School Council – Subcommittees

Policy

The purpose of this policy is to enable school councils to form subcommittees to assist the council.

Summary

• School councils may form subcommittees to assist the council in performing their duties and functions.
• School councils decide the purpose and terms of reference of subcommittees.
• There must be at least one school council member on any subcommittee.
• Subcommittees cannot make decisions on behalf of the school council.

Details

Subcommittees are advisory bodies to the school council:

• they assist council with performing their duties and functions, and
• are generally established to support school council in specific areas.

Subcommittee membership is open to non-school-council members:

• providing the opportunity for the school community to be involved in school council matters.

The school council:

• decides the purpose and terms of reference of a subcommittee
• has the final responsibility for decisions.

Subcommittees cannot make decisions on behalf of the school council.

The terms of reference can provide guidance on:

• size and configuration of the committee
• confidentiality
• visitors
• frequency of meetings
• key purpose of the group.

Subcommittees must:

• consist of at least:
  • one member of the school council
  • 3 members overall
• meet as directed by the school council
• report in writing to school council.

Each subcommittee has a nominated convener who is usually a school council member.

The subcommittee convener is responsible for:

• reporting back to school council and the principal about the sub-committee’s recommendations
• supporting the implementation and monitoring of approved recommendations
• encouraging participation in the subcommittee from members in the school community.

Subcommittees usually meet between regular school council meetings. This allows time for:

• consideration of their particular area of responsibility, and
• decisions on any necessary action or follow up.

The sample subcommittee report (DOCX) assists subcommittees to report effectively and efficiently to school council.

Subcommittees regularly report at school council meetings:

• providing advice
• making recommendations to the council.

Members of subcommittees will:

• maintain confidentiality over
  • matters discussed at the meetings, and
  • recommendations put forward to the school council.

Finance Subcommittees

School councils are encouraged to have a finance subcommittee which handles many of school council’s routine financial responsibilities each month.

Finance subcommittees can also assist in:

• the development of the annual budget
• providing school finance information
• recommendations to school council.

The Finance Manual for Victorian Government Schools provides policy, advice and guidance to school councils, to meet mandatory requirements regarding financial compliance, control and accountability.

Some examples of other subcommittees are:

• buildings and grounds (facilities)
• information technology
• community engagement
• policy development.

Related policies

• Finance Manual — Financial Management for Schools
• School Council — Overview
• School Council — Powers and Functions

Relevant legislation

• Education and Training Reform Act 2006 (Vic)
• Education and Training Reform Regulations 2017 (Vic), Division 2, Regulation 38 Sub-committees
• Ministerial Order 1280 – Ministerial Order (Constitution of Government School Councils) 2020 (DOCX)