1. GUIDE FOR THE SCHOOL SITE COUNCIL D EVELOPED BY S TATE AND F EDERAL P ROGRAMS R EVISED N OVEMBER 2014 P RESENTED BY T RACI A LBEE & C HERYL W OLF 1

2. WHAT A SCHOOL SITE COUNCIL IS NOT! A School Site Council (SSC) is NONE of the following: A School Management Committee The principal is the school manager. A Policy-Making Body The Board of Education sets policy. A Political Organization School Site Councils do not take stands on political issues. A Personnel Committee The District Human Resources Department and the school principal are responsible for all personnel matters. A Grievance Committee Other procedures are available to air grievances. However, a SSC may recommend solutions to problems within its scope as identified by a school self-study. A Fund-Raising Organization An SSC does not solicit funds except in the process of grant applications and the use of community resources. An Extension of the PTSA An SSC works in cooperation with the PTSA toward school improvement, and sees the PTSA and all other school support groups as community resources which may be tapped to enhance the school improvement plan. A Social Group State Law specifies the representative membership ratio of the SSC and directs that the bylaws outline a membership selection process. 2

3. WHAT A SCHOOL SITE COUNCIL IS! The School Site Council is required for all schools which receive State and Federal Program funds. The council must be comprised of numerically equal halves representing the school staff, parents and community members. The council must be broad-based to represent the diverse stakeholders in the community. The council has decision making authority for budget and programs and develops the mission and goals for the improvement of an individual school community. The council members share the common goal of success for all students. SCHOOL SITE COUNCIL DECISION MAKING GUIDELINES Decisions must be legal * Decisions must be compliant with the laws and regulations for each categorical program. Decisions must follow District Board policy. Decisions must be within the budget. Decisions must be ethical. *Quorum A Quorum is Required for Decisions of the School Site Council (SSC) to be valid. The State recognizes a simple majority to be: 51% of the total membership or simple majority 3

4. RESPONSIBILITIES OF THE COUNCIL Develop, implement, monitor, and review the Single Plan for Student Achievement (SPSA) annually. Recommend the plan to the Board for approval. Identify resources to support the school plan. Conduct an annual needs assessment. Review student achievement data. Review and update the Title I Parent Involvement Policy and School-Parent Compact. Collaborate with other school advisory committees (ELAC). Complete ELAC tasks (if the SSC has ELAC authority) Be aware of PAC updates (access website: http://susd-ca.schoolloop.com/pacmm) and ELPAC meeting information.http://susd-ca.schoolloop.com/pacmm Annually review bylaws. Establish an annual meeting calendar. Schedule training for members to learn about their roles and responsibilities. Review and allocate available supplemental categorical funds each year. Title I (Charter schools included) (approval) LCFF – SCE/LEP (advise only) Note: Charter School Categorical Block Grants are unrestricted funds and are overseen by the governing board of the charter school, not School Site Council (SSC). (Education Code Section 64001) 4

5. SSC COMPOSITION The Education Code states that the SSC be composed of: Principal (must be a member of the council) Teachers - Selected by teachers at the school. (Teachers must have a classroom assignment) Other school personnel - Selected by other school personnel at the school. Parents - Selected by parents (cannot work at the school site). Students - Selected by students. (Secondary level only.) Elementary level The council shall be constituted to ensure equal membership between school staff and parents. Secondary level The council shall be constituted to ensure equal membership of a.) school staff and b.) parents and students. Note: There must be the same number of parents and students on the council 5

6. SELECTION OF SSC MEMBERS 6 Board policy or SSC bylaws should specify: Members are selected by peers. Memberships may be determined by ballot or decided in an open meeting by voice vote. Procedure of elections for each peer group Responsibilities of the council A policy of non-discrimination Terms of Office Generally, members are elected to a two-year term. Elections for half of the members are held in even years and half in odd years. This ensures that the council will not be composed entirely of new members each year. Voting Rights – one vote per member Termination/transfer of membership Vacancies Officers Chairperson - organizes, convenes and lead meetings Vice-Chairperson – serves as chairperson in the absence of the chair Secretary – records events and actions taken at the meetings Parliamentarian – resolves questions of procedures

7. 7 SAMPLE COMPOSITION OF AN ELEMENTARY SCHOOL SITE COUNCIL (SSC) MINIMUM (10)

8. Bottom of Sample Elementary Membership Form 8 Minimum number of members on elementary school council: 10 5 in the staff column 5 in the parent/community member column At both the elementary and secondary levels, classroom teachers shall compromise the majority of persons represented under the staff category. California Education Code 52852 – At the elementary level, the council shall be constituted to ensure parity between (a) principal, classroom teachers and other school personnel; and (b) parents or other community members selected by parents. SSC Chairperson (Address, email, and phone number) ______________________________________________________________ _______________________________________________________________ Principal Signature ___________________Date Submitted ______________

9. 9 COMPOSITION OF A SECONDARY SCHOOL SITE COUNCIL (SSC) MINIMUM (12)

10. Bottom of Sample Secondary Membership Form 10 Minimum number of members on high school council: 12 6 in the staff column 6 in the parent/community member/student column 3 parents/community members 3 students At both the elementary and secondary levels, classroom teachers shall compromise the majority of persons represented under the staff category. California Education Code 52852 – At the secondary level, the council shall be constituted to ensure parity between (a) principal, classroom teachers and other school personnel; and (b) equal number of parents or other community members selected by parents, and students. SSC Chairperson (Address, email, and phone number) ______________________________________________________________ _______________________________________________________________ Principal Signature ___________________Date Submitted ______________

11. SCHOOL PRINCIPAL The principal is vital to the success of the SSC and the school and has the following duties with the SSC: Votes as a member Provides information and leadership to the council Administers the school-level activities of the SPSA Note: The principal may not veto council decisions or change the approved plan. 11

12. ESSENTIAL INFORMATION 12 The council should be provided the following essential information: Input from advisory groups School allocations from Consolidated Application Local Board policies Federal requirements Sources of information on programs Student performance data The school’s program of instruction

13. COMMITTEES 13 The council may appoint committees to: Gather and analyze information Propose strategies for improving instruction Examine materials, staffing, or funding Draft portions of the plan for consideration

14. RULES OF ORDER 14 The council must observe the Greene Act*: Meetings must be open to the public The public may address the council Post meeting notice 72 hours in advance Emergency meetings can be held within 24 hours as long as all council members agree Non-agenda emergency items on any meeting agenda is allowed with unanimous approval by all council members Notice must specify date, time, place and agenda Council action limited by the posted agenda Questions or information need not be on the agenda Violations require the item to be reconsidered at the next meeting after public input *(EC 35147)

15. RECORDS 15 The SSC must maintain records of the following for three years: Elections Official correspondence Agendas of council meetings Evidence of input from committees Minutes of meetings, attendance rosters, discussions, recommendations and actions Copies of prior year SPSA

16. CERTIFICATION OF ADVISORY COMMITTEE INPUT The SSC should document any of the following actions Request for advice from advisory committee(s) Consideration of advice at SSC meeting Sharing draft plan with advisory committee(s) Consideration of additional advisory input Sharing final draft with advisory committee(s) Recommendation of plan to local governing board * Note: If advisory committees refuses to certify input, the local governing board has the authority to approve or send the SPSA back to the SSC for revision. 16

17. CONSOLIDATION OF PLANNING BODIES AND FUNCTIONS The English Language Advisory Council (ELAC), in schools which are under SBCP or SB65 provisions may delegate authority to the SSC to function as the school’s planning body for all purposes required by a statute or regulation for a period of one year. (Ed. Code section 52176) (District practice has been to delegate the authority to the SSC annually.) The English Language Advisory Council (ELAC) will be established in schools with more than 20 English learners in attendance. (CCR, Title V, section 11308) 17

18. CHARACTERISTICS OF AN EFFECTIVE SCHOOL SITE COUNCIL Recognizes its goals and responsibilities and carries them out in an efficient manner. Is diverse in its composition. Communicates with the broader school community. Solves problem effectively. Makes progress toward its goals with a maximum of efficiency and a minimum of distractions. Provides for sharing of leadership responsibilities by group members. Provides an atmosphere in which members freely express their feelings and points of view. Makes intelligent use of the diverse/different abilities of its members. Faces reality and sticks to issues that are vital to its members. Is not dominated by its leader or by any of its members. Recognizes the values and limitations of democratic methods. 18

19. SSC M EETINGS 19 Suggested Meeting Topics (by category) Council Role and responsibilities Robert’s Rules of Order training Review Bylaws Uniform Complaint Procedures Categoricals Program requirements and compliance procedures Title I Schoolwide Budgets and expenditures Title I Parent Involvement Policy and School-Parent Compact Single Plan for Student Achievement Review program information, action plan, budget and expenditures Propose changes to include in updated plan Academic Program and Student Performance Review MAP, CELDT, CAHSEE, attendance information and other student data Core curriculum, interventions and instructional activities Reporting of student progress Importance of school attendance Parent Involvement Strategies and activities for increased participation Opportunities at school and district Meetings, events and activities Other Topics Presented by parents or by the needs assessment The SSC should meet monthly to discuss school improvement activities.

20. RESPONSIBILITIES OF MEMBERS AT ALL MEETINGS Preparation: Read the minutes of the previous meeting before each meeting. Get to the meeting on time. Bring all materials needed. 20

21. RESPONSIBILITIES OF INDIVIDUAL COUNCIL MEMBERS: Regularly attend School Site Council (SSC) Meetings. Become knowledgeable and have a commitment to the School-Based Coordinated Program and its processes. Actively participate in School Site Council duties, including serving on standing and special committees. Be able to serve the full term for which you are elected. Communicate your knowledge and concerns to the School, the District, and the Community, thus becoming an advocate for improved public education and its changing needs. 21

22. BEHAVIOR IN THE MEETING State your ideas very briefly; do not elaborate. State your opinions and feelings honestly and clearly. Listen to suggestions and ideas of others. Stay on the agenda item being discussed. Help others stay on the item also. If you don’t understand something, ask to have it explained. Participate actively. Protect the rights of others to express their opinions and feelings. Think creatively to solve problems and resolve conflict. Keep notes on things you agree to do. At all times, think about what you can do to help the group move forward. 22

23. AFTER THE MEETING Carry out assignments and commitments. Share with your constituents decisions or information they need to know. Keep confidential information that might reflect poorly on a member. Do not complain about decisions that are agreed to by the group. Share your feelings about the group with the group, not outsiders. 23

24. SSC R ESOURCES SUSD State and Federal Website Link: https://susd-ca.schoolloop.com/toolsforcommittees For more detailed information on SSC click on the Guide to School Committees and print a copy to review with your council members. 24

25. C ONTACT I NFORMATION Traci Albee Administrator of State and Federal Programs 209-933-7470 ext. 2221 Cheryl Wolf Program Specialist 209-933-7470 ext. 2229 25