Prepared by:
Parent Involvement Committee (PIC)
Published Summer 2012 Updated Summer 2013
Tools in the Kit
1. School Council Handbook/Website 2. Books & Resources 3. Continuity Binder 4. Fundraising Plan &
Field Trip Plan 5. Administration Team Profile 6. Volunteer
Orientation / School Needs
7. Annual Fund $500 for School Councils 8. PRO Grants
9. School Council Annual Report 10. School
Improvement Plan
Tool # 1 Introduction
Thank you for all you do for your school council!
The Parent Involvement Committee (PIC) of the Simcoe County District School Board (SCDSB) has
developed this Top 10 Toolkit to assist school council members with the activities they perform each year. The Toolkit is also helpful for orientation with new school council members. The PIC would love to hear your feedback about the following resources, tools and samples. Help us make the toolkit even better. Send your suggestions to PICChair@scdsb.on.ca.
The foundation for an effective school council is a respectful and trusting
relationship among council members, the principal and vice- principal. Some ways that you can develop trust in your school council are to:
• show that you are genuinely trying to do a good job for the benefit of all students in the school.
• give credit to others
• be honest and open in communications with one another
• use criticism only in a helpful manner
• confront the problems not the people
• admit mistakes or apologize when necessary
• listen your way back to repairing a relationship Also, click here to find out who the school trustee is for your area.
Lead courageously because no one has ever been in the same situation or timing that you are in right now.
And remember to make everyone feel welcome at all times; it takes a community to help both students and their school, reach their full potential.
School Council Handbook and Website
The School Councils Handbook has everything you need to facilitate meetings, understand policies, by- laws, and guidelines, and run a successful School Council. These handbooks are available at each school or you can access a copy on the school board website at
www.scdsb.on.ca.
SCDSB School Councils Top 10 Toolkit – UPDATED Summer 2013 • PAGE 2
to questions and ideas for best practices. This is an important tool for information and support for new and experienced school council members. That website section also includes the following link to the Ministry of Education’s School Council Handbook:
http://www.edu.gov.on.ca/eng/gene ral/elemsec/council/
See SCDSB’s Procedure A7200 for School Council Elections details and rules.
Books and Resources
“School, Family, and Community Partnerships – Your Handbook for Action” by Joyce Epstein, et al, provides School Council Chairs with a variety of techniques to facilitate meetings, ways to engage council members, icebreakers (especially great for the first couple of meetings), and many useful ideas for planning, organizing, developing and implementing school projects.
If your school does not have a copy of this book please speak to your school’s Principal to get one. Pages 14-16 – 6 Types of Parent
Involvement are especially helpful to school councils.
School, Family, and Community Partnerships: Your Handbook for Action, Third Edition, by Joyce Epstein ISBN: 9781412959025
Guidebook for School Councils:
http://www.ontariodirectors.ca/Pare nt_Engagement/PA%20Downloads/
CODE%20Parent%20Engagement
%20Guidebook.pdf
Parent Tool Kit to help parents help their child succeed at school:
http://www.ontariodirectors.ca/Pare nt_Engagement/PA%20Downloads/
CODE%20Parent%20Toolkit.pdf Other resources:
Bridges Out of Poverty:
http://www.bridgesoutofpoverty.com /Downloads/
Beyond the Bake Sale:
http://www.amazon.ca/Beyond- Bake-Sale-Essential-
Partnerships/dp/1565848888
Continuity Binder
The continuity binder may also be online on a school council page of the school’s website. The binder should contain at least the last two full years of school council
business, motions and votes, and past and current projects, including fundraising, newsletters, a list of the family of schools, PRO Grants and other special events. This allows continuity from year to year, in case of changes to School Council membership. It can be reviewed at the beginning of the year to see what has taken place and what projects need to be looked at for the new school year.
Annual meeting schedule
Agendas
Minutes
Fundraising plan
Field trip plan
Administrative team profile
School improvement plan
Annual report
Fundraising Plan and Field Trip Plan
A fundraising plan for the school year must be developed and submitted to the school board by the end of October. Monies expected to be raised from each fundraiser must be designated to student and school needs, and signed by the Principal and School Council Chair or Co-chairs before submitting to the school board. It is possible to have changes or
additions to the fundraising plan throughout the year, and a revised plan must be signed and submitted to the Board office. A financial report is available to review with the Principal for these non-board funds.
The SCDSB Fundraising Resource Guide is available at
www.scdsb.on.ca under the Parents section. The SCDSB Fundraising Policy can be found here. The Ministry of Education’s Tool # 2
Tool # 3
Tool # 4
SCDSB School Councils Top 10 – UPDATED Summer 2013 • PAGE 3
Suggested fundraising ideas:
o Ford Test Drive
o Gift cards which give back 3%
o Local restaurant chains o Grocery store receipt
programs
o Food receipt programs o BBQ/School Fairs o Chocolate sales o QSP – Magazine sales o Hot Lunch/Fun Lunch
program
o Milk at lunch program o Hockey game nights (Barrie
Colts)
o Popcorn Day sales
Administrative Team Profile Each year an administrative team profile recommendation is
developed by the Principal and School Council. This profile covers areas such as goals, school
community, strengths, areas for development, expectations for administrators and a School Council statement. This profile assists Senior Administrators when there are transfers/and or
appointments to the school. These recommendations are signed by the Principal and School Council Chair
Transfer of Principals and Vice- Principals, includes Form 7510-2, School Council Annual School Administration Profile. See www.scdsb.on.ca – Procedures section.
A sample School Council Annual School Administration Profile Form is included as Appendix B.
Volunteer Orientation and School Needs
Individuals wanting to become involved with the school through volunteering must provide a Criminal Background Check. Once this is completed it is important to provide these volunteers with an orientation and tour of school, which is facilitated by either the Principal or Vice-Principal. Each volunteer would be given a volunteer handbook and policies related to confidentiality, privacy and responsibilities would be reviewed.
It is helpful to provide a list of school needs to help volunteers decide where their interest and expertise can best be matched, considering each volunteer’s availability. One suggestion is to have a list of school needs posted each month for volunteers to sign up for days they are available.
It may be helpful to have one parent work with the Principal and
volunteers can include parents, extended family, community members, retirees, high school students (community hours), etc.
Available Funds for School Councils
Each year School Councils are provided with $500 as an expense fund. This can be used in a number of ways for parent engagement or involvement and must be discussed and voted on in your minutes by members of the School Council. If you have any questions please discuss this with your school’s Principal.
School Councils must vote on how to spend the $500 fund each year and record that vote in their minutes.
A related PowerPoint presentation in PDF format is attached as Appendix C.
PRO Grants
PRO (Parent Reaching Out) Grants have an early deadline for
submission to the Ministry of Education, in spring.
There are two types of grants available - a school grant up to Tool # 5
Tool # 6
Tool # 7
Tool # 8
SCDSB School Councils Top 10 Toolkit – UPDATED Summer 2013 • PAGE 4
group of schools.
Some examples for these events could be a Literacy Night, Math Night, Fun Fair, etc.
As part of your school council agenda it is important to put together a plan early so that your school does not miss out. The developed plan should be placed in the Continuity Binder at your school and when the deadline date is announced a parent member may submit the application on-line on the Ministry of Education website:
http://www.edu.gov.on.ca/eng/pare nts/reaching.html
The Ministry’s PRO guideline is also accessible at the above-noted link.
Other resources:
Beyond the Bake Sale
http://www.amazon.ca/Beyond- Bake-Sale-Essential-
Partnerships/dp/1565848888 A related PowerPoint presentation is attached in PDF format as Appendix D.
School Council Annual Report At the end of each school year an annual report from School Council should be prepared, providing an overview of School Council accomplishments, student achievement goals and
acknowledgement of volunteers
parents as a newsletter. There are sample annual reports in the School Council Handbook.
A helpful related PIC presentation is attached as Appendix E. As well, an example Financial
Reporting template is included as Appendix F.
School Council Annual Report Checklist:
Council members and roles
Council meeting dates
Council projects and events of past year
Fundraising summary of funds raised and where the funds were used
Topics that Administration consulted Council on, and/or that Council advised Administration on
Thanks and appreciation for the accomplishments of parents, council, volunteers, students and school staff
School Improvement Plan Review the provincial assessment (EQAO) results for your school, and the Principal’s annual school
improvement plan, and discuss how
environment.
School-by-school EQAO results may be viewed at: www.eqao.com.
The SCDSB Board Improvement Plan may be viewed at
www.scdsb.on.ca under About Us.
Appendix A:
Sample Fundraising Plan Appendix B:
School Council Annual School Administration Profile Form Appendix C:
School Council Funding $500 (PIC Presentation)
Appendix D:
Parents Reaching Out Grants (PIC Presentation)
Appendix E:
School Council Annual Report Development Process (PIC Presentation)
Appendix F:
Financial Reporting template
Information Source:
SCDSB Parent Involvement Committee
Layout: SCDSB Communications Tool # 9
Tool # 10
Toolkit Appendices
No. Timeline Activity Anticipated
Profits Purpose for Which Profits Will be Used School/School Community Liaison
1 September – June Fun Lunches $7,000.00 Classroom Enhancement and Extracurricular
Funding School Council
2 September – June Milk $1,000.00 Program Enhancement Fund School Council
3 September – June Popcorn $500.00 Grade 8 Celebration Funding Principal
4 Fall, Winter, Spring Movie Nights $1,000.00 Music Program Funding School Council
5 September Terry Fox $1,000.00 Donation to Cancer Society Teacher Representative
6 September Magazine Sales $,1,500.00 Program Enhancement Fund Vice Principal
7 October Lifetouch Photos $500.00 Ontario Education Leadership Camp Funding Principal
8 October Lottery $8,000.00 Technology Enhancement Fund School Council, Principal, Vice
Principal 9 October/November Gatorwear Clothing Sale $100.00 Program Enhancement Fund School Council 10 October & February Restaurant Night – Wendy’s $500.00 Music Program Funding School Council
11 November BarrieColts Night $1,000.00 Program Enhancement Fund Vice Principal
12 November Community Reinvestment
Fund Grant – Town of Innisfil $20,000.00
$10,000 Primary Skating & Swimming Program - Organizational Effectiveness Grant
$10,000 Spring Fair Community Events Grant
School Council
13 November & June Book Fair $3500.00 Library Resource Center Materials Teacher-Librarian Representative 14 December Christmas Cheer Food, Toy
and Book Drive
Donation of Food,
Toys and Books Community Support Teacher Representative
15 December Breakfast with Santa $4,000.00 Library Resources Funding Principal, Vice Principal, Librarian, Teacher Representatives
16 January Toonie Toss $2,000.00 Program Enhancement Fund Vice Principal, School Council
17 March Dance-a-thon $1,500.00 Extracurricular Funding Vice Principal , School Council
18 May Jump Rope For Heart $5,000.00 Donation to Heart & Stroke Foundation Teacher Representative
19 June Yearbook Advertising $300.00 Yearbook production/Camera Vice Principal
20 June Spring Fair $3,500.00
$1,750 Program and Technology Enhancement Fund and
$1,750 Special Education Resources Funding
School Council, Principal, Vice Principal, Teacher Representatives
SUMMARY
The anticipated profit from this fundraising plan is $60,400.00 for the 2011-2012 school year, of which $6,000 will be donated to charity. If any fundraiser generates more than expected the Principal will allocate where the need is greatest.
Principal School Council School/Community/Fund Raising Superintendent of Schools Representative
Memorandum 7510
Page 5 of 7 FORM A7510 – 2a
School Council Annual School Administration Profile School Name _________________________________________ School Year _____________
Background Information
On an annual basis, the school council, assisted by the school principal, shall review the School Administration Profile and complete and/or update all sections. Periodically, the Simcoe County District School Board (SCDSB) will consider the transfer and/or appointment of administrative staff. The School Council Annual School Administration Profile will provide input to Senior Administration in regard to the qualities and skill set conducive to a particular school setting.
School Council Priorities
Each year, the school administration and staff in consultation with the School Council shall work collaboratively to develop a School Improvement Plan which will identify school priorities in each of the four goals of the SCDSB Strategic Plan.
1. Relevant, purposeful learning supporting high achievement, well-being and learning for life 2. Inclusive, equitable and safe learning and working environments
3. Responsible stewardship of resources 4. Confidence in public education
School Council Priorities
Identify one or more priorities for School Council under each of the goals of the SCDSB Strategic Plan which are in keeping with the School Improvement Plan.
1.
2.
3.
4.
Page 6 of 7 FORM A7510 – 2b
Identify three strengths of the school.
1.
2.
3.
Identify three leadership qualities and/or skills which are conducive to the school setting.
1.
2.
3.
Identify three strategies School Council supports for effective home and school communication.
1.
2.
3.
Identify three strategies School Council supports to maintain a safe learning and working environment.
1.
2.
3.
Memorandum 7510
Page 7 of 7 FORM A7510 – 2c
School Council Statement
Provide a summary statement regarding School Council’s view of the most effective school administrator(s) for the school.
The School Council Annual School Administration Profile has been prepared by School Council and shared with school administration.
School Council Chair Principal Date
