James Robinson School Council Executive and Coordinator Position Descriptions

In addition to the responsibilities of the positions listed below, School Council members should adhere to the following Code of Ethics.  

JRPS School Council Code of Ethics 

The following code of ethics is derived from Ministry guidelines and privacy and legal consultations made by the Board; and it may be used to outline expectations and as a guideline for Council Members’ behaviour. 

Code of Conduct:

• A member shall consider the best interests of all students. 

• A member shall maintain the highest standards of integrity. 

• A member shall treat all other members with respect and allow for diverse opinions to be shared without interruption. 

• A member shall limit discussions at school council meetings to matters of concern to the school community as a whole.

• A member shall recognize and respect the personal integrity of each member of the school community. 

• A member shall encourage a positive environment in which individual contributions are encouraged and valued. 

• A member shall acknowledge democratic principles and accept the consensus of the council. 

• A member shall conduct themselves in accordance with the Board’s Equity and Inclusive Education policy and procedure.
• A member shall promote high standards of ethical practice within the school community.

Responsibilities:
• A member shall act within the limits of the roles and responsibilities of a school council, as identified in the Education Act, its regulations, and the applicable constitution and/or by-law(s) and procedures.
• A member shall become familiar with the school’s policies and operating practices and act in accordance with them.
• A member shall act in accordance with relevant laws, including Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), and relevant Board policies and procedures.

• A member shall use established communication channels when questions or concerns arise.

• A member shall declare any conflict of interest.
• A member shall not accept any payment or benefit financially through School Council involvement. 

Privacy & Confidentiality

• A member shall not disclose confidential information. 

• A member shall respect the confidential nature of some school business and respect limitations this may place on the operation of the School Council.
• A member shall advise the Principal immediately if the member believes that there may have been a privacy breach. 

• A member shall abide by applicable laws and policies with respect to access, use or disclosure of Board data and information.

Position Responsibilities

Voting Members shall:

Members of the Council are accountable to the school community they represent and shall: 

·                Maintain a school-wide perspective on issues 

·                Regularly attend school Council meetings 

·                Participate in information sharing and training programs 

·                Act as a communication link between Council and the community 

·                Encourage the participation of parents and others in the school community 

·                Participate on Sub-Committees and assist with tasks of the Council 

Executive Officer Positions

Chair/Co-Chair shall carry out the following tasks in accordance with the Board’s School Councils policy and procedures:

·       Call a minimum of 4-8 meetings per year;

·       Consult with Council and Principal prior to scheduled meetings regarding the agenda;

·       Share agenda with Council members prior to the scheduled meeting; 

·       Chair Council meetings following the agenda; 

·       Ensure minutes of meetings are duly recorded by Council Secretary;

·       Communicate on an ongoing basis with school administration; 

·       Communicate with Trustee and Board staff as required; 

·       Assist and act on behalf of the Co-Chair;

·       Ensure the Council Constitution is reviewed annually. 

Treasurer shall:

·       Manage Council finances; 

·       Present written financial reports and statements including those required for each School Council meeting.

Secretary shall:

·       Conduct formal attendance and take notes (Minutes) during meetings; 

·       Notes shall include topics under discussion, motions, action items, and all decisions rendered; 

·       The Secretary shall prepare written minutes for distribution to Council members prior to the next meeting. 

Coordinators

All positions are under the direction of the Chair/Co-Chair and work products need to be approved by them (and possibly the Principal) prior to distribution to the school community.  Position requirements are meant to give volunteers for these positions an idea of their responsibilities and to inform their choice to volunteer for said position.  Responsibilities are not limited to the following and can change as needed.

Fundraising Coordinator shall:

• Take on a leadership role regarding the investigation, implementation, and coordination of fundraising initiatives;
• Communicate fundraising advertising needs to Chair/Co-Chair and Communications Coordinator;
• Monitor ongoing fundraising initiatives for effectiveness and their ability to meet School and Council goals;
• Have mass communication vetted by Chair or Vice Chair prior to dissemination.

Communications Coordinator shall:

• Prepare communication items regarding Council activities;
• Communication items can include, but are not limited to: 
• advertising Council fundraising initiatives
• advertising Council events
• website articles/updates
• social media posting
• bulletin board posting
• All communication items must be approved by the Chair/Co-Chair (and perhaps the Principal) prior to sharing them with the school community.

Volunteer Coordinator shall:

• Create and maintain a list of potential volunteers that can contribute to School Council events (including names, contact information, and other useful information: like how they would like to contribute or special skills);
• Ensure that all volunteers have the appropriate police check clearance to perform duties (Vulnerable Sector Check);
• Contact potential volunteers via phone and/or email regarding volunteer opportunities;
• Adhere to privacy rules regarding the names and contacts of volunteers (be sure to protect the contact information by using BCC in emails);
• Only contact potential volunteers for the specific purpose of volunteering for specific Council and school related tasks;
• Remove names and contacts from the list when requested;
• Have mass communication vetted by Chair or Vice Chair prior to dissemination.

Equity Coordinator shall:

• Consider all Council business through an “Equity Lens”, informed by the YRDSB “Equity and Inclusive Education” strategies, YRDSB Equity Action Plan, and Ontario’s education equity action plan;
• “Champion” equity and inclusivity by recommending adjustments to current and future plans and procedures;
• Recognize, create, and promote opportunities for learning about equity; 
• Help Council to conduct business in an equitable way, sensitive to all points of view, by sharing their observations with the whole Council and/or the Chair/Co-Chair.

OPAL Coordinator shall:

• Be link between Council and the OPAL team;
• Promote and educate others in the use of OPAL and the Eco Schoolyard;
• Champion and coordinate extra gardening in the Eco Schoolyard and throughout the grounds as necessary;
• Have mass communication vetted by Chair or Vice Chair prior to dissemination.