Hamilton-Wentworth Catholic District School Board

NEW for the 2026-2027 School Year

Beginning in the 2026–2027 school year, parents/guardians will be required to complete and submit Diabetes Plans of Care online through the Board’s Aspen Parent/Family Portal.  

 

Hamilton-Wentworth Catholic District School Board (HWCDSB) is committed to fostering a safe, accepting, and healthy learning environment for all students, including those with diabetes. The HWCDSB recognizes that diabetes may be diagnosed at any age and may affect students with diverse needs, including those receiving special education support. 

The HWCDSB believes that:

• Every student deserves equitable access to education in an environment that supports their physical, mental, and spiritual well-being.
• Students should be empowered as confident and capable learners, supported in reaching their full potential for self-management of their medical condition, in accordance with their Plan of Care.

Supporting students with diabetes requires collaboration among educators, families, health professionals, and community partners. Board policies and procedures are aligned with the expectations outlined in Policy/Program Memorandum No. 161 Supporting Children and Student with Prevalent Medical Conditions (anaphylaxis, asthma, diabetes, and epilepsy) in Schools (2018) (PPM 161).

Diabetes Plan of Care

As outlined in PPM161, all students diagnosed with a prevalent medical condition must have a Plan of Care in place to support their health, safety, and well-being at school.  The Plan of Care is to be co-created by parents/guardians in consultation with school administration.  A new Plan of Care is required:

• when the school is first informed of the student’s prevalent medical condition;
• annually by October 1; and,
• whenever there are changes to the student’s prevalent medical condition and/or emergency medication(s).

 If your child has diabetes, you are asked to:

• Inform the school office of your child’s daibetes diagnosis or confirm the diagnosis is on file at the school each year.  
• Initiate, complete, and submit your child's Diabetes Plan of Care through the Board's Aspen Parent/Family Portal. This will require the completion of the following online forms:
  - Annual Request and Consent for the Administration of Diabetes Interventions & Emergency Medication Digital Form: and,
  - Diabetes Plan of Care Digital Form.
  
• As required, submit a completed Physician/Nurse Practitioner Confirmation of Diabetes Diagnosis & Authorization for Administration of Emergency Medication Form  to the school’s main office. A new form is required:
  - when the school is first informed of your child’s diabetes diagnosis; and,
  - whenever there are changes to your child’s medical condition and/or emergency medication.
• Supply sufficient quantities of prescribed diabetes medication and related supplies as outlined in the student's Diabetes Plan of Care.
• Review the HWCDSB Diabetes Parent/Guardian and Student Responsibilities Checklists and HWCDSB Diabetes Policy (SM18) to understand the shared responsibilities of students, families, schools, and the Board.

Resources to Support Online Plan of Care Completion:

The following resources provide information and guidance to support families in completing and submitting a Plan of Care through the Board’s Aspen Parent/Family Portal:

• QRC – How to Complete & Submit a Plan of Care in HWCDSB’s Aspen Parent/Family Portal
• Video Overview 1 – Getting Started (Accessing the Aspen Parent/Family Portal)
• Video Overview 2 – Initiating, Completing & Submitting a Plan of Care
• Video Overview 3 – Accessing & Printing Your Child’s Active Plan of Care

Diabetes Forms

Links to required forms are provided below.  Please note that the digital form previews are provided to help parents/guardians understand the information that will be requested through the Board’s Aspen Parent/Family Portal. The previews are for reference only and are not to be completed or submitted.

• Annual Request and Consent for the Administration of Diabetes Interventions & Emergency Medication Digital Form - PREVIEW ONLY
• Diabetes Plan of Care Digital Form - PREVIEW ONLY
• Physician/Nurse Practitioner Confirmation of Diabetes Diagnosis & Authorization for Administration of Emergency Medication Form
• HWCDSB Diabetes Parent/Guardian and Student Responsibilities Checklists

Board Diabetes Policy and Resources

• HWCDSB Diabetes Policy (SM18)
• HWCDSB Supporting Students with Prevalent Medical Conditions – Roles and Responsibilities
  

Other Resources

 The following resources provide information about diabetes:

Diabetes Canada 
Diabetes at School

Parents/guardians are encouraged to speak with their child's principal/vice-principal if they have questions or require support related to their child’s diabetes.