Safe School Reporting

What’s the Difference?
The Safe School Reporting Form and the Violent Incident Reporting Form

Question Workplace Violence Incident Report Form (Employees) Workplace Violence Incident Report Form (Employees)
When do I need to fill out this form?All board employees must report activities leading to possible suspension, suspension, and/or pending possible expulsion using the online “Safe Schools Incident Reporting Form.” See the Summary of Offences and Consequences.If you are the victim of an act of violence.Violence is defined as:
(a) The exercise of physical force by a person against a worker, in a workplace, that causes or could cause physical injury to the worker
(b) an attempt to exercise physical force against a worker, in a workplace that could cause physical injury to the worker
(c) a statement or behaviour that it is reasonable for a worker to interpret as a threat to exercise physical force against the worker, in a workplace, that could cause physical injury to the worker Workplace violence may include: violent actions, threatening words, communications or gestures, spousal abuse, persistent pursuit of an unwanted relationship – including stalking, and any other conduct which arouses fear.
Why do we have to do this?Ontario Legislation Bill 157Ontario Legislation Bill 168
What if the form is not filled out?Not reporting could be considered professional misconduct under the Ontario College of Teachers Act. It could result in sanctions ranging from a reprimand up to revocation of certification.Failure to comply with Bill 168’s provisions may result in fines up to $500,000 for corporations, and up to $25,000 or 12 months imprisonment for individuals.
How soon after the incident do I need to make a report?All employees must report a matter to the Principal as soon as reasonably possible. In cases where immediate action is required, a verbal report to the Principal may be made. A written report must be made when it is safe to do so.The forms should be completed online within 24 hours of the incident or as soon as possible thereafter (if delayed due to seeking medical attention).
Where can I find the form?The forms are available online. You can access them through staff net under the online reporting form.The forms are available online. You can access them through staff net under the online reporting form.
Do I need an Administrator’s signature on the form?NoYes
What if my Administrator will not sign the form?Not ApplicableNot applicable
What can I expect from my Administrator in response?After a report is submitted, the Principal must provide a written acknowledgement to the employee who reported. The Principal will identify whether “Action Taken” or “No Action Required” (i.e. Possible actions taken can include anything on the progressive discipline continuum e.g. warning, contacting parent, removal of privileges, suspension, and expulsion).Following a violent act or incident, support should be offered immediately to the victim. Depending on the severity of the incident, the police may need to be called and, in such cases, the incident scene should not be disturbed. The employer is obliged to investigate all reports of violence in the workplace. Senior Management will be informed immediately and the supervisor will also complete a Workplace Violence Incident Form.
When should I expect a response?The Principal must provide the employee who reported the incident with written acknowledgement, using the “Safe Schools Incident Reporting Form – Part II” in a timely manner. OECTA would expect this to take no longer than two working days or less.Within 48 hours of reporting an incident, an investigation should begin. The employee should expect to be interviewed. In severe circumstances, it may be the police conducting the investigation.
What if the act was  perpetrated by a student with special needs and/or an IEP?APC012 – Suspension and Expulsions discusses “Mitigating Circumstances” in Appendix A. There is a long list including, but not limited to, “The student does not have the ability to control his or her behaviour” and “If the students have special education needs and have an Individual Education Plan…”  However, “Students who are deemed to have a mitigating circumstance may still be suspended.”Fill out the form(s)!  Mitigating circumstances may affect the consequences or the Principal’s response, but you still need to report!
Would there be an instance when the employee would be required to fill out more than one form?YesIf the incident involved violence inflicted by a student then both forms would need to be filled out.Please contact the OECTA office if you have any questions about which forms to fill out.