Catholic School Community Council

Catholic School Community Council

Guide for Members

November 2013

Catholic School Community Council

Guide for Members

Table of Contents

1  Background 3

1.1  Eligibility

1.2  Catholic School Community Council Membership

1.3  Board/Catholic School Community Council Forum

1.4  Catholic School Community Council at a Glance

2  The Role and Work of a Catholic School Community Council 7

2.1  What is the Work of the CSCC?

2.2  What is Not the Work of the CSCC?

3  First Steps 9

3.1  Election Guidelines

·  Nomination Form 13

·  Election Ballot 14

·  Appointment Application 15

·  CSCC Membership List 16

3.2  School Profile

·  School Profile Sample 18

3.3  Visioning

3.4  Goal Setting

3.5  School Fundraising

3.6  Budget Setting

3.7  Learning Improvement Plan

3.8  Council Development Plans

3.9  Communication Strategies

3.10  Council/Board Communication

3.11  Reporting

·  CSCC Year End Report Form 26

4  Policy and Legislation 27

4.1  Education Act Section 140

4.2  The Education Regulations, 1986

4.3  Parish Representative Protocol

4.4 Administrative Applications

5  Catholic Schools Community Council Constitution 34

5.1  Requirements

·  Constitution Sample 35

6  Preparing and Running Meetings 42

6.1  Effective Meetings

·  CSCC Meeting Evaluation 48

·  CSCC Meeting Agenda 49

·  CSCC Meeting Minutes 50

·  CSCC Meeting Minutes 51

7  Funding 52

7.1  Budget Information

7.2  Grant Expenditures

·  CSCC Government Grant Form 54

7.3  Honorarium

·  Honorarium Request for Payment Form 56

8  Liturgy and Prayer 57

8.1  The Catholic School Student Outcomes

8.2  Prayer at Meetings

Section 1:

Background

Welcome!

Welcome to the Catholic School Community Council and thank you for donating your time and talents.

Regina Catholic Schools have a long and solid history of parent, parish, student and community involvement and partnerships since our inception in 1899.

Gratton School

1.1 Eligibility

Parent

·  Refers to any parent or guardian whose child attends the school regardless of where they reside

Elector

·  Refers to anyone of the Catholic Faith who resides in the attendance area of the school

Student

·  Refers to a student in attendance at an elementary or high school in the Regina Catholic School Division (High schools must appoint 2 students; elementary schools may also appoint students. A plan for including student voices should be part of both elementary and high school CSCC’s.)

Parish Representative

·  Refers to a member of a Roman Catholic Parish associated with the school

Other Representative

·  Refers to a staff member(s) or someone from the community who has a particular connection to the school by way of an agreement or project and with the approval of both the board and the CSCC sits on the Council

1.2 Catholic School Community Council Membership

Two kinds of members, elected and appointed

Elected

·  5-9 elected parent and community members who are representative of the demographics of the student population (parents must be the majority)

Appointed

·  Principal

·  One teacher

·  High Schools: two students

·  Elementary Schools: may appoint students (A plan for including student voices should be part of both elementary and high school CSCC’s.)

·  Community School Coordinator (Community Schools)

·  Parish Representative

·  Other (chosen jointly by council & board as required)

1.3 Board/Catholic School Community Council Forum

Twice each year the Board of Trustees meet with groups of Catholic School Community Council Chairs on matters of mutual interest. Each Forum will be made up of representatives from either the North or South half of the city.

1.4 Catholic School Community Council at a Glance

Accountability

·  Budget

·  Learning Improvement Plan – Student Outcomes

·  Informing the general public/school community -- Communication

Membership

·  Parents

·  Principal

·  Teacher

·  Staff

·  Parish

·  Community members

·  Council appointee

·  Students

Roles

·  School Vision

·  Learning Improvement Plan

·  Fundraising

·  Dialogue with Board (Council Forum)

Elections

·  Advertise

·  Secret ballot (if required)

·  Returning Officer (Office Manager)

·  Representative and Appointed Positions

Section 2:

The Role and Work of a Catholic School Community Council (CSCC)

Catholic School Community Councils are recognized in legislation as the official Parent/Community voice within their school. The Catholic School Community Council operates within the framework of Board Policy and Applications.

The Role of the Catholic School Community Council is to work in conjunction with the Principal and Staff to:

·  Promote Catholic Education

·  Provide input and further the learning goals of the school

·  Support student learning success and well being

·  Encourage parent and community involvement in the school

·  Represent the School Community at the division and provincial level

·  Understand the community

2.1 What is the Work of the CSCC?

The CSCC is accountable to its community.

The Work of the CSCC includes:

·  learn about the demographics of the school community - School Profile

·  take part in setting the “Vision” for their school

·  support parent and community involvement in the school

·  help parents to support their children’s learning

·  have input into the “Learning Improvement Plan” and perform activities assigned to it as part of the plan

·  provide advice on the fundraising plans

·  communicate with the local community

·  work together with the school to improve student learning

·  manage a CSCC Government Grant of $2000 and provide a public accounting

·  participate in Council development activities

·  dialogue with the School Board through the Board/Council Forum

·  approach duties with discretion and maintain confidentiality

2.2 What is Not the Work of the CSCC?

The Catholic School Community Council operates within the framework of the School Board Policy and Applications

Its work must not include:

·  Matters which are the responsibility of the Board as outlined in the Education Act

·  Matters which are the responsibility of the Principal and/or staff as outlined in the Education Act and Board Policy

·  Matters involving personnel or pertaining to specific students or families

As well, it is not the role of the CSCC to:

·  Set policy

·  Direct school procedures

·  Manage school operations

·  Discuss personal, confidential information regarding students, teachers or other parents or families

Section 3:

First Steps

3.1 Election Guidelines

In Regina Catholic Schools the Chief Returning Officer for Catholic School Community Council Elections is the school Office Manager. The Principal, CSCC and Office Manager work in collaboration according to the following Election Guidelines.

3.1.1  Advertising

Notice of the Annual General Meeting will be advertised a minimum of 4 weeks prior to elections.

Advertising should include:

·  Posters at school entrances

·  1 page in newsletter

·  1 page on website

·  Note in Parish Bulletin

·  Note on school sign

Information should include:

·  Date and time of Annual General Meeting and Elections

·  Who is eligible to run

·  What the responsibilities are

·  How this will benefit their children/community

·  Why we need their help

·  Where to view policies and procedures regarding elections

·  Child care availability

3.1.2  Recruitment

Setting the tone

·  As the first point of contact our role is to welcome, be flexible, and help parents feel comfortable.

·  People are more likely to agree to help out if they feel needed.

·  Keep it light; be positive – when people are relaxed they are more likely to take part.

·  Informal personal contact (telephone or hallway chat) creates a non-threatening environment.

·  Volunteers need to hear that they won’t be stuck on their own with an overwhelming task – “everyone helps out”.

·  Let volunteers know that “Life happens – sometimes we miss meetings – but we’ll keep members informed”.

Getting the information

·  Try to start a candidate list in advance – nominations can still be taken from the floor.

·  Find out who is returning – try to have members hold positions for two years if possible (no limit to number of terms)

·  Check to see that community members are living in the attendance area and are Catholic school supporters (electors).

·  On election night take some time to count candidates to ensure that parents will be in the majority of elected members

3.1.3  Election Supervision

Please note: Elections will be supervised by the Office Manager at each school.

Role of the Office Manager as Chief Returning Officer

3.1.3.1 Election by Secret Ballot:

·  If there are enough candidates to have an election then it must be by secret ballot

·  Eligible voters include parents/guardians of children in the school and Catholic community members who reside in the attendance area of the school.

·  If there is a tie then the candidates will be asked to share the position. If one candidate declines then the chair will call for a second vote (secret ballot). If there is a tie once again, the chair will designate one person to a CSCC position and the other to a member-at-large position.

3.1.3.2 Election by Show of Hands or Acclamation:

·  If there are only as many candidates as positions available and it has been past practice to elect informally by a show of hands or acclamation then this practice will continue.

·  Prior to this however, do a quick check to make sure that all present are in agreement.

Positions for CSCC Election:

·  Chair

·  Vice Chair

·  Secretary

·  Treasurer

·  Directors

Note: You can have more members elected or appointed but they will be considered to be Members-at-Large and may have some voting restrictions.

3.1.4  Communication

·  Complete the Membership Form and forward to the CSCC Superintendent at the Catholic Education Centre

Will there be glitches? Probably

Will there be things we will need to change? Probably

The goal is to meet the requirements of the Minister, to keep things simple, and to maintain as much of the successful past practices as possible. This is a process not an event and this process will continue to change.

3.1.5  Catholic School Community Council Members

Elected Members:

·  5-9 elected parents and Catholic community members

·  Parents must be in the majority

Appointed Members:

·  Principal (or designate)

·  Teacher

·  Parish Representative

·  High Schools: 2 students

·  Elementary Schools (may choose to appoint students but must have a process for ensuring student voice)

·  Community School Coordinator (Community Schools)

·  Teacher Associate (Community Schools)

·  Others (with approval of the CSCC and the Board)

Note: As in past practice, the positions of student, teacher, teacher associate, parish representative may be shared or rotated.

3.1.6  Forms/Templates

Included is a series of forms (templates) for your use. These include:

·  Nomination Form

·  Election Ballot

·  Appointment Application

·  Membership List (to be sent to the CSCC Superintendent following elections)

You will want to customize these forms to fit your needs.

FORM A

Catholic School Community Council

Nomination Form

Nominee: School:

Contact Information:

I am standing for election as: (Please Check One)

A Parent: A Community Member:

Supporting Parent or Council Member:

Name:

Signature:

FORM B

Catholic School Community Council

Election Ballot

Chair - Vote for one:

Candidate A (Parent)

Candidate B (Parent)

Vice Chair – Vote for one:

Candidate C (Parent)

Candidate D (Parent)

Secretary – Vote for one:

Candidate E (Parent)

Treasurer – Vote for one:

Candidate F (Parent)

Directors – Vote for five:

Candidate G (Parent)

Candidate H (Community)

Candidate I (Community)

Candidate J (Community)

Candidate K (Parent)

Candidate L (Parent)

FORM C

Catholic School Community Council

Appointment Application

Name of CSCC:

Date of Application:

Name of Appointee:

Contact Information:

Reason for Appointment:

Duration of Appointment:

Is there consensus from the CSCC?

Principal Signature:

CSCC Chair Signature:

35

FORM D

School: Date:

Catholic School Community Council Membership List

Elected Members
Name / Position / P/C / Term / Contact Information
Address Phone # E-mail

35

3.2 School Profile

An important role of the Catholic School Community Councils is to understand the community. Each CSCC will work in collaboration with the Principal to create a School Community Profile. This profile will provide insight into the unique strengths and needs of the community and will contain data that can assist in decision making.

The following is an example of a “School Community Profile”. It includes contributions the Principal of the school may provide and contributions the School Community Council may provide.

SCHOOL PROFILE

______School is located in Regina, Saskatchewan.

______School is a publicly funded Catholic school that enrolls children.

Curriculum and Options

______School follows the provincial curriculum. The school is technologically advanced making e-learning available to students. An extensive extra-curricular environmental education program is also offered.

Staff

______School has professional staff and support personnel.

Facilities

______School has a gymnasium, and outdoor sports grounds, and a library. We are located close to several areas that allow us to maintain a challenging outdoor education program.

School Year and School Day

The School year runs from the first day after Labor Day in September to June 30th with holidays for Christmas, Winter Break and Easter. The school day is from to .

Educational Philosophy

The educational philosophy of ______School is to

Parish Community

______is served by

Community Social, Economic and Health Conditions

·  ______School is … information related to economic conditions.

Type of neighborhood.

Statistics related to employment

Statistics related to housing

Other areas of interest

·  ______School is … information related to social conditions.