Special Education Advisory Committee (SEAC) Delegation and - PDF document

Special Education Advisory Committee (SEAC) Delegation and Presentation Protocol Updated August 2012 Definitions A delegation – includes a representative or representatives of a group or organization, who form a deputation to present information about a concern that falls within the SEAC mandate A presentation – arises from a need by members of SEAC for information on a topic that is of relevance to SEAC business Subject Matter Delegations and presentations must relate only to those areas that fall within the SEAC mandate as outlined in Regulation 464/97: The Special Education Advisory Committee: • makes recommendations to the board with respect to any matter affecting the establishment, development and delivery of special education programs and services for exceptional students of the board; • participates in the board’s annual review of its special education plan; • participates in the board’s annual budget process as it relates to special education • reviews the financial statements of the board as they relate to special education It should be noted that delegations and presentations may not be used to focus on the specific details of an individual case. Their purpose is to provide relevant information to the SEAC members on a topic or issue of importance to them in fulfilling their mandate. Requests to Appear at a SEAC Meeting Requests for any kind of delegation or presentation to appear before SEAC must be submitted in writing (by letter, fax or email) to the SEAC Liaison Officer by 4:00 p.m. ten working days before the date of the next SEAC meeting. Upon receipt of the written request for either a delegation or presentation, the SEAC Liaison Officer will forward the information to the SEAC Chair, who will decide to accept or decline the request and will notify the applicant of the decision. The Chair may decide to bring a submitted request to SEAC before a final decision is made to hear a delegation at a SEAC meeting. Written requests for delegations must include: o the name(s) of the presenter(s) and complete contact information o the name of the organization or group being represented o a brief description of the focus of the success story or issue and any background information o a description of action that has already been taken with the board and the result o desired action for the SEAC to consider (the intended goal of the delegation) o an advance copy of the presentation (paper or electronic) for distribution to the SEAC members for their reference o details about needed equipment or other requirements for presentation purposes (i.e. AV, computer, projector, etc.)

Written requests for Presentations must outline: o the nature of the information being sought with suggestions for possible presenters o the proposed presentation’s relevance to current SEAC priorities Limitations and Restrictions The length of time allotted for a delegation will be 5 minutes and for presentations 15 minutes , unless additional time is granted in advance by the SEAC Chair. SEAC will hear a maximum of three delegations/presentations at any one meeting. The Chair’s discretion will be used in this determination and will depend on the amount of time available in the agenda and on the timeliness, urgency and relevance of the issues being covered. Following any kind of presentation, SEAC members may ask brief questions for clarification only, for a period of time that is at the discretion of the Chair. Delegates may speak once only on any particular matter.

Request for a Delegation to SEAC SEAC welcomes your input. Please complete this form in order to help us to prepare adequately for your presentation. Please submit this form to the SEAC Liaison Officer ( Margo Ratsep ) at least ten working days before the desired SEAC meeting. By fax to: (416) 393-8959 By email to: margo.ratsep@tdsb.on.ca By mail to: Margo Ratsep Toronto District School Board Special Education and Section Programs 5050 Yonge Street, 2 nd Floor Toronto, Ontario M2N 5N8 Written requests for delegations must include: The name(s) of the presenter(s) and complete contact information: The name of the organization or group being represented (if applicable): A brief description of the focus of the success story or issue and any background information: A description of action that has already been taken with the board and the result: The desired action for the SEAC to consider (the intended goal of the delegation): Specific details about needed equipment or other requirements for presentation purposes (i.e. AV, computer, projector, etc.): An advance copy (hard or electronic) of the presentation would be appreciated, for distribution to the SEAC members for their reference during the presentation.