How Ontario School Boards Transformed Safety Reporting with ebase Form Logic

For many organizations, especially in education, paper-based systems have long been the standard for managing health and safety reporting. At Simcoe Muskoka Catholic District School Board (SMCDSB), forms like accident and incident reports were filled out by hand, scanned, and emailed to the appropriate departments. This process created significant inefficiencies, from delayed response times to challenges retrieving accurate data when it was needed most.

As reporting requirements became more complex and the need for timely, reliable information grew, the limitations of a manual system were impossible to ignore. It became clear that a more scalable, centralized solution was necessary.

The board turned to the ebase Form Logic module to move away from paper-based forms and toward a streamlined digital system designed to enable faster response times, easier reporting, and better access across departments.

Transition to ebase

The move to Form Logic was driven in part by the Hayes Arbitration Agreement, which required SMCDSB to improve the speed and structure of its incident reporting. Health & Safety Officer Yvonne Stahlmann led the implementation with her five-person team, working closely with ebase Senior Account Manager, Troy Christoffer, to get the system up and running under tight timelines. 

The rollout began with principals and vice-principals, before expanding to clerical staff, front-line employees, and the Joint Employee Safety Committee. To ensure a smooth transition, we created user guides and training videos that walked users through the new forms and submission process. 

“I’ve always been very hands-on and appreciated how much I was able to learn and customize the module. I never thought I’d learn so much about the inner workings of the forms, but I picked it up quickly and now feel very confident making changes when needed.” Said Yvonne.  

A System That Delivers

Since launching Form Logic in September 2024, SMCDSB has processed over 900 reports through the system. The shift to digital forms has reduced administrative burden, improved how incidents are tracked, and allowed the Health & Wellness department to respond in real time.

The ability to instantly pull data has also made things easier for both department staff and the JHSC, helping them stay informed and compliant without the delays that came with paper-based systems. According to Yvonne, the board simply wouldn’t have been able to keep up with the current volume of reports if they were still using their old process. 

The early success of Form Logic has given SMCDSB the confidence to expand its use. Yvonne’s team is looking forward to developing additional workflows using the same system, including Educational Assistant (EA) service reporting, Behaviour Management System (BMS) training, BMS Training Compliance, AED tracking, Online fire safety plans, and general compliance monitoring. 

One Unified System

One of the biggest benefits for SMCDSB has been having everything under one roof. With multiple ebase modules working together in a single system, staff are able to complete their work more efficiently and confidently, especially in situations where time is critical.

“In this line of work, everything is very quick-paced, there’s often no time to scan and send time-sensitive or personal forms via email,” Said Yvonne.

Another key advantage has been the collaborative nature of the ebase community. With many Canadian school boards using the platform, Yvonne values being part of a support network where users share knowledge, resources, and ideas to help one another succeed. . “Canadians are all willing to share and support one another, especially when it can help make our processes more efficient,” she said.

The Form Logic Impact

Simcoe Muskoka Catholic District School Board’s transition to the ebase Form Logic module has not only improved the way health and safety reports are submitted and managed, it has transformed how the board approaches safety. What began as a solution to streamline forms has grown into a central platform that supports fast responses, accurate reporting, and confident decision-making.