School Councils -- The Nuts and Bolts

So it's time to start your school council -- what next?  Here's a brief outline of suggested steps to follow.

Getting the Process Started

The principal is legally responsible for the establishment of the school council.  If your principal has not yet started the process, approach him/her to discuss a time line.

Setting the Stage

Parents and teachers (and in the case of high schools, students) need to become informed.  Most schools start with an information meeting to explain the concept of school councils to all interested parties.  Your school board is a likely place to locate an informed speaker for the evening.  If one of the pilot school councils is located near you, one of its members may be available.   In the St. John's area, the Federation can provide speakers as well.  

Choosing Council Members

Once everyone has had the opportunity to become acquainted with the concept, council members need to be chosen.  The principal is a member by virtue of his or her position.  The normal term of office is three years.

Election of Teachers:  Two teachers must be elected by teachers. Usually the principal discusses the topic at a staff meeting and allows one or two weeks for nominations to be presented.  An election is usually held by ballot at a later staff meeting.

Election of Parents:  Three parents must be elected by parents.  Usually the principal calls for nominations at the information meeting and through a memo or newsletter sent home to each family.  As well, a school telephone tree and radio announcements can remind parents of the nomination deadline.  Usually a short biography is requested with the nomination and circulated to parents before election day.  Election day should be well advertised as well.  It is wise to schedule the election for a time such as parent-teacher interviews or a school concert when many parents will be coming to the school.

Calling for nominations at a meeting and holding the elections the same evening is less desirable.  If this path is followed, the meeting should be well advertised to ensure as many parents as possible are aware of it.

Mechanics of Council Establishment

Now you have a council, what next?

1. Your first order of business is to elect a Chairperson.  (Note the principal may not be Chair). Most councils also elect a Secretary.  Some choose to elect a Vice-Chair and Treasurer. 
   
   
2. Next order of business is to draft a Constitution and By-laws.   A constitution is the body of fundamental principles governing an organization and by-laws are the more detailed rules.  In order to draft your Constitution and By-laws, you will need to discuss items such as a name, mission statement, objectives and functions, election procedures, officers, council meetings and general meetings, amending procedures and code of conduct.  Don't get hung up on producing a perfect constitution and by-laws -- use the samples available as guidelines and expect amendments over time.
   
   
3. Concurrent with Constitution and By-laws, you need to draft a Protocol Agreement.  A Protocol Agreement is a contract between your school council and school board outlining areas of responsibility of the council.  It is normally reviewed yearly, or at the request of either party.  Your school board may have a template for school protocols in place.  It would be wise to call them and find out before spending time developing one from scratch.  Sample protocol agreements are available through the Federation.

Finally you're ready to begin the real work of a school council -- school improvement.

Certain responsibilities are given to school councils in legislation (your principal should have a copy of the School Council legislation, p.18-19 of the new Schools Act).  For example, a school council is required to "approve, for recommendation to the board, a plan for improving teaching and learning in the school" and to "consider information respecting performance standards in the school" and "assist in the system of monitoring and evaluating standards in the school" .  These responsibilities may be discharged at various levels, as decided by your council.  As well, there are many other areas not in legislation that may be of interest to your council -- it all depends on needs at your school.  The Federation will be developing resources in other areas.

Here are a few pointers:

• A school council is a team working towards the same goal -- school improvement.
• Don't tackle more than you can handle.  Better to choose one area on which to concentrate and to do it well, than to work on several issues and become overwhelmed -- councils need time to grow into their role gradually.
• Build on current strengths in the school -- rely on the expertise of the principal and teachers, tie into the staff school improvement committee, liaise with the PTA.
• Committees are the backbone of a successful council.
• The principal is the day-to-day manager of the school.

                                                   Good Luck and Enjoy!

Endnotes

If, after every reasonable effort has been made, the principal is unable to establish a school council, he/she reports in writing to the director of the school district not later than September 30.  The board may exempt the principal from the obligation to establish a council, or approve a council for that school year whose composition differs from the norm.  For example, if a principal is unable to find three parents willing to serve on council, he/she may ask to be allowed to operate with fewer than three parents on council for that school year.


A.P. Low, Labrador City; Buchans Public School, Buchans; Holy Redeemer School, Spaniard's Bay; Bishop O'Reilly, St. Jean Vianney and St.Thomas Aquinas, Port au Port Peninsula; St. Kevin's, Goulds; Morris Academy, Mt. Pearl; Bishops College, St. John's.


Special conditions apply to the first elections.  One parent serves for a one year term, one for a two and one for a three.  One teacher serves one or two years, the other three.  You can ask nominees for their preference or you can use number of votes to determine the terms.


A school with fewer than 4 teachers, including the principal, shall appoint all of its teachers to the school council.  More teachers may be elected, as long as more parents are elected to maintain a proportion consistent with the legislation.  Council must have between 8 and 15 members.


More parents may be elected, as long as more teachers are elected as well to maintain a proportion consistent with the legislation.  Council must have between 8 and 15 members.


See our resource sheet "How Can We Increase Parent Interest In School Council Elections?"


See  our resource sheet "Chair of the School Council -- A Crucial Role" for the duties of the Chair.


See our resource sheet "Constitution and By-Laws -- A Necessary Detail".


See our resource sheet "Protocol Agreements -- Between You and Your Board".


See our resource sheet "School Councils and Committees".


See our resource sheet "Who Makes the Decisions?".