School Council Orientation The Fundamentals of School Councils

School Council Orientation Part One: Why “School Councils”?

The Evidence Is Overwhelming “Parental participation in schools positively influences student achievement.” Dr. Joyce Epstein “Parent involvement in almost any form produces measurable gains in student achievement.” Henderson “Parental involvement is one of the most significant factors contributing to a child’s success in school. When parents are involved in their education, the level of student achievement increases.” Education Improvement Commission

Meaningful Parental Involvement The six areas of meaningful parental involvement: Parenting skills Communication Volunteering (which can include fundraising) Decision-making (developing an effective school council) Learning at home Coordinating with the community

The Evidence Is Overwhelming “Parental involvement in a child’s education has been shown to have a significant effect on his or her achievement.” “Education is a partnership involving parents, students, teachers, principals, school boards, government and the community.” Ministry of Education

Purpose of School Councils “To enhance student learning through the co-operative efforts of parent, students, staff members and others in the community.” Ministry of Education

Why “School Councils” not “Parent Councils”? family community school School Councils: the ‘coming together’ of all partners

Board Policy & Procedure 262 Follows the “musts” outlined in Ministry Regulation 612 from 2000 Clarifies and tailors the regulation for the schools in York Region Policy 262 mandates each school must have a “vibrant” school council and outlines the Board’s vision for school councils in York Region Procedure 262 covers the operational details of school councils

Board Policy & Procedure 262 Policy 262 states: “The Board believes that school councils play an important role in building school, family and community partnerships by providing input into relevant Board and school level decisions and by encouraging the involvement of all members of the school community in support of student learning.”

School Fundraising Board Policy & Procedure 676 Clarifies: The fiscal year Ownership of school council funds Banking procedures Financial reporting requirements Independent reviews Record retention

Board Policies & Procedures School councils should be familiar with: #262.0 School Councils #280.0 Volunteers in Our Schools #668.0 Safe Schools #676.0 School Fundraising Board policies and by-laws are available for viewing and downloading on the Board’s website:

School Council Orientation The following sections will cover: Operational Guidelines for School Councils Strategies for Making Your Council More Effective Communication Tools and Protocol About the York Region District School Board

School Council Orientation Part Two: Operational Guidelines for School Councils

Operational Guidelines School Council This section will cover: Clarification of the Consultation Process Areas of Consultation Routing of Advice Key Requirements Principal Selection Process Constitution

Clarification of the Consultation Process There are clear expectations in Regulation 612, that all partners be consulted: The “Board shall solicit the views of the school council…” “A school council shall consult with parents...” These expectations are reflected in Board Procedure 262.

Areas Of Consultation: Board The Board must consult school councils on the following matters: All initiatives and policies that : Relate to the improvement of student achievement Enhance the accountability of the system to parents Board improvement plans The process and criteria for the selection and transfer of principals and vice-principals

Areas of Consultation: Board Including: Codes of conduct Appropriate dress of students Allocation of funds to school councils Conflict resolution process Fundraising Reimbursement of expenses

Areas of Consultation: Principal The principal of the school must consult council on: School policies regarding: Code of conduct Appropriate dress for students School plan for continuous improvement School profile

Consultation Furthermore: School councils may make recommendations to their principal or school board on any matter Boards and principals must report back on how the recommendations have been taken into account

Communications Continuation of: Bridges School Council Forums Involvement of school councils in school plans for continuous improvement Website information Revised school council discussion board Generic accounts for school council chairs Communications Protocol

Communications Generic accounts for school council chairs Eliminates need to collect personal addresses Protects the privacy of personal account information Enhances collaboration amongst school council Facilitates sharing of information between Board and school councils

Communications Communications Protocol Supports and guides effective communication between the Board and school councils Defines standards and best practices for the use of electronic and non-electronic tools Provides guidance on which communication tools are available and which are best suited to different needs Outlines conflict resolutions steps

Routing of Advice Board Procedure 262 clarifies the routing of formal advice to the Board. 1. Recommendations may be made to the Board via the superintendent 2. Recommendations will be considered and/or forwarded 3. Superintendent will respond to council 4. All recommendations must be reflected in the minutes of the school council

Key Requirements Qualifications for membership Elections: fall elections, one year term Public meetings Definition of quorum Compliance with Board policies Written annual report Administrator profile submitted annually Compliant constitution Membership requirement

Fundraising Requirements Fundraising must be in accordance with Board policies and guidelines Funds raised must be used for a purpose approved by the Board

Principal Selection Process “ prepare/review and submit annually, no later than November of each school year or as requested by the superintendent, an administrator profile outlining the preferred characteristics of the school’s principal and/or vice-principal to the superintendent of education (if an updated profile is not submitted the most recent version will be considered)”  Board Procedure 262

Role of the Council in the Selection of Principal In accordance with Ministry Regulation 312, Procedure 262 mandates that councils must submit a principal profile on an annual basis Ensures superintendents have up-to-date information when making decisions regarding administrator transfers These profiles will form part of the criteria considered by the Board when making administrative changes

School Council Constitution It is mandated that your school council MUST have a compliant constitution. The constitution must be reviewed annually, preferably at the beginning of each new term. Refer to Procedure 262 for details on bylaws that should be included.

School Council Orientation Part Three: Strategies for Making Your School Council More Effective

Strategies for Making Your School Council More Effective This section will cover: Constitution Responsibilities Characteristics of an Effective Council Team building Meaningful Parental Involvement Plans for Continuous Improvement School Council Planning Orientation Package for New Members Additional Support

School Council Constitution A well thought out constitution: Lays the ground rules for effective council meetings Becomes extremely important when conflict arises It is important to have a solid constitution BEFORE problems begin.

Responsibilities of the Principal Attend, support and promote council’s operations, meetings and other activities Act as an important source of information and advise the council when they are not in compliance with Board policies and procedures Solicit council’s views; consider and respond to their recommendations Notify the community and post materials for parents

Responsibilities of Council Members Regularly attend school council meetings Maintain a school-wide perspective Act as a link between the council and the community Encourage participation of all parents Participate in information and training programs, sub-committees Assist with tasks of council

Responsibilities of Chairs/Co-chairs The chair/ co-chairs have additional responsibilities, including: Preparing the agenda and chairing meetings Communicating with the principal and senior Board staff Ensuring that: Parents are consulted about matters under consideration by council Fundraising is in accordance with Board policies and procedures The constitution is reviewed annually The minutes are recorded

Characteristics Of An Effective School Council Focused on student learning and promotes meaningful parental involvement Actively involved in setting school priorities to improve student achievement Communicates with and seeks the views of the school community They have members who: Have developed mutual trust & respect for one another Represent the diverse views of the school community Have a clear understanding of their roles and responsibilities Are kept well informed about school and Board policies Maintain high ethical standards Support a clear and consistent process for decision making

Team building The principal and the council chair form an important leadership team: Together they set the agenda so as to ensure an effective meeting They both include the wider community as much as possible During meetings they help to keep everyone focused and advise the council as to Board policy and procedure While a strong principal/council chair team can form a solid back bone for an effective council, it is essential to realize the importance of delegating responsibilities not only to members but also to the wider community.

Parental Involvement Parental Involvement Councils should involve as many parents as possible, not only for their long term viability, but also because: Research has shown that parental involvement leads to increased student achievement.

Meaningful Parental Involvement Dr. Joyce Epstein 15 years researching the most MEANINGFUL forms of parental involvement Developed an easy to follow framework Outlines the most effective ways for parents to be involved “Parental Involvement: A resource to support the school planning process” Provides practical suggestions for each of these areas

Board Plan for Continuous Improvement Developed within the context of mission, vision and values Establishes a framework for system activity and resource allocation Provides the basis for measuring improvement The Board plan has three areas of focus: Quality schools Building family and community capacity Quality workplaces The Board has defined LITERACY as its overall priority.

School Plan for Continuous Improvement School plans are developed within the context of Board-wide priorities. Each school is required to develop a school plan that supports the Board plan and reflects the individual school’s priorities and needs. The school priority areas are: Curriculum Parent, family and community engagement Effective schools

School Plan for Continuous Improvement School councils have a significant role: They work with the principal and staff to: set the school’s priorities develop and implement plans to achieve the goals that have been set. It is the collective commitment of staff, parents and the community that breathes life into a school plan.

School Council Planning Board Plan for Continuous Improvement School Council Plan School Plan for Continuous Improvement

School Council Planning It is important that: Council set their own goals at the beginning of the year These goals should support the school plan All members agree upon these goals Every effort is made to stick to them Good planning: Focuses efforts and resources effectively Provides a framework for decision making Maximizes the use of time Gives the council direction and purpose

School Council Planning Good planning takes time but is essential to running an effective school council Priorities should be reviewed regularly and adjusted so that expectations can be met. Where to start: The school plan should be the basis for council planning All members should have a clear understanding of the school plan Information on council planning can be found in: The Ministry handbook School Councils: A Guide for Members Board’s School Council Website

School Council Budget Preparing a school council budget is part of good planning The budget should align with the school council plan This will help ease the decision-making process since spending decisions are linked with real goals

Orientation Package For New Members May want to include: School council handbooks Policy and Procedure 262 Regulation 612 School council constitution School profile List of council members and contact information

Orientation Package for New Members Information from the previous year that may be helpful to new members: Budget, year end financial statement School council plan or goals Minutes of previous meetings Operative norms, code of ethics School plan for continuous improvement Annual Report

Additional Support Available From the Ministry of Education: School Councils: A Guide for Members 2001 EIC Road Ahead III: Role of School Councils EIC School Improvement Planning: A handbook Election Package for School Councils Other documents Available at:

Additional Support Available From the Board: Training through staff development department School council forums Resources: Parental Involvement resource Handbook of Information for Volunteers Website: Policies and procedures Through your principal: Expertise in many areas Help with teambuilding Accessing documents listed above

School Council Orientation Part Four: About the Board

York Region covers the area from Steeles Ave to Lake Simcoe and the Holland Marsh a total of 1756 square km quadrupled in population in the last 30 years expected to reach 1.28 million by 2026 Nine area municipalities: Aurora East Gwillimbury Georgina King Markham Newmarket Richmond Hill Vaughan Whitchurch/Stouffville

About the Board The Board has: over 113,000 students 194 elementary and secondary schools And employs over 10,000 staff members

Board Mission Statement We unite in our purpose to inspire and prepare learners for life in our changing world community.

Board Vision We are the faces of public education. We understand our gifts and challenges. We are motivated by our dreams and act towards their fulfillment. We respect and celebrate our differences. We invite and value the spirit of community, creativity, and personal growth. We support each other. We have joy in who we are and who we are becoming.

Board Values  We recognize and celebrate excellence, and the heart-felt efforts and contributions of our community.  We strive for equity, inclusiveness, and diversity in all our programs, practices, facilities,and people.  We value dedication and commitment.  We value and will respond in an appropriate manner to the voices, ideas, and understanding of all our community members.  We believe it is the right and responsibility of everyone to ensure a safe nurturing community.  We embrace the spirit of innovation that acts to realize opportunities to transform our vision into reality.  We are all responsible for our words and actions.

Who Is “The Board”? The Board of Trustees and Staff Senior Administration Departments and CECs School administration Support staff

The Board of Trustees Thirteen trustees Publicly elected Serve for a four-year term Accountable to their constituents and the community as a whole Responsible for approving policies and by-laws which govern the operation of the Board Act as ombudspersons and ambassadors for the system

Staff - Senior Administration Director Associate Director of Business Services Coordinating Superintendents of Education Superintendents of Education

Staff - Departments Business Services (e.g. Accounting, Purchasing, Payroll) Curriculum and Instructional Services Education and Community Services (e.g. Permits) Human Resource Services Information Technology Services Planning Services Plant Services Public Affairs and Communications Services

Community Education Centres (CEC) Each CEC: Is represented by superintendents (2-3 in each elementary CEC and 4 in secondary) Represents one area of the Board (North, East, West, Central, Secondary) Provides support for administrative functions for schools in their area

School Administrators Principals and Vice-Principals: Representatives of the Board in their own school Subject to the authority of the superintendent Accountable to the students, parents, staff and senior administration

Support Staff Serve an important service in schools and departments. Examples include: Assistants for the Developmentally Handicapped Caretakers Child and Youth Workers Health Assistants Library Assistants Secretaries

School Council Orientation Thank you once again for serving on behalf of the children in your school community.