School Council – Powers and Functions

From the 2026 school year, school council members, except VIT registered teachers and students, are required to hold a Working with Children Clearance (WWCC) (either a volunteer WWCC, or employee WWCC if they already have this), when nominating for a role on school council. Current (as at commencement of Term 1 2026 ) school council members are not required to obtain a WWCC until they nominate for re-election/co-option. This policy, guidance and resources have been updated to reflect this change and other changes made to Ministerial Order 1280 (Constitution of Government School Councils) 2020.

Policy

This policy sets out the powers and functions of school council.

Summary

• School councils play a vital role in Victorian government schools and are established and operate under the Education and Training Reform Act 2006 (Vic), the Education and Training Reform Regulations 2017 (Vic) and Ministerial Order 1280 (Constitution of Government School Councils) 2020 (DOCX) (Ministerial Order 1280).
• Understanding their legislated powers and functions, as well as the functional split between the school council and the principal is critical for the effective functioning of a school council.
• The powers and functions specific to each school council are set out in Ministerial Order 1280.
• School councils are also required to comply with state and federal laws, relevant Ministerial Orders and certain department policies when exercising their powers and functions.

Details

Understanding the distinction in roles and responsibilities between school council and the principal supports the effective and efficient operations of the council and the school. School council powers and functions are set out in this policy. Responsibility for all other aspects of running a school rests with the principal and school leadership.

A school council’s constituting Order constitutes the school council as a body corporate and specifies the council’s powers, functions and objectives. All school councils are constituted under Ministerial Order 1280 Constitution of Government School Councils 2020 (DOCX).

School council functions, powers and objectives

School council functions, powers and objectives are set out in various instruments, including the Education and Training Reform Act 2006, the Education and Training Reform Regulations 2017, and Ministerial Order 1280.

The following information sets out the various functions, powers and objectives prescribed in the Education and Training Reform Act 2006 and the Education and Training Reform Regulations 2017.

Further information on school council powers and functions is available in the Guidance and Resources tabs, including links to other department policies relating to specific school council functions and powers, such as the Child Safe Standards, occupational health and safety and finance.

Functions of school council

The key functions of school council are:

• to establish the broad direction and vision of the school within the school's community
• to arrange for the supply of:
  • goods
  • services
  • facilities
  • other things or matters required for the conduct of the school, including the provision of preschool programs
• to raise funds for school related purposes in accordance with applicable Department of Education fundraising policies including but not limited to:
  • Fundraising Activities (including fetes) policy
  • Alcohol at School Events policy
  • Canteens, Healthy Eating and Other Food Services policy
  • Amusement Rides, Attractions and Fireworks policy
  • local school fundraising policy (if relevant)
• to regulate and facilitate the after-hours use of the school premises and grounds
• to exercise a general oversight of the school buildings and grounds and ensure they are kept in good order and condition
• in the case of regional school councils, to provide for the cleaning and sanitary services that are necessary for the school
• to ensure that all money coming into the hands of the council is expended for proper purposes relating to the school
• to provide meals and refreshments for the staff and students of the school and make charges for those meals or refreshments
• to inform itself and consider any views of the school community for the purpose of making decisions in regard to the school and the students at the school
• to generally stimulate interest in the school in the wider community
• to participate in the development of the School Strategic Plan – to be signed by the president and the principal
• to report annually (the Annual Report) to the school community and to the department on:
  • the school’s financial activities
  • the School Strategic Plan, and
  • any other matters that are determined by the Minister
• to manage the hire, licence and shared use of school facilities
• to determine the dates for the school’s student-free days:
  • in accordance with the number of student-free days each calendar year specified by the Secretary of the department
• to perform any other function or duty, or to exercise any power conferred or imposed on the council by or under:
  • the Education and Training Reform Act 2006, or
  • any regulations made under that Act
  • a Ministerial Order made, or direction issued, by the Minister under the Education and Training Reform Act 2006.

Information on the role and responsibilities of the various school council officer bearers (such as the principal as Executive Officer and the school council president) is available on School Councils – Composition and Officer Bearers.

Powers of school council

For the purpose of meeting its functions and objectives, and in accordance with any conditions or limitations set out in the Education and Training Reform Act 2006, the Education and Training Reform Regulations 2017, Ministerial Order 1280, school councils may:

• enter into contracts, agreements or arrangements
• form sub-committees
• sell property acquired for use in the school
• for primary schools, provide preschool programs
• use any funding provided to the school, for any purpose related to the school, provided the funding was not provided for a specified purpose
• establish trusts and act as trustee of them
• employ staff (noting the exception in relation to the employment of teachers)
• charge fees to parents for goods, services or other things provided by the school to a child of the parent:
  • subject to section 2.2.4 of the Education and Training Reform Act 2006, and
  • in accordance with any Ministerial Order made under that Act
• conduct programs in or use, or allow any other person or body to conduct programs in or use, any of the school’s buildings or grounds for the purpose of educational, recreational, sporting or cultural activities for students, the local community or young persons, but only when the buildings or grounds are not required for ordinary school purposes
• with the applicable approval from the Minister, construct or carry out any improvements to any school building structure or school grounds
• do any other thing that is necessary or convenient to be done for, or in connection with, meeting its objectives or performing its functions or duties
• do anything else conferred on it by or under the Education and Training Reform Act 2006, or any regulations or a Ministerial Order made under that Act.

Important: A school council does not have the power to:

• employ a teacher for longer than 12 months or with no date fixed for the termination of that employment;
• purchase or acquire for consideration any land or building; or
• unless authorised by or under the Education and Training Reform Act 2006 or any regulations or a Ministerial Order made under that Act:
  • license or grant any interest in land, including school lands or buildings;
  • enter into hire purchase agreements;
  • obtain loan or credit facilities;
  • form or become a member of a corporation;
  • provide for any matter or thing outside Victoria unless it is related to an excursion by students from the school or the professional development of staff of the school;
  • purchase a motor vehicle, boat or plane.

Objectives of school council

The objectives of a school council are set out in Ministerial Order 1280 and section 2.3.4 of the Education and Training Reform Act 2006 and are to:

• assist in the efficient governance of the school
• ensure that its decisions affecting students of the school are made having regard, as a primary consideration, to the best interest of the students
• enhance the educational opportunities of students at the school
• ensure the school and the council complies with any requirements of the Education and Training Reform Act 2006, the Education and Training Reform Regulations 2017, a Ministerial Order or a direction, guideline or policy issued under the Education and Training Reform Act 2006.

These school council objectives must be considered by school council members when exercising any of their powers, duties or functions.

Delegation of school council powers, duties and functions

The Education and Training Reform Regulations 2017 allow school councils to delegate their powers, duties or functions. However, a school council cannot delegate any of its functions in relation to the approval of the school budget or Annual Report.

A school council must generally obtain written approval from the Minister for Education if they wish to delegate a power or duty to a person or body, other than the principal.

• The delegation must be recorded in the minutes of the meeting of school council and a register of delegations must be kept by the school council.
• The instrument/documentation setting out the delegations, and the terms and conditions of the delegations, must be signed by the president of the school council and delivered to the delegates.
• A person or body to whom a delegation has been made must provide a written report about any activities performed as a delegate at each ordinary meeting of the school council.

A Delegations fact sheet (DOCX) and Template instrument of delegation for school councils (DOCX) is available to support school councils with the delegations process.

Confidentiality

School council decisions will usually affect the school community, and they generally need to be clearly communicated to, and understood by, the school community.

However, school council members must feel confident their deliberations and any differing views during council discussions are treated confidentially by other members.

School council members must only use the information they gain in the course of their duties as a councillor for its intended purpose of achieving school council decisions and responsibilities.

School council members must not use information to obtain an advantage for themselves or another person or to cause detriment to the school council.

Related policies

• Child Safe Standards
• Cleaning
• Contractors – Insurance and Contract Arrangements
• Finance Manual – Financial Management for Schools
• OHS Management System (OHSMS) Overview
• Out of School Hours Care – Decision Making Regarding the Provision of OSHC
• Parent Payments
• Procurement in Schools
• School Council – Composition, Eligibility and Office Bearers
• School Council – Conduct and Conflict of Interest
• School Council – Elections
• School Council – Liability and Legal proceedings
• School Council – Meetings
• School Council – Overview
• School Council – Sub-committees
• School Council – Training and Good Governance
• Student Dress Code

Relevant legislation

• Education and Training Reform Act 2006 (Vic)
• Education and Training Reform Regulations 2017 (Vic)
• Ministerial Order 1280 Constitution of Government School Councils 2020 (DOCX)
• Ministerial Order 1359 Child Safe Standards (PDF)
• Ministerial Direction 145 Special Religious Instruction in Government Schools
• Ministerial Order 1006 Principal (Selection Procedures and Grounds for Review)
• Ministerial Order 1039 School Council Employees (Employment Conditions, Salaries, Allowances and Selection)
• Occupational Health and Safety Act 2004 (Vic)

Guidance on school council powers and functions

This guidance provides information on the application of school council powers and functions, across a range of common school council activities, with links to further information specific to each activity, where available.

Assets

School councils are responsible for the oversight of school buildings and grounds, and ensuring they are kept in good condition.

Information about asset management roles and responsibilities for school councils, principals and department staff is available in the Asset Management Roles and Responsibilities Framework.

For further information on school council asset management responsibilities, refer to:

• Asset Management Planning
• Essential safety measures
• Finance Manual – section 13 Asset and Inventory Management

Canteen

In accordance with school council’s function to provide meals and refreshments for the staff and students of the school, school councils may decide to provide canteen services for the school.

Refer to Canteen policy for further information.

Child safety

School councils must comply with the Child Safe Standards when exercising any of their powers, duties or functions.

School councils also have certain responsibilities implementing the Child Safe Standards at their school.

Refer to Child Safe Standards and PROTECT for further information.

Cleaning services

Regional school councils are responsible for providing cleaning services that are necessary for the school. When engaging cleaning services for the school, school councils are required to adhere to department policy.

Cleaning services at metropolitan schools are managed by the principal and are not a function of school council.

Refer to the department’s Cleaning policy for further information.

Community engagement

The Education and Training Reform Act 2006 (Vic) allocates school councils with specific community engagement responsibilities by requiring school council members to:

• inform themselves of the views of the school community when making decisions
• stimulate interest in the school within the wider community

The school community primarily includes:

• staff
• students, and
• parents and carers

It may also include:

• early childhood services
• service clubs
• organisations, or
• businesses

School councils can also play an important role in consulting with and representing the views of the school community, when required, to support the principal in school-based decision-making.

Employment

School council may employ any person to do anything the council is authorised to do under Part 2.3 of the Education and Training Reform Act 2006. Refer to School Council Employment for further information.

Engaging services and contractors

School councils must:

• provide and maintain a working environment that is safe and without risks to health for all, employees, independent contractors and contractor’s employees
• ensure that contractors are competent and able to control their own systems of work
• retain a general supervisory power over any work undertaken by a contractor
• define the contractor’s respective areas of responsibility, particularly where there is more than one contractor involved
• examine carefully the contractual arrangements, and
• ensure that the activities undertaken do not put staff, students or the contractors at risk

For information on insurance and contract requirements for engaging contractors, refer to Contractors Insurance and Contract Arrangements.

For information on health and safety obligations for contractors, refer to Contractor OHS Management.

When engaging contractors, school councils must ensure that the school complies with:

• the department’s Procurement policy
• the Finance Manual.

Excursions

School councils are responsible for approving budget for camps and excursions.

Finance

The Education and Training Reform Act 2006 (Vic) allocates the following financial activities to school councils:

• managing the school’s budget as it relates to running the school. Note: principals are responsible for budgeting for their school’s teaching staff, in collaboration with the department
• entering into contracts and agreements
• maintaining property
• authorising payments
• raising funds.

It is a legal requirement that school councils ensure that funds coming into the school council are being properly used and authorised. Most schools have a finance sub-committee which handles many of the school council’s routine financial responsibilities including the development of the annual budget.

Annual budget

School councils help develop the annual school budget and are responsible for ensuring the school has functioning and effective systems of internal financial controls in accordance with the Finance Manual – Financial Management for Schools.

The finance sub-committee typically presents the annual budget to the school council for discussion and approval. For more information, refer to:

• Finance Manual – section 6 Budget Management
• Finance Manual – section 5 School Council Financial Assurance Program
• Finance Manual – Financial Management for Schools
• Student Resource Package.

Fundraising

For information on raising funds or school generated funding, see:

• Fundraising Activities (Including Fetes)
• Finance Manual – section 9 Funding Sources.

Occupational health and safety

School councils hold a duty under the Occupational Health and Safety Act 2004 (Vic) to ensure that the school, as a workplace, is, so far as reasonably practicable, safe and without risks to health.

This means that the duty will extend to all matters over which school council has management and control.

This includes matters such as:

• engagement of goods and services
• oversight of the management of contracts, and
• the maintenance of school buildings, grounds and facilities.

The duty extends to all persons affected by the conduct of the school, including:

• students
• parents
• visitors, and
• contractors.

For further information, refer to:

• Contractor OHS Management Policy – for information on occupational health and safety responsibilities of school councils
• Occupational Health and Safety Management System (OHSMS) – for information on Employee Health, Safety and Wellbeing.

Outside School Hours Care

School council decides whether to:

• establish a service, or
• change operating models or service provider.

A school council that oversees or operates an outside school hours care (OSHC) or kindergarten service must:

• ensure the service complies with department policy and relevant laws.

Refer to Outside School Hours Care policy for further information.

Parent payments

The school council has responsibility for approving school-level parent payment arrangements. Parent payment arrangements include all requests for voluntary contributions, payment requests for extra-curricular items and activities, financial support options for parents experiencing financial hardship and payment methods.

When reviewing and approving school-level parent payments arrangements, the school council must comply with the department’s Parent Payments policy.

Policy development and review

The school council can play a valuable role in developing selected school policies and supporting the school principal to understand and consider the views of the school community where appropriate.

School principals are responsible for operational school policies, procedures and decisions. There are a small number of policies that must be developed and approved by the school council because of legal or department policy requirements (for example, student dress codes).

The School Policy Templates Portal (staff login required) is a resource for principals, school council presidents and school staff. The portal provides policy templates for Victorian government schools to download and modify to suit local needs and priorities.

Refer to the School Policy Templates Portal for advice about consultation and approval requirements for each local school policy.

Principal selection

For the majority of schools, the school council is involved in the principal selection process. For further information refer to Principal Selection.

On request from the Regional Director, the school council president may also provide input to principal contract renewal discussions.

The president advises the school council of that input at the next school council meeting.

Purchasing goods

A school council can purchase goods, equipment and materials for carrying out its functions, subject to Part 2.3 of the Education and Training Reform Act 2006 (Vic).

When purchasing goods, equipment and materials school councils must ensure that the school complies with

• the department’s policy Procurement in Schools
• the Finance Manual – Financial Management for Schools.

School councils are strongly encouraged to use department templates and panel arrangements for the purchase of goods and services, refer to Procurement in Schools.

• If a supplier insists on using their own Agreement or the school council would like to amend a template Agreement, it is recommended the principal, as executive officer of the school council, seek advice from Procurement Division via email: schools.procurement@education.vic.gov.au

Strategic planning and reporting

School councils play an important role in school strategic planning and reporting.

The principal and school council president must endorse the School Strategic Plan in the Strategic Planning Online Tool (SPOT) on behalf of the council.

The School Strategic Plan is a 4-year plan for school improvement, completed by schools after their school review. When completed, the school strategic plan is endorsed by school council, signed by the principal and school council president and submitted to the Secretary (or delegate) for approval.

Annual Report to the School Community – detailing the school’s financial activities, workforce composition and performance. Annual reports are endorsed by school council. The principal, as executive officer of the school council, attests to their endorsement on SPOT. The Annual Report is made available to the school community at a public reporting meeting organised by the school principal, and published on the Victorian Regulation and Qualifications Authority State Register.

Resources

Delegations

A delegations fact sheet (DOCX) and a template instrument of delegation for school councils (DOCX) are available to support school councils with the delegations process.

Amendments to Ministerial Order 1280 in November 2025

A list of amendments to Ministerial Order 1280 (DOCX) is available to support principals to inform their school councils of the updates.