Protocol For Collaboration Agreement With External Agencies For Provision Of Services - Regulation

The purpose of this procedure is to provide direction in the implementation of PPM 149, September 25, 2009 - Protocol for Partnerships with External Agencies for Provision of Services by Regulated Health Professionals, Regulated Social Service Professionals, and Paraprofessionals.

The Durham District School Board (DDSB) supports Collaboration Agreements that are consistent with its vision and mission statements and existing policies and procedures. A Collaboration Agreement is recognized as a mutually beneficial and supportive arrangement between the DDSB and an External Agency providing Services by Regulated Health Professionals, Regulated Social Service Professionals, and Paraprofessionals. The intent of these Collaboration Agreements is to foster continuous improvement in the delivery of programs and services for all students, including students with special needs. Collaboration Agreements must enhance and supplement but not duplicate the delivery of services of DDSB professional student support services staff and/or paraprofessional staff and not violate collective agreements.

External Agency

An organization, not internal to a school board, that employs regulated health professionals, regulated social 
services professionals and paraprofessionals.

Regulated Health Professional, Regulated Social Service Professionals and Paraprofessionals

• audiologist, as defined by the Audiology and Speech-Language Pathology Act, 1991
• speech-language pathologists, as defined by the Audiology and Speech-Language Pathology Act,1991
• occupational therapists, as defined by the Occupational Therapy Act, 1991
• physiotherapists, as defined by the Physiotherapy Act, 1991
• psychologists, as defined by the Psychology Act, 1991
• psychological associates, as defined by the Psychology Act, 1991
• social workers, as defined by the Social Work and Social Service Work Act, 1998
• other regulated professionals and/or paraprofessionals who are deemed by the school board to be essential for the delivery of programs and services for students with special needs
• any future regulated categories will also be covered by this protocol

Collaboration Agreement

A formal, written document that enables the DDSB to form agreements with External Agencies in the areas of Regulated Health Professionals, Regulated Social Services Professionals and Paraprofessionals.

Responsibility

The Superintendent of Education/Special Education/Grove shall be responsible to oversee this procedure.

DDSB Collaboration Agreement Committee

The DDSB Collaboration Agreement Committee will be established and will convene at least semi-annually to identify potential new partners, review appropriate administrative mechanisms related to completing a formal Collaboration Agreement and review current Collaboration Agreements. This committee will be chaired by the Superintendent of Education/Special Education/Grove or designate. Membership will include the three Chiefs of Services (Psychology, Speech-Language Pathology, Social Work), Partnership Development Coordinator (Grants) and an administrator.

Programs and Services Information

Professional support services and paraprofessional staff provide diverse and flexible services to enable 
students to reach their full potential. The supports are essential for the delivery of programs and services for all students and particularly those with special needs. A description of services delivered by board staff and 
examples of programs delivered in collaboration with External Agencies, can be found at: ddsb.durham.edu.on.ca/DDSBmain.htm

Collaboration Agreements will be most relevant and pertinent when developed in a coordinated effort between school staff, professional support services staff and External Agencies. Seeking input from students and parents is encouraged as they can typically speak directly to the relevance and interest in support programs and services. Even in situations where school based programs have been previously developed and implemented in other DDSB schools, consideration for individual school preferences should be given.

The starting point for development of Collaboration Agreements should be a collaboration between External 
Agency personnel and the school principal, DDSB professional support services and other relevant school staff. 
Note that a single Collaboration Agreement could involve a series of DDSB schools. In situations where a 
program has been previously implemented in DDSB schools, the Collaboration Agreements should be reviewed and tailored to the specifics of a school(s). 

Questions regarding the suitability or possibilities of a Collaboration Agreement should be directed as follows:

• Mental Health Collaboration Agreements - Chief Psychologist or Chief Social Worker
• Speech and Language Collaboration Agreements - Chief Speech-Language Pathologist

School principals wishing to pursue the development of a collaboration agreement should direct External 
Agencies to the Partnership Development Coordinator (Grants) who will take the lead in drafting Collaboration Agreements with External Agencies.

Collaboration Agreements will be approved by the DDSB Collaboration Agreement Committee prior to any 
implementation. 

Collaboration Agreements must be in keeping with the DDSB’s Strategic Directions: Durham Directions, Our 
Plan for Student and School Success 2009-2013 and existing policies and procedures.The principal is responsible for the organization and management of the school, per the Education Act.
Principals should consult with the DDSB Chief Psychologist, Chief Social Worker, and Chief Speech-Language Pathologist regarding issues of professional conduct, service delivery and quality assurance.

In the event that a disagreement or dispute between the parties occurs, a joint advisory committee will be 
convened. The committee will consist of no less than three representatives from the DDSB and no less than 
three representatives of the External Agency.

All staff from External Agencies must agree to adhere to the Board’s standards of confidentiality, equity, safe 
schools, suspected child abuse reporting and human rights.

The related policies, procedures and regulations include but are not limited to the following:

Procedure: Use of School Space by Outside Agencies During School Hours
Procedure: Third Party Payment for In-Classroom Student Support 
Policy: Partnerships, Sponsorships and Donations
Regulation: Partnerships, Sponsorships and Donations
Policy: Criminal Background Checks
Procedure: Guidelines for the Collection of Criminal Background Checks
DDSB Developing Partnerships: A Bluep

Description of External Agency

Provide the name, address, mandate, and validation of status of the External Agency.

Description of Program/Services

Describe the program/services goals and expected outcomes. Include information on the following: format (e.g., group, classroom, or school wide), specific grades, resources required (space, materials, etc...), program time lines, and contact person.

Provide evidence of congruence with the DDSB’s Strategic Directions: Durham Directions, 
Our Plan for Student and School Success 2009-2013 found at: http://ddsb.durham.edu.on.ca/DDSBmain.htm http://www.ddsb.durham.edu.on.ca./

Detail any needs for space and material resources by the External Agency. Staff requirements for accommodations should be identified. Space for DDSB staff to execute their duties will be allocated prior to offering space to External Agencies.

Informed Consent

In cases where a student is to be withdrawn from regular classroom services, procedures for obtaining informed consent and a sample of the informed consent documentation is required. In cases of whole classroom support, a copy of a letter informing parent/legal guardian(s) and/or student who is of age of the services to be provided is required.

Criminal Background Checks - Vulnerable Sector Screening

To comply with Regulation 521/01 "Collection of Personal Information" under the Education Act, the External Agency covenants and agrees to provide the Ontario Education Services Corporation (OESC), or such other entity as the DDSB may designate, with consent to perform a criminal background check including Criminal Code (Canada) convictions, pardoned sexual offenses, records of convictions under the Controlled Drugs and Substances Act, Narcotic Control Act and Food and Drugs Act and all outstanding warrants and charges for every individual who may come into direct contact with pupils on a regular basis. The OESC-issued Identification Card must be worn by External Agency staff members when they are at the Schools. The OESC Identification Card is valid for a period of three years. 

Provincial organizations that provide services to schools and have standards and practices in place which meet the requirements of Regulation 521/01 may present a valid photo identification card from the provincial organization in lieu of the OESC identification card.

The following organizations are in this category:

Public Health Departments
Victorian Order of Nurses
Community Care Access Centres
Children’s Mental Health Ontario
Provincial Schools Authority
Day Nurseries
Children’s Aid Societies
St. John’s Ambulance
Big Brothers
Big Sisters

Under the terms of the Agreement, the DDSB has sole and unfettered discretion to prohibit External Agency staff members from entering the Schools and to terminate the Agreement if the External Agency fails to obtain or renew the OESC Identification Cards according to the DDSB Policy on Criminal Background Checks.

All costs associated with obtaining criminal background checks are paid by the External Agency.

Proof of Insurance

External Agencies must provide a certificate of insurance, naming the DDSB as an additional insured, evidencing General Liability as well as Professional Liability in the amount of five million ($5,000,000.00) and to include cross-liability and severability of interest as well as 30 day cancellation notice clause.

Qualifications/Supervisory Relationships

External Agency staff who are members of a regulated professional college must include: current qualifications as relevant to the services to be provided, current membership in the relevant regulated college and declaration of delivery of services in accordance with professional standards of practice.

External Agency staff who are paraprofessionals must include: evidence of work under the clinical supervision of staff from the External Agency who currently holds membership in the relevant regulated college and details of the paraprofessional’s role, responsibilities, name of immediate supervisor, supervision plan with time and supervisor’s qualifications. Supervision of paraprofessionals from External Agencies to be provided by staff from External Agencies, who are members in the relevant regulated college.

Evaluation

The DDSB and External Agencies must collaborate on the evaluation of programs and services provided as a component of the yearly review. Proposed methods of evaluation along with proposed tools should be included with the Collaboration Agreement.

Fees or Payment

Statement of any fees or payment is required prior to the approval of the Collaboration Agreement.

Termination

The terms of termination should be specified in each Collaboration Agreement. It will also be agreed that the External Agency or DDSB may terminate the Collaboration Agreement by giving thirty days written notice. 

In the event the DDSB becomes unable to provide the Space to the External Agency for reasons beyond its control, including but not limited to Acts of God, labour dispute, emergency or other unforeseen contingency, all obligations of the DDSB to the Agency shall immediately be suspended, to recommence if reasonably feasible when the period of disruption ends, or subject to termination of all obligations by the DDSB if, in its sole discretion, recommencement is no longer reasonably feasible.

It will be understood that the Principal or DDSB may refuse access to the school premises by the External Agency staff at any time.

Research

The DDSB will consider opportunities to collaborate with institutions, agencies and individuals in the conduct of research which benefits the pupils and employees of the DDSB as well as the community at large. Research requests shall be made in writing to the DDSB Research Advisory Committee, giving details of the proposal as outlined in the research application form. For further information see: http://www.ddsb.durham.edu.on.ca./www.ddsb.durham.edu.on.ca