and file with the Board for information.

See also: AE, AF, EON, JG

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JEA - Zero Tolerance - Operational Definition

SECTION J: STUDENTS

File JEA

ZERO TOLERANCE - OPERATIONAL DEFINITION

The Public Schools Act [M.R. 468/88 (39)] gives the Division staff the authority and responsibility to maintain order and discipline in the school. This is accomplished by establishing a set of clearly understood expectations that are fair and reasonable, along with a series of consequences for those who choose not to follow the expectations. The consequences must be appropriate to the seriousness of the incident, while respecting the due process rights of all concerned.

Certain behaviours, if tolerated, would quickly destroy the type of learning environment to which the students and staff of the Division are entitled. These behaviours will not be tolerated and shall therefore result in immediate action being taken by the Division.

Each situation shall result in specific consequences, determined by the seriousness of the act, including consideration of expulsion from school for acts of a serious or chronic nature.

"Zero Tolerance" in the Portage la Prairie School Division is deemed to mean that all inappropriate behaviours by students will have a consequence. The consequence shall be appropriate for the student’s age, the seriousness of the incident, behavioural record, and disability, where applicable. Depending upon the circumstances, consequences may vary. These may include a meeting with the Teacher or Principal to discuss the matter all the way through to expulsion by the Board.

See also: JEH to JEM, AE, AF

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JEB - Student Discipline

SECTION J: STUDENTS

File JEB

STUDENT DISCIPLINE

Preamble

It is the intent of the Board of Trustees that the schools of the Portage la Prairie School Division operate in an orderly manner; and that the students of the school system respect and obey the policies and regulations as set down by the Board and the administrative staff.

The staff of the School Division shall ensure the orderly operation of the schools by exercising discipline in a reasonable manner as would be used by a kind and judicious parent. It is anticipated that staff members who treat the students with dignity and respect shall be treated similarly by the students.

In exercising discipline, staff members shall avoid:

undue display of temper;
contemptuous language, ridicule, or intimidation;
injuring the self-respect of the student;
reference to the home or family of the student;
use of physical force other than for personal protection or the protection of others.

Student behaviour that requires disciplinary action by staff members shall involve the parents of the student concerned, as deemed necessary by the Principal. It is intended that in every case where there are ongoing problems with a student, the parents will have been informed of the nature of the problem and their support sought, toward the joint solution of the problem.

Authority

Every Teacher "shall maintain order and discipline in the school." [PSA 96(c)]

The Principal has disciplinary authority over the conduct of each pupil of the school from the time the pupil arrives at school until the pupil departs for the day, except during any period that the pupil is absent from school at the request of his or her parent or guardian.

[M.R. 468/88 (32)]

The Principal has disciplinary authority over all pupils of the school on their way to and from school, in terms of their conduct towards one another, and while they are being conveyed to or from school, in a division or district that provides transportation. [M.R.468/88 (33)]

See also: EPD

Parents/guardians have a right "to be informed of the discipline and behaviour management policies of the school or School Division, and to be consulted before the policies are established or revised." [PSA 58.6(e)]

"A parent of a child of compulsory school age or who is attending school shall cooperate fully with the child’s Teachers and other employees of the School Division to ensure the child complies with school and School Division student discipline and behaviour management policies." [PSA 58.7(a)]

"A pupil is responsible for complying with the student discipline and behaviour management policies of the school." [PSA 58.10(b)] See also: AE, AF, JE

Progressive Discipline Plan Guidelines

These guidelines are intended to be the basis for the Progressive Discipline Plans that are to be developed and utilized at each school.

The primary purpose of a Progressive Discipline Plan is to bring about improvement in behaviour. This is accomplished by establishing a set of clearly understood expectations that are fair and reasonable, along with a series of consequences for those who choose not to follow the expectations.

The stated consequences should have a clear relationship between the misbehavior and the nature of the consequence. Relevant consequences enhance the likelihood that the misbehavior will change.

In dealing with chronic and/or serious discipline problems, the Principal is expected to incorporate an individualized Behaviour Intervention Plan into the progressive discipline plan.

Behaviour Intervention Plan

A Behaviour Intervention Plan shall be implemented by the Principal and incorporated into the progressive discipline plan for all cases where the Principal anticipates the school’s progressive discipline plan may not be adequate to resolve the situation.

The Behaviour Intervention Plan shall have input from those involved with the student, including the major involvement of the student and his/her parent(s) or guardian(s). The Behaviour Management Plan shall include the expectations and responsibilities of all parties involved in carrying out the plan.

STAGE ONE:

Involvement of the appropriate school staff and parent(s)/guardian(s).
Involvement of support services: Counsellor, Social Worker, Psychologist, etc.
Involvement of outside agencies: CFS, Mental Health, etc.

STAGE TWO:

Involvement of the Superintendent’s Department.

STAGE THREE:

Involvement of the School Board.

The following actions are available to school administrators and supported as appropriate responses for addressing student misbehavior. The consequences are to be considered in conjunction with the age, grade level and other factors affecting the individuals to whom this process is applied. Although it is expected that most cases will progress through the sequence listed, it may be necessary, because of the seriousness of a situation, to move immediately to a subsequent stage.

The consequences to be utilized by school based staff may include:

detention (See JEC)
probation (See JED)
suspension; either in-school or out-of-school with conditions and expectations for return to school (see JEF)
alternate placements; i.e. home based

The consequences to be utilized by the Superintendent’s Department may include:

extended suspension of up to twenty days, with conditions and expectations for return to school;
alternate placements; i.e. home based or institutions.

The consequences to be utilized by the Board may include:

extended suspension up to thirty days, with conditions and expectations for return to school;
expulsion for a duration determined by the Board. (See JEG)

Documentation of Incidents

It is essential that schools initiate a system for referrals as part of the Progressive Discipline Plan so that all misbehaviours are recorded for future reference. Since repeated misbehavior may eventually require the involvement of either the Superintendent or School Board, and since the decisions made may have legal implications, it is crucial to have accurate records of all misbehaviours and the disciplinary measures taken.

Documentation is also important in order to provide proper intervention strategies and to ensure the safety of staff and students.

When documenting incidents of misbehavior, it is imperative that the principles of basic justice be adhered to so that the student receives the benefits of procedural fairness. Documentation guidelines are as follows:

  1. As early as possible, identify students with a propensity for repeated and/or escalating misbehaviours. There must be reasonable and just cause for such an identification.
  • Document incidents for each student using objective language. Documentation must refer to the facts and should not include personal opinions or draw conclusions.
  • Document the strategies used to deal with each incident.
  • Document the intervention strategies employed to prevent further incidents.
  • As much as possible, develop intervention strategies in cooperation with the community; i.e. parents, CFS, RCMP, religious affiliations, or other individuals/organizations of significance to the student(s).
  • Document behavioural responses of the student(s) during the implementation of the intervention strategies.
  • Maintain minutes of all meetings and document telephone conversations.
  • As the student moves through the Progressive Discipline Plan, the documented evidence must demonstrate that the actions taken are reasonable and justifiable for the student, while ensuring the safety of others.

    See also: AE, AF, JEH to JEM, EBA

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    JEC - Detention of Students

    SECTION J: STUDENTS

    File JEC

    DETENTION OF STUDENTS

    Detention of students as a disciplinary measure is acceptable, providing the following guidelines are adhered to:

    1. Students detained as a disciplinary measure at recess must be permitted a short break just prior to or following the recess.
    2. The period of detention shall not exceed 30 minutes for elementary students and 60 minutes for Junior High and Senior High students without first contacting parents.
  • The room or rooms used for detention purposes must be supervised by a Teacher during the entire period of detention.
  • Transported students must not be detained at the end of the school day, unless arrangements have been made for their transportation home.
  • After-school-hour detentions should not be enforced when inclement weather conditions, such as snow storms, prevail.
  • Groups of students shall not be detained because of the misbehavior of a few within the group.
  • [M.R. 101/95, 5 (3)(4)]

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    JED - Probation of Students

    SECTION J: STUDENTS

    File JED

    PROBATION OF STUDENTS

    In dealing with negligent or unruly students, the Principal has the authority to place such students on probation for a period of not more than one month.

    Principals shall follow the procedure outlined hereunder as a normal procedure, without being bound by it in all cases:

    1. The student should be given extensive counsel and advice by his/her home-room Teacher or faculty advisor, and by the Counsellor, Principal, or Vice-Principal.
    2. The parents should be advised by letter of the seriousness of the situation, the possibility of suspension, or expulsion. Wherever possible, a conference should be arranged between the parents and staff members concerned.
    3. If, at the end of the probationary period, there has not been satisfactory improvement the Principal shall advise the Superintendent who will assist in determining the appropriate action to be taken.

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    JEF - Suspension of Students

    SECTION J: STUDENTS

    File JEF

    SUSPENSION OF STUDENTS

    In accordance with section 48(4) of the Public Schools Act the Principal may suspend a student who persists in conduct which the Principal deems injurious to the welfare of the school. A suspension by a Principal shall not exceed five (5) consecutive school days.

    Where a Principal considers the conduct of a student to warrant action beyond the Principal’s authorized limit (5 days), the Principal will communicate this recommendation to the Superintendent of Schools under separate cover.

    In general, suspensions fall into three main categories:

    1) for disobedience and misconduct,

    2) for damaging school property,

    3) truancy.

    All school suspensions will be reviewed by the Superintendent of Schools who may modify or extend the suspension. A student may be suspended by the Superintendent for the reasons stated for a period not to exceed twenty (20) consecutive school days.

    All school suspensions are reported to the Board of Trustees by the Superintendent of Schools. The Board of Trustees may further modify or extend the suspension.

    The school Principal shall immediately notify the parents of a suspended student, followed within twenty-four hours by a statement or letter indicating the reason for and duration of the suspension. A copy of this statement shall be forwarded to the Superintendent within twenty-four hours on the appropriate form.

    In the event that a student is suspended by the Superintendent, notification of parents is required as by the Principal.

    Schools will develop written plans for students who have been suspended out of school more than two times during a school year.

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    JEF-E Student Suspension Report.pdf

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    JEG - Expulsion of Students

    SECTION J: STUDENTS

    File JEG

    EXPULSION OF STUDENTS

    In accordance with section 48(4) of the Public Schools Act the Board of Trustees has the authority to expel, from any school of the division, a student who is found guilty of conduct injurious to the welfare of the school.

    All requests for expulsion must be in writing and be supported by documented evidence and pertinent background information. Any request for expulsion must be submitted to the Superintendent who will present it to the Board.

    The duration of an expulsion shall be at the discretion of the Board.

    The parents of a student who has been expelled from school shall be notified immediately followed within twenty-four hours by a letter from the Division indicating the reason for and duration of the expulsion. Parents shall also be informed of their right to appeal an expulsion and the conditions upon which the student may be re-admitted.

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    JEH - Violent, Aggressive, or Abusive Behaviour

    SECTION J: STUDENTS

    File JEH

    VIOLENT, AGGRESSIVE OR ABUSIVE BEHAVIOUR

    The Board of Trustees recognizes that there are certain behaviours that, if tolerated, would quickly destroy the type of learning environment to which the students and staff of the Division are entitled. These behaviours, categorized as violent, aggressive or abusive will not be tolerated and shall therefore result in immediate action being taken by the Division.

    All acts of violence and aggression shall result in those involved being placed on a compulsory Behaviour Management Plan. In addition to this Behaviour Management Plan, each situation shall result in specific consequences, determined by the seriousness of the act, including consideration of expulsion from school for acts of a serious or chronic nature.

    Acts of violence and aggression must be well documented and communicated to the School Principal and the Superintendent’s Department. The Board of Trustees will be informed and involved where necessary. The immediate involvement of the parent(s) or guardian(s) is also essential.

    Serious consideration is to be given to the involvement of the R.C.M.P. and other agencies in such cases. It is mandatory to involve the R.C.M.P. if there is any violation of the law.

    See also: AF, EBA, JEB

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    JEI - Bullying

    SECTION J: STUDENTS

    File JEI

    BULLYING

    Preamble

    The Portage la Prairie School Division affirms its commitment to maintain a learning and working environment that is free from bullying and at all times supports the dignity and self-esteem of individuals. Bullying of any individual will not be tolerated. A student who believes he/she is being bullied by another student, should 1) if possible, make it clear to the bully that his/her actions or comments are unwelcome, 2) report the incident immediately to the Teacher, Principal, or person on supervision. It is always the responsibility of Division employees and students to report incidents of bullying when they are aware of them. Reports of bullying will be dealt with as necessary. The Portage la Prairie School Division affirms its beliefs that prevention of bullying is necessary, and will provide opportunities for students, parents, and staff to become more knowledgeable about the issues of bullying.

    Definition

    A student is bullied when he/she is exposed, repeatedly and over time, to negative actions on the part of one or more students. It is aggressive behaviour intended to do harm to the victim that is carried out repeatedly over time. It occurs within an interpersonal relationship characterized by an imbalance of power between the victim and the bully.

    Bullying is comprised of, but not limited to, the following direct and indirect behaviours:

    Taunting
    Threats
    Acts of intimidation
    Punching
    Beatings
    Teasing
    Name calling
    Spreading of harmful rumors
    Gossiping
    Deliberate social exclusion
    Swarming
    All forms of psychological intimidation
    All acts intended to embarrass or humiliate others

    For the purposes of this policy, bullying includes conduct or comments which occur in the school environment or any school-related activities. It includes, but is not limited to, bullying which occurs:

    at a school
    while students are going to and from school
    at a school or Division-related function
    in the course of a school assignment outside of school
    during school-related travel
    over the telephone
    through e-mails and/or the internet (cyber-bullying)
    through improper use of all other electronic communication devices

    See also: AF

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    JEI-R - Bullying

    SECTION J: STUDENTS

    File JEI-R

    BULLYING

    Complaint Procedures

    All complaints by students are to be referred to the school administration. Complaint forms are available from the Board Office, staff rooms, Guidance Counsellors, the Principal’s Office, and all supervisors. (See AF-E)

    1. A complaint by a student(s) received by staff either orally or in writing must be investigated. All complains will be dealt with in a confidential manner.
    2. All statements and other investigative information shall be carefully documented by the Principal or designate.
    3. The school’s administration will take steps to ensure that the complainant will be free from bullying while the investigation is in progress.
    4. The school’s administration shall take appropriate disciplinary action where such is found to be warranted. This can include (in order of increasing severity):
    5. Warning:

      All parents/guardians notified. Student(s) warned;

      Counselling Counselling and/or individualized intervention programming;

      Suspension In-school or out-of-school suspension (up to 5 days). Reinstatement conditions may be required. Recommendation may be made to the Superintendent’s Department for possible extension of suspension of up to twenty (20) days or to the Board for a longer period of time as per section 40 of M.R. 468/88.

    Expulsion Recommendations may be made to the Board through the Superintendent’s Department for an expulsion from school.

  • Students and staff new to the school are to be advised of this policy as part of the registration and orientation procedure and reference to the policy is to be included in all future Staff, Parent, and Student Handbooks. Copies of the policy are available upon request.
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    JEJ - Gang-Related Insignia

    SECTION J: STUDENTS

    File JEJ

    GANG-RELATED INSIGNIA

    Gang-related insignia includes any article of clothing, jewelry, or other similar item that is intended to communicate an association with a gang or gang-related activity. One example of gang-related insignia is a bandana.

    Gang-related insignia are not to be displayed:

    in the school,
    on school grounds,
    to and from school,
    at/during all school related activities.

    Violation of this Division-wide expectation will result in disciplinary action by the school.

    1. This disciplinary action will be a one day suspension for the first offence.
    2. Repeat offenders will be disciplined according to the school and Division Progressive Discipline Plan.

    Students new to the school are to be advised of this expectation as part of the registration/orientation procedure and information is to be included in all future Parent & Student handbooks.

    First offence suspensions are "out-of-school" suspensions and are to be reported on the divisional Student Suspension form.

    See also: AF

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    JEK - Weapons - Possession

    SECTION J: STUDENTS

    File JEK

    WEAPONS - POSSESSION


    Preamble

    A "weapon" is any instrument designed or used to injure or intimidate another person. This includes items generally understood to be weapons as well as replicas of weapons. Any other item, if used to injure, threaten or intimidate, is also a weapon.

    Weapons are not allowed:

    in the school
    on school grounds
    on the way to and from school
    at any school-related activity

    The Division will not readily accept excuses or explanations for being in possession of a weapon or potential weapon. Excuses such as "I forgot I had it" or "It’s not mine" will not be accepted.

    All knives, including pocketknives, knives with fixed blades or switchblades are classed as weapons.

    The Division reserves the right to confiscate any knife or other item that could be used as a weapon.

    Disciplinary Action

    Violation of this policy will result in the following disciplinary action:

    1. an immediate five day out-of-school suspension, and
    2. referral to the Superintendent’s Department for review and possible extension of the suspension of up to 20 days, and
    3. referral to the School Board for review and possible extension of the suspension and/or expulsion from school.

    For students in Grades K-4, violation of this policy will result in the following action:

    1. an investigation and assessment will be carried out by the Principal and/or a school team in an effort to determine the details and level of danger presented;
    2. parents shall be notified as soon as possible and a meeting arranged;
    3. following the above steps, a report is to be filed with the Superintendent’s Department, including the details of the incident, copies of all documentation, and the actions taken.
    4. Violation of this policy by K-4 students may result in suspension or expulsion, dependent on the circumstances.

    Students new to the school are to be advised of this expectation as part of the registration/orientation procedure and information is to be included in all future Parent & Student handbooks.

    See also: AF

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    JEK-R - Weapons - Possession

    SECTION J: STUDENTS

    File JEK-R

    WEAPONS - POSSESSION

    When a student is determined to be in possession of a weapon, the following procedures should be considered:

    1. The Principal/designate shall promptly take possession of the weapon when it is safe to do so. Students shall not be requested or encouraged to deliver the weapon to the Principal/designate if they locate it.

    2. The Principal shall contact:

    the R.C.M.P. if it is an illegal weapon, or if there is concern the weapon was to be used to harm or intimidate others;
    the parents/guardians;
    the Superintendent’s Department.
    3. The student who brought the weapon to school shall remain under the guidance of the Principal or designate until his/her parents collect him/her, or until other suitable arrangements are made for a safe exit. If the R.C.M.P. plans to investigate, the student shall remain at the school pending their arrival.

    4. The student in grades 4-12 who brought the weapon to school and/or was in possession of the weapon shall be suspended from the school for five (5) days.

    5. The Principal shall conduct a complete investigation and issue a report, as soon as is practical, to the Superintendent’s Department, including copies of all documentation.

    6. The student and the parents/guardians shall meet with a member of the Superintendent’s Department prior to the student being allowed to return to school.

    7. Students who bring weapons to school are subject to suspension and/or expulsion from school.

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    JEL - Disruption of School Operations

    SECTION J: STUDENTS

    File JEL

    DISRUPTION OF SCHOOL OPERATIONS

    Students who engage in activities that result in a disruption of school operations are in violation of divisional policy and will receive an immediate suspension in addition to any suspension for accompanying violations of other school policies as determined by administration. In addition, students who contravene this policy are in violation of the Public Schools Act which states: "No person shall disturb or interrupt a school, a class in a school, or an activity of a school by his orher actions on school premises or in close proximity to school premises."Students suspended under this category will not be readmitted to school until after meeting with the Superintendent’s Department. [PSA 231(2)]

    See also: AF

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    JEM - Drug and Alcohol Use by Students

    SECTION J: STUDENTS

    File JEM

    DRUG AND ALCOHOL USE BY STUDENTS

    All forms of alcoholic beverages, controlled substances and unauthorized drugs are prohibited in school buildings and on school property.

    Students are not permitted to sell, or represent they are selling, dispense, or represent they are dispensing, possess, use, abuse, or be under the influence of alcohol or controlled substances, on school property, or at school sponsored events off campus.

    Parents of a student involved in alcohol and drug abuse shall be contacted immediately by the School Principal. The school authorities may contact the police.

    Any student in violation of this policy may be suspended or expelled from school and/or referred to outside agencies for counselling assistance.

    The Superintendent shall develop procedures for dealing with the violation of this policy. See JEM-R.

    See also: AF, JF

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    JEM-R - Drug and Alcohol Use by Students

    SECTION J: STUDENTS

    File JEM-R

    DRUG AND ALCOHOL USE BY STUDENTS

    Guidelines

    The following guidelines are to be followed in dealing with students who violate the drug and alcohol policies of the Division.

    1. Violation of drug and alcohol policies is cause for disciplinary action according to Division and school progressive discipline procedures.
    2. Students who are suspected of being in possession of, and/or under the influence of alcohol or other drugs, must not be left unattended. If this situation arises in class, the Teacher will summon an administrator to the class for assistance.
    3. The Principal will be responsible for conducting an investigation of the situation and documenting all relevant information.
    4. The Principal will contact the parents immediately upon completion of the investigation and, if appropriate, contact the R.C.M.P. The Superintendent is to also be informed.

    5. Drug offences will accumulate over the entire period that a student is in a particular grade level section (e.g., 5-8, 9-12). Students will not get a fresh start each year.

    Trafficking

    When there is sufficient cause to believe a student(s) is supplying alcohol or other drugs to students, a 5 day suspension will result with a possible recommendation for further action, including expulsion, by the Board.

    Suspicion of Use

    Any cases of "suspected" use of alcohol or other drugs by students during the school day or during any school function, must be reported to the school’s administration immediately by staff members.

    1st Offence (other than trafficking)

    School Administration will suspend for 5 days;
    the 5 day suspension may be reduced to 3 days if both the parent and the student agree to an assessment with the school’s Addictions Foundation of Manitoba (AFM) Counsellor;
    the 5 day suspension will stand if the parent and/or the student do not agree to complete the AFM assessment;
    re-entry conditions and follow-up will be determined by the School Administration, which may include referral for alcohol/drug assessment and/or counselling services.

    2nd Offence (other than trafficking)

    School Administration will suspend for 5 days, and where appropriate, recommend to the Superintendent additional disciplinary action;
    Superintendent may suspend for a minimum of 5 additional days;
    Re-entry conditions and follow-up will be determined by the School Administration and Superintendent’s Department, which will include referral for alcohol/drug assessment and/or counselling services.

    3rd Offence (other than trafficking)

    School Administration will suspend for 5-days;
    Further suspension of up to 6 weeks at the discretion of the Superintendent with the possibility of referral to the Board for expulsion from school;
    Must make arrangements to complete AFM drug/alcohol assessment and counselling before re-entry to school.

    At any time, if residential treatment is the option taken by a student and his/her family, the school will continue supports and connections with the student or will be available for such when called to do so.

    School-Related Activities

    In the event the policies are violated while the student is on a field trip or at a school-sponsored event outside of the school, the supervising staff member will contact the Principal. The Principal will be responsible for finalizing a plan to deal with the student(s), including contacting the parents/guardians. If the student is to return home, the parent/guardian will be responsible for all arrangements, including the cost of public transportation, if required.

    Searches

    In the event a search reveals alcohol or illicit drugs, the Principal shall secure the items until such time as release has been authorized by the R.C.M.P. The student(s) involved shall not be left unattended.

    See also: AF, JEN

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    JEN - Interrogations and Searches

    SECTION J: STUDENTS

    File JEN

    INTERROGATIONS AND SEARCHES

    Interrogations

    Any person(s) claiming to be a police officer(s) must satisfy the Principal as to his/her identity.

    Police officers, in the course of their duties, may find it necessary to visit a school and interview certain students. In cooperation with the police, the following procedures are to be followed:

    1. Division staff shall cooperate with police.
    2. The police officer shall report to the Principal and make known the purpose of the visit.
    3. The Principal in consultation with the police and/or Superintendent of Schools will determine if parents are to be notified.
    4. The Principal shall encourage the police to conduct the interview away from the school. In the event this is not possible or practical, the Principal will provide a private location for the interview.
    5. In the event that apprehension of a student is necessary, the matter shall be handled with discretion. School-related violent incidents shall be responded to in a manner appropriate under the circumstances.
    6. Before removing the student from the school, the Principal shall request the police officer to advise the parent or guardian of the action being taken.
    7. The Superintendent’s Department shall be advised by telephone as soon as possible if a student is removed from the school by the police. A written report to the Superintendent shall follow.

    Searches (including student lockers)

    All student lockers are the property of the Portage la Prairie School Division and are made available for students’ use at no cost to the student subject to the following conditions:

    1. Portage la Prairie School Division reserves the right to inspect lockers. Lockers may be searched at any time. No search of lockers will proceed without at least two (2) school personnel authorized by the Principal being present. If articles and/or substances are found that are deemed to be injurious to the welfare of the students or the school, the Principal will determine the appropriate course of action. Consideration is to be given to the immediate involvement of the police.
    2. Use of school lockers may be denied, if in the opinion of the Principal, a locker is abused or utilized for any purpose that is contrary to Division policy or violates the law. (See also JI)
    3. Where school personnel have reason to believe that a student is in possession of illegal articles and/or substances, the student may be requested to display the contents of clothing, purse, gym bag, etc. This action will be under the direction of at least two school personnel as authorized by the Principal.
    4. Where illegal articles and/or substances are discovered, the student may be detained by the school authorities and the police may be summoned. Incidents involving firearms and/or drugs must be reported to the RCMP. The student will be under the supervision of school authorities until such time as appropriate action is taken.
    5. A copy of this policy is to be posted on the school bulletin board and included in the Student Handbook.

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    JEO - Student Conduct at School Events - Off Campus

    SECTION J: STUDENTS

    File JEO

    STUDENT CONDUCT AT SCHOOL EVENTS - OFF CAMPUS

    The schools in the Portage la Prairie School Division at times conduct activities and programs off campus. Activities are also held during non-school hours and on non-school days.

    The Portage la Prairie School Division considers these activities to be school activities.

    When attending these activities the students of the Portage la Prairie School Division are expected to conduct themselves according to school and Division policies and procedures. Students of the Portage la Prairie School Division who do not comply with school and Division policies and procedures are subject to school and Division authority and discipline practices.

    All students are to be advised of this policy at the beginning of each school year and at other times deemed appropriate by the Principal.

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    JEP - Student Dress Code

    SECTION J: STUDENTS

    File JEP

    STUDENT DRESS CODE

    The Portage la Prairie School Division believes the best learning and behaving takes place in a safe, caring, and respectful environment.  It is, therefore, the position of the Division that students shall be expected to dress appropriately for the occasion.  The dress and appearance of students shall be the responsibility of the parents and students, unless:

    • there is a reasonable expectation that a health or safety hazard will be presented by the student’s dress or appearance;

    • there is a reasonable expectation that damage to school property will result from the student’s dress;

    • there is a reasonable expectation that the student’s dress or appearance will interfere with the normal educational process at the school.

    Matters related to this policy will be dealt with by the administrators at each school.

    Revised June 11, 2015

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    JF - Student Assistance Program

    SECTION J: STUDENTS

    File JF

    STUDENT ASSISTANCE PROGRAM

    A goal of the Portage la Prairie School Division is to offer its schooling experiences in an environment that supports students who are troubled by physical, emotional, social, legal, educational, sexual, medical, familial, alcohol, or chemical use problems.

    The Student Assistance Program is available to encourage and facilitate students in seeking assistance on these issues. To this end the Division, through its professional staff and available community resources, will offer assistance to students who are self-referred or referred by parents, staff, or peers. Referrals may be made to any member of the teaching or administrative staff of the Division.

    It is the intent of the Student Assistance Program to work cooperatively with parents and guardians to assist parents/guardians and their children in the resolution of school related problems.

    Division staff involved in the Student Assistance Program will treat all discussions and records as confidential.

    Notwithstanding, the intent of the foregoing policy statement, precedence may be given to other School Division policies and procedures and precedence must be given to applicable legislation.

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    JFA - Student Insurance Program

    SECTION J: STUDENTS

    File JFA

    STUDENT INSURANCE PROGRAM

    Parents are encouraged to consider the student accident and life insurance program which is made available annually to the students.

    Details of coverage available, instructions covering enrollment procedures, application forms and claim forms may be obtained from the school, Board Office, or the insurance company.

    Questions dealing with claims are to be directed to the insurance company.

    All staff members are expected to assist with the enrollment procedures established by the insurance company and approved by the Superintendent.

    Student accident and life insurance coverage is required for:

    out-of-province trips;
    ski trips;
    other activities of high risk.

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    JFB - Student Health Services and Requirements

    SECTION J: STUDENTS

    File JFB

    STUDENT HEALTH SERVICES AND REQUIREMENTS

    Preamble

    The Principal and staff of each school are encouraged to cooperate with the provincial Department of Health and its Public Health Nurses in providing such services as are necessary to promote the health of students in the school. This may involve participation in tasks associated with school health programs. Principals and Teachers may call upon the Public Health Nurse for advice and assistance on all matters of health and well-being of students.

    Physical examination of students

    Where the Public Health Nurse or other officials of the provincial Department of Health are required to conduct physical examinations of students, Principals are expected to provide a room suitable for such a purpose, wherever possible, and whenever deemed necessary. Teacher assistance is encouraged, if it is requested by the Public Health officials.

    Inoculation and immunization of students

    Immunization against infectious diseases and health problems shall be dealt with according to regulations established by the provincial Department of Health, which specify the obligations of parents/guardians in this regard.

    Individual Health Care Plans

    In keeping with the established philosophy of the Portage la Prairie School Division regarding student learning assessment and placement (IH, IH-R, IHD), as well as our philosophy regarding students with special needs (IFD), and in keeping with the provincial protocol on meeting the needs of medically fragile/technologically dependent students - Unified Referral and Intake System, September 1/95 - (adopted in principle through Board Motion 02:21:96), the Division recognizes the need to develop unique goals and objectives for, and record the progress of, selected students in its schools.

    The purpose of an Individual Health Care Plan is to ensure the safety of the student and to ensure staff members working with such a child have the necessary information to allow them to provide the appropriate supports.

    Students requiring programs which include medical or technological services must have an Individual Health Care Plan (IHCP) completed, and agreed to in writing by the parents, the child’s Physician, the School Principal, and the School Division prior to entry into school.

    In recognizing that for students newly arrived in the Portage la Prairie School Division area this may cause delays in beginning school that may be unacceptable to the parents, therefore, the child may be admitted to school if:

    the parents provide the health care procedures required; or,
    otherwise make provision for those services to be provided at their expense; until such time as,
    the Individual Health Care Plan is completed and approved (by parents, staff and the School Division); and,
    qualified staff can be hired and appropriately trained.

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    JFC - Students with Chronic Medical Conditions

    SECTION J: STUDENTS

    File JFC

    STUDENTS WITH CHRONIC MEDICAL CONDITIONS

    A specified Individual Health Care Plan is to be prepared for each student with a chronic medical condition such as diabetes, epilepsy, kidney disease, asthma, migraine headaches, thyroid conditions, intestinal disorders, and significant allergies. The guidelines in this policy will assist the school administrator in preparing the plans required in each school.

    1. On or before the commencement of school in the fall term, the school shall take every reasonable step to determine those students in attendance at the school who have a chronic disability or illness and who require or may require medical attention during the school day. For each student so determined, the School Principal should do the following:
    1. Meet personally with the parents/guardians and obtain written information from the parents/guardians detailing the nature of the illness, the symptoms, the action to be taken in the case of illness being manifested, and ask for other instructions of a specific nature which the parent may consider necessary to safeguard the child (the classroom Teacher should be involved as may be appropriate).
    2. Determine from the parents or, with the permission of the parents, from the child’s Physician the possible educational implications of the illness and the possible side effects of any medication the child may be taking or which may need to be administered at the school.
    3. Communicate the above information to all personnel employed at the school by filing the information in a readily accessible place.
    4. Take such measures as may be necessary to ensure that chronically ill children will be recognized by any member of the staff, should medical attention be required.
    5. Ensure that all Substitute Teachers are aware of chronically ill children placed in their care.
    6. Ensure that a form of medic alert sticker be placed on the homeroom register of each chronically ill child.
    2. In the event of a chronically ill child requires or may require medication, the procedures as detailed in Policy JGH - Administration of Prescribed Medication and Medical Procedures.

    3. Under no circumstances shall staff ignore any symptoms or suggestions from a child that medical attention may be required or necessary.

    4. In all instances where symptoms of the illness manifest themselves, or the child suggests he/she may be feeling the onset of symptoms, the school shall respond in accordance with directives provided under 1, a) and, as deemed necessary, communicate directly with the parents or the child’s Physician.

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    JFD - Students with Communicable Diseases

    SECTION J: STUDENTS

    File JFD

    STUDENTS WITH COMMUNICABLE DISEASES

    The Division recognized its responsibility to protect the health and safety, rights, and privacy of the school community regarding communicable diseases as defined in the Public Health Act.

    Every Teacher shall notify the Principal who shall notify the appropriate local health authority of the area in which the school is situated, or where there is no local health authority, the School Board, that he/she has reason to believe that a pupil attending the school has been exposed to, or is suffering from, a communicable disease as defined in the Public Health Act.

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    JFF - Blood Borne Infections - AIDS - HIV

    SECTION J: STUDENTS

    File JFF

    BLOOD BORNE INFECTIONS - AIDS - HIV

    Preamble

    The Board of Trustees of the Portage la Prairie School Division recognizes its responsibility to staff and students in ensuring their safety from blood borne infections such as Hepatitis (Hep B and Hep C) and Human Immunodeficiency Virus (HIV). It also recognizes an individual’s right to privacy regarding information about their personal health.

    In balancing the risk involved to staff and students and their individual right to privacy, the following action will be taken:

    1. Information and training on blood borne infections and the proper handling of blood and bodily fluids will be provided to all employees emphasizing the importance of following the routine precautions. All contact with blood and body fluids should be viewed routinely as having the potential for causing an infection. This practice should apply regardless of whether infected individuals with a blood borne disease are involved.
    2. Education programming for students will be provided based on curriculum materials developed by Manitoba Education.
    3. In accordance with current legislation, employees’ and students’ rights to privacy regarding their personal health information will be respected.
    4. The policy and procedures of the Division with respect to blood borne infections will be based upon the most current available medical knowledge.
    5. Parents and staff will be encouraged to share any health care information with appropriate school personnel to ensure the health and safety of all students and staff involved.
    6. In evaluating new information, the Division will maintain liaison with the local Medical Officer of Health or designate.

    Students

    The Board believes that for most school aged children with blood borne infections, the benefits of an unrestricted educational setting outweigh the risks of them transmitting the disease through casual contact. Consequently, the Board believes that these students should attend school in an unrestricted setting unless, in the opinion of the student’s Physician and the Medical Officer of Health, there are special circumstances that would necessitate some restrictions. The assessment for attendance or restrictions should be based on the behaviour, development, and physical condition of the student and the expected type of interaction with others in the education setting.

    In compliance with current legislation regarding the confidentiality of this information, the Division, in consultation with the student’s parent(s)/guardian(s), the student’s Physician and/or the Medical Officer of Health shall determine which other persons should have the information to ensure the proper care and support of the infected person.

    Any restrictions to a student’s educational setting or attendance will ultimately be the decision of the Division. Such a decision shall be made subject to consultation with the student’s Physician and/or the Medical Officer of Health and following consultation with the student’s parent(s)/guardian(s).

    Where the physical condition or behaviour of the infected requires alternative arrangements for instruction, they will be provided.

    Decisions regarding the alternative arrangements for instruction shall be determined on a case-by-case basis by the Division.

    A review of the student’s medical condition shall occur in consultation with the family Physician whenever a significant change in the student’s physical condition or behaviour occurs.

    Employees

    An employee who has become infected with a blood borne disease is encouraged to report the diagnosis of this condition to the Superintendent.

    In compliance with current legislation regarding a person’s right to privacy, the Superintendent, subject to consultation with the employee’s Physician and/or Medical Officer of Health, shall determine which other person(s) should have the information to ensure proper care and support of the infected person. A meeting of the Superintendent, the employee, the employee’s Physician and the Medical Officer of Health may be held to ensure that everyone involved understands the situation and implications of any actions that may be taken. The infected employee may be accompanied at the meeting by a union or association or other representative if he/she so desires.

    An employee infected by a blood borne disease shall have the right to maintain his/her regularly assigned position unless, because of the employee’s physical condition or behaviour, there is a risk to the infected person or the employee is no longer able to physically perform his/her duties. When reasonable cause prevails, the Superintendent shall have the authority to reassign the employee to a more suitable employment position, subject to consultation with the Physician of the infected employee, Public Health personnel, Division personnel and the employee. All regular employee benefits such as sick leave provisions, salary continuance and long-term disability shall apply.

    Release of Information

    In accordance with the provision of this policy, the Superintendent and/or Chairperson of the Board shall be responsible for responding to any inquiries or requests for information from individuals, school communities for the media, related to the handling of specific cases of blood borne infections.

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    JFF-R - Precautions for Staff & Students Exposed to Blood/Bodily Fluid

    SECTION J: STUDENTS

    File JFF-R

    PRECAUTIONS FOR STAFF & STUDENTS EXPOSED TO BLOOD/BODILY FLUID

    Disinfection of Soiled Objects and Surfaces

    Objects or surfaces which are visibly soiled with blood/bodily fluids (mucus, semen, urine, stool, vomit) of any persons, regardless of the type of infection, should be wiped clean with soap and water and then disinfected. A freshly prepared solution of RX15 in water (1 part RX15 to 9 parts water) is recommended as a disinfectant.

    The person doing the cleaning should wear double disposable gloves to avoid exposure of open sores and/or broken mucous membranes to blood/bodily fluids. Disposable materials such as paper towels should be used. If a mop is used, it should be rinsed in disinfectant before being used again.

    Clothing and linens visibly soiled with blood/bodily fluids should be rinsed in cold water and then washed in hot water and ordinary household laundry detergent. Disposable gloves should be worn by the person who is rinsing the clothes. All disposable articles soiled with blood/bodily fluids should be placed in a plastic bag, closed with a twist tie, and then placed in a regular garbage container.

    The above deals only with objects and surfaces, the following deals with persons.

    Administering First Aid - Preliminary First Aid

    Preliminary first aid should be administered. As soon as possible thereafter, all blood/bodily fluids should be washed off in hot soapy water. It should be emphasized that careful hand-washing is an effective and reliable precaution. Disposable gloves should be worn, if possible, to avoid exposure of open sores and/or broken mucous membranes. If blood/bodily fluids do come into contact with an open sore, it should be washed promptly.

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    JFG - Administration of Prescribed Medication and Medical Procedures

    SECTION J: STUDENTS

    File JFG

    ADMINISTRATION OF PRESCRIBED MEDICATION AND MEDICAL PROCEDURES

    1. PRESCRIBED MEDICATIONS

    The Portage la Prairie School Division acknowledges the fact that certain students may require prescribed medication during the school day. The Division also realizes that the administration of the medication by the parent or legal guardian of the child is not always possible at the prescribed time during the school day.

    In such circumstances, the Division will attend to the administering of the prescribed medication provided that, and only if, the parent(s) or legal guardian(s) of the pupil meet all prerequisites as identified below in section one.

    These procedures apply to students whose age requires the assistance of school staff. Students should be responsible for the administration of their medication as soon as they are capable of accepting this responsibility.

    Responsibilities of Parents/Legal Guardians

    a) Parents/legal guardians shall provide the school with an "Administration of Prescribed Medication" form (see JFG-E1 which shall include):
      1. parent/legal guardian’s request and signature approving the administration of the prescribed medication.
      2. an outline of the method for delivering the medication to the school.
    b) It is the responsibility of the parent/guardian to see that the medication is delivered safely to the school office. Oral medication must be in blister packs.

    c) Parents/legal guardians shall notify the school immediately and followed in writing if the medication is no longer required.

    d) Parents/legal guardians shall complete a new "Authorization for Administration of Prescribed Medication" form each year and whenever the Physician changes the prescription.

    Responsibilities of the School

    a) The school shall designate a specific locked and/or limited access storage space within the school to store the medication.

    b) A specific staff member shall be designated by the Principal to administer the medication to the student on a regular basis.

    c) The school shall ensure that there is a copy of "Authorization of Prescribed Medication" form in the pupil’s cumulative file and a copy available and kept close to the medication storage space for immediate reference by the designated person to administer the medication.

    d) The school shall check to ensure that the medication carries the official label from the druggist stating the child’s name, Physician’s name, name of the drug, the dosage to be administered and the time of day it is to be given.

    e) The school may refuse to administer prescribed medication to any child whose parent or legal guardian has not fully completed the approved "Authorization for Administration of Prescribed Medication" form.

    f) An Individual Medication Record shall be kept for any student to whom medication is being administered at the school (JFG-E2). The following information shall be recorded each time medication is administered.

      1. date and time of administration
      2. identity of person administering the medication
      3. any relevant comments or observations
    g) If the designated person is not available to administer the medication, then the Principal or someone who has full knowledge of the facts shall administer the medication.

    h) If a student will not take the prescribed medication, the Teacher shall notify the Principal. The parent/guardian (or other person designated on the "Authorization for Administration of Prescribed Medication" form) shall be contacted immediately and if not available the Physician should be contacted if the school deems it necessary.

    i) Medication that is discontinued shall be returned to the parents.

    j) Staff should be cognizant of the fact that the adoption and implementation of this policy does not preclude the staff member’s liability to court action if an error is made in administering the medication.

    Special Medication Requirements

    This policy is restricted to the administration of prescribed medications which can be taken orally or which can be applied externally. The following exceptions may be made following development of an individual plan for administration:

    1. Juvenile Diabetes - assistance in administering of insulin by specially trained staff member who has attended the required in-services and with the signed consent by the child’s parent or legal guardian.
    2. Asthma - children with Asthma who are prescribed inhaled medications to relieve or prevent their symptoms should be allowed to carry their own inhalers. If the parents feel that their child may lose the inhaler, arrangements should be made for the inhaler to be kept in an easily accessible site in the school which is no more than 5-10 minutes away from the student at all times. Parents need to consider arrangements for inhalers when children are involved in school activities away from the school.

    If a child who has asthma inhales asthma medication (bronchodilators and/or anti-

    inflammatories) prescribed to another child, he/she will suffer no serious side effects. In the event of an asthma attack, a child may therefore use another child’s asthma medications if he/she does not have access to his/her own asthma medications.

    If a child who does not have asthma inhales asthma medications (bronchodilators and/or anti-inflammatories) for whatever reason, he/she will suffer no serious side effects.

    All staff are to be advised that students with asthma who bring "inhalers" to school are allowed to carry them with them at all times.

    B. FIRST AID

    School staff shall not apply any external antiseptics such as mercurochrome to injuries sustained by students. In the case of minor cuts or abrasions, the wound is to be washed, cleaned with soap and water and, where necessary, a sterilized bandage applied. In the case of serious cuts or other injury, the child is to be referred to a Physician for treatment.

    Acetaminophen (e.g. Tylenol) may be administered, if prior written consent or immediate verbal consent is obtained from the parent/guardian. Any other form of internal medication should not be administered without prior written consent from the parents and the family doctor.

    Note: Acetylsalicylic acid (ASA or aspirin) is not to be used because of the possibility of allergic reaction.

    In the event a student is demonstrating any symptoms of illness, the parents of the student shall be contacted. If it is deemed advisable that the student return to his/her home, such arrangements shall be made. Under no circumstances is a student to be sent home unless a responsible adult is at the home to receive the student. Students at the elementary grade level shall be picked up by a responsible adult or accompanied to their home by a responsible adult.

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    JFG-E1 Authorization for Administration of Prescribed Medication.pdf

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    JFG-E2 Individual Medication Record.pdf

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    JFH - Nutrition Policy

    SECTION J: STUDENTS

    File JFH

    NUTRITION POLICY

    Proper nutrition is essential to a child’s health, learning, and growth. Therefore, the Portage la Prairie School Division will promote healthy eating and drinking consistent with what is taught in the school curriculum and take actions to encourage healthy choices. This policy will support students in establishing healthy eating habits for a lifetime.

    "Food/Nutrition" is implied whenever the word "Nutrition" is used and is defined as the relationship between the foods and beverages consumed and their nutrient value needed for the proper functioning of the body.

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    JEH-R - Nutrition Policy

    SECTION J: STUDENTS

    File JFH-R

    NUTRITION POLICY

    The Portage la Prairie School Division employees and school volunteers have the responsibility to model and encourage healthy food choices. The Guidelines Checklist in the following Exhibit (JGI-E ) is intended as a tool to be used by school communities in taking actions to encourage healthy choices

    Foods available in schools are in accordance with the guidelines outlined in the Manitoba School Nutrition Handbook.

    Staff, students, and school volunteers planning activities, events, and programs will make decisions that are in accordance with the Nutrition Policy.

    Nutrition messages throughout the school will be consistent with and reinforce the policy.

    Education is vital to the successful implementation of the Nutrition Policy, and should involve parents/guardians and the school community to gain their support.

    Students will receive nutrition education that teaches the knowledge, skills, and attitudes that promote healthy eating habits for a lifetime.

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    JFH-E Nutrition Policy - Guidelines Checklist.pdf

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    JFI - Students with Anaphylaxis

    SECTION J: STUDENTS

    File JFI

    STUDENTS WITH ANAPHYLAXIS

    Definition

    Anaphylaxis - sometimes called "allergic shock" or "generalized allergic reaction", is a severe allergic reaction that can lead to rapid death, if untreated. Avoidance of the allergen is the only way to protect children known to be at risk of anaphylaxis, however the Portage la Prairie School Division cannot guarantee an allergen-free environment.

    Although peanuts may be the most common allergen causing anaphylaxis in students, there are other life-threatening allergens such as insect venom, pollen, medications, or certain synthetic substances. School systems must be aware that anaphylaxis is a life-threatening condition regardless of the substance which triggers it.

    Clear procedure for an emergency response to anaphylaxis must be in place in each school.

    The first plan of action calls for the administration of adrenaline by auto-injection (epi-pen) immediately, at the first sign of a reaction, followed by immediate transportation to hospital, by ambulance if possible.

    ROLES AND RESPONSIBILITIES

    To minimize risk of exposure, and to ensure rapid response to an emergency, parents/guardians, children and program personnel must all understand and fulfil their responsibilities. The inter-relatedness of these roles is vital, for failure of any group to respond appropriately will negatively impact upon others.

    The school will endeavour:

    1. To create a safe and healthy environment for students with severe life-threatening allergies.
    2. To do so without exceeding the attention required for those particular students.
    3. To be aware of those students’ needs to maintain a positive self-concept.

    Responsibilities of the child with a life-threatening allergy

    1. Take as much responsibility as possible for avoiding allergens, including checking labels and monitoring intake (developmentally appropriate).
    2. Eat only foods brought from home.
    3. Wash hands before and after eating.
    4. Learn to recognize symptoms of an anaphylactic reaction (developmentally appropriate).
    5. Promptly inform an adult, as soon as accidental exposure occurs if symptoms appear (developmentally appropriate).
    6. Wear a medical identification bracelet.
    7. Keep an auto-injector on their person at all times (i.e fanny pack developmentally appropriate).
    8. Know how to use the auto-injector (developmentally appropriate).

    Responsibilities of the Parents/Guardians of a child with a "life-threatening allergy"

    1. Identify their child’s allergies and needs to the school.
    2. Ensure that their child has and carries an up-to-date auto-injector.
    3. Ensure their child has and wears a medical identification bracelet.
    4. Provide the school with current (within one year) written medical instructions signed by the child’s Physician and parent/guardian.
    5. Submit all necessary documentation as required.
    6. Provide the school with adrenaline auto-injectors (pre-expiry date).
    7. Ensure that auto-injectors are taken on field trips.
    8. Participate in the development of a written Individual Health Care Plan for their child, updated annually.
    9. Be willing to provide safe foods for their child, for special occasions.
    10. Provide support to the school and staff as required.
    11. Teach their child: (developmentally appropriate):
      1. to recognize the first signs of an anaphylactic reaction;
      2. to know where his/her medication is kept and who can get it;
      3. to communicate clearly when he or she feels a reaction starting;
      4. to carry his/her own auto-injector on their person (e.g. fanny pack);
      5. not to share snacks, lunch, or drinks;
      6. to understand the importance of hand washing;
      7. to cope with teasing and being left out.

    Responsibilities of the School (Principal and Support Personnel)

    1. Submit a URIS Application form to URIS (Unified Referral and Intake System).
    2. Identify a contact person to liaise with the contracted health care professional, if other than him/herself.
    3. Develop and assist with the implementation of policies and procedures for reducing risk in the school.
    4. Ensure that the parents of an anaphylactic child are aware of relevant Board and school policies and procedures.
    5. Work as closely as possible with the parents/guardians of the child with known risk of anaphylaxis.
    6. Ensure the parents/guardians have completed all necessary forms.
    7. Ensure the instructions from the child’s Physician are on file.
    8. Post allergy alert forms with photograph, in the staff room and office (with parent/child approval).
    9. Maintain up-to-date emergency contacts and telephone numbers.
    10. Ensure staff, who regularly work with students requiring auto-injection, have received instruction in the use of the auto-injector.
    11. Ensure staff, including Substitute Teachers and Bus Drivers, are informed of the presence of a child with known risk of anaphylaxis, and that appropriate support/response is available, should an emergency occur.Inform parents/guardians that a child with a life-threatening allergy is in direct contact with their child, and ask for their support and co-operation (with parent approval).
    12. Arrange an annual in-service through the Public Health Nurse (or contracted nursing agency if Public Health Nurse is not available) to train staff and monitor personnel involved with the child with life-threatening allergies.
    13. Ensure an Individual Health Care Plan, which includes an Emergency Response Plan, is completed and reviewed annually for each child with a life-threatening allergy.
    14. If not developmentally appropriate for the child to carry an auto-injector, ensure that it is carried by an adult responsible for administering the medication.
    15. Ensure safe procedures are developed for field trips and extra-curricular activities.

    Responsibilities of the Classroom Teacher

    1. Discuss anaphylaxis with the class in age appropriate terms.
    2. Inform students of the danger of sharing lunches or snacks.
    3. Choose allergen-free foods for classroom events.
    4. Encourage all children to wash hands before and after eating.
    5. Facilitate communication with other parents.
    6. Follow the school plan for reducing risk in classroom and common areas.
    7. Leave information and a photo of the anaphylactic child in an organized, prominent place and accessible format for Substitute Teachers.
    8. Ensure auto-injectors are taken on field trips.

    Responsibilities of Bus Drivers

    1. Attend in-service sessions provided by the School Division to receive training in the use of an auto-injector (epi-pen).
    2. Be aware of emergency response procedures.
    3. Carry a copy of the emergency alert form on the school bus in a safe place.
    4. Ensure that an auto-injector is available and accessible when the student is on the bus.

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    JFI-R - Anaphylaxis Avoidance Strategies

    SECTION J: STUDENTS

    File JFI-R

    ANAPHYLAXIS AVOIDANCE STRATEGIES

    The Portage la Prairie School Division will strive to maintain a safe environment for students with life-threatening allergies. This includes making every effort to protect students with life-threatening allergies. This includes making every effort to protect students with life-threatening allergies from exposure to known allergens. However, no individual or organization can guarantee an allergy-free environment. To minimize the risk of exposure and to ensure immediate response to an emergency, the Division has identified the responsibilities of all students, parents, and school staff, to increase awareness and provide accurate information, and to implement strategies that reduce the risk of exposure to anaphylactic causative agents.

    Avoidance of the specific allergen is the cornerstone in the management and prevention of anaphylaxis.

    Responsibilities of all School Administrators

    a. Awareness and Information
      1. The school administrator will, at the beginning of the school year, provide general awareness regarding life-threatening allergies to the school community through letters, notices, posters, or school newsletters.
    b. Avoidance Strategies
      1. The school administrator will support the implementation of strategies and procedures to reduce the risk for the allergic student in the classrooms and common areas of the school.
      2. The school administrator will notify all staff that they will make reasonable efforts to avoid the use of allergens and products containing them for teaching purposes, art projects, special events or personal consumption in the classroom, and request that they refrain from consuming these in the school.
      3. The school administrator will support the implementation of avoidance strategies by individuals responsible for sale or provision of food in the school, including those involved in daily lunch programs, special lunch programs, and cafeterias. Minimal expectations for avoidance would be not using packages of allergens (e.g. peanuts or nuts).
      4. The school administrator will encourage all those involved in the school fundraising events, especially in the elementary schools, to avoid the use of allergens or products containing them.

    The school administrator will, at the beginning of the school year, issue a notice requesting that both students and other school community members assist in reducing the amount of allergens in the school.

    The school administrator will, at the end of the school year, issue a notice thanking the community for support in reducing allergens in the school.

    Responsibilities of all Parents in the School Community

    1. Awareness and Information
      1. Parents should attend any information sessions and/or read any information received from the school regarding life-threatening allergies. Parents should contact the school administrator to address any questions or concerns.
    b. Avoidance Strategies

    When a child in a classroom has been identified as having an allergy:

      1. Parents should respond to any request from the school to assist with reducing the risk by not sending specific allergic substances.
      2. Parents should encourage their children to wash their hands prior to going to school, particularly if they have consumed allergens (e.g. peanut butter, peanuts, or nut products), as requested while at school.
      3. Parents should assist their children in understanding the seriousness of life-threatening allergies and encourage them to be supportive and respect the student with allergies. Parents should review the information provided by the school.
      4. Parents will inform the Teacher before sending food products to school for parties and special events, so the Teacher can remind parents that allergen products and substances related to the class are not permitted.
      5. Parents will report to the school administrator any information regarding situations where the student with allergies has been teased, bullied, or threatened with an allergic substance.

    Responsibilities of Staff/Teacher

    1. Awareness and Information
      1. Staff will attend awareness and training sessions on life-threatening allergies at least once each year or as requested by the school administrator.
    1. Avoidance Strategies
      1. Staff will assist, when requested by the school administrator, with implementing and supporting the strategies and procedures to reduce the risk for the student with allergies, in classrooms and common areas of the school.
      2. Staff will not bring allergens or products containing them, or a substance with a recommendation of strict avoidance by a Physician, into the classroom for teaching purposes, art projects, special events, or personal consumption. Teachers shall be aware of the possible hidden allergens present in curricular materials such as:
    craft material (e.g. play dough, egg cartons);
    pets and pet food;
    bean-bags, stuffed toys (e.g. peanut shells are sometimes used);
    counting aides (beans, peas);
    toys, books and other items which may have become contaminated in the course of normal use;
    avoid the use of latex materials such as latex gloves, balloons, and pink erasers.
    iii. Custodial staff will regularly empty outdoor garbage cans and remove nests or hives from play areas.

    Responsibilities of Students Identified as having a Life-Threatening Allergy

    1. Awareness and Information
      1. The student will participate in the school planning team when appropriate.
      2. The student will access the school environment for any potential risks and present any concerns to a designated adult.
      3. A student in middle or senior years will ensure that all staff members who are involved with him or her are notified of the life-threatening allergy.

    This will be particularly important when there are changes throughout the year, such as staff changes and timetable changes.

    b. Avoidance Strategies
      1. The student will take as much responsibility as possible for avoiding contact with allergens.
      2. The student with food allergies will take the following mealtime precautions:
    eat only food that has been sent from home;
    place food on a napkin rather than directly on the table;
    refrain from sharing food, utensils, and containers;
    refrain from purchasing food products from school;
    follow hand-washing routines before and after eating;
    not eat if they do not have their epi-pen with them.
    III. The student will be able to identify his or her allergens.

    IV. The student will be able to recognize dangerous situations posed by his or her allergies.

    V. The student will remove him or herself from dangerous situations regarding the allergens and report any concerns to a designated adult.

    Responsibilities of all Students in the School (as developmentally appropriate)

    1. Awareness and Information
      1. Students will be attentive during class presentations on life-threatening allergies, particularly with regard to information about recognizing symptoms of an allergic reaction and the emergency procedures to follow if a fellow student has an anaphylactic reaction.
    b. Avoidance Strategies
      1. Students will follow the expectations for keeping specific allergic substances out of the classroom.
      2. Students will follow expectations for not sharing food and eating utensils.
      3. Students will follow expectations regarding hand washing prior to coming to school and during school.
      4. Students will refrain from teasing, bullying, or threatening the student with allergies with the allergic substance.

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    JFJ - Child Abuse

    SECTION J: STUDENTS

    File JFJ

    CHILD ABUSE

    n accordance with the Child and Family Services Act, subsection 18(1), which states that "where a person has information that leads the person reasonably to believe that a child is or might be in need of protection as provided in Section 17, the person shall forthwith report the information." The following regulations shall govern the actions of persons employed by the Portage la Prairie School Division with respect to Child Abuse.

    See also: Child Protection and Child Abuse: Protocols for Teachers -Manitoba Family Services

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    JFJ-R - Child Abuse Protocol

    SECTION J: STUDENTS

    File JFJ-R

    CHILD ABUSE PROTOCOL

    Preamble

    "The Child and Family Services Act" outlines the responsibilities of, and protection for, persons in regard to reporting child abuse.

    The policy of the Portage la Prairie School Division is one of compliance with "The Child and Family Services Act."

    The definition of the a child in need of protection is found in Section 17 of "The Child and Family Services Act" and is set out below:

    17(1) For the purposes of this Act, a child is in need of protection where the life, health or emotional well-being of the child is endangered by the act or omission of a person.

    17(2) Without restricting the generality of section (1), a child is in need of protection where the child:

      1. is without adequate care, supervision, or control;
      2. is in the care of a person:
      1. who is unable or unwilling to provide adequate care, supervision, or control of the child, or
      2. whose conduct endangers or might endanger the life, health, or emotional well-being of the child, or
      3. who neglects or refuses to provide or obtain proper medical or other remedial care or treatment necessary for the health or well-being of the child or who refuses to permit such care or treatment to be provided to the child when the care or treatment is recommended by a duly qualified medical practitioner;
    c. is abused or is in danger of being abused;

    d. is beyond the control of a person who has the care, custody, control, or charge of the child;

    e. is likely to suffer harm or injury due to the behaviour, condition, domestic environment or associations of the child or of a person having care, custody, control, or charge of the child;

    f. is subjected to aggression or sexual harassment that endangers the life, health, or emotional well-being of the child;

    g. being under the age of 12 years, is left unattended and without reasonable provision being made for the supervision and safety of the child; or

    h. is the subject, or is about to become the subject, of an unlawful adoption under section 63 or of an unlawful sale under section 84.

    The following procedures shall govern the actions of persons employed by the Portage la Prairie School Division with respect to child abuse.

    1. Reporting

    Section 18(1) of the Act states:

    "Subject to subsection (1.1), where a person has information that leads the person reasonably to believe that a child is or might be in need of protection as provided in section 17, the person shall forthwith report the information to an agency or to a parent or guardian of the child."

    1. In cases where an employee has reasonable cause to suspect child abuse, he or she shall inform the Principal or immediate supervisor of these suspicions and of the fact that a report is being made and shall make an oral report forthwith to one of the agencies listed in 1.(e) of this policy.
    2. For future reference, written notes detailing the information presented and leading to reasonable cause to believe that a child has been or is being abused, including the time, date and circumstances under which the information was presented, shall be prepared and retained by the staff member. Similarly, the Principal/supervisor shall maintain written notes detailing the time, date and circumstances under which the matter was drawn to his/her attention.

    3. Reporting of suspected child abuse is generally a formal act; however, on occasion it may be appropriate to utilize a more informal approach as outlined below:
      1. Informal inquiry - this approach is to be used where the grounds for suspecting abuse are ambiguous or uncertain. The employee consults with his/her Principal/Supervisor and the child caring agency for the purpose of determining if a formal report will be filed. If, as a result of this inquiry, it is determined to be inappropriate or unnecessary to proceed with a formal report, consideration should be given to the provision of support services by the child caring agency or School Division.
      2. Formal Report - the required procedure for filing a formal report is as outlined in section 1. a. above.
    c. School Division staff shall NOT contact the child’s family, or the suspected perpetrator, or any other persons to inform or to further investigate the cause or circumstances of the suspected abuse. This action is the role and responsibility of the RCMP or child caring agency, as they have a legal mandate to intervene on behalf of the child.

    d. In the event there is suspected child abuse by an employee of the School Division, this information is to be immediately communicated to the Principal, Supervisor, or Superintendent. If this information is received by the Principal or Supervisor he/she is to forthwith inform the Superintendent. The Superintendent will immediately inform the School Board Chairperson, and, where required, the Minister of Education.

    e. Reports of child abuse are to be made to any one of the following authorized agencies:

      1. Child and Family Services of Central Manitoba
      2. 25 3rd Street S.E.

        Portage la Prairie, MB R1N 1N1

        Telephone: 857-8751

      3. RCMP

    340 Lorne Ave. E.

    Portage la Prairie, MB R1N 3M8

    Telephone: 857-8767

    f. The responsibility for investigation and follow-up lies with the outside agencies. In accordance with the Manitoba Guidelines, the child caring agency is expected to inform the Principal of the school or the Superintendent of the School Division of action taken on a report at the earliest appropriate time. Other employees in a need-to-know position will be advised by the Principal or Superintendent.
    1. Student Interviews at School
    1. By the RCMP - The RCMP Operational manual states as follows:

    "YOUNG PERSONS"

      1. Unless circumstances dictate otherwise, young persons should be interviewed in the presence of a parent or guardian in their home or at the Detachment Office.
      2. Interviews at school will be undertaken:
      1. only in emergencies
      2. with the Principal’s cooperation
      3. outside the classroom, and
      4. during other than examination periods.

    b. By a child caring agency (CFS or DOCFS): Interviews conducted at the school must be held in private, in a non-threatening atmosphere preferably not in an administrative office. See also: JFM

    1. Information Sharing and Confidentiality
    1. To ensure the best course of action is taken, division personnel shall cooperate with the authorized agencies and professionals in the mutual sharing of information necessary for the investigation and treatment process.
    2. With the exception of the transmittal to authorized persons of information necessary in the conduct of investigation and treatment, information related to the allegations or suspicions of child abuse is to be held in strict confidence. In particular, any written records, notations or reports are to be considered confidential and are not to be placed in the child’s regular or cumulative file or in any other way allowed to become known to persons who have no legitimate need for such information.
    1. Staff Knowledge of Policy

    Principals/Supervisors shall ensure that all members of their staff are familiar with this policy and are adequately prepared, through periodic in-service sessions or other methods, to be alert to the signs of child abuse and to be knowledgeable concerning reporting obligations and procedures.

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    JFJ-R Protocol for Dealing with Information of Possible Child Abuse.pdf

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    JG - Supervision of Students

    SECTION J: STUDENTS

    File JG

    SUPERVISION OF STUDENTS

    The Principal of the school is responsible for the supervision of pupils at all times during school and school sponsored activities.

    The Principal has disciplinary authority over the conduct of each pupil of the school, from the time the pupil arrives at school until the pupil departs for the day, except during any period that the pupil is absent from school at the request of his or her parent or guardian.

    The Driver of a school bus shall report to the Principal any misconduct of pupils while entering, leaving, or being conveyed in a vehicle under the Driver’s charge.

    The Principal has disciplinary authority over all pupils of the school.

    1. on their way to and from school, in terms of their conduct towards one another; and
    2. while they are being conveyed to or from school, in a division or district that provides transportation.

    The School Board authorizes the Principal to leave students in the care and charge of School Social Workers, Psychologists, Educational Assistants, Student Teachers, and other designated responsible persons without having a certified Teacher in attendance.

    See also: EBA, JE, JEB

    [PSA 91 (2), 96 (c)]

    [M.R.468/88, (28) (32) (33) (34) (39)]

    [M.R.465/88 (13) (14)]

    [M.R. 23/2000]

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    JGA - Student Safety Patrols

    SECTION J: STUDENTS

    File JGA

    STUDENT SAFETY PATROLS

    The Board of Trustees endorses the use of conscientious students for safety patrols.

    The attention of Principals and Teachers is drawn to the following quotation from Rules for the Operation of School Patrols in Manitoba which states: "Patrol members should be selected for leadership and reliability. Their service should be voluntary and the approval of a parent or guardian obtained before their appointment. Officers and members should be appointed for the full school term, but may be changed at the discretion of the school Principal."

    The regulations covering patrols state that the function of patrols is "to instruct, direct, and control members of the student body in crossing streets at intersections adjacent to the school."

    However, at schools where the majority of the students in the Elementary and Junior High grades travel by bus, patrol members, under the jurisdiction of the Teacher supervising bus loading, may be used to assist in the orderly boarding of buses by students.

    School patrols have no authority in any matter not falling within their jurisdiction.

    School patrols shall be established in all schools with elementary grades where traffic hazards exist.

    (PSA, 89)

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    JH - Student Volunteers for School and Public Service

    SECTION J: STUDENTS

    File JH

    STUDENT VOLUNTEERS FOR SCHOOL AND PUBLIC SERVICE

    The Board of Trustees supports the use of a student volunteer in the classroom, provided that the conditions of Manitoba Regulation 23/2000, which specifies who may be in charge of students, are met.

    Volunteer work and public service is deemed by the Board to be beneficial to a student’s civic development, but should not be to such an extent that it is detrimental to the student’s school work.

    See also: IEH

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    JI - Student Records (Pupil Files)

    SECTION J: STUDENTS

    File JI

    STUDENT RECORDS (PUPIL FILES)

    Every School Board must establish written procedures respecting the collection, storage, retrieval, and use of information respecting pupils. (PSA 42.1)

    The Portage la Prairie School Division establishes the accompanying student records (Pupil Files) regulation in conformity to the provisions of the Freedom of Information and Protection of Privacy Act (FIPPA) and the Personal Health Information Act (PHIA) respecting the collection, use, protection, retention, and disclosure of personal student information. In addition, the rules set out in the Youth Criminal Justice Act (YCJA) will be followed.

    If a provision of the Freedom of Information and Protection of Privacy Act is inconsistent or in conflict with a provision of another enactment, the provisions of FIPPA prevail, unless the other enactment expressly provides that it applies despite FIPPA. [Freedom of Information and Protection of Privacy Act, 5(2)].

    The school records forms for the collection, retention, and release of information about students within the School Division, shall be defined and designated as those forms presently in use, namely:

    1. Cumulative Record Folder (CRF)
    2. Inserts to the CRF
    3. Student Record Card (Student Academic Record Card) and those forms which may be developed and replace any or all of the above.

    School Record forms and Release of Information forms for use in schools shall be approved by the Superintendent’s Department. See JI-E

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    JI-R - Student Records (Pupil Files)

    SECTION J: STUDENTS

    File JI-R

    STUDENT RECORDS (PUPIL FILES)

    1. DUTIES AND RESPONSIBILITIES OF PRINCIPALS

    Principals are in charge of schools in respect of all matters of organization and management and are responsible for the supervision of schools and school staff. [Ed. Admin. Act 468/88 28 (1) (2)]. Principals also have responsibilities for the provision of information to parents and the community. [Ed. Admin. 468/88 29 (1) (2)]. Accordingly, the following duties and responsibilities are assigned to Principals.

    1. Establish, maintain, retain, transfer, and dispose of a record for each student enrolled in the school, in compliance with the criteria established by the Board.
    2. Ensure that the materials in the pupil file reflect The Manitoba Pupil File Guidelines and the policies established by the School Board.
    3. Ensure the confidentiality and security of the pupil file.
    4. Respond to, or re-direct requests for access to and disclosure of pupil information, according to the policies established by the Board.
    5. Ensure that all persons, specified by the School Board to perform clerical functions with respect to the establishment and maintenance of the pupil file, are aware of the provisions of the PSA, FIPPA, PHIA, and the YCJA protecting personal information, and comply with the requirements of these Acts and with the policies established by the Board.
    6. Ensure that all teaching, professional (clinical/resource) and support staff are aware of the access and privacy provisions of the PSA, FIPPA, PHIA and the YCJA and comply with the requirements of these Acts and with the policies established by the Board.
    7. Transfer the pupil file of a pupil when she/he enrolls in another school, in accordance with subsection 29 (3) of the Education Administration Miscellaneous Provisions Regulation 468/88.

    The parent(s) or legal guardian(s) of a student who is not an adult and the student himself or herself (where he or she is capable of understanding this information) should be informed of the purpose, content, and accessibility of the pupil file at the time of enrollment. The title, address, and telephone number of a staff member who can answer any questions about the collection should be provided.

    1. DEFINITION OF THE PUPIL FILE

    A "pupil file" means a record or a collection of records respecting a pupil’s attendance, academic achievement, and other related matters in the possession or control of a school board. (PSA 42.2)

    A "record" is a record of information that is written, photographed, recorded, or stored in any manner, on any storage medium or by any means including by graphic, electronic, or mechanical means.

    Any part or parts of a pupil file may be micro-recorded or stored on a computer file in a manner that permits the printing of a clear and legible reproduction. Provision should be made to retain original documents when it is important to keep an original signature or initial on a document.

    Any micro-recording or computer file or reproduction of a pupil file is subject to the same privacy and access requirements applicable to a hard copy.

    1. STUDENT INFORMATION - CONTENT

    Under FIPPA, the collection of personal information must be "directly related to or necessary for an existing program or activity of the local public body." [FIPPA 36 (1) (b)]. This ensures that the school collects only the information related to the student’s educational progress.

    A student record contains all the information collected by the School Division on the student’s educational progress. Within each student record, there can be up to three sections included in the student’s file: (Manitoba Pupil File Guidelines, 2000)

    1. Cumulative pupil file (all students)
    2. Pupil support data (some students)
    3. Young Persons dealt with under the YCJA information (if necessary)
    1. Cumulative Pupil File (all students)

    This section contains both personal information and personal health information. Under FIPPA, personal information is defined as "any recorded" information about an identifiable individual. Information normally included in the student’s file includes:

    the student’s name, gender, and date of birth;
    Manitoba Education number (MET#);
    any relevant health information, i.e. allergies, asthma, medications, etc., and optional PHIN (personal health identification number); (See GBO)
    any Individual Education Plan or any other health care plan applicable to this student;
    name, address, and phone number of the student’s parent/legal guardian;
    citizenship status;
    school division/district of the student if the student is not a resident of the attending school;
    any enrollment at other schools;
    attendance records;
    a summary of the student’s academic progress, including the results of the standardized examinations conducted on behalf of the Province of Manitoba;
    information on any student misconduct, including suspension or expulsion;
    notes of any referrals to social service agencies, counseling, etc.;
    copy of any separation agreement or court order regarding child custody;
    notes of any awards, prizes, etc.;
    Individual Education Plan (I.E.P.);
    home/school communication;
    a pupil file may also contain third party information, that is, information about someone other than the pupil that the file is about. Under the PSA, FIPPA, and PHIA, access to the pupil file can be granted to a pupil, parent, or legal guardian without contravening the privacy rights of the third party by severing out all information relating to the third party and providing access to the remainder of the record;
    a cross-reference listing that identifies the location of any or all other information about a student should be marked in this file.
    1. Pupil Support File (some students)

    This section is developed for some students and can include:

    documentation from School Clinicians and Special Education staff;
    any communication with outside services agencies;
    health information, including medical, psychological, or behavioural;
    any correspondence, notes, or meetings/discussions between/among other School Clinicians, or external agency reports, including hospitals;
    results from any specialized diagnostic tests;
    Pupil Support File Guidelines document.

    This information can be stored in more than one location. The information in the Pupil Support file should be kept separate from the cumulative and Young Person files. Sometimes, a student’s information can be in a School Counsellor’s office or other school staff. Regardless of where these files are stored, the information in these files is covered by FIPPA’S and PHIA’s access provisions. (see below)

    3. Young Person dealt with under YCJA File (some students)

    This file is developed for a student on an "as needed" basis. This information is usually transferred from the courts, a Youth Worker, a Crown Attorney or a Police Officer, and can include:

    the offense the student undertook;
    identification of any individual or group that could be at risk from this student’s previous behaviour;
    information that ensures a student who is on bail or probation complies with the conditions of their release, under the conditions of the court;
    recommendations of the court;
    prior record, if any.

    Under The Youth Criminal Justice Act, a Young Person file must be kept separate from the student’s cumulative and Pupil Support files. This ensures that only certain designated individuals can access this information.

    It is recommended that the School Principal or designate act as the "custodian" of a Young Person file. A list of other authorized persons who can access this file should be noted. Usually only a Principal can access these files.

    The Young person file must be destroyed if a student transfers to another school. The courts are charged with the responsibility to provide any information on this student to the new school. The school should communicate to the authorities that the student is transferring to another school.

    1. ACCESS AND PRIVACY
    1. Staff Access

    Access to personal information and personal health information in the pupil file by staff within the School Division who do not need to know the information to carry out their duties, is prohibited.

    1. Personal Information

    Access to and use of personal information in a pupil file by School Division staff is authorized if:

    the information is used for the purpose for which it was collected or compiled; or
    the information is used for a purpose which is consistent with the purpose for which it was collected or compiled; or
    the pupil or (depending on the maturity of the pupil) the pupil’s parent(s) or legal guardian(s) consent to the use; or
    the information is used for a purpose for which it may be disclosed to the School Division or district under the disclosure provisions of FIPPA.

    The personal information about a pupil may be shared amongst School Division staff to the extent that such information is necessary to assist in the educational progress or schooling of the pupil.

    b. Personal Health Information

    Use of personal health information in a pupil file by School Division staff is authorized if:

    the information is used for the purpose for which it was collected; or
    the information is used for a purpose which is directly related to the purpose for which it was collected or received; or
    the pupil or (depending on the maturity of the pupil) the pupil’s parent(s) or legal guardian(s) consent to the use; or
    one of the other circumstances in section 21 of PHIA applies. (e.g. prevent harm)
    c. Young Person dealt with under the YCJA Information

    The Provincial Director appointed under the YCJA, a Youth Worker, a Peace Officer and any other person engaged in the provision of services to young persons may disclose information respecting an offense committed by a young person and any dispositions concerning a Young Person under that Act to the "representative of any school board or school" where the disclosure is necessary:

    to ensure compliance by the young person with an authorization under section 91 (for reintegration leave or day release) or an order of the youth justice court;
    to ensure the safety of staff, students, or other person; or
    to facilitate the rehabilitation of the young person. [(YCJA, subsection 125 (6)]

    Young Person information in the pupil file can only be made available to, and used by, staff of the School Division for these purposes. There should be a list of persons to whom this information may be disclosed and that list should be attached to the file. Only those persons whose names appear on that list should have access to the Young Person information.

    2. Student Access
    1. Under the Public Schools Act

    Pupils are not necessarily allowed access to their pupil file until they have reached the age of majority [PA 42.3 (1) (a), 58.9 (2) (b)]

    A pupil who has reached the age of majority may be refused access to all or part of the pupil file if:

    disclosure could reasonably be expected to constitute an unreasonable invasion of the privacy of a third party;
    disclosure could reasonably be expected to be detrimental to the education of the pupil;
    disclosure could reasonably be expected to cause serious physical or emotional harm to the pupil or another person; or
    disclosure could reasonably be expected to be injurious to the enforcement of an enactment or the conduct of an investigation under an enactment. [PSA 42.3(2)]

    Where access to a pupil file by a pupil is permitted under the PSA, a School Division employee who is competent to interpret the information must be made available to assist the pupil. Pupils who have gained access to information in a pupil file can examine the information or obtain copies of the information. When a pupil examines a pupil file, a School Division employee should be present to maintain the integrity of the file. [PSA 42.3 (1) (b)]

    b. Under the Freedom of Information and Protection of Privacy Act & PHIA

      Any individual can request access to personal information in his/her file. This also refers to any personal health information about the student under PHIA. In both situations, if the student is under the age of 18, it will be determined if the student understands the nature and consequences of this request.

      c. Under the Youth Criminal Justice Act

      A school cannot disclose any information in the Young Person component of the student’s file.

      1. Parental and Legal Guardian Access

      Parents/guardians can request access to their child’s file until that child reaches the age of majority, at which time consent of the pupil is required. Refusal of access may occur if:

      disclosure could reasonably be expected to constitute an unreasonable invasion of the privacy of a third part;
      disclosure could reasonably be expected to be detrimental to the education of the pupil;
      disclosure could reasonably be expected to cause serious physical or emotional harm to the pupil or another person; or
      disclosure could reasonably be expected to be injurious to the enforcement of an enactment or the conduct of an investigation under an enactment. [PSA 42.3(2)]

      Where access to a pupil file by a parent or legal guardian is permitted under the PSA, a School Division employee who is competent to interpret the information must be made available to assist the parent or legal guardian. Parents and legal guardians who have gained access to information in a pupil file can examine the information or obtain copies of it. When a parent or legal guardian examines a pupil file, a School Division employee should be present to maintain the integrity of the file. (PSA 42.6)

      Rights of access of divorce or separated parents

      Where the parents are divorced, the Divorce Act (Canada) states:

      16(5) Unless the court orders otherwise, a spouse who is granted access to a child of the marriage has the right to make inquiries, and to be given information as to the health, education, and welfare of the child.

      Where the parents are separated, The Family Maintenance Act of Manitoba provides that:

      39(4) Unless a court otherwise orders, the non-custodial parent retains the same right as the parent granted custody to receive school, medical, psychological, dental, and other reports affecting the child.

      A school cannot disclose any information in the Young Person component of the student’s file. (YCJA)

      1. Third Party Access
      1. Under the Public Schools Act
      2. For the purpose of this policy, a third party is "a person, group of persons, or an organization other than the person that the information is about and other than the school division or district maintaining the record." (Manitoba Pupil File Guidelines, 2004) Under The Education Administration Act, school staff may receive requests for access to a pupil file for current or former students from post-secondary institutions or potential employers. This information could include a student’s attendance or academic achievement report. A verbal or written authorization would be required from the student or parent/guardian of a minor. For verbal approval, a note should be detailed and attached to the pupil file. This applies to all requests regarding the release of information to a third party. [(Ed. Admin 468/88) (15)]

        Under The Public Schools Act, access can also be gained from "every school attendance officer appointed under the authority of this Act; (he/she) has the right to access the records of every school board, every private school, and every municipal council for the purpose of procuring the names, ages, and addresses of all children and all such other information as may be required for the carrying out of the provisions of this Act." [PSA 269]

      3. Under the Freedom of Information and Protection of Privacy Act & PHIA
      4. All other third party requests require approval by the School Division Access and Privacy Officer. These requests could also be from a variety of sources, including law enforcement, justice officials, or government agencies. FIPPA requires the third party to verify their request by a legal authority, i.e. court order, government request, etc.

      5. Under the Youth Criminal Justice Act

      Young Person information in a pupil file can only be disclosed by school staff:

      if it is necessary to ensure that the Young Person complies with an authorization under section 91 of the Act or an order of the Youth Justice Court.
      if it is necessary to ensure the safety of staff, students, or other persons.
      to facilitate rehabilitation of the Young Person.

      E. APPLICATION TO CHANGE OR CORRECT PERSONAL INFORMATION

        IN THE PUPIL FILE

        Under the PSA, FIPPA, and PHIA, adult students or parents/guardians have the right to request changes of any information in a file. Such requests require supporting documentation. Under FIPPA, the School Division has thirty days to respond to the request. If the change is not endorsed, the request should be attached to the pupil file for future reference. (PSA 42.5)

      F. TRANSFER OF THE PUPIL FILE

      The following guidelines should be followed if a transferring student has a pupil support file:

      Pupil support files are to be prepared for forwarding by resource teachers, guidance counselors, or school administration;
      The pupil support file is placed in an envelope and the envelope is sealed;
      The envelope is addressed with the name of the professional that the pupil support file is being forwarded to and marked "Confidential". If the name of the professional is unknown, the envelope is address to the professional’s position (e.g. resource teacher, guidance counselor, psychologist);
      If there is a Youth Criminal Justice component it must be destroyed;
      Funding applications are to be put in the pupil support file, not the pupil file.

      A reasonable attempt should be made to obtain consent before transferring the pupil support file. If the parent refuses to give consent, or if consent cannot be obtained, the transfer must still take place. No permission is required if the file is being transferred within the Division.

      Following preparation by school staff, ensure that the pupil file is forwarded within one week of the file being requested by the receiving school.

      The pupil file and pupil support file are forwarded at the same time with the pupil support file in a separate envelope as described above. This is to occur within one week of the file being requested by the receiving school.

      G. PUPIL FILE ANNUAL REVIEW PROCEDURES

      The following guidelines and procedures apply to an annual review and culling of pupil files:

      Pupil files and working files are to be reviewed annually before the end of the school year by each Classroom Teacher, Resource Teacher, Counsellor, or Clinician.

      The files should be culled, to remove:

      undated and unsigned notes or documents;
      irrelevant and outdated student work;
      meeting notes that are not necessary to ongoing educational services for the student.

      When in doubt, the Teacher should consult the Principal.

      Files that are culled from the pupil file must be listed for content and sent to the Records Manager for destruction. A copy of the records content should be sent with the records to be destroyed. The summary will be kept on file as part of the disposition system.

      See EJB - Retention and Destruction of Records

      H. RETENTION AND DESTRUCTION OF THE PUPIL FILE

      Except for grade 9 -12 student marks, the information in the pupil file will be kept for a minimum of ten years. The retention period for grade 9 - 12 student marks is 30 years.

      The Young Person file component must be destroyed as soon as it is no longer required for the purpose for which it was established.

      When destruction of the information in a pupil file occurs, it will be done as per Policy EJB School Division Records Management and the Guidelines on the Retention and Disposition of School Division Records issued by Manitoba Education and Training in June, 2000.

      The Freedom of Information and Protection of Privacy Act

      The Personal Health Information Act

      The Youth Criminal Justice Act

      The Public Schools Act

      The Education Administration Act

      Manitoba Pupil Files Guidelines - June 2000 (Revised 2002, 2004)

      Guidelines for the Retention/Disposition of School Division/District Records - June 2000

      Information Sharing Protocol Under the Youth Criminal Justice Act

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      JI-E Authorization for Release of Confidential Information.pdf

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      JIA - Transcripts of Record of Achievement

      SECTION J: STUDENTS

      File JIA

      TRANSCRIPTS OF RECORD OF ACHIEVEMENT

      The Principal of each school shall furnish to each student, free of charge, a transcript of his or her record of achievement at least at the end of each school year, or on the request of persons who are no longer enrolled. [M.R.468/88 (15)]

      See also: JI

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      JK - Bereavement Condolences

      SECTION J: STUDENTS

      File JK

      BEREAVEMENT CONDOLENCES

      In the event of the death of a student of the Portage la Prairie School Division, the sympathy of the Board and Administrative Staff shall be expressed to the family of the deceased by way of an arrangement of flowers or other such means as may be appropriate.

      In the event of the death of a member of the immediate family of a student of the Portage la Prairie School Division, the sympathy of the school and the Division shall be expressed to the family as deemed appropriate by the Principal and staff of the school.

      See also: KDC

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