Policies and Procedures

be on time, in class and in uniform

Student Attendance Policy

St. Ignatius of Loyola Catholic Secondary School actively encourages and promotes regular attendance. Educational research has consistently shown that a student’s progress and academic success are closely related to regular attendance and participation in the day to day activities of the school.
Students are expected to be in attendance at all classes in order to participate in extra-curricular activities. Failure to comply may result in a student not being allowed to participate.

Our automated phone and e-mail systems will keep parents informed of student absences.

Although trips and vacations may provide diverse learning experiences, the school does not support travel or vacations during class time. The content covered in each course is important and requires daily attendance. While parents may choose to travel during the school year, the time missed from class is recorded as an absence and counted in the total absence record for the semester. A significant number of absences may place a student’s mark and credit in jeopardy. Also, assessment and evaluation become problematic. Prior to the trip, the student should consult with his/her teachers and make notes on what will be covered in each course. Any assignments that are due while he/she is away should be completed and handed in prior to the trip to ensure they are accepted.

Students who are missing 5 or more days of class time are required to fill out an Extended Absence Form and have it completed by their teachers and Vice Principal.  These forms are available in the Attendance Office.

Student Absences

Parents and Guardians, there are 3 ways to report your child’s absence using Using the SafeArrival Student Attendance Management System

All students must always sign in and out at the Attendance Office when arriving late or leaving early even if their parents have notified the office. Students should have a dismissal slip from the Attendance Office prior to attending the class they will be dismissed early from.

All absences from school must be justified by parents or guardians.

  1. If a student becomes ill while at school, he/she must report to the Attendance Office immediately.
  2. Students who miss class, without an acceptable reason from their parent/guardian prior to the absence, will be recorded as truant.
  3. All medical certificates submitted must be date specific and must be submitted directly after the absence.
  4. Missed Examinations, Culminating Activities, Tests and Assignments:
  5. Students are responsible for all course work and assignments while absent.
    1. i) Any examination and/or culminating activity missed that is validated by a doctor’s note may be rescheduled.
    2. ii) Any examination or culminating activity missed due to vacation or truancy will not be rescheduled, and may be assigned a mark of zero (0).
    3. iii) Any test missed due to illness may require a parent note acknowledging that a test has been missed and, in addition, may require a doctor’s note to be rescheduled.
  6. All notification of absence due to vacation or family trip should be submitted in writing to the Vice Principal.
  7. Senior students with excessive truancies or unexplained absences in any course may be removed from that course.

Late Policy

1–3 Occurrences

  • Subject teacher speaks with student.
  • First 20 minutes student admitted to class.
  • After 20 minutes student NOT admitted to class and late treated as a truancy. Student reports to Attendance Office.

4 Occurrences

  • Teacher contacts home.

5 Occurrences

  • Referral to Vice-Principal with Late Record Form (tracking sheet). Student not admitted to class. Parental contact. “Late No Class”.

6 Occurrences

  • Detention issued by Vice-Principal; student may be withdrawn from all classes for the entire day.

7  Occurrences

  • Student not admitted to class. Parental contact by Vice-Principal. Report to the Attendance Office.

8+ Occurrences

  • Student may be suspended for habitual lates.

Note: Staff will exercise discretion in cases of extenuating circumstances.

Academic Dishonesty

Academic honesty is an essential part of teaching and learning.  The Halton Catholic District School Board is committed to assessment and evaluation practices that are grounded in the belief that all students will demonstrate their learning in an environment that reflects the Catholic values of fairness, equity and respect for all.  Loyola’s procedure on academic dishonesty is consistent with the guidelines established in:

It is the responsibility of students to be academically honest in all aspects of their schoolwork so that the marks they receive are a true reflection of their own achievement. Academic dishonesty is a serious offense and it is imperative that students understand what it entails and its potential consequences.  It is the responsibility of school staff to communicate to students that academic honesty is required in all aspects of their work.

Terms & Definitions:

TermDefinition
CheatingIs the attempt to gain an unfair advantage in an academic evaluation which may misrepresent the demonstration of a student’s learning or the learning of others. This includes but is not limited to: Using apps to translate your work (i.e. for French class or definitions)Using math apps that provide you with the answer.Accessing unapproved materials (cheat sheet, computer, phone, etc.) during a test.
PlagiarismRefers to representing someone else’s ideas, writing or other intellectual property, whether published, unpublished or posted electronically, attributed or anonymous, as one’s own without proper acknowledgement, reference or citation.
CollusionRefers to supporting academic misconduct by another student, for example allowing one’s work to be copied or submitted for assessment by another.
Examples-Copying someone else’s codingCopying and submitting someone else’s homework questions and submitting them as your own.Helping another student by providing them a copy of your work.
Duplication of WorkIs the presentation of work for multiple assessments.Submitting the same work/assignment in multiple classes for multiple evaluations.

All stakeholders have a responsibility to ensure a common understanding of the concepts and definitions embedded in the procedure, the range of supports available to promote academic honesty, the skills and strategies used to prevent cheating and plagiarism and the continuum of responses and consequences for academic dishonesty.

StudentsTeachersParents/GuardiansAdministration
Ensure work submitted is your original creation and sources are cited appropriately.
Seek guidance if you are unsure if you are acting with academic honesty.
Ensure on collaborative assignments each person’s work is produced independently.
Keep and submit process work to demonstrate your learning over time.
Provide direct instruction regarding academic dishonesty throughout the course. 
Provide subject specific examples of various forms of academic dishonesty.
Include a statement on academic dishonesty on the course outline.
Model practices of academic dishonesty throughout your course.
Monitor student progress and provide ongoing feedback.
Collect and track evidence of learning to determine if students are prepared and have the required skills to provide evidence of their learning.
Collect and evaluate process work as part of the assessment.
Inform students and parents if you are using submission software to review student work.
Use submission software to promote student self-monitoring and ensure student work is original.
Where possible, ensure assessments are completed under direct teacher supervision.
Follow the school policy on academic dishonesty and ensure ongoing communication with parents and administration.
Support your child(ren) in developing time management skills.
Review the various forms of academic dishonesty and potential consequences with your child(ren).
Partner with teachers to promote the responsible creation of individual work.
Promote and value the learning process over grades.
Encourage your child to speak with their teacher if the content is not understood prior to the due date of the assessment (not the night before or day of).
Explain the school and Board policy on academic dishonesty and plagiarism to all students.
Ensure all stakeholders understand the potential consequences and process.
Make the procedure available to parents and students- school website.
Consistently use software designed to detect plagiarism.
Communicate with parents regarding instances of academic dishonesty and consequences.

Preventing academic dishonesty is a shared responsibility that requires

When a teacher suspects a student of committing academic dishonesty, they will:

-Discuss the matter with the student involved
-Define and explain the evidence of academic dishonesty and plagiarism in the student’s work to ensure the student understands why his/her academic honesty is being questioned
-In the event of an incident that may have an impact on a student’s success, inform administration and the parent/guardian
-Review the direct instruction provided regarding academic honesty
-Review the process support provided by the teacher
-Teachers will refer the  incident to administration to speak with the parent and student to review the process and determine next steps
-This is a cumulative policy and does not apply to each course
First IncidentSecond IncidentThird Incident
Your teacher will inform you as to which parts of the assignment have been plagiarized. You will be assigned a zero for the plagiarized portion and given an opportunity to resubmit an alternate assignment at the discretion of your teacher.Marks may be awarded for the resubmitted assignment.Parents and administration will be notified.The incident will be tracked by administration and you will be required to complete an activity on academic dishonesty.Your teacher will inform you as to which parts of the assignment have been plagiarized. You will receive zero on the entire assignment.Parents and administration will be notified.The incident will be tracked by administration and you will be required to complete two detentions.You will be required to complete an assignment on academic honesty.Your teacher will inform you as to which parts of the assignment have been plagiarized. You will receive zero on the entire assignment.Parents and administration will be notified.The incident will be tracked by administration.You will be suspended and required to complete a reflection paper on academic dishonesty and how it impacts the moral tone of the school.

References

Bishop Reding Assessment, Evaluation & Reporting Guidelines

Growing Success: Assessment, Evaluation and Reporting in Ontario Schools

HCDSB Procedure VI-55- Assessment and Evaluation: Academic Dishonesty and Plagiarism

Holy Trinity CSS Assessment & Evaluation Policy

Holy Trinity CSS Late & Missing Assignment Policy

Learning for All – A Guide to Effective Assessment and Instruction for all Students, Kindergarten to Grade 12

Ministry of Education Code of Conduct – Policy/Program Memorandum No. 128

St. Thomas Aquinas Assessment Policy

York Region School Board, Academic Honesty Policy

Late & Missing Assignments & Assessments

Purpose:

Staff at Loyola seek to educate the whole person by offering challenging academic programs which respond to the changing needs of our community and reflect our strong Catholic faith.  Our approach is to work collaboratively with all stakeholders including administration, staff, students and parents/guardians to ensure fairness, equity and transparency of assessment and evaluation practices. St. Ignatius of Loyola Catholic Secondary School is committed to creating an equitable culture of high achievement for all students.  Assessment and evaluation are integral components of the teaching and learning process that informs instruction and provides feedback to help ensure success for all.  

Procedure:

Our procedure is in alignment with the Halton Catholic District School Board Operating Policy II-46 and the Ontario Ministry of Education Growing Success Document (2010).  

According to the Ministry of Education Code of Conduct – Policy/Program Memorandum No. 128:

Teachers are expected to:

  • Help students work to their full potential and develop a sense of self-worth
  • Communicate regularly and meaningfully with parents

Students demonstrate respect and responsibility when they:

  • Come to school prepared, on time and ready to learn
  • Follow established rules and take responsibility for his or her own actions

Parents/Guardians fulfill their role when they:

  • Show an active interest in their child’s school work and progress
  • Communicate regularly with the school
  • Show they are familiar with the school rules
  • Ensure that their child attends school regularly and on time
  • Promptly report to the school their child’s absence or late arrival

In an effort to improve student learning, promote continued excellence in Catholic education and develop a culture of responsibility, each stakeholder has a set of responsibilities.

AdministrationTeachersStudentsParents
Develop clear and consistent procedures to support assessment and evaluation.
Seek teacher, student and parent feedback on school procedures.
Ensure procedures are widely communicated: school website, course outlines, grade level assemblies, announcements, etc.
Ensure consistency in the application of school procedures while recognizing mitigating circumstances.
Provide students with an overview of tasks and approximate deadlines early in the semester.
If a student informs you that they will be away for 5 or more days, send them to the Attendance Office to complete the Extended Absence Form.
Support students in developing time management and planning skills.
Discuss late and missed assignment procedures with students, early in the semester.  Post information on the course outline and class website.
Return assessment and evaluation in a timely manner to provide the students with feedback to promote growth and learning.
Ensure regular and meaningful communication with parents throughout the semester including notifying parents when work is not submitted
Ensure that mark deductions will not result in a percentage mark that, in the professional judgement of the teacher, misrepresents the student’s actual achievement.
Arrive to class prepared, on time, and ready to learn.
Submit assessment and evaluation activities on the assigned date or within the time frame specified by the teacher.  
If absent on the day an assignment is due, personally submit the assignment on the first day back at school or at the discretion of the teacher.  
If absent because of a family vacation, all assignments must be submitted prior to leaving, or other arrangements must be in place with the teacher one week prior to departure.
Complete the Extended Absence Form from the Attendance Office if you are missing 5 or more days of school.
Familiarize yourself with school procedures regarding late assignments saying you didn’t know is not sufficient.
Ask for help if you need support or clarification.
Understand that the  due date of an assignment is set at the discretion of the teacher in consultation, where appropriate, with the students.
Ensure open and ongoing communication among parents, teachers and students.
Ensure absences are communicated with teachers well in advance.
Ensure vacations are not planned during the school year- especially during culminating and exam times.
Ensure an Extended Absence Form from the Attendance Office is completed if your child(ren) is/are going to miss 5 or more class days.
Understand that the failure to submit an assignment, or be absent for a test or presentation may result in a mark of zero being assigned.
Understand that certain deadlines are absolute because of professional responsibilities and deadlines (E.g. report cards).
Familiarize yourself with school procedures regarding late assignments and have conversations with your child(ren) about the procedures and school supports available.

Late & Missing Assignments:

At St. Ignatius of Loyola Catholic Secondary School, our expectation is that all assignments are submitted on time and completed to your best ability. When assignments are not submitted on time, the following steps will be put into place:

  • Teacher and Student will establish a late contract; the assignment may change.
  • The late contract will be reviewed with the teacher & student – both will sign.
  • A copy of the contract will be emailed to the student, parents and administrators.
  • If the contract is not fulfilled, a mark of zero may be issued. A conversation with administration is required to issue a mark of 0.

Please Note:

  • Some deadlines are absolute, e.g. the teacher needs to submit final grades for reporting by a given date.
  • A record of lateness will be kept and reported as part of the student’s Learning Skills and this will be reflected on the student’s final report card.
First Late AssignmentA late contract will be completed by the student and the teacher.  A copy of the contract will be emailed to the student, parent and administration.  The instance will be documented.
 An email from the parent acknowledging the contract and next steps is required.
Second Late AssignmentA late contract will be completed by the student and the teacher.  A copy of the contract will be emailed to the student, parent and administration.  The instance will be documented.
An email from the parent acknowledging the contract and next steps is required.
The student will be required to complete an additional assignment on time management and planning.  A detention will be assigned to facilitate this and administration will be involved.
Third Late AssignmentA late contract will be completed by the student and the teacher.  A copy of the contract will be emailed to the student, parent and administration.
An email from the parent acknowledging the contract and next steps is required.
The student will be required to complete an additional assignment on time management and planning.  Progressive discipline will escalate.

Performance Tasks (Tests, Presentations, Labs):

 At St. Ignatius of Loyola CSS, our expectation is that students are present, prepared and on time for tests, labs and presentations. If a student misses a test, presentation, or lab, the following will be put into place:

  • Teacher and Student will agree on the new date for the missed assessment. If the student does not meet the new deadline, a mark of zero may be issued. 

The following process will be implemented and tracked by administration.  These instances are not per class. 

First Missed Performance TaskThe student will be given the opportunity to write an alternative task on the date of return or at the teacher’s discretion.
Second Missed Performance TaskThe student will be sent to see the Vice-Principal; contact home will be made, a doctor’s note will be required for additional missed performance tasks.  The student will complete the task at a time and place determined by administration.
Third Missed Performance TaskThe student will be sent to see the Vice Principal, contact home will be made, a doctor’s note is required for the student to complete the outstanding performance task.

Students who are truant will be sent to their Vice-Principal where the school’s progressive discipline administrative procedures will be enforced. 

Culminating Tasks:

  • Students are expected to be present and available to complete their culminating activities at the end of each semester.  Dates are posted on the Loyola and HCDSB websites.
  • If you have a conflict with your culminating timeline you must let your teacher know at least one week in advance.
  • Medical notes may be required for students who miss their culminating activities.
  • At teacher discretion a student will be given the opportunity to complete the culminating activities upon their return at a time scheduled by the teacher and administration.

Final Exams:

  • Students are expected to be present and available to write their final exam(s) at the end of each semester.  Dates are posted on the Loyola and HCDSB websites.
  • If you have a conflict with your exam timeline you must let your teacher know at least one week in advance.
  • Students will not be allowed to write exams after their classmates; alternate arrangements will be made in conjunction with the Vice-Principal.
  • If a student misses an exam without prior consultation with their Vice Principal, the parent must contact the Vice Principal immediately. In cases of illness, a medical note may be required.

References

Bishop Reding Assessment, Evaluation & Reporting Guidelines

Growing Success: Assessment, Evaluation and Reporting in Ontario Schools

Holy Trinity CSS Assessment & Evaluation Policy

Holy Trinity CSS Late & Missing Assignment Policy

Learning for All – A Guide to Effective Assessment and Instruction for all Students, Kindergarten to Grade 12

Ministry of Education Code of Conduct – Policy/Program Memorandum No. 128

St. Thomas Aquinas Assessment Policy

Creative Design OfficerPolicies and Procedures