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School District 63 Saanich

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Continuing Ed SD 63, Brentwood Elementary, Cordova Bay Elementary, Deep Cove Elementary, Keating Elementary, Lochside Elementary, Prospect Lake Elementary, ḰELSET Elementary, Sidney Elementary, Stelly’s Secondary, Claremont Secondary, Parkland Secondary, North Saanich Middle School, Royal Oak Middle School, Bayside Middle School, South Island Distance Education School, SD 63 Individual Learning Centre

Complaints process overview

Note: Policies and procedures may change over time. This review reflects the information available as of March 2026 and was compiled to the best of my understanding. Readers should consult the original district policies and bylaws for the authoritative and most up-to-date procedures. If you notice errors, please provide feedback via the form below.

This page explains how School District 63 (Saanich) expects parents, students, and community members to raise concerns or pursue formal appeals. The district provides a complaint pathway through Administrative Procedure 152 – Complaints Regarding Personnel, Programs or Procedures, followed by a formal appeal process governed by Policy 16 – Appeals Bylaw under section 11 of the School Act.

SD63 uses a structured escalation model with defined appeal timelines and procedural protections at the Board level.

How the district frames complaints

SD63 frames complaints as issues that should be resolved as close to the source as possible through respectful and collaborative dialogue.

The district emphasises:

resolving concerns at the point closest to where they arise
encouraging mutual understanding and good faith efforts
using formal appeals only when informal resolution is unsuccessful

Complaint resolution (informal process)

SD63 provides a clear three-step escalation pathway prior to formal appeal.

Step 1: Individual involved

Raise the concern directly with the person involved in an attempt to resolve the issue.

Step 2: Principal or supervisor

If unresolved, meet with the principal, supervisor, or designate, who will review the concern and attempt resolution.

Step 3: Superintendent

If still unresolved, submit a written statement to the Superintendent outlining the concern and proposed resolution.
The Superintendent or designate reviews the matter and provides a written response.

Formal appeal process (Policy 16)

If the concern remains unresolved and the decision significantly affects a student’s education, health, or safety, a parent or student may initiate a formal appeal to the Board.

Importantly:

👉 A failure to make a decision is treated as a decision for appeal purposes

What can be appealed

Policy 16 defines decisions that typically meet the threshold, including:

suspensions exceeding 10 consecutive school days
placement in educational programs
promotion or graduation decisions
denial of an Individual Education Plan
failure to consult on an IEP

The Board may also determine that other decisions meet the threshold.

Filing an appeal

To begin an appeal:

A written Notice of Appeal must be submitted to the Secretary-Treasurer
The appeal must normally be filed within 15 school days of the decision or completion of the informal process (whichever is later)
The Notice must include:
- student and appellant details
- the decision being appealed
- the impact on the student
- the grounds for appeal and remedy sought
- steps taken to resolve the concern
- any required accommodations

Board review and hearing

If the appeal proceeds:

The Board reviews the appeal and supporting materials
The appellant is entitled to receive the same information as the Board and respond to it
The Board may make interim decisions if necessary
Conflict of interest protections apply to Board officers involved in earlier stages

Decision

The Board:

issues a written decision with reasons
must do so within 45 days of receiving the appeal

The decision is final within the district.

Provincial appeal

If the Board’s decision does not resolve the matter, it may be appealed to the Superintendent of Achievement under section 11.1 of the School Act.

The district indicates that appellants will be advised of this right.

Complete escalation pathway

Step 1: Discuss concern with the individual involved
Step 2: Escalate to principal or supervisor
Step 3: Submit written concern to Superintendent
Step 4: Submit Notice of Appeal to the Board
Step 5: Board decision (within 45 days)
Step 6: Provincial appeal to the Superintendent of Achievement

Guiding principles

Concerns should be addressed at the source whenever possible
Formal appeal is available for significant impacts on a student
Failure to make a decision is treated as a decision
Clear timelines apply to filing and Board decisions
Appellants have the right to review and respond to evidence
Protection from retribution is explicitly stated
Interim decisions may be made where necessary
External appeal rights are recognised

Official district sources

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%%{init: {'theme': 'base', 'themeVariables': { 'primaryColor': '#fbfaf3', 'primaryBorderColor': '#e69632', 'lineColor': '#000000'}}}%%

flowchart TD
    A([Concern arises]) --> B[Step 1: Discuss with individual involved]
    B --> C{Resolved?}

    C -- Yes --> Z([Matter resolved])
    C -- No --> D[Step 2: Escalate to principal or supervisor]
    D --> E{Resolved?}

    E -- Yes --> Z
    E -- No --> F[Step 3: Submit written concern to Superintendent]
    F --> G[Superintendent reviews and provides written response]
    G --> H{Resolved?}

    H -- Yes --> Z
    H -- No --> I[Step 4: Formal appeal if decision significantly affects education, health, or safety<br/>including failure to decide]

    I --> J[Submit Notice of Appeal within 15 school days]
    J --> K[Board reviews appeal and considers submissions]
    K --> L[Board may make interim decisions]
    L --> M[Board issues written decision within 45 days]

    M --> N{Satisfied with Board decision?}
    N -- Yes --> Z
    N -- No --> O[Step 5: Provincial appeal to Superintendent of Achievement]

    O --> P([Process continues at provincial level])

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