Protocol with External Agencies and Services

External agencies play an important role in supporting student well-being within KCDSB schools. This protocol outlines the procedures and expectations for regulated health professionals, social services professionals, and paraprofessionals providing services in school settings. It ensures that all services align with board policies and procedures, maintain student safety, and align with KCDSB's mission and values.

This protocol aligns with the Ministry of Education's Protocol for partnerships with external agencies for provision of services by regulated health professionals, regulated social service professionals, and paraprofessionals PPM 149: Protocol for Partnerships with External Agencies.

For a PDF version of this protocol please click here.

  
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Protocol with External Agencies and Contractual Services for the Provision of Services by Regulated Health Professionals, Social Service Professionals, and Paraprofessionals


Purpose:
The Kenora Catholic District School Board (KCDSB) supports collaborative relationships that are consistent with its vision and mission statements and existing policies and procedures. The intent of this protocol is to ensure External Agencies follow board procedures and operating standards while providing services within Kenora Catholic Schools. This protocol enables KCDSB to develop clear guidelines of service provision in schools, in the areas of regulated health professionals, Social Service Professionals, and Paraprofessionals.

All requests for mental health and rehabilitation services provided by External Agencies need to be approved by the Superintendent of Instructional Services, the Mental Health Clinical Supervisor (for mental health services), the Special Education Coordinator (for Rehabilitation Services and Psycho-Educational Services) and the Student Regulation and Engagement Lead (for Applied Behavioural Analysis services). This process will primarily focus on equitable services as well as ensuring the services are appropriate to be conducted in a school setting but also does not duplicate the work of school board staff.

This protocol is aligned with Policy/Program 149: Protocol for partnerships with external agencies for the provision of services by regulated health professionals, regulated social services professionals and paraprofessionals, Right time, right care: Strengthening Ontario’s Mental Health and addictions system of care for children and young people and Leading Mentally Healthy Schools by School Mental Health Ontario.

Definitions:
Publicly Funded External Agencies (equitable services) – An organization, external to the school Board, that employs regulated health professionals, regulated social services professionals and paraprofessionals. Publicly funded external agencies offer equitable service and not fee for services.

Private Practitioners (Fee for service) – Services retained and/or paid for by parents/guardians. The request for services has come from parents/guardians. They have not been requested by the Board.

Professional Student Services Personnel and Paraprofessionals
• Audiologists, 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
• Regulated Mental Health professionals as defined by the Psychotherapy Act, 2007
• Psychologists, and Psychological Associates, as defined by the Psychology Act, 1991
• Social Workers, as defined by the Social Work and Social Services Work Act, 1998
• Paraprofessionals as defined individuals with relevant post-secondary or on the job training, e.g., Child and Youth Counselors, Communication Assistants, Occupational Therapy Assistants.
• Other required professionals and/or paraprofessionals who are deemed by the school board to be essential for the delivery of programs and services for student with special needs.
• Any future regulated categories will be covered by this protocol.

Please note that Child Welfare Agencies do not fall under PPM 149, and therefore, are excluded from this protocol. Child Welfare Agencies are a Mandated Agency and are required by law to intervene. Below is a list of Child Welfare Agencies that are excluded from this protocol for the provision of providing mandated child welfare services. Please note this list is not exhaustive.

Anishinaabe Abinoojii Child and Family Services
Kenora Rainy River Child and Family Services
Kitapinoonjiimiinaanik Family Services
Shawendaasowin Family Services
Tikinagan Family Services
Wabaseemoong Child Welfare Authority

Guidelines
Prior to providing services in schools, all External Agencies must review this protocol and meet with the Board’s Superintendent as well as Board Support Staff with the relevant service portfolio to ensure compliance pertaining to service provision in schools.

This protocol applies to those situations where an External Agency is offering in-school program/service delivery within the KCDSB. This protocol does not apply to guest speakers, classroom presentations or assemblies.

External Agencies are not permitted to provide services to students in KCDSB schools unless the Board is satisfied that the External Agency responsibilities have been met prior to the commencement of service and until this protocol has been reviewed and signed on behalf of the External Agency and KCDSB representative. Review of the protocol will be the responsibility of the Superintendent of Education as well as KCDSB Student Support Staff with the relevant service portfolio.

In general, External Agencies do not have access to academic, personal and/or health related student information as contained in the student’s Ontario Student Record (OSR). Such information can only be obtained with informed consent from the parent/caregiver or adult student and in accordance with applicable legislation.

In Honour of Canada’s commitment to Truth and Reconciliation, KCDSB recognizes and greatly values that First Nations people have traditional practices that belong to specific families, communities and Nations. Out of respect for the Traditional Practices of First Nation groups, KCDSB is committing in ensuring services in schools do not attempt to appropriate the practices of others and support the respectful use of specific teachings, values and beliefs. Knowledge Keepers, Elders, wisdom translators are excluded from this procedure.

Regarding the provision of Mental Health Services, a strong focus will be on equitable services in Kenora Catholic District School Board.

Procedures
1. Screening Potential External Agencies
a. Prior to allowing service provisions in schools, the Superintendent of Instructional Services, in consultation with relevant KCDSB Student Support Staff will collect and review the following information to determine eligibility with External Agencies:
i. Description of the program or service to be offered
ii. Validation of external agency status
iii. Nature of the services to be provided
iv. Proof of insurance and confirmation External Agency staff are covered while working on KCDSB property (minimum of 2 million in liability insurance, including professional malpractice insurance)
v. Ensure staff have an updated Criminal Reference Check or Annual Offence Declaration as well as a vulnerable sector check. Proof of the Offence Declaration must be provided on the first day of school, each school year.
vi. Appropriate clinical supervision in place with name and qualifications of supervisor provided.
vii. Evidence of congruence with the Board’s mission, vision and values.
viii. Adherence to School Board standards of confidentiality, equity and the Ontario Human Rights Code.
b. For External Agencies who belong to a regulated professional College, evidence of current qualifications appropriate to the services to be provided and a declaration that services will be delivered in accordance with professional standards of practice is required.
c. For External Agencies who are unregulated (paraprofessionals), it is expected that they are supervised by a regulated health professional. The unregulated staff should provide the agency staff’s role, responsibilities, name and contact information of immediate supervisor, supervision plan with time and supervisor’s qualifications.

2. Provision of Services within a School Setting
School based mental health services are defined on a tier-based model. Tier 1 and 2 based services are proven to be conducive to be provided in a school setting. Tier 3 services are often not best suited to be provided in a school setting and should only be done when clinically warranted. As has been highlighted in School Mental Health Ontario’s Leading Mentally Healthy Schools “In Ontario, schools are the most common place children and youth receive mental health support. And while ideally positioned for mental health promotion, and prevention and early intervention services, schools are not well suited to provide intensive therapeutic intervention.” (Ontario Child Health Study, 2019)
a. There are several criteria that need to be considered prior to commencing with a Tier 3 or 4 level of service in a school setting:
i. Is it psychologically safe for this service to be provided in the school. For example, if the therapy is known to bring up painful feelings, is it safe to send the student immediately back to class after a session. Certain therapeutic modalities, such as trauma work, require a safe and quiet space. This modality can be very difficult for students and as such, from student safety perspective, this level of work is NOT best suited in a school setting.
ii. Schools are busy settings and cannot guarantee a quiet space for a variety of reasons. Will students be triggered by sudden loud noises (the bell, kids in the hallway, a fire alarm).
iii. Should an External Agency wish to provide Tier 3 services in a school setting, consultation should be done with the school Principal as well as the School Mental Health worker to ensure that appropriate plans are in place for the student. For example, not providing sessions in the middle of the school day. Should the school not be able to accommodate this request, the school has the right, in its sole discretion, to advise the External Agencies that they cannot provide the services in a school setting.
b. Services provided by External Agencies must work to complement not displace. Services by External Agencies should be intended to supplement and enhance (not to duplicate) the work of a school team.
c. Virtual mental health services by External Agencies for are not permitted in school settings.
d. Should a student present at risk or is presenting with any signs that a transition back to class will be difficult, External Agencies are required to ensure direct contact is made with the School Principal or designate. The External Agency will not leave a dysregulated student alone.
e. Supervision of students is the responsibility of the school board during school hours. However, External Agencies are required to ensure the safety and well-being of the student during the provision of services. External Agencies will ensure that student(s) will not be taken off school property during the provision of services. Exceptions can be made with parent/guardian consent and where the students sign out of the school.
f. For non-mental health services provided in the school setting, External Agencies must ensure they are providing the services they are mandated to provided and must not duplicate the work of Board Staff, including Speech Language Pathologists, Positive Behavioural Interventions and Supports Lead and Occupational Therapist.

3. Expectations of External Agencies when providing services in schools.
a. External Agencies are required to adhere to the following expectations prior to providing services to students in KCDSB Schools.
i. Each visit, all External Agencies must bring the appropriate identification.
ii. Consent/Confidentiality – Before any service is provided, it is important that written or verbal consent is obtained. Consent must be informed, and time-limited with parents/students being advised about the type of service offered, who is delivering it, the timelines involved and their ability to access information. In all circumstances, confidentiality must be maintained, subject to limited exceptions. Proof of parent consent that services will be provided during the school day is required. Should a student have capacity to consent and does not want their parent to be aware of services, the school is to be immediately notified of this. Such situations will be evaluated on a case-by-case basis.
iii. All External Agencies must follow the policies and procedures of the Kenora Catholic District School Board.

4. Access to School Buildings for Provision of Service
a. As stated above, External Agencies are responsible for ensuring all of their employees have an updated annual criminal record and vulnerable sector check, prior to being allowed in KCDSB schools. External Agencies are required to provide their own health and safety training, and the KCDSB may request confirmation of the training provided.
b. External Agencies must agree to follow all board protocols for school building entry and exit. Protocols may change in response to guidance from the Ministry of Education or the Northwestern Health Unit.

5. Safety Procedures
a. It will be the responsibility of External Agencies and External Agency staff to work with specific KCDSB administrators to learn school specific safety procedures including secure school, shelter in place and lockdown procedures.

6. Respectful Work Environments
a. KCDSB policies and procedures can be found on the KCDSB website and are applicable to all internal and external service providers, including:
i. AP 302: Code of Conduct
ii. AP 605: Visitors and General Public responsibilities: Health and Safety Procedures

7. Termination of Services
a. The Kenora Catholic District School Board reserves the right to discontinue access to External Agencies to provide service to students in the event there is any concern for student safety and/or if any of the protocols in this document are not adhered to.

8. Approved External Agencies for Provision of Services in KCDSB Schools
a. Below is a current list of approved External Agencies who can provide services in KCDSB schools.

KCDSB and External Agencies are required to review and sign this protocol on a yearly basis. Agencies not listed will require approval prior to provision of services being offered.

Lake of the Woods District Hospital - Addictions and Mental Health Program
NorCare
FIREFLY
Niigoni Kaapawiitang Nanadaamowin through Anishinaabe Abinoojii Child and Family Services
Wabaseemoong Child Welfare Authority
Kenora Chiefs Advisory
TinyEye Speech Therapy Services
William Creighton Support Team
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