Ministry of Education and Training
Policy/Program
Memorandum
No. 122

Date of Issue:

Effective until revoked or modified

Subject:

School Board Policies on School Councils

Application:

Chairperson of School Boards and Minority-Language Sections

Directors of Education

Principals of Schools

Background:

The government recognizes that the education of Ontario's young people is a shared responsibility involving schools, students and their families, and members of the community. Parents and guardians have the right, as well as the responsibility, to participate in the education of their children, and can contribute to their children's development in a wide variety of ways. Other members of the community, including members of health, social service, and recreational agencies, also offer a wealth of experience and expertise that may be of benefit to students. Students themselves may have some excellent suggestions pertaining to their education. Members of all of these groups should, therefore, have the opportunity to advise in educational matters.

The Ministry of Education and Training is committed to encouraging partnerships that will enhance the education of the province's young people and foster increased sharing of information about the programs being offered by schools. In Ontario, many schools already have an association or committee that enables parents and other community members to provide input on topics pertaining to the school's educational program. Feedback from these committees and associations and from the schools has been positive and encouraging, and indicates that community participation has been very valuable.

The recent reports of the Royal Commission on Learning and the Ontario Parent Council have recommended that all schools be required to establish advisory committees to increase communication between schools and their communities and, in the words of the commission's report, to enable parents and students to assume "a more responsible and active role" in education programs and services within their local community. These reports support similar recommendations made over the years by provincial parent associations.

Development of school board policies on school councils

The provincial policy on school councils will require school boards and minority-language sections to develop policies that direct schools in their jurisdictions to begin the establishment of school councils in September 1995, and to ensure that a school council is in place in all schools by June 1996. This memorandum outlines the minimum requirements for the composition and functioning of school councils that must be included in each school board's or section's policy.

School board policies should enable school communities either to establish entirely new organizations as the school councils or to set up the school councils by adapting existing parent/community associations or committees so that they conform to the requirements set out in this memorandum. It is important to note, however, that school communities may have parent/community organizations in addition to the school councils. The school councils are not intended to replace such organizations, which continue to make valuable contributions within the education community.

School boards are encouraged to involve parents in the development of board policies on school councils.

Minimum requirements for the composition and operation of school councils

School boards must ensure that the following requirements are included in their policies on school councils.

1. Membership and Term of Office

Members of a school council shall include, but not be limited to:

parents and guardians of student enrolled in the school;
community representatives;
a student (mandatory in secondary schools; in elementary schools, at the discretion of the principal);
the school principal;
a teacher;
a non-teaching staff member

Parents and guardians shall form the majority of the council, except in adult day schools, where parent positions shall be held by students. It is expected that the membership of the council will reflect the diversity of the school community.

1. Henceforth in this document, the term "school board" includes minority-language sections.

Membership in the school council shall be determined in the following ways:

Parents shall be elected by parents and guardians of students enrolled in the school.
The chair of the council shall be a member who is also a parent and shall be elected by the council.
Community representatives shall be appointed by the council.
The student representative shall be elected by students.
The school principal shall be a designated member.
The teacher representative shall be elected by members of the teaching staff.
The non-teaching staff member shall be elected by members of the non-teaching staff.

The term of office for elected and appointed positions shall be one or two years, as determined by board policy. Elected and appointed members may seek additional terms of office.

There will be no honorarium paid to members of the school council.

2. Roles and Responsibilities of the School Councils

School councils are advisory bodies. A school council will provide advice to the school principal and, where appropriate, to the school board on any of the matters listed below that the council has identified as priorities:

local school-year calendar
school code of student behaviour
curriculum and program goals and priorities
the responses of the school or school board to achievement in provincial and board assessment programs
preparation of the school profile
selection of principals
school budget priorities, including local capital-improvement plans
school-community communication strategies
methods of reporting to parents and the community
extracurricular activities in the school
school-based services and community partnerships related to social, health, recreational and nutrition programs
community use of school facilities
local co-ordination of services for children and youthdevelopment, implementation, and review of board policies at the local level

The provincial policy will require that a school board's policy direct the school principal and, where relevant, senior staff and trustees of the board to seek advice from the school council as part of the process of making decisions with regard to the matters listed above.

In addition to its advisory responsibilities, the school council shall:

establish its goals, priorities, and procedures;
organize information and training sessions to enable members of the council to develop their skills as council members;
hold a minimum of four meetings per year (all meetings shall be open to members of the school community);
communicate regularly with parents and other members of the community to seek their views and preferences with regard to matters being addressed by the council, and to report on the activities of the council to the school community;
promote the best interests of the school community.

3. Roles and Responsibilities of School Council Members

a) Chair

The chair of the school council shall:

call school council meetings;
prepare the agenda for school council meetings;
chair school council meetings;
ensure that the minutes of school council meetings are recorded and maintained;
participate in information and training programs;
communicate with the school principal;
ensure that there is regular communication with the school community;
consult with senior board staff and trustees, as required.

b) Council Members

The members of the school council shall:

participate in council meetings;
participate in information and training programs;
act as a link between the school council and the community;
encourage the participation of parents from all groups and of other people within the school community.

c) The Principal

The principal of the school shall:

facilitate the establishment of the school council and assist in its operation;
support and promote the council's activities;
seek input from the council in areas for which it has been assigned advisory responsibility;
act as a resource on laws, regulations, board policies, and collective agreements;
obtain and provide information required by the council to enable it to make informed decisions;
communicate with the chair of the council, as required;
ensure that copies of the minutes of the council's meetings are kept at the school;
assist the council in communicating with the school community;
encourage the participation of parents from all groups and of other people within the school community.

4. The school Board and the School Councils

Some school boards already include parents and other members of the community in an advisory role at the board level. School boards are encouraged to continue, or to initiate this practice. Boards are also encouraged to facilitate communication among the school councils within their jurisdiction.

School boards shall review and revise their policies on the selection of principals to ensure that the school councils participate in principal selection. Boards shall also involve representatives of their school councils in the revision of these policies.

5. Evaluation and Reporting

School boards shall develop procedures for evaluating the implementation of their policies on the establishment and operation of school councils.

A report on the establishment and operation of the school councils shall be included in the annual report of the director of education of each school board.

Assistance from the ministry

School Council Handbook

The ministry will collaborate with stakeholders to produce a school council handbook to assist school boards, schools, and school councils. The handbook will contain materials and information to help boards establish school councils and to assist the members of school councils in carrying out their responsibilities. It will be available in September 1995.

Professional Development

The ministry will work with school boards and other organizations and stakeholders to ensure that such programs as the Supervisory Officer's Qualification Program and the Principal's Qualification Program prepare school board members and principals for their work with school councils. The ministry will also collaborate with boards and other stakeholders to develop in-service programs and materials for school council members.

School Council Forum

The ministry and stakeholder groups will organize a School Council Forum in the spring of 1996. This forum is intended to provide opportunities for representatives of school councils and school boards throughout the province to discuss their experiences in setting up and maintaining their councils. It will also enable members of school councils across the province to establish a basis for networking. Further details about the forum will be provided later this year.

Mariette Carrier-Fraser
Assistant Deputy Minister
Elementary, Secondary,
and Postsecondary Operations
and French-Language Education Division