education.vic.gov.au

Resources

Documents to assist you in running an election.

The Principals Guide to School Council Elections

Interactive Online training

To support the conduct of school council elections, principals and members of the school community seeking election to school council can access an Interactive Online training module relating to running school council elections.

School councillors can self-register to access the Interactive Online training through The Big Canvas learning management system (LMS) and complete this module in sections, in their own time and pace in addition to the 5 Improving School Governance Training Modules.

Register Online Interactive training modules for school councillorsExternal Link

Please note that the online ‘Elections’ module should be viewed in conjunction with the information presented in this policy and the Principals Guide to School Council elections.

Student member category – alternative arrangement requirements

Certain secondary schools may be eligible to determine whether it is practical to have mandated student positions on their school council. This includes special, small and rural schools.

If your school council does not believe that it can identify suitable student members for their school council, the principal and school council president are required to complete the Student school council member – Alternative arrangement form (DOCX)External Link . The principal sends the form to the Regional Director for approval, demonstrating how the school council will seek student input into their school’s discussion and decision making.

Principals will be required to submit this information to their Regional Director for consideration by the end of Term 4.

Translated documents and resources

Translations of selected schedules in five community languages (Arabic, Dari, Traditional and Simplified Chinese and Vietnamese) are provided below. When the school provides translated schedules to the school community, these documents must be accompanied by the relevant schedule in English.

Fact Sheet 1: School council elections information for parents

This document can be used for an article in the school newsletter to inform parents about the role of school councils and the election process:

English (DOCX)External Link ensure this version is provided together with the translation.

Fact Sheet 4 – Information for parents of children seeking election to school council

English (DOCX)External Link – ensure this version is provided with the translation.

Form 1: Notice of first school council election and call for nominations (formerly Schedule 3)

This form should be used only by new schools conducting their first school council election.

Form 1: Notice of first school council election and call for nominationsExternal Link – ensure this version is provided together with the translation.

Form 2: Notice of election and call for nominations (formerly Schedule 4)

Form 2 should be used by all schools with an elected school council.

Form 2: notice of election and call for nominations (DOCX)External Link – ensure a copy is provided together with the translation.

Form 3: Self-nomination form for parent member category (formerly Schedule 5A)

Form 3: Self-nomination form for parent member category (DOCX)External Link ensure a copy is provided together with the translation.

Form 4: Nomination form for parent member category (formerly Schedule 5B)

Form 4: Nomination form for parent member category (DOCX)External Link ensure a copy is provided together with the translation.

Other schedules, factsheets and forms relating to school council elections

The following documents can be found in the Principals Guide to School Council Elections:

  • Fact sheet 1: school council elections information for parents
  • Fact sheet 2: information for principals regarding the student member council elections
  • Fact sheet 3: information for students seeking election to council
  • Fact sheet 4: information for parents of children seeking election to school council
  • Fact sheet 5: nominating and voting others to the student member category
  • Form 1: new schools notice of first school council election and call for nominations first school council election (formerly Schedule 3)
  • Form 2: notice of election and calls for nominations (formerly Schedule 4)
  • Form 3: self-nomination form for parent member category (formerly Schedule 5A)
  • Form 4: nomination form for parent member category (formerly Schedule 5B)
  • Form 5: self-nomination form for school employee member category (formerly Schedule 5C)
  • Form 6: nomination form for school employee member category (formerly Schedule 5D)
  • Form 7: self-nomination form for student member category (formerly Schedule 5E)
  • Form 8: nomination form for student member category (formerly Schedule 5F)
  • Form 9: candidate nomination form receipt (formerly Schedule 8)
  • Form 10: Parent ballot paper (Ordinary) (formerly Schedule 6A)
  • Form 11: School employee ballot paper (formerly Schedule 6B)
  • Form 12: Parent ballot paper (separate voting for department and non-department parents) (formerly Schedule 6C)
  • Form 13: Student ballot paper (formerly Schedule 6D)

Application to change the size and composition of school council (schedule 5) (formerly Schedule 9)

The council completes the application to change the size and the configuration of its membership, within the guidelines provided by the department. The completed application must be forwarded to: school.council@education.vic.gov.au

The application to change the size or composition of school council (Schedule 5) is available in:

Councils are unable to alter the number of student members on council without Ministerial approval. This specific category is fixed at 2 members. Councils are unable to change the number of nominee/appointed members. Refer to the Principals Guide to School Council Elections for further details.

School Council Portal - declaration of school council membership (formerly Schedule 7)

By 30 April, principals must inform the department's Secretary of the council membership, by completing and submitting the Declaration of school council membershipExternal Link (principal login required) in the School Council Portal. Refer to the Principals Guide to School Council Elections for further details.

This video provides a summary of how to access, complete and submit the new Declaration of School Council Membership.

School council president email details

Each school has an email account specifically for the school council president. To access and/or update the school council president's email account details visit Education mailExternal Link (staff login required) to create/update the School Council President email address.

Resetting the Education Mail password for the school council president is the same as resetting the password for staff.

The School Council Skills and Expertise Guide (DOCX)External Link outlines the desired skills and expertise required for effective school governance. It is designed to be used by school councils to identify the skills and expertise that can support school council operations and effective governance.

The School Council Self-Assessment Tool (DOCX)External Link provides support to school councils in evaluating their effectiveness annually, as a group and identifying areas for improvement. The self-assessment tool is now available online in the School Council PortalExternal Link (principal login required).

The Benefits of Co-opting Community Members to School Councils (DOCX)External Link provides information and guidance on the benefits of community co-option and having community members from the wider local community as part of school council.

The Information to parents (DOCX)External Link document provides information that may be used for an article in the school newsletter or web site to inform parents about the role of school councils and the election process.

The school council induction videoExternal Link provides a summary of the purpose and responsibilities of school councils as well as the roles and responsibilities of school councillors. The video can be viewed at School Council – Training and Good Governance.

Contact

The School Operations and Governance Unit (SOGU) of Schools and Regional Services provides advice and guidance on the election process. Principals and school councils can contact SOGU at school.council@education.vic.gov.au or 03 7022 5666.

Resources page containing supporting resources and links for this topic

Reviewed 15 March 2024

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