Newsletters and Calendars
Policy for Dealing with Major Complaints

Newsletters and Calendars

Newsletters are written and distributed every Thursday to the oldest, only, or most responsible child in each family. Please read newsletters carefully, as important information and dates are communicated. A calendar is sent home before the beginning of each month. Many families find it helpful to post this calendar on the fridge or other highly visible spot. Our newsletter is a very important form of communication. Please take the time to ask for it on Thursdays and read it. You can also check this website for updated information. Please phone the office if you would like the newsletter emailed to you instead of receiving the 'hard copy.'

If you would like something put in the newsletter please email to ccsnewslettersubmissions@gmail.com by Wednesday at 2:30pm.

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In order to facilitate communication about your child's progress, the following report schedule is followed:

November: Formal reports sent home. Parents are required to attend a parent-teacher Conference and students are encouraged to participate as well.
March: Student-parent conference. Students lead the parents through this interview, showing their parents all their work.
June: Third term reports sent home.

As it is easier to handle a concern before it becomes a problem, parents and teachers are expected to contact one another over any behaviour, academic or policy concerns. There is nothing to be gained by complaining to other parents about a decision or action by a staff member before you have actually talked with the staff member who was involved. We are bound by the Words of Jesus to act differently, "If you have a problem with your brother or sister, go to that person first. If the matter isn't settled take someone with you to go see the brother or sister who has hurt you."

Report cards will consist of the Performance Standards checklists as set out by the CISVA as well as minimal anecdotal comments. In addition, Grades Four to Seven will contain Ministry designated letter grades as follows:

A The student demonstrates excellent or outstanding performance in relation to expected learning outcomes for the subject or grade. (Percentage equivalent is 86 -100)
B The student demonstrates very good performance in relation to expected learning outcomes for the subject or grade. (Percentage equivalent is 73 - 85)
  C+ The student demonstrates good performance in relation to expected learning outcomes for the subject or grade. ( Percentage equivalent is 67 - 72)
C The student demonstrates satisfactory performance in relation to expected learning outcomes for the subject or grade. (Percentage equivalent is 60 - 66)
 C- The student demonstrates minimally acceptable performance in relation to the expected learning outcomes for the course or subject and grade. (Percentage equivalent is 50 - 59)
I Incomplete. The student is making progress, but it has been determined that additional time is required to meet the expected learning outcomes for the course or subject and grade. "I" can only be assigned for the first two reports.
F Failed or Failing. The student has not demonstrated, or is not demonstrating, minimally acceptable performance in relation to the expected learning outcomes for the course or subject and grade. "F" may only be assigned if "I" has been previously assigned. (0 - 49)

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The Education Committee and staff of Cloverdale Catholic School are committed to providing the best possible education for your children and to building a community of faith. We want to do all this in partnership with you, the prime educators. In order to achieve these goals, we must work together and we must talk with each other. It is reasonable that within a large organization such as ours, there will be misunderstandings, disagreements and different opinions. Different opinions are welcome; misunderstandings and disagreements are usually the result of poor communication, and as such, can be corrected.

If you have a question, concern or complaint, please follow the procedure outlined below. Following the proper steps will help us maintain the atmosphere of trust and co-operation, so essential to building a Christian community.

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Policy for Dealing with Major Complaints - C.I.S.V.A. School Policy Manual

In a Catholic school, parents, students, teachers and support staff form an integral part of the Christian school community. The administration, teachers and parents must work closely together in the formation of their children according to the Gospel. To this end, parents are expected to be familiar with, accept and support the philosophy and policies of the school. Parents indicate this by signing the Statement of Commitment as teachers do when they sign their contracts.


From time to time issues may arise where the concerned parties differ in their perspectives. In these cases both concerned parties are expected to work toward a resolution of the issue in a Christian manner respecting each other's point of view. All parties involved must maintain confidentiality with respect to all information surrounding the particular issue.

To facilitate an amicable resolution to issues of conflict, the concerned parties will abide by the following guidelines. Schools may develop a local policy that details more explicitly the steps to be followed. However, the following minimum procedures must be followed:

  1. The issue must first be dealt with by those directly involved, usually the classroom teacher and a parent. It is essential that meaningful communication is established right from the beginning. Both parties must clearly identify the issue being discussed. There must be open discussion and an honest attempt to settle the issue at this level. It is important to recognize that the resolution of an issue usually involves some compromises. Both parties should be aware of this and must be open to compromise, at the same time understanding that policies must be followed. Both parties should document meetings and outcomes.

  2. If the issue cannot be resolved using the strategies above, the matter must be brought to the principal of the school. The Principal will:

    1. clarify the issue of disagreement. This will involve hearing both sides, reviewing relevant documentation, and meeting with any witnesses to determine the exact nature of the problem. All side issues that arise from the initial problem must be identified and removed from future discussions. It is the responsibility of the principal to document all matters pertaining to the issue and its resolution. It is also recommended that both parties keep documentation to present to the principal or investigative committees.
    2. determine what policy/policies of the school or CISVA can be applied to resolve the issue.
    3. apply the above policies so that a judgment may be made to resolve the issue.
    4. The principal should seek advice concerning any precedents and/or other issues of a similar nature that have been successfully resolved. Advisers might include the pastor, chairperson and a representative from the Superintendent's Office, etc.
    5. provide a resolution to the issue.
    6. The principal having made a judgment to resolve the issue, both parties must be promptly notified of the resolution in writing. In this written notification the parties must be informed of the available appeal procedures.
  3. If the principal's resolution is not accepted, the matter may be appealed to the Parish Education Committee. The appeal must be submitted in writing no more than seven days after the principal's decision has been received.

    Upon receiving the complaint the education committee will form a subcommittee, which must always include the pastor. The subcommittee will study the documentation and then call a meeting to hear presentations from the complainant and the principal. Both parties will be in attendance and be given the opportunity to respond.

    After this, the subcommittee shall, in camera, present its recommendation to the education committee. The education committee will then provide a resolution to the issue. If the resolution requires disciplinary action, the education committee must consult with the superintendent before implementing the recommended action.

    The education committee shall notify the parents and the principal of its decision within seven days of the meeting. The decision shall be communicated in written form.

    (When the complaint is about the principal the process should start at step 1. However, if there is no resolution at the end of this step, the process skips step 2, but the subcommittee will incorporate a, b, and c of step 2 into step 3.)

  4. The Board of Directors may consider an appeal of the education committee's decision for reasons that the Board considers valid and appropriate. The Board of Directors reserves the right to resolve the issue through investigation or through the formation of an appeal committee. The appellant must prepare a written submission to the Board detailing the reasons. This submission must be delivered to the Superintendent's Office no later than fourteen days after the education committee's decision.

    The decision of the Board of Directors shall be final. Refusal of the education committee or employee to accept the decision of the Board of Directors may result in removal from office or termination of employment. If parents refuse to accept the decision of the Board of Directors and persist in pursuing the issues, disciplinary action may result in the removal of the child(ren) from the school.

  5. Requests for extensions of the timelines mentioned in this policy, will, for valid reasons, ordinarily be approved.

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