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 outlines requirements and good practice in relation to school council meetings.
Summary
- School council meetings must be conducted in accordance with the Education and Training Reform Act 2006 (Vic), the Education and Training Reform Regulations 2017 (Vic), Ministerial Order 1280 (Constitution of Government School Councils) 2020 (Ministerial Order 1280) and this policy including the guidance chapters.
- School council meetings must be held at least 8 times per year, at least once each term, and achieve a quorum for a meeting to proceed.
- School council members may be present at a meeting in person or by videoconference or teleconference.
- It is good practice to establish Standing Orders to assist in the effective and efficient operation of meetings.
- School councils must hold a public reporting meeting at least once a year.
- Further, more detailed information on the requirements and conduct of school council meetings is available in the Guidance tab.
Details
School council meetings must:
- be held at least 8 times per year (unless the Minister has approved less meetings) and at least once per school term (there is no maximum number of meetings)
- achieve a quorum for a meeting to proceed (a quorum is achieved at a school council meeting when not less than one half of the school council members currently holding office are present, and the majority are not department employees)
- be attended by members of the school council in person or if unable to attend personally, by videoconferencing or teleconferencing
- be conducted in accordance with the school council’s Standing Orders if the school council has established any. Further information is available in the Guidance tab.
- be resourced with support and relevant information by the principal, for the efficient conduct of meetings.
School council must keep records of decisions made at council meetings and resulting actions required and completed. This includes agendas, reports, minutes and correspondence tabled at school council meetings. For information on the specific items that must be kept, refer to the School records retention guide and the Records Management policy.
School council meetings must be chaired by the school council president except in the following situations:
- the special or first school council meeting when office bearers are elected and/or community members appointed – the principal, as executive offer, will chair this meeting
- if the president is absent from a meeting – the vice president will chair and if the school council does not have a vice president, the school council then votes on who will chair the meeting
- if the school council by resolution removes the president from their role – the principal will chair the meeting until a new president is elected.
School council must:
- call a public reporting meeting at least once a year to:
- report council proceedings (key activities and achievements)
- present the annual report
- present a copy of the audited accounts, if the accounts have been audited.
School council office bearer positions
The positions of president and executive officer are mandated positions on council. The principal is automatically the executive officer of the school council.
The president is elected by all council members at the first meeting of the new school council. The president is a parent or community member and chairs meetings. The school council may also elect other non-mandatory officer bearers (such as a treasurer) at the first or any following meetings.
A department employee is ineligible to serve as president, or vice-president, if the school council choose to elect one. The school business manager is ineligible to serve as treasurer.
Further information on school council office bearers is available at School Council – Composition, Eligibility and Office Bearers.
Records management
School council minutes, agenda and correspondence are considered permanent records under the Public Records Act 1973 and are to be securely maintained in the school until such time as they can be transferred to the Public Record Office Victoria.
For further information, please refer to the schools Records Management policy.
Advice on records management is available from archives.records@education.vic.gov.au
Related policies
- Acknowledgement of Traditional Owners and Welcome to Country in Schools
- Freedom of Information for information on school council records
- Records Management
- School Council – Composition, Eligibility and Office Bearers
- School Council – Conduct and Conflict of Interest
- School Council – Overview
- School Council – Powers and Functions
- School Council – Sub-Committees
- School Council – Training and Good Governance
Relevant legislation
Reviewed 11 February 2026