Communication and Concerns Process
Parents and Guardians are encouraged to communicate with us when they have questions or concerns. Please follow the communication protocol below.
Respectful & Effective Communication Reminders
Be Clear and Concise: Clearly communicate your main points to ensure your message is understood.
Express Feelings Sincerely and Thoughtfully: Share your thoughts with authenticity and respect.
Listen Actively: Engage with others’ perspectives, giving them your full attention.
Demonstrate Empathy: Show understanding and respect for others’ points of view.
Address Conflict Constructively: Be open to discussing challenges and finding common ground.
Seek Solutions Together: Approach difficulties as opportunities to collaborate and resolve issues.
KPDSB Communication Protocol for Responding to Parent/Guardian Inquiries
Step 1: Talk with your Child's Teacher or Extracurricular Supervisor/Coach
Your child's classroom teacher or extracurricular supervisor/coach is your first point of contact.
Step 2: Talk with your School Principal
If you have spoken to your child's teacher or extracurricular supervisor/coach and still have questions, contact the administration at your child's school. This may be your school's principal or vice-principal. They will work to gather facts from everyone involved in attempt to clarify the problem and resolve the matter as quickly as possible. Basic to every investigation is the Board’s expectation that employees and students will follow school and Board policies and procedures. Find your School
Step 3: Talk with Your School Superintendent
The Superintendent of Education responsible for your child's school can be reached if you still have questions or concerns after contacting the individuals identified in steps 1 and 2. The School Superintendent will review the matter as it relates to established Board policies and procedures and respond in a timely manner. Find your Superintendent of Education
Step 4: Talk with your Director of Education
Contacting the Director of Education should be the final step in this process and should only be taken once the above steps have been completed. The Director of Education will review the matter as it relates to established Board policies and procedures and respond in a timely manner. Find your Director of Education
The Role of Trustees
Trustees support the communication process between families/caregivers and the appropriate staff in order to provide information and direction. Families/caregivers may contact Trustees at any time and Trustees shall direct families/caregivers to the above process which should be followed when resolving any concerns, or to the appropriate person or step in the process, but shall not act as a representative of the families/caregivers. Find your Trustees
Expected Response Timeline
School boards, at a minimum, must ensure acknowledgement of a parent/caregiver inquiry within 2 business days. Boards shall make best efforts to provide an estimated date of response if an inquiry cannot be fully addressed within 5 business days of receipt.
If, after completing Steps 1 - 4, you are still not satisfied that the issue has been resolved at the local level, you may choose to contact the Office of the Ontario Ombudsman at www.ombudsman.on.ca