Published by the
Regional Services Group
Department of Education and Training
Melbourne
December 2016
©State of Victoria (Department of Educationand Training) 2016
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ISBN 978-0-7594-0810-4
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Contents
Introduction
Why is this tool important?
Effective governance-overview
Characteristics of an effective school council
Roles and responsibilities
Reviewing school council effectiveness
How to build council effectiveness
Appendix 1: Reviewing the Effectiveness of School Council
Introduction
School council is the governing body in Victorian schools, with membership drawn from the parents, department employees and the wider local community.
As the governing body, a school council can positively influence the quality of education provided to students in their school. School councils need to be effective in school governance and operations. Good governance enables the council to perform efficiently and effectively, strengthens community confidence in the council and helps to ensure the council’s reputation is maintained and enhanced.
In an effective school, school council processes are characterised by a mutual sharing of information, knowledge and ideas. There is a focus on dialogue in which all school community members are able to exchange information, share experiences, honestly express perspectives, pose questions and clarify viewpoints.
To undertake their functions school councils operate effectively when there is a clear understanding of roles and responsibilities and a clear and consistent process for decision-making.
The school council self-assessment tool is designed to assist school councils in evaluating their effectiveness as a collective school council and identifying areas for improvement. Councils could use the tool as part of a regular process ofself-reflection.
Why is this tool important?
An effective and pro-active school council is a key factor in a successful school. The most successful school councils have a wide range of skills and expertise – or a good understanding of where to find them.
The tool offers school councilsthe ability to:
- Identify their strengths and areas for improvement.
- Establish actions for improvement and opportunities for further learning of the council as a whole.
Effective governance
School councils play a key role in Victorian government schools, and being a member of the school council is a rewarding and challenging experience. Working as a team, council supports the school to provide the best possible educational outcomes for students.
The effectiveness of a school council relies both on the skills and expertise of its individual members and on council working as a team.
School councils vary in size and composition depending on their constituting order. Any member of the school community is entitled to serve on school council, depending on their eligibility for any of the three member categories: parent members, department employee members and community members.
As a team, school councils should reflect on the effectiveness of their governance and operations. Councilscan thentake steps to build their capabilitiesas well as refineand improve practices.
Characteristics of an effective school council
An effective school council is one that:
- has a clear understanding of its role and responsibilities
- focuses on improving student learning outcomes whilst acting in the best interests of their public entity
- involves the school community in conversations about key issues and challenges in education
- is actively involved in the development of the school strategic and annual implementation planning
- promotes meaningful parent and community participation and actively seeks the views of its school community
- includes members who represent the diverse views of the school community
- has clear and consistent processes for decision-making
- maintains high ethical standards
- has members with trust and respect for one another, and evaluates and communicates with the school community about its activities
- regularly reviews and evaluates its own performance
- trusts and delegates to individuals and its own sub-committees
- devotes time to its own growth and development, through induction and training. [1]
An effective school council should support the development of strategic partnerships to help the school achieve the goals set out in its strategic plan.
Roles and responsibilities
Effective school councils understand their roles and responsibilities. They understand the difference between their governance responsibilities and the operational responsibilities of the principal and school staff.
The functions of a school council are outlined in the Education and Training Reform Act 2006 and include:
- establishing the broad direction and vision of the school within the school's community
- participating in the development and monitoring of the school strategic plan
- approving the annual budget and monitoring expenditure
- developing, reviewing and updating school policies
- raising funds for school-related purposes
- maintaining the school’s grounds and facilities
- entering into contracts (such as for cleaning or construction work)
- reporting annually to the school community and to the Department
- creating interest in the school in the wider community
- informing itself of and taking into account the views of the community
- regulating and facilitating the after-hours use of school premises and grounds
- operating a children’s service at the school or other premises controlled by the Minister.[2]
School council may also be involved in the principal selection process.
Reviewing school council effectiveness
It is good governance for a school council to regularly review how it operates. The usual time to do this is at the end of a council term, either at the end of the calendar year or immediately before a new election.
As part of this review, councils may consider their Standing Orders, their sub-committees and the effectiveness of their meetings. It is important that school councils – and individual councillors – work collaboratively, but also that they know they are working effectively as a collectivecouncil.
One way to do this is using thistoolto have individual members reflect on the effectiveness of the school council as a whole. The council could then discuss the results either in small groups, or as a whole, particularly in the case of smaller councils. The self-assessment toolcan be found in Appendix 1.
Most school councils will identify some areas for improvement. They may agree that this is because operational practices could be refined/improved,they wish to build and/or seekparticular capabilities/skills/expertise, or that their capabilities are underdeveloped.
Councils willneedto determine the best way to rectify this.
How to build council effectiveness
In using this tool the school council will identify the strengths andareas for improvementand determine what is needed to increase its effectiveness. Such actions could include:
- Identifying and assessing the skills and expertise of council and individual councillors. Building individual and collective competencies. TheSchool Council Skills and Expertise Guideavailablefromthe Department’s School Council website outlines the desired skills and expertise required for effective school governance. It is designed to be used by school councils to identify the skills and expertise that can support school council operations and effective governance.
- Training school councillors, either collectively or individually.School councillors can attend face-to-facetraining offered statewidethat can be organised at a convenient time and at no cost to schools. Thetraining uses the Improving School Governance package and consists of five modules: Governance, President, Strategic Planning,Finance and Policy and Review. See: School councils
- Undertaking the Department’s online training for school councillors. Participants can complete the Improving SchoolGovernance training modules at their own pace, in any order and are able to return to each module at any time. To access the online training, see: Improving School Governance
- Inviting particular individuals to school council meetings to provide advice.
- Collaborating with others schools and school councils to share information and skills.
- Upgrading or adopting technology to facilitate council meetings e.g. teleconferencing.
Council should decide on the most appropriate actions to meet the identified areas for improvement whichmay be supported by the school council resources available on the Department’s website, see: School Councils.
(Please circle your answer)N/A or don’t know / Strongly disagree / Disagree / Neither agree nor disagree / Agree / Strongly Agree
Roles and responsibilities
School councillors have a clear understanding of their roles and responsibilities. / N/A / 1 / 2 / 3 / 4 / 5
School councillors have a clear understanding of the role and responsibilities of the principal. / N/A / 1 / 2 / 3 / 4 / 5
School councillors are aware of and abide by the Director’s Code of Conductand values issued by the Victorian Public Sector Commissioner. / N/A / 1 / 2 / 3 / 4 / 5
Theschool council has a set of Standing Orders that are reviewed annually. / N/A / 1 / 2 / 3 / 4 / 5
School improvement
The school council has a clear and shared purpose focussed on the best possible educational outcomes for students. / N/A / 1 / 2 / 3 / 4 / 5
The School’s Strategic Plan reflects the community’s values and views about the school’s purpose and direction. / N/A / 1 / 2 / 3 / 4 / 5
The School’s Strategic Plan is reviewed and updated based on the annual self-evaluation. / N/A / 1 / 2 / 3 / 4 / 5
School councillors contribute to the development of the Annual Implementation Plan. / N/A / 1 / 2 / 3 / 4 / 5
School council regularly monitors the progress of the Annual Implementation Plan. / N/A / 1 / 2 / 3 / 4 / 5
School council receives annual report data and is provided with opportunities for explanation, discussion and input. / N/A / 1 / 2 / 3 / 4 / 5
School council holds a public reporting meeting annually to present the annual report to the school community. / N/A / 1 / 2 / 3 / 4 / 5
Appendix 1: Reviewing the Effectiveness of School Council
This tool aims to assists school council to reflect on its effectiveness, rate its performance and plan for improvement.
School councillors understand the school’s financial processes. / N/A / 1 / 2 / 3 / 4 / 5
School councillors monitor the school’s finances against the annual budget in conjunction with the principal. / N/A / 1 / 2 / 3 / 4 / 5
Financial internal controls and procedures are reviewed and monitored. / N/A / 1 / 2 / 3 / 4 / 5
All fundraising is approved and monitored by the school council. / N/A / 1 / 2 / 3 / 4 / 5
Value for money is consideredwhenreviewingand deciding on expenditure. / N/A / 1 / 2 / 3 / 4 / 5
School council develops, approves and reviews the parent payments policy in line with Department policy. / N/A / 1 / 2 / 3 / 4 / 5
Community continuous engagement
The school council includes members who represent the diverse views of the school community. / N/A / 1 / 2 / 3 / 4 / 5
School council seeks community input and feedback on a range of school matters including policy development where appropriate, through community meetings, newsletters, surveys etc. / N/A / 1 / 2 / 3 / 4 / 5
A report is published after each council meeting to keep the school community informed about the decisions of school council. / N/A / 1 / 2 / 3 / 4 / 5
The school council engages with the local community to build positive partnerships. / N/A / 1 / 2 / 3 / 4 / 5
School councillors support school council decisions in the school community. / N/A / 1 / 2 / 3 / 4 / 5
Council operations / N/A or don’t know / Strongly disagree / Disagree / Neither agree nor disagree / Agree / Strongly Agree
Quorum requirements are met at each of the required eight school council meetings held per year / N/A / 1 / 2 / 3 / 4 / 5
School council meeting papers are provided in a timely manner prior to each meeting / N/A / 1 / 2 / 3 / 4 / 5
Councillors feel comfortable participating in frank and open discussions and decision-making / N/A / 1 / 2 / 3 / 4 / 5
Potential conflicts of interest are raised and minuted / N/A / 1 / 2 / 3 / 4 / 5
Accurate and informative minutes are taken at every council meeting and a copy provided to all councillors / N/A / 1 / 2 / 3 / 4 / 5
School council uses subcommittees, where appropriate, to effectively implement recommendations/decisions / N/A / 1 / 2 / 3 / 4 / 5
Training and improvement
The school council systematically reflects on and reviews its performance and practices / N/A / 1 / 2 / 3 / 4 / 5
Relevant and appropriate information is provided to prospective and new school councillors / N/A / 1 / 2 / 3 / 4 / 5
School councillors are made aware of and encouraged to attend the Department’s school council training sessions / N/A / 1 / 2 / 3 / 4 / 5
I have/will undertake the following Department training sessions / Governance: □ Face to face □Online
Strategic Planning: □ Face to face □Online
Finance: □ Face to face □Online
President: □ Face to face □ Online (for school council presidents only)
[1] Improving School Governance, (DET, 2015)
[2] Improving School Governance, (DET, 2015)