The Ministry of Education provides Pupil Accommodation Review Guidelines and the Administrative Review of Accommodation Review Process to support the implementation of Pupil Accommodation Reviews in the Niagara Catholic District School Board.

The Board fosters student achievement and well-being for all students and ensures effective stewardship of its resources. One aspect of the Board’s capital and accommodation planning is reviewing schools that have underutilized space. The Board will examine a number of options to address available student spaces:

· examining the attendance boundaries and programs with adjacent schools in order to balance enrollment;

· offering leased space to a coterminous school board or community partners;

· consolidating space to realize operational efficiencies.

If the Board determines that none of these options is viable, the Board may determine that a Pupil Accommodation Review process takes place. This process could lead to a possible school consolidation and/or school closure. These decisions are made within the context of supporting student achievement and well-being by making the most effective use of its schools and funding.

PLANNING PRIOR TO A PUPIL ACCOMMODATION REVIEW

The Niagara Catholic District School Board will undertake long-term capital and accommodation planning informed by information obtained from local municipal governments and other community partners. Consideration will be given to long-term enrolment projections and planning opportunities for the effective use of space. The planning will take into account opportunities for partnerships with other school boards and appropriate organizations that are financially sustainable, safe for students and staff, and are consistent with the Mission, Vision and Values of the Board.

A school or group of schools may be considered for a Pupil Accommodation Review if one or more of the following conditions apply:

· The school or group of schools is, currently or projected to be, unable to provide a suitable and equitable range of learning opportunities for students;

· The school or group of schools has experienced or will experience an adverse impact on learning opportunities for students due to changes in enrolment;

· The school or group of schools could be organized to enhance program and learning opportunities for students;

· Teaching/learning spaces may no longer be suitable to provide the programs needed to serve the community and retrofitting may be cost prohibitive;

· Under normal staff allocation practices, it would be necessary to assign three grades to one class in one or more of the schools;

· One or more of the schools is experiencing higher building maintenance expenses than the average for the system and/or is in need of major capital improvements;

· In respect of one or more of the schools there are safety and/or environmental concerns attached to the building, the school site or its locality;

· The consolidation of schools is in the best interests of students and the system;

· It has been no less than five years since the inception of a study of the school by an Accommodation Review Committee, except where extenuating circumstances warrant such as an unexpected economic or demographic shift or a change in a school’s physical condition;

· Any other reason upon recommendation of the Director of Education and subject to the approval of the Board. Examples include, but are not limited to: unforeseen changes in funding, policy or legislation; a request from the community; etc.

ESTABLISHING AN ACCOMMODATION REVIEW

The Board may proceed to establish a Pupil Accommodation Review only after undertaking the necessary assessment of long-term capital and accommodation planning options for the school(s).

Initial Staff Report

Prior to establishing a Pupil Accommodation Review, the Initial Staff Report to the Board must contain at least one option addressing the accommodation issue(s) complete with the supporting rationale. There must be a recommended option if more than one option is presented. The Initial Staff Report must also include information on actions taken by Board including the supporting rationale for each option, School Information Profiles (SIPs) and the proposed Terms of Reference for the Accommodation Review Committee. The Initial Staff Report will recommend either a standard or modified Pupil Accommodation Review process, providing the rationale behind the decision.

The option(s) included in the Initial Staff Report must address the following:

· summary of accommodation issue(s) for the school(s) under review;

· where students would be accommodated;

· if proposed changes to existing facility or facilities are required as a result of the Pupil Accommodation Review;

· identify any program changes as a result of the proposed option;

· how student transportation would be affected if changes take place;

· if new capital investment is required as a result of the Pupil Accommodation Review, how the Board intends to fund the capital investment and a proposal on how students would be accommodated if funding approval is delayed, or does not become available;

· any relevant information obtained from municipalities and other community partners prior to the commencement of the Pupil Accommodation Review, including any confirmed interest in using the underutilized space;

· provide an approximate timeline for the implementation of the recommendation.

The Director of Education will present an Initial Staff Report to the Board identifying a school or group of schools in which challenges may be faced in providing a suitable and equitable range of learning opportunities for students, and in respect of which there may be a need to consider the possible consolidation, closure or major program relocation in respect of one or more schools.

The Initial Staff Report will be made available to the public and posted on the Board website following the Board’s decision to undertake an accommodation review.

NOTICE OF INITIATION OF A PUPIL ACCOMMODATION REVIEW

Following the date of the Board’s approval to initiate an accommodation review, Notice of Initiation shall be provided within five business days to the following parties involved in the review:

1. school Principal(s), Catholic School Council(s) and local Roman Catholic parishes;

2. lower and upper-tier municipalities through the Clerk’s Office;

3. community partners that expressed interest prior to the Pupil Accommodation Review;

4. the general public;

5. the Directors of Education of coterminous boards; and

6. the Ministry of Education through the office of the Assistant Deputy Minister of the Financial Policy and Business Division.

Notice of Initiation shall be communicated as follows:

1. the Niagara Catholic District School Board website;

2. local newspaper(s);

3. to the Principals and Catholic School Councils of the schools under review; and

4. the Clerks of lower and upper-tier municipalities and community partners.

Notice of Initiation will include an invitation to municipalities and community partners for a meeting to discuss and comment on the recommended option(s) in the Initial Staff Report.

The lower and upper-tier municipalities, as well as community partners that expressed an interest prior to the Pupil Accommodation Review, must provide their responses, if any, on the recommended option(s) in the Initial Staff Report a minimum of two weeks prior to the final public meeting.

ESTABLISHING AN ACCOMMODATION REVIEW COMMITTEE

After reviewing the Initial Staff Report, the Board may direct the formation of an Accommodation Review Committee (ARC) to lead the review of a group of schools or a single school.

Role of the Accommodation Review Committee

The Board will establish an Accommodation Review Committee (ARC) that represents the school(s) under review.

· The Accommodation Review Committee will act as the official conduit for information shared between the Board and the school communities.

· The Accommodation Review Committee may comment on the Initial Staff Report and may, throughout the pupil accommodation review process, seek clarification of the Initial Staff Report.

· The Accommodation Review Committee may provide accommodation options other than those in the Initial Staff Report; however, it must include supporting rationale for any option.

The Accommodation Review Committee members do not need to achieve consensus regarding information provided to the Board.

Membership of the Accommodation Review Committee

The Accommodation Review Committee will consist of the following persons:

1. A Superintendent of Education, or designate, who shall:

· coordinate appointments to the Accommodation Review Committee;

· ensure that staff resources are available to the Accommodation Review Committee to provide support;

· interpret and ensure compliance with the Pupil Accommodation Review Policy;

· ensure meeting records are kept;

· ensure attendance registers are maintained for all meetings, and;

· facilitate all Accommodation Review Committee meetings.

2. From each school:

· a parent/guardian representative chosen by their respective school communities;

· a student representative to represent the views of the student body;

3. A Priest or representative from each parish associated with the school(s);

4. Principals from each of the schools under review to;

· act as a resource;

· coordinate appointment of parent/guardian and student representative;

· ensure notices are posted in school communications and on the school website;

· arrange for space for Accommodation Review Committee meetings;

· arrange and coordinate school staff input; and

· respond to day to day inquires about the Accommodation Review.

5. Controller of Facilities Services, or designate, to act as a resource and compile feedback from the Pupil Accommodation Review process;

6. Any other individual as deemed necessary by the Board.

The Accommodation Review Committee will be deemed to be properly constituted whether or not all of the listed members are willing and able to participate.

Terms of Reference

The Board of Trustees will provide the Accommodation Review Committee with the Terms of Reference (Appendix A) that will include:

1. The Accommodation Review Committee’s mandate:

· the mandate of the Accommodation Review Committee will reference to the Board’s education and accommodation objectives and will reflect support student achievement and well-being while nurturing the distinctiveness of Catholic education.

2. The roles and responsibilities of the Accommodation Review Committee:

· to act as the official conduit for information between the Board and school communities;

· review the Initial Staff Report and other information presented by staff;

· provide feedback on the Initial Staff Report;

· provide other accommodation options with supporting rationale if desired.

3. The procedure to be followed during the Accommodation Review Committee meetings:

· The Accommodation Review Committee shall hold a minimum of two working meetings.

· The Accommodation Review Committee does not need to achieve a consensus regarding information provided to the Board.

Meetings of the Accommodation Review Committee

The Accommodation Review Committee will meet to review materials presented by Board staff, receive public input for consideration and provide feedback to Board staff for the Final Staff Report.

The Board will ensure that individuals from the school(s) under review and the broader community are invited to participate in the Pupil Accommodation Review process through consultation with municipalities local to the affected school(s), public meetings and public delegations.

Orientation Session

The Accommodation Review Committee will be formed following the Board’s consideration of the Initial Staff Report and prior to the first public meeting. Accommodation Review Committee members will be invited to an orientation session that will describe the mandate, roles and responsibilities and procedures of the Accommodation Review Committee.

School Information Profile (SIP)

Board staff will develop a School Information Profile (SIP) for each of the schools under review at the same point in time for comparison purposes as orientation documents to help the Accommodation Review Committee and the community understand the context surrounding the decision to include the specific school(s). The School Information Profile provides an understanding and familiarity with the facilities under review.

A facility, instructional and other school use profile will constitute the SIP. The SIP will include data for each of the following two considerations about the school(s) under review:

· value to the students; and

· value to the Board.

The Accommodation Review Committee may request clarification about information provided in the School Information Profile but it is not the role of the Accommodation Review Committee to approve the School Information Profile.

The SIP will include, at a minimum, the following data for the school(s) in the review:

Facility Profile:

1. School name and address.

2. Site plan and floor plan(s) (or space template) of the school with the date of school construction and any subsequent additions.

3. School attendance area (boundary) map.

4. Context map (or air photo) of the school indicating the existing land uses surrounding the school.

5. Planning map of the school with zoning, Official Plan or secondary plan land use designations

6. Size of school (acres or hectares).

7. Building area (square feet or square metres).

8. Number of portable classrooms.

9. Number and type of instructional rooms as well as specialized classroom teaching spaces (e.g. science lab, tech shop, gymnasium, etc.).

10. Area of hard surfaced outdoor play area and/or green space, the number of play fields and the presence of outdoor facilities (e.g. tracks, courts for basketball, tennis, etc.).

11. 10-year history of major facility improvements (item and cost).

12. Projected five-year facility renewal needs of school (item and cost).

13. Current Facility Condition Index (FCI) with a definition of what the index represents.

14. A measure of proximity of the students to their existing school, and the average distance to the school for students.

15. Percentage of students that are and are not eligible for transportation under the school board policy and the length of bus ride to the school (longest, shortest, and average length of bus ride times).

16. School utility costs (totals, per square foot, and per student).

17. Number of parking spaces on site at the school, an assessment of the adequacy of parking, and bus/car access and egress.

18. Measures that the school board has identified and/or addressed for accessibility of the school for students, staff, and the public with disabilities (i.e. barrier-free).

19. On-the-ground (OTG) capacity and surplus/shortage of student places.

Instructional Profile:

1. Describe the number and type of teaching staff, non-teaching staff, support staff, itinerant staff and administrative staff at the school.

2. Describe the course and program offerings at the school.

3. Describe the specialized service offerings at the school (e.g., cooperative placements, guidance counseling, etc.).

4. Current grades configuration of the school.

5. Current grade organization of the school.

6. Number of out of area students.

7. Utilization factor/classroom usage.

8. Summary of five previous years’ enrolment and 10-year enrolment projection by grade and program.

9. Current extracurricular activities.

Other School Use Profile:

1. Current non-school programs or services resident at or co-located with the school as well as any revenue from those non-school programs or services and whether or not it is at full cost recovery.

2. Current facility partnerships as well as any revenue from the facility partnerships and whether or not it is at full cost recovery.

3. Community use of the school as well as any revenue from the community use of the school and whether or not it is at full cost recovery.

4. Availability of before and after school programs or services (e.g. child care) as well as any revenue from the before and after school programs and whether or not it is at full cost recovery.

5. Lease terms at the school as well as any revenue from the lease and whether or not it is at full cost recovery.

6. Description of the school’s suitability for facility partnerships.

7. Parish locations, proximity to school and other considerations.

NOTICE OF PUBLIC MEETINGS

The Board will hold two public meetings to secure broader community consultation on the recommended option(s) contained in the Initial Staff Report. The Board may hold additional public meetings, if considered appropriate. Board staff will organize and facilitate the public meetings. For greater certainty, the public meetings will not be meetings of the Board of Trustees. Members of the Accommodation Review Committee may attend the public meetings held by the Board in accordance with this policy. If the members of the Accommodation Review Committee do not attend such public meetings, the meetings will proceed nonetheless.

Notice of the public meetings will be provided electronically to the school community, will be posted on the Board website and advertised in local community newspapers, including the date, time, location, purpose, name of contact and phone number.

Notice of the first public meeting will be provided no less than 20 business days in advance of the meeting ; excluded from the calculation will be school holidays such as summer vacation, Christmas break and March break, including adjacent weekends.

The first public meeting will be held no fewer than 30 business days after the Board of Trustees decides to conduct a Pupil Accommodation Review.

At a minimum, the first public meeting will address the following:

· an overview of the Accommodation Review Committee orientation session;

· the Initial Staff Report with recommended option(s); and

· a presentation of the School Information Profile(s).

The Final Public Meeting will be held at least 40 business days after the date of the First Public Meeting. Notice of the Final Public Meeting will be provided no less than 20 business days in advance of the meeting; excluded from the calculation will be school holidays such as summer vacation, Christmas break and March break, including adjacent weekends.

Final Staff Report

At the conclusion of the Pupil Accommodation Review process, Board staff will submit a Final Staff Report to the Board that will include the following:

· The recommended option(s) which may be amended from the Initial Staff Report;

· A proposed accommodation plan which contains a timeline for implementation, and,

· A community consultation section that records feedback from the Accommodation Review Committee, any public consultations, and any relevant information obtained from municipalities and other community partners prior to and during the accommodation review process.

Delegations to the Board

The Final Staff Report will be available to the public and posted on the Board website no fewer than 10 business days after the final public meeting and no fewer than 10 business days before public delegations.

After the Final Staff Report is presented to the Board, members of the public will be provided with an opportunity to provide feedback through public delegations to the Board of Trustees as per Board By-laws (100.1).

Board staff will compile feedback from the public delegations which will be presented to the Board of Trustees with the Final Staff Report.

Decision of the Board

Public notice of the meeting at which the Board will make its decision regarding the accommodation review will be provided electronically to the school community, will be posted on the Board website and advertised in local community newspapers, including date, time, location, purpose, contact name and number.

The Board will make the final decision regarding the future of the school(s). If the Board votes to close or consolidate a school or schools, the Board will outline clear timelines around when the school(s) will close and the transition plans.

Parents/guardians, staff and Catholic School Council members of the affected schools, municipalities and community partners will be informed, in writing , within five business days of the Board’s decision. The decision will also be posted on the Board website.

The Board has the discretion to approve the recommendation(s) of the Final Staff Report as presented, modify the recommendation(s) of the Final Staff Report or to approve a different outcome.

TIMELINES FOR THE PUPIL ACCOMMODATION REVIEW PROCESS (Appendix B)

As noted above, upon the Board’s approval to initiate a Pupil Accommodation Review, a Notice of Initiation will be completed within five business days.

After the Board’s approval to conduct a Pupil Accommodation Review, there must be no less than 30 business days prior to the first public meeting.

Beginning with the first public meeting, there must be no less than 40 business days before the final public meeting.

The Final Staff Report must be publicly posted no less than 10 business days before the opportunity for public delegations to the Board.

The final decision by the Board must not take place sooner than 10 business days after the public delegations to the Board.

Summer vacation, Christmas break and March break, including adjacent weekends, will not be considered part of the 5, 10, 30 and 40 business day periods.

MODIFIED ACCOMMODATION REVIEW PROCESS

In certain circumstances where the potential pupil accommodation options available are deemed by the Board to be less complex, a modified Pupil Accommodation Review process may be followed. The modified accommodation review process can be conducted if two or more of the following factors apply:

· Enrolment:

o An elementary school with an enrolment of less than 125 students for the current year and which is projected to remain below 125 for the next two years.

o A secondary school with an enrolment of less than 300 students for the current year and which is projected to remain below 300 for the next two years.

o A school with utilization rate of 65 per cent or lower. Utilization will be determined by dividing the school’s enrolment by the on-the-ground capacity of the school building.

· A school facility that is physically not suitable to serve the school community and;

o Where retrofitting may involve major capital investment or

o Where the Facility Condition Index (FCI) deems the school prohibitive to repair; or

o Where the school has a higher than average operating and maintenance costs.

· Distance to the nearest available accommodation:

o In the case of an elementary school review where the nearest available accommodation option is 10 kilometres or less from the school(s) under review; and

o In the case of a secondary school review where the nearest available accommodation option is 20 kilometres or less from the school(s) under review.

· When the Board is planning the relocation (in any school year or over a number of school years) of a program in which the projected enrolment constitutes more than or equal to 50 per cent of the school’s enrolment (calculation based on enrolment at the time of the relocation or the first phase of a relocation carried over a number of school years).

The modified Pupil Accommodation Review process is implemented in accordance with the remainder of this policy except for the following:

1. The Initial Staff Report must provide the rationale for exempting the school(s) from the standard Pupil Accommodation Review process;

2. No Accommodation Review Committee is required to be established; and,

3. A minimum of one public meeting must be held.

Upon the Board’s approval to initiate a modified Pupil Accommodation Review, written notice shall be provided within 5 business days to the following the following parties involved in the review:

1. school Principal and Catholic School Council(s);

2. lower and upper-tier municipalities through the Clerk’s Office or equivalent;

3. community partners that expressed interest prior to the modified pupil accommodation review;

4. the general public;

5. the Directors of Education of coterminous boards; and

6. the Ministry of Education through the office of the Assistant Deputy Minister of the Financial Policy and Business Division.

Such written notice will include an invitation to municipalities and community partners for a meeting to discuss and comment on the recommended option(s) in the Initial Staff Report.

The Initial Staff Report and SIPs will be made available to the public and posted on the Board website.

A public meeting will be announced through school newsletters, letters to the school community, the Board website and advertisements in local community newspapers, and will include date, time, location and purpose. The meeting will be held no sooner than 30 business days after approval to conduct a modified Pupil Accommodation Review.

Following the Public Meeting, Board staff will submit a Final Staff Report to the Board that will include a community consultation section containing feedback from public consultations, information obtained from municipalities and other community partners prior to and during the modified Pupil Accommodation Review. The Final Staff Report will be available to the public and posted on the Board website no fewer than 10 business days after the final public meeting and no fewer than 10 business days before public delegations.

The Board will allow the opportunity for members of the public to provide feedback on the Final Staff Report through public delegations to the Board per Board By-laws (100.1).

Board staff will compile feedback from the public delegations and submit such feedback to the Board to be included in the Director’s Report.

There will be no fewer than 10 business days between public delegations and the final decision of the Board.

The Board has the discretion to approve the recommendation(s) of the Director’s Report as presented, modify the recommendation(s) or approve a different outcome.

Should the decision to consolidate and/or close a school be made by the Board, a transition plan and timelines will be provided to all the affected school communities.

TRANSITION PLANNING PROCESS

If the Board decision is consolidation, closure, or program relocation, it is important that the integration of students and staff into their new school(s) is achieved in a way that is positive and supportive for the incoming and existing students and parents of the respective school communities.

This process of integration will be carried out in consultation with parents and staff. The Board will establish an Ad Hoc Transition Committee which will include Superintendent(s) of Education, school principal(s), Catholic School Council representative(s), teacher representative(s), student representative(s), Chaplaincy Leader(s), and appropriate Board staff.

The Transition Committee will identify the issues, needs and responsibilities related to the implementation of the school consolidation, will monitor progress on the transition, and communicate with stakeholders on a regular basis.

EXEMPTIONS FROM THE PUPIL ACCOMMODATION REVIEW PROCESS

The following outlines circumstances where the Board is not obliged to undertake a Pupil Accommodation Review in accordance with the Ministry of Education Pupil Accommodation Review Guidelines. In these circumstances, the Board will consult with local communities about proposed accommodation options for students in advance of any decisions by the Board.

· Where a replacement school is to be rebuilt by the Board on the existing site or built or acquired within the existing school attendance boundary as identified through the existing policies of the Board;

· Where a replacement school is to be built by the Board on the existing site, or built or acquired within the existing school attendance boundary and the school community must be temporarily relocated to ensure the safety of students and staff during the reconstruction as identified through Board policy;

· When a lease is terminated;

· When the Board is considering the relocation (in any school year or over a number of school years) of grades, or programs, where the enrolment in the grades, or programs, constitutes less than 50 per cent of the enrolment of the school (this calculation is based on the enrolment at the time of the relocation, or the first phase of a relocation carried over a number of school years);

· When the Board is repairing or renovating a school, and the school community must be temporarily relocated to ensure the safety of students and staff during the renovations;

· Where a facility has been serving as a holding school for a school community whose permanent school is under construction or repair;

· Where there are no students enrolled at the school at any time throughout the school year;

· Where an accommodation proposal does not involve a school offering elementary or secondary regular day school programs.

In the above circumstances, the Board will inform school communities about the proposed accommodation plans for students before a decision is made by the Board. The Board, through the Director of Education, will also provide written notice to each of the affected lower and upper-tier municipalities through the Clerks Department (or equivalent), as well as other community partners that expressed an interest prior to the exemption, and the Board’s coterminous school boards in the areas of the affected school(s) and to the Ministry of Education through the Assistant Deputy Minister of the Financial Policy and Business Division no fewer than 5 business days after the decision to proceed with an exemption.

ADMINISTRATIVE REVIEW OF THE ACCOMMODATION REVIEW PROCESS

The Ministry of Education has provided a process for an individual(s) to initiate a review of the Pupil Accommodation Review Process - Ministry of Education, Administrative Review of the Accommodation Review Process.

DEFINITIONS

Pupil Accommodation Review (PAR) : A process, as defined in a school board Pupil Accommodation Review policy, undertaken by a school board to determine the future of a school or group of schools.

Accommodation Review Committee (ARC) : A committee, established by a school board that represents the affected school(s) of a pupil accommodation review, which acts as the official conduit for information shared between the school board and the affected school communities.

ARC working meeting : A meeting of ARC members to discuss a pupil accommodation review, and includes a meeting held by the ARC to solicit feedback from the affected school communities of a pupil accommodation review.

Business day : A calendar day that is not a weekend or statutory holiday. It also does not include calendar days that fall within school boards’ Christmas, March, and summer breaks. For schools with a year-round calendar, any break that is five calendar days or longer is not a business day.

Consultation : The sharing of relevant information as well as providing the opportunity for municipalities and other community partners, the public and affected school communities to be heard.

Facility Condition Index (FCI) : A building condition as determined by the Ministry of Education by calculating the ratio between the five-year renewal needs and the replacement value for each facility.

Final Staff Report: The report to the Board at the conclusion of the PAR process made available to the public and containing community consultation section, feedback from ARC and public consultations, relevant information obtained from municipalities and other community partners prior to and during PAR, and recommended option(s), proposed accommodation plan and timeline for implementation.

Initial Staff Report: The report to the Board containing one or more options to address accommodation issue(s) including information on actions taken by Board staff prior to establishing PAR process and supporting rationale.

On-the-ground (OTG) capacity : The capacity of the school as determined by the Ministry of Education by loading all instructional spaces within the facility to current Ministry standards for class size requirements and room areas.

Public delegation : A regular meeting of the Board of Trustees where presentations by groups or individuals can have their concerns heard directly by the school board trustees.

Public meeting : An open meeting held by the school board to solicit broader community feedback on a pupil accommodation review.

School Information Profile (SIP) : An orientation document with point-in-time data for each of the schools under a pupil accommodation review to help the ARC and the community understand the context surrounding the decision to include the specific school(s) in a pupil accommodation review.

Space template : A Ministry of Education template used by a school board to determine the number and type of instructional areas to be included within a new school, and the size of the required operational and circulation areas within that school.

Utilization: Determined by dividing the school’s enrollment by its on-the-ground (OTG) capacity.

Niagara Catholic District School Board *PUPIL ACCOMMODATION REVIEW POLICY* ADMINISTRATIVE OPERATIONAL PROCEDURES
700 – Building and Sites	Policy No. 701.2

Adopted Date: April 28, 1998	Latest Reviewed/Revised Date: February 28, 2023

Meeting	Expectation	Date	Time
Submission of Initial Staff Report to the Board	· Board to consider initiation of a pupil accommodation review
Approval by Board to Conduct a Pupil Accommodation Review	· Notice of Initiation of Accommodation Review Process within 5 business days of initiation of pupil accommodation review
ARC Orientation Session	· Presentation of ARC Terms of Reference · Committee Member Roles/Responsibilities/Expectations · Review of ARC Mandate · Review of Initial Staff Report · Presentation and review of School Information Profile(s)
First ARC Working Meeting	· Tour of School(s) · Discussion of tour(s) · Feedback on Initial Staff Report · Preparation for Public Meeting Presentation
First Public Meeting	· No earlier than 30 business days following Board approval for a pupil accommodation review · Overview of ARC Orientation Meeting and tour(s) · Review of Initial Staff Report · Presentation of School Information Profile(s) · Receive public input
Second ARC Working Meeting	· Review Feedback from First Public Meeting · Provide input for Final Staff Report · Second Public Meeting preparation
Input from lower and upper-tier municipalities and community partners on Initial Staff Report	· To be received a minimum of 10 business days prior to Final Public Meeting
Final Public Meeting	· No earlier than 40 business days from the First Public Meeting · Review ARC Process to date · Presentation of community and committee feedback · Receive Public input · Discuss ARC Timelines
Third ARC Working Meeting	· Consider Feedback from Second Public Meeting · Finalize input for Final Staff Report to Trustees
Preparation of Final Staff Report	· In a timely manner

Final Staff Report	· Available no earlier than 10 business days following the Final Public Meeting and no earlier than 10 business days prior to Board meeting for public delegations
Board Meeting for Public Input through delegations	· As scheduled by the Board · Notice of Board Meeting based on timelines outlined in Board By-Laws
Final Staff Report including input from Public Delegations at Board Meeting to Committee of the Whole	· Date to be determined by Board
Board Meeting to decide accommodation	· No earlier than 10 business days after the Board meeting for public input through delegations · Notice of Board Meeting to decide accommodation provided in advance · Accommodation decision to be approved by Board
Notice of decision on accommodation	· Public to be notified within five business days of decision by Board of Trustees

Meeting	Expectation	Date	Time
Submission of Initial Staff Report to the Board	· Board to consider initiation of a modified accommodation review
Notice of Initiation to public of Modified Accommodation Review Process	· Within 5 business days of initiation of Modified Accommodation Review Process · Initial Staff Report and School Information Profile will be made available to the public
Input from lower and upper-tier municipalities and community partners	· To be received a minimum of 10 business days prior to Public Meeting
Public Meeting	· No earlier than 30 business days after Board approval to conduct modified pupil accommodation review process · Review of Initial Staff Report · Presentation of School Information Profile(s) · Receive public input
Final Staff Report	· Final Staff Report to be posted a minimum of 10 business days prior to Board Meeting for public input through public delegations
Board Meeting for Public Input through delegations	· As scheduled by the Board · Notice of Board Meeting for Public Input through Delegations
Final Staff Report including public input from delegations presented to Committee of the Whole	· To Board of Trustees t through Committee of the Whole
Board Meeting to decide accommodation	· No earlier than 10 business days after public delegations · Public to be notified of meeting in advance
Notice of decision on accommodation	· Public to be notified of decision of Board of Trustees within 5 business days of decision