Alberta School Councils’ Association School Council Best Practices Webinar

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Alberta School Councils Association School Council Best Practices Webinar. A collaborative project by ASCA/ERLC/ARPDC as a result of a grant from Alberta Education to support implementation. ASCA Instructors for this Webinar. Cheryl Low. Lynda Akers. - PowerPoint PPT Presentation

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  • A collaborative project by ASCA/ERLC/ARPDC as a result of a grant from Alberta Education to support implementationAlberta School Councils Association

    School Council Best PracticesWebinar

  • ASCA Instructors for this WebinarSC Best Practices Webinar*Presenter Image and BioPresenter Image and BioPresenter Image and BioPresenter Image and BioPresenter Image and BioAll ASCA workshop Instructors are highly experienced individuals with an intense desire to assist parents and school councils in their roles of supporting and enhancing student achievement. In-house education and training complements the real-life learning each Instructor embarks upon in their day-to-day lives within their families and educational circles.Presenter Image and BioPresenter Image and BioCheryl LowLarissa BissettLisa DicknerMarilyn WelschLynda AkersMichele MulderTrina Boymook

  • To facilitate a discussion forum for school council members across Albertato exchange ideas, identify challengesand share successes related to their school council roles and responsibilities. Objective: School Council Best PracticesSC Best Practices Webinar*

  • Four Areas of Focus (for today)Advise/Lobby/Decide: Who does what, when and with whom?Engaging Your School Community: Is there anybody out there?Fundraising: Who? What? Why? Where? When? and even How!School Council Governance: Rules? What rules?!?SC Best Practices Webinar*

  • Northern Alberta Greater Edmonton Area Central Alberta Calgary and Southern AlbertaE. OtherWhere are you?SC Best Practices Webinar*

  • School Council MembershipWhat best describes your role on your School Council?Parent StudentTeacher

    Principal or AdminCommunity Member

    SC Best Practices Webinar*

  • What is the purpose of School Council? What is the role of School Council?

    Setting the StageSC Best Practices Webinar*

  • Breakout roomsSC Best Practices Webinar*Advise/Lobby/Decide ???Engaging Your School CommunityFundraising $$$ School Council Governance

  • To move yourself to your breakout room:_________ Group stays in the main room.Click and drag your name to your break out room.SC Best Practices Webinar*

  • Reminder of Objective:

    Advise/Lobby/DecideTo facilitate a discussion forum for school council members across Albertato exchange ideas, identify challengesand share successes related to their school council roles and responsibilities. SC Best Practices Webinar: A/L/D 1/8*

  • Definition and/or interpretation of advise

    Advise/Lobby/DecideSC Best Practices Webinar: A/L/D 2/8*

  • Provide some examples of when/how your School Council has advised their school or board

    Advise/Lobby/DecideSC Best Practices Webinar: A/L/D 3/8*

  • Definition and/or interpretation of lobby

    Advise/Lobby/DecideSC Best Practices Webinar: A/L/D 4/8*

  • Provide some examples of when/how your School Council has lobbied their school, board, Alberta Education or another group in the community

    Advise/Lobby/DecideSC Best Practices Webinar: A/L/D 5/8*

  • As per the School Act and the School Councils Regulation, on which items is a school council authorized to decide?

    Advise/Lobby/DecideSC Best Practices Webinar: A/L/D 6/8*

  • Provide some examples of when/how your School Council has made decisions from a school council perspective.

    Advise/Lobby/DecideSC Best Practices Webinar: A/L/D 7/8*

  • Advise/Lobby/DecideParking LotSC Best Practices Webinar: A/L/D 8/8*

  • Reminder of Objective:

    FundraisingTo facilitate a discussion forum for school council members across Albertato exchange ideas, identify challengesand share successes related to their school council roles and responsibilities. SC Best Practices Webinar: FR 1/8*

  • What does Legislation say about School Councils and Fundraising?

    FundraisingSC Best Practices Webinar: FR 2/8*

  • What concerns might there be of a School Council that chooses to fundraise?

    What are the benefits?

    FundraisingSC Best Practices Webinar: FR 3/8*

  • What does Legislation say about groups other than School Councils becoming incorporated (as a Society) with a purpose of raising funds for (students in) a school?

    FundraisingSC Best Practices Webinar: FR 4/8*

  • What are the similarities between the 2 groups?

    What are the differences?

    FundraisingSC Best Practices Webinar: FR 5/8*

  • What challenges has your school council had in the area of fundraising?

    FundraisingSC Best Practices Webinar: FR 6/8*

  • What successes has your school council had in the area of fundraising?

    FundraisingSC Best Practices Webinar: FR 7/8*

  • FundraisingParking LotSC Best Practices Webinar: FR 8/8*

  • Reminder of Objective:

    Engaging Your School CommunityTo facilitate a discussion forum for school council members across Albertato exchange ideas, identify challengesand share successes related to their school council roles and responsibilities. SC Best Practices Webinar: Engage 1/8*

  • What does it mean to be engaged? Is it different than being involved?

    Engaging Your School CommunitySC Best Practices Webinar: Engage 2/8*

  • Provide some examples of who makes up your school community

    Engaging Your School CommunitySC Best Practices Webinar: Engage 3/8*

  • What is the value to having an engaged school community? Who benefits? Any examples?

    Engaging Your School CommunitySC Best Practices Webinar: Engage 4/8*

  • What barriers has your school council run into while trying to engage your school community?

    Engaging Your School CommunitySC Best Practices Webinar: Engage 5/8*

  • What has your school council done that has successfully engaged more members of your school community?

    Engaging Your School CommunitySC Best Practices Webinar: Engage 6/8*

  • What are some of the ways that your school council, or school, recognizes the efforts and contributions of engaged school community members?

    Engaging Your School CommunitySC Best Practices Webinar: Engage 7/8*

  • Engaging Your School CommunityParking LotSC Best Practices Webinar: Engage 8/8*

  • Reminder of Objective:

    School Council GovernanceTo facilitate a discussion forum for school council members across Albertato exchange ideas, identify challengesand share successes related to their school council roles and responsibilities. SC Best Practices Webinar: Gov 1/8*

  • What does Legislation say about School Council Governance?

    School Council GovernanceSC Best Practices Webinar: Gov 2/8*

  • What are the benefits to a school council having a written document guiding the way in which their important work is conducted?

    School Council GovernanceSC Best Practices Webinar: Gov 3/8*

  • Provide some examples of the types of documents used to guide the work of school councils.

    School Council GovernanceSC Best Practices Webinar: Gov 4/8*

  • Mini-poll: What does your School Council use?

    School Council GovernanceSC Best Practices Webinar: Gov 4/8* Bylaws Operating Procedures Constitution Terms of Reference Other/Dont Know

  • What makes each of these documents different?

    What are some of the challenges associated with the more formal governance documents?School Council GovernanceSC Best Practices Webinar: Gov 5/8*

  • What topics can, or should, be included within the governance document for a school council?

    School Council GovernanceSC Best Practices Webinar: Gov 6/8*

  • School Council GovernanceSC Best Practices Webinar: Gov 7/8*AuthorityPurpose (Vision)Changes/AmendmentsMissionObjectives/FunctionsMembership Governance ModelsQuorumDecision MakingPoliciesMeetingsAgendaCommunicationChairpersonPositions and Descriptions VacanciesCommitteesFundraisingCode of EthicsPersonal Information and Privacy Act (PIPA)

  • School Council GovernanceParking LotSC Best Practices Webinar: Gov 8/8*

  • Sharing Collective WisdomSC Best Practices Webinar*

  • Top Two Tidbits SC Best Practices Webinar*

    Advise/Lobby/ DecideFundraisingEngaging Your School CommunitySchool Council Governance

  • Devote time, thought and study, to the role and responsibilities of a school council member so I can provide effective service to my council. Be familiar with school council policies and operating principles.Work with my fellow school council members in a spirit of harmony cooperation, and respect for differences of opinion. Promote positive and collaborative relationships on school council, between school council and the greater school community. Encourage parent participation in school council. Work with my fellow school council members to support the goals of the schools education and improvement plans. Assist the school council to excel in all of its efforts and undertakings. Act as an advocate for excellence in education at the school and community levels.Declare any conflict of interest.Never disclose any confidential information I may have access to through other involvements at the school.Use the appropriate communication channels to address concerns

    CODE OF Conduct for SCHOOL COUNCIL MEMBERS

    SC Best Practices Webinar*Refer to Handout #1 Code of Conduct & Code of Ethics

  • Additional ResourcesSC Best Practices Webinar*ASCA Website (templates, tip sheets and more!)www.albertaschoolcouncils.ca ASC Resource Manualhttp://bit.ly/zEDXIRAlberta Educationhttp://education.alberta.ca/parents/role/schoolcouncils.aspx Board Developmenthttp://culture.alberta.ca/bdp/default.aspx Corporate Registrieshttp://www.servicealberta.ca/Corporate_Registries.cfm Alberta Gaming and Liquor Commissionhttp://aglc.ca/ Refer to Handout #2 Additional Resources

  • How Did We Do?You will be redirected to our online evaluation.

    Please take a minute to complete it.SC Best Practices Webinar*

    *Introduce yourself and your role(s). Briefly give a quick acknowledgment to the other instructors who are participating as Breakout Room Facilitators. Also introduce other ASCA staff, board members or instructors who you know to be online for this webinar. Recognize the valuable contributions of the Moderator (Karla) and other ERLC staff members who have assisted with getting people logged in and ready to go.Speak briefly to the objective for getting together today. Stress that whereas its important to identify areas in which school councils are experiencing challenges, as an example contributing in a meaningful way or encouraging more people to be involved, this is not intended to be primarily a complaint session. It is hoped that when challenges are identified in each of the breakout rooms, other participants will be able to contribute positively by suggesting some alternative methods, or through relating successes their school council has experienced.These are the 4 topics that will be covered, one in each breakout room, with group discussions lasting approximately 30 minutes.*Ask participants to use the polling tool to indicate which area of the province, or other, they live in.Moderator will publish the results.Ask participants to use the polling tools to select the category that best describes their role.

    Moderator to publish polling results.

    Before we head to the breakout rooms, remind me whats the purpose of School Council? Why are we here? If you know please type in the chat window.

    What is the role? There are 4 key roles of School Council can you collectively name them?

    Foster, develop, maintain and reflect the culture of the school.Provide the opportunity to participate in the advisory role.Create the forum for discussion.Seek and represent school community views.

    Regardless of the hats we wear were all here for the same purpose we are working together to advise the principal and board respecting matters relating to the school.

    Ultimately all the work we do should be supporting and enhancing student learning. So when we talk today in our breakout rooms keep this in mind. How are we doing this?

    When we come back together after we are finished in our breakout rooms lets take a look at how our best practices are supporting and enhancing student learning and see how well we are fulfilling out role.

    Moderator (Karla) will provide instructions to participants related to getting into Breakout Rooms. ASCA Facilitators will go to their designated rooms, and prepare for starting discussions.*Explain the format and process to participants (verbal contributions, written contributions, sharing experiences etc). Looking specifically for areas of challenge, areas of success and ideas that others can take back to their councils and use. Time frame will be 30 minutes in break out room, with remainder of the hour back together in main room to summarize. *Seek responses from participants as to their definition/interpretation of the word adviselays the groundwork for mutual understanding for next slide. Participants can either verbalize, or use writing tool. If verbal or in chat window, facilitator will capture and write summary of response.*Seek responses from participants as to their experiences in advising. Participants can either verbalize, or use writing tool. If verbal or in chat window, facilitator will capture and write summary of response.*Seek responses from participants as to their definition/interpretation of the word lobbylays the groundwork for mutual understanding for next slide. Participants can either verbalize, or use writing tool. If verbal or in chat window, facilitator will capture and write summary of response.

    A possible definition: to solicit the votes, or try to influence the actions, of public officials (usually members of a legislative body).

    Ask the question: How does this differ from advising the principal or the board on matters relating to the school?

    Generally, advise means to recommend or counsel to provide an opinion. Usually it is done only once on any one topic. Lobby implies a stronger course of action, (peaceful demonstration, letter-writing, phone calls, invitations to others in broader areas to join in) potentially for an extended period of time.

    It might be explained this way: school councils and their members may provide advice from a parental perspective to the individuals (principal, trustees, Sr. administrators) gathered in a variety of ways (surveys, town hall meetings, etc) in the position to make a decision on the matter before them (ie: school specific lunch fees, or district transportation schedules).

    If a matter of concern exceeds the decision making authority of those at the school or board level, then lobbying is concentrated work done to conduct a campaign to influence members of the decision making body to vote according to the group's concern (Reduced speed limits around schools; better traffic law enforcement around schools; Provincial Achievement Testing; Age of Entry; Diploma Exam weighting; predictable, sustainable funding.)

    Remember: School Councils can do both advise and lobby but their primary role is to advise the principal and the board on matters relating to the school.

    *Seek responses from participants as to their experiences in lobbying. Participants can either verbalize, or use writing tool. If verbal or in chat window, facilitator will capture and write summary of response.*Seek responses from participants as to their understanding of a school councils authority to decidelays the groundwork for mutual understanding for next slide. Participants can either verbalize, or use writing tool. If verbal or in chat window, facilitator will capture and write summary of response. Responses may illicit some conflict, so ASCA facilitator must be prepared to acknowledge, and if necessary gently redirect or clarify, incorrect responses.*Seek responses from participants as to their experiences in making decisions from a school council perspective. Participants can either verbalize, or use writing tool. If verbal or in chat window, facilitator will capture and write summary of response. As we dont have the time today to delve into any more specifics relating to these topics, reference the on-site workshops that we are able to provide at the convenience of any school council wanting more information. *Moderator/Facilitator to use this slide to park issues, concerns that either arent appropriate to address during the group discussions, or there isnt time to address during the group discussions. May bring it back to the breakout group at end, if there is time. If not, a member of the ASCA staff will follow up with the participant if desired - at a later date if Participant contact information is provided.*Explain the format and process to participants (verbal contributions, written contributions, sharing experiences etc). Looking specifically for areas of challenge, areas of success and ideas that others can take back to their councils and use. Time frame will be 30 minutes in break out room, with remainder of the hour back together in main room to summarize. *Seek responses from participants as to their understanding of school councils and fundraisinglays the groundwork for mutual understanding for discussions. For this slide, steer them away from talking about fundraising that you know is related to AGLC and Society status. Focus on what School Councils are allowed to do. Participants can either verbalize, or use writing tool. If verbal or in chat window, facilitator will capture and write summary of response. *Seek responses from participants as to the pros and cons of having a school council fundraise. Where appropriate, ask questions to the group that might encourage reflection/realization (Has anyone ever had parents on their SC complain that a lot of energy/time is being spent on fundraising? Does anyone have a principal who only seems to value parent participation for fundraising? Has anyone ever experienced conflict at the School Council table relating to how/where fundraised money should be spent?) Participants can either verbalize, or use writing tool. If verbal or in chat window, facilitator will capture and write summary of response.

    Re: benefits of fundraising.allow for a few responses, then ask the question: Is there another way, or another group of people apart from the School Council, who could take on the responsibility of raising funds for these very great causes? Leads into the next slide.*Seek responses from participants as to their understanding of societies and fundraisinglays the groundwork for mutual understanding for discussions. For this slide, encourage them to talk about fundraising (or groups) that you know is related to AGLC and Society status. Participants can either verbalize, or use writing tool. If verbal or in chat window, facilitator will capture and write summary of response. .*Seek responses from participants as to their ideas of similarities and differences. Participants can either verbalize, or use writing tool. If verbal, facilitator will capture and write summary of response. Try to direct the conversation to include these 2 points: similarities: outcome is to support and enhance student achievement; differences: method to reach outcome and legal accountability and authority. As were not using the time today to delve into any more details relating to legality and accountability, reference the on-site workshop that we are able to provide at the convenience of any school council wanting more information. *Seek responses from participants as to their unsuccessful fundraising experiences. If verbal or in chat window, facilitator will capture and write summary of response. *Seek responses from participants as to their unsuccessful fundraising experiences. If verbal or in chat window, facilitator will capture and write summary of response. *Moderator/Facilitator to use this slide to park issues, concerns that either arent appropriate to address during the group discussions, or there isnt time to address during the group discussions. May bring it back to the breakout group at end, if there is time. If not, a member of the ASCA staff will follow up with the participant if desired - at a later date if Participant contact information is provided.*Explain the format and process to participants (verbal contributions, written contributions, sharing experiences etc). Looking specifically for areas of challenge, areas of success and ideas that others can take back to their councils and use. Time frame will be 30 minutes in break out room, with remained of the hour back together in main room to summarize. *Seek responses from participants as to their definition/interpretation of the words engage and involve. Helps contribute to mutual understanding for discussions. Participants can either verbalize, or use writing tool. If verbal or in chat window, facilitator will capture and write summary of response. For the sake of the discussion today, encourage a general agreement of terminology.

    *Seek responses from participants as to their understanding of makes up the school communitylays the groundwork for mutual understanding for discussions. Participants can either verbalize, or use writing tool. If verbal or in chat window, facilitator will capture and write summary of response. *Encourage some story telling at this pointask participants to give examples of how engaging the school community proved beneficial for students, staff, parents, board, or community. Participants can either verbalize, or use writing tool. If verbal or in chat window, facilitator will capture and write summary of response. *Seek responses from participants as to the challenges theyve had trying to engage members of their school communities (parents, staff, principal, students, businesses etc,) Lead with questions or examples of: low attendance at meetings, few responses to surveys, minimal volunteer participation in or at school events if responses are slow to come from group. Participants can either verbalize, or use writing tool. If verbal or in chat window, facilitator will capture and write summary of response.

    *Seek responses from participants as to their successful engagement experiences. Lead with examples of various communication methods, permission-to-contact forms, skills bank surveys, community events, etc. if none come forward from group. Reference the on-site workshops (Engage and Revitalize) that we are able to provide at the convenience of any school council wanting more detailed and specific ideas relevant to their school community. If verbal or in chat window, facilitator will capture and write summary of response. *Seek responses from participants as to their recognition practices. Lead with examples from Revitalize workshop Handout 6 if needed. If verbal or in chat window, facilitator will capture and write summary of response. *Moderator/Facilitator to use this slide to park issues, concerns that either arent appropriate to address during the group discussions, or there isnt time to address during the group discussions. May bring it back to the breakout group at end, if there is time. If not, a member of the ASCA staff will follow up with the participant if desired - at a later date if Participant contact information is provided.*Explain the format and process to participants (verbal contributions, written contributions, sharing experiences etc). Looking specifically for areas of challenge, areas of success and ideas that others can take back to their councils and use. Time frame will be 30 minutes in break out room, with remained of the hour back together in main room to summarize. *Seek responses from participants as to their understanding of school council governancesets the groundwork for mutual understanding for discussions. Participants can either verbalize, or use writing tool. If verbal or in chat window, facilitator will capture and write summary of response. At an appropriate time in the conversation, clarify that legislation (School Act 22 (6)) states may make bylaws.this is not a must or shall. Governance model and documents are to be decided by the members of each school council, as fits their individual situation

    *Seek responses from participants. If necessary, lead with questions or examples of: expectations of processes, how decisions are made, who gets to participate in making decisions, conflict resolution, etc. Participants can either verbalize, or use writing tool. If verbal or in chat window, facilitator will capture and write summary of response.

    *Seek responses from participants. Responses may include: Bylaws, Operating Procedures, Constitution, Terms of Reference, others? Participants can either verbalize, or use writing tool. If verbal or in chat window, facilitator will capture and write summary of response.

    Comment on the results of mini-poll. Lead into discussion (next slide) about similarities and differences of each type of document.*Seek responses from participants. Responses may include: Bylaws, Operating Procedures, Constitution, Terms of Reference, others? Participants can either verbalize, or use writing tool. If verbal or in chat window, facilitator will capture and write summary of response.

    Comment on the results of mini-poll. Lead into discussion (next slide) about similarities and differences of each type of document.*Seek responses, thoughts from participants. Participants can either verbalize, or use writing tool. If verbal or in chat window, facilitator will capture and write summary of response.

    Seek responses from participants. When appropriate, if needed, mention the structure and rigidity that is typically built into bylaws and constitutions, originally intended for groups that are legal entities such as corporations and societies, which many school councils are now finding are preventing their work (ie: quorum, changes to structure based on current numbers of volunteers, complexity of language prevents easy understanding creates alienation/barriers). *Seek responses from participants as to what topics they have, or believe may be, included. If necessary, provide some leading questions like: who gets to belong to this group? When you think participants have pretty much exhausted the options, reveal next slide. If verbal or in chat window, facilitator will capture and write summary of response. *Point out that these 20 items are what we recommend are, at minimum discussed by school council members. Perhaps a school council chooses to not include all of these in their governance document; thats okay but the decision should be made by everyone, not just one or two people. Whereas it can seem complex and overwhelming, broken into small steps its really quire clear and rewarding. Reference the on-site workshops (SC Operating Procedures) that we are able to provide at the convenience of any school council wanting more detailed and specific ideas relevant to their school community. Ask if there any topics we may have missed? If verbal or in chat window, facilitator will capture and write summary of response in next slide: parking lot. *Moderator/Facilitator to use this slide to park issues, concerns that either arent appropriate to address during the group discussions, or there isnt time to address during the group discussions. May bring it back to the breakout group at end, if there is time. If not, a member of the ASCA staff will follow up with the participant if desired - at a later date if Participant contact information is provided.*Welcome everyone back from their Breakout Rooms. Allow a couple of minutes to get everyone back into the same room again. Speak to our excitement at learning from the participants how this type of format works, as this method is new to us. (ASCA) etc.*Ask Breakout Facilitators to summarize the top two best practices that came from the discussions in their Breakout Rooms. (Start with Advise/etc, )Remind participants that the recorded webinar will be available through the ASCA website, HOWEVER, the all of the Breakout Rooms are NOT recorded, only the one that took place in the main room today will be recorded.

    *In your breakout rooms you have identified many best practices that we hope you will take back to your own Councils and put into practice. In some cases you may have resolved issues or challenges by discussions with your peers in your breakout room.

    Thank you for taking this time to share your experiences and wisdom! Before you go, we have one more tool that wed like to share with you as a suggested Best Practice for all school councils, handout #1 provides you with samples of 2 sets of guidelines which you may want to consider implementing with your school council.

    The School Council Resource Manual (page 6) suggests a Code of Ethics for school council as a whole, intended for all members of school council acting as a collaborative group.

    Connected to the Code of Conduct is A Code of Conduct, for individual members of a school council, is also recommended to ensure that expectations of behaviour are clearly communicated to all involved. We hope that you find both of these documents useful and supportive in the work you do on in collaboration with your School Council.

    *If you are interested in more tools or resources like the Code of Conduct, please be sure to visit our website: www.albertaschoolcouncils.ca and check on it regularly. We are always adding new material in response to sessions just like this one.

    This slide is also included as handout #2.*Thank everyone for attending and participating. Request that they all complete the online evaluation, as it helps us to better understand how we can continue to serve their needs.

    *

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