The Hamilton-Wentworth Catholic District School Board is committed to fostering a safe, accepting, and healthy learning environment for all students. Consistent with Ontario Ministry of Education Policy/Program Memorandum No. 161, we are committed to supporting the management of student prevalent medical conditions — anaphylaxis, asthma, diabetes, and epilepsy — within our schools.
As communicated in our June letter to families, the Board has implemented a digital process for completing and submitting Plans of Care for prevalent medical conditions. This replaces the previous paper-based process. This revised process is intended to improve clarity, consistency, and shared responsibility in supporting student safety and well-being.
To support the online initiation, completion and submission of Plans of Care for students with prevalent medical conditions, parents/guardians will utilize the Plans of Care Interface available through the Aspen Parent/Family Portal.
THE PLAN OF CARE INTERFACE IS NOW AVAILABLE: WHAT YOU NEED TO DO
To participate in the new digital Plan of Care process for prevalent medical conditions, you must have an active Aspen Parent/Family Portal account with access to your child’s record.
If your child is diagnosed with anaphylaxis, asthma, diabetes, or epilepsy, please complete the following steps:
Step 1 — Prepare Your Aspen Parent/Family Portal Account
- Ensure you can log in to your Aspen Parent/Family Portal account.
If you have not yet set up your account, follow the step-by-step set-up instructions available on the Board’s Aspen Parent Portal Support page.
Click here to access account set-up instructions.
- Confirm that your child’s record is visible.
Once logged into the Parent/Family Portal, click on the Family Tab at the top of the page.
- If you child’s name is listed, his/her record is visible to you.No further action is required.
- If your child’s name is not listed, please submit a support request ticket to the Board’s Tech Help desk using the link below.
Click here to submit a Tech Help support request.
Step 2 — Inform the School of Any Updates to Your Child's Prevalent Medical Condition
Please notify the school if:
- your child has received a new diagnosis of a prevalent medical condition;
- there are changes to your child’s condition; and/or,
- there are changes to your child’s medication.
STEP 3 — Complete and submit a Plan(s) of Care for each of your child’s prevalent medical condition(s) through the Aspen Parent/Family Portal.
Use the Plans of Care interface available on the Aspen Parent/Family Portal to initiate, complete, and submit the required condition-specific Plan(s) of Care for your child. This digital process will include the completion of:
- the Annual Request and Consent for Administration of Interventions & Emergency Medication Digital Form; and,
- the Plan of Care Digital Form.
Need Help?
The following resources provide information and guidance for initiating, completing and submitting a Plan of Care through the Board’s Aspen Parent/Family Portal:
STEP 4 — Submit required Physician/Nurse Practitioner Authorization for the Administration of Emergency Medication Form(s) to the school’s main office, if applicable.
Arrange to have your child’s physician or nurse practitioner complete the appropriate Physician/Nurse Practitioner Authorization for the Administration of Emergency Medication Form(s) for your child’s prevalent medical condition(s) and submit the completed form(s) to the school’s main office when:
- the school is first informed of your child’s prevalent medical condition; and,
- there are changes to your child’s condition and/or medication.
Links to condition-specific authorization forms are provided below:
IMPORTANT: Existing Physician/Nurse Practitioner Authorization Form(s) on file at the school will remain valid unless your child’s condition and/or medication has changed.
STEP 5 — Provide emergency medication(s) and medical supplies.
Parents/guardians are responsible for providing all required emergency medication(s) and medical supplies for use at school. Please bring required medication(s) and medical supplies to the main office.
Please note that all Plans of Care for students with prevalent medical conditions will need to be in place by October 1, 2026.
For additional information regarding roles and responsibilities related to prevalent medical conditions within the Hamilton-Wentworth Catholic District School Board, please visit the condition-specific areas of the Board website linked below.
Thank you for your continued cooperation and partnership as we implement this important update to support student safety and well-being across our schools. Should you have any questions, please contact your child’s school.