Legislation:
- Regulation 612, School Councils
- Regulation 298, Operations of Schools – General
- Ontario Regulation 613/00 (an amendment to Regulation 298)
- (Reg. 612 and 298 are very specific regarding duties and responsibilities of principals.)
Summary of School Council Regulations 612, & 613
The purpose of a school council is, through the active participation of parents, to improve pupil achievement and enhance the accountability of the education system to parents. (Reg. 612/2.1)
A school council may make recommendations to the principal of the school or to the board on any matter. (Reg. 612/20)
The school council is an advisory body which consists of elected parents, teacher(s), principal/vice principal, support staff, community representative(s), secondary school students, (elementary where appropriate) and a representative from the Ontario Home and School Association, if such a group exists in the school. (Reg. 612/3.8)
Responsibilities
The School Council shall:
- Consult with parents/guardians of students enrolled in the school about matters under consideration by the council. (Reg.612/23)
- Develop by-laws that govern election procedures, filling vacancies, a conflict of interest, and a conflict resolution process. (Reg. 612/15.2)
- Keep minutes of meetings and records of financial transactions available at the school for a period of four years, for examination without charge by any person. (Reg. 612/16)
- Produce an annual written report of the council activities, including financial activities, to be submitted to the principal and the Board. (Reg. 612/24)
The Principal shall:
- Act as a resource person to the school council, and assist the council in obtaining information relevant to its functions, including information relating to relevant legislation and policies. (Reg. 613/20)
- Solicit the views of the school council with respect to:
- School policies and guidelines that relate to student achievement or to the accountability of the education system to parents.
- A local code of conduct and a local student dress code.
- New education initiatives that relate to students or to the accountability of the education system to parents.
- School action plans for improvement based on EQAO results and communication of those plans to the public.
- Consider each recommendation made by the council and advise the council of the action taken in response to the recommendation. (Reg. 613/18)
- Distribute the school council’s annual report to every parent/guardian and post it in an accessible location. (Reg 613/24.3)
- Distribute materials intended for school councils from the Ministry of Education to school council members and post them in an accessible location. (Reg. 613/12.1)
- Give written notice of the elections to parents at least 14 days before the election and post such notice in an accessible location. (Reg. 612/6 & 7)
- Attend every meeting of the school council. (Reg. 613/3.16).
Elections
- The chair or co-chair shall be a parent member of the council and shall be elected by council members. (Reg.612/7.l)
- A person is qualified to be a parent member of a school council if he/she is a parent of a pupil who is enrolled in the school. (Reg. 612/4.1)
- A person is qualified to vote in an election of parent members if he/she is a parent of a student who is enrolled in the school. (Reg. 612/4.3)
- Election of all school council members shall be held during the first 30 days of each school year, with 14 days advance notice. (Reg. 612/4.4 & Reg. 612/12.4)
- Elections of parent members shall be by secret ballot. (Reg. 612/4.8)
- The term of office is one year (members may be re-elected for more than one term). (Reg. 612/6.1)
- A vacancy in the membership of a school council shall be filled by election or appointment, in accordance with the by-laws of the council. (Reg. 612/7.1)
- Teacher member(s) are elected by teachers; support staff are elected by support staff; student members(s) are elected by students; community member(s) are appointed by the council. (Reg. 612/5.14)
Membership
- The majority of school council members must be parents/guardians of pupils enrolled in the school. The specific numbers of members in each category are determined by the by-laws. (Reg. 612/3.4 & 4.1)
- Board employees who work at their child’s school are not eligible for election as school council parent members in that school. (Reg. 612/3.5 & 4.2)
- Board employees who stand for school council election as parent members in their child’s school (where they do not work), must disclose their employment with the board. (Reg. 612/3.5, 4.2)
- Board employees are not eligible to be chair or co-chair of any school council in that board. (Reg. 612/8.3)
- A school trustee is not eligible to be a member of a school council. (Reg. 612/3.6)
- Sub-committees may include non-elected members of the school community and must include at least one parent member of the school council. (Reg. 612/13.2–3)
Meetings
- The school council shall meet at least four times during the school year to discuss and decide on matters that it has the authority to consider. (Reg. 612/12.1)
- A majority of parents must be present to have a duly constituted meeting of the school council (quorum). (Reg.612/12.3)
- A newly elected school council shall meet within the first 35 days of the new school year on a date set by the principal. (Reg. 612/12.2)
- Each elected member of the school council is entitled to one vote. Principals are not eligible to vote. (Reg. 612/14.2–3)
- All school council meetings shall be open to the public. (Reg. 612/12.4)
Fundraising
- A school council may engage in fundraising activities (Reg. 612/22.1)
- The fundraising activities of the school council shall be conducted in accordance with applicable board policies, and for a purpose approved by the board. (Reg. 612/22.2 (A, B))
- A school council shall not be incorporated. (Reg. 612/17)
Summary of Regulations of the Ontario Ministry of Education concerning the Role of School Councils (#612, #613) was prepared by Community Services staff, Student & Community Services Department, Toronto District School Board.
Policies: Ministry of Education: School Councils, A Guide for Members, 2001. (Revised 2002) Available online: www.edu.gov.on.ca
Related board policies and procedures; for example:
- Community Use of Schools
- School Communications
- Fundraising in Schools
- Student Dress Code
- Reimbursement of School Council
- Volunteers
- Accounting for Non-board Funds.
Additional Documentation:
- District school board school council handbook.
- The school council’s constitution and bylaws. If you have concerns, review the constitutions of other schools in order to have samples for consideration. Ensure a process for conflict resolution and expulsion of dysfunctional members.
- The school council’s minutes from last year and the annual report.
- The school council’s newsletters from last year and articles in school newsletters.