Administrative Procedure 361: Modified Day (Elementary Students)

Legal References

Education Act; R.R.O. Reg. 298: Operation of Schools - General; Ministry of Education Policy/Program Memorandum 145 Progressive Discipline and Promoting Positive Student Behaviour

Related References

Administrative Procedure (AP) 302 Student Enrolment; AP352 Progressive Discipline and Promoting Positive Student Behaviour; AP353 Student Discipline

1.0 Background

The Education Act under regulation 298 s. 3(1) states that all pupils of compulsory school age must attend school each day for a minimum of five instructional hours. Despite subsection (1), a board may reduce the length of an instructional program on each school day to less than five hours for an exceptional pupil in a special education program (Education Act, Regulation 298 s. 3 (3)).

If a student is not exceptional, but is of compulsory school age, a modified school day may be determined to be in a student’s best interest to transition gradually into a new classroom/school environment or as a result of a specific situation. In addition, a parent/guardian may request that a child be excused from school for a temporary period of time (Education Act, Regulation 298, s. 23 (3)).

2.0 Roles and Responsibilities

2.1 Principal

- Convenes Extended School Team (EST) meetings (must include Principal, classroom teacher(s), SERT, Learning Services coordinator, and may include
  Educational Assistant, STRIVE CYW, member(s) of the Learning Services central support team(s), MHWB counsellor;
- Communicates directly with parent(s)/caregiver(s);
- Submits supporting documentation to Superintendent of Learning Services, Superintendent of Support Services and cc School Superintendent;
- Communicates with HPSTS, if required;
- Ensures attendance record is accurate;
- Monitors the Modified Day Program Plan;
- Ensures that the Student Support Plan/Safety Plan are followed.

2.2 SERT

- Attends EST meetings;
- Records meeting minutes in the Record of Team Meeting/Communication in Clevr;
- Updates Student Support Plan/Safety Plan in Clevr;
- Supports classroom teacher in delivery of programming;
- Ensures documentation is filed in the student’s OSR;
- Ensures IEP is up to date.

2.3 Classroom Teacher

- Follows student accommodations/modifications on the IEP;
- Provides programming for the student aligned with the Modified Day Program Plan;
- Communicates with the parent regarding academic achievement and program planning;
- Ensures that the Student Support Plan/Safety Plan are followed.

2.4 Parent/Guardian

- Attends school team meetings as required;
- Follows up with community supports as appropriate;
- Communicates with the teacher and principal;
- Works with the school team to follow the Modified Day Program Plan, for example transportation requirements;
- Ensures child attends school during the required time(s).

3.0 Procedures

3.1 When a student is being considered for a modified school day, it is the expectation that the circumstances involving the student would be discussed at an Enhanced l Team meeting (ETM) that includes the Learning Services Coordinator.

1. A modified day can be considered as an accommodation for an exceptional student considering student safety (self and others), transition planning and in some cases medically fragile students.
2. A modified day for a student is always with the understanding that it is a temporary plan for a student who is unable to successfully manage the demands
  of a full instructional day despite universal supports and differentiated instruction to support their learning.
3. The parent should be consulted and in agreement with a modified school day; including responsibilities for transportation, if required.

3.2 Once it is determined that a modified school day is an appropriate intervention, the school principal or designate will complete the Request for Modified Day form in Clevr and Authorize it to have the Superintendent be notified.

3.3 The Modified Day Program plan will include:

- A timeline for review; with a plan to return student to full-time attendance.
- Target dates for return to full-time attendance.
- Consideration of in-school and at home supports, community agency involvement and curriculum delivery.

3.4 The School Superintendent and the Superintendent of Special Education shall consider the request and if approved complete the authorization in Clevr, indicating a date at which the need for a modified day shall be reviewed.

3.5 The signed copy of the Request for Modified Day/Modified Day Program Plan shall be stored in the student’s OSR and shared with the Superintendent of Support Services.

3.6 The student’s IEP and/or Student Support Plan will be updated, and a copy provided to the parent/guardian.

3.7 If applicable, the school administrator will coordinate the student’s revised schedule with Huron Perth Student Transportation Services.

3.8 The school administrator will contact the parent(s)/guardian(s) to inform them of the Superintendents’ decision and to discuss the implementation of the modified day plan, including if applicable any transportation implications, and any changes to the pupil’s IEP.

3.9 The school administrator shall consult regularly with the pupil’s teacher and other support providers to monitor the effectiveness of a modified day as an accommodation, and for the purpose of determining the earliest possible opportunity to increase the student’s instructional day.

3.10 At minimum the Modified Day Program Plan must be reviewed and documented in Clevr every 4 weeks in a School Team meeting, though extension of the day is not contingent on the 4-week timeline.

3.11 The school administrator shall inform the School Superintendent and the Superintendent of Special Education of the date of the student’s return to full-time
attendance and record the return date on the Request form.

3.12 For attendance purposes:

1. If the modified day is not supported by a Dr's note, the number of daily classroom instructional minutes will determine the pupil's enrolment status. A part-time pupil is registered for less than 210 minutes per school day. If the pupil will be a part-time pupil, the Manager of Enrolment should be consulted to ensure the pupil's enrolment status is defined correctly. The attendance register will automatically generate an “N” code for the period of time during the school day the student has been approved to not be in attendance.
2. If the student is absent for the period of the day for which they are expected to attend, the student should be marked absent and regular attendance follow-up is required.
3. If the student has a reduced day for medical reasons with supporting medical documentation on file, use the attendance code of “G” - pupil is absent for medical reasons and has provided supporting medical documentation for the period in the timetable that the student is not expected to attend.
4. A copy of the Modified Day Plan must be retained with the attendance records for audit purposes

Issued November 2025

361 Modified Day (Elementary Students)