2. School associations and their committees

2.1 School Associations
2.2 School Association Committees
2.3 School Associations: Functions and Powers
2.4 Responsibilities of School Association Committees and Their Members
2.5 School Association Subcommittees and Working Groups

2.1 School Associations

School Associations are made up of parents, students, staff and members of the broader community.

2.2 School Association Committees

The School Association Committee administers and manages the vast range of operations and activities that may be undertaken by a School Association. It is elected by the groups that form the School Association - the parents, students and staff. Members of the broader community may also be appointed to the Committee of the School Association, often for the special expertise that they can bring to the Association.

School Associations are only created upon approval of a constitution submitted to the Minister for Education.

The following extract from the amended Education Act 1994, describes the processes for the establishment of a School Association.

Division 2 - School associations

26. School associations

1. A State school must have a school association established under this Division.
2. A State school is to submit to the Minister a draft constitution of the proposed school association.
3. The Minister is to establish a school association for a State school if satisfied that the draft constitution is appropriate.
4. Any change to the constitution of a school association must have the prior approval of the Minister.
5. The Minister, if satisfied that it is necessary to do so, may abolish a school association.

2.3 School Associations: Functions and Powers

School Associations carry responsibilities set out in Sections 27, 28 and 29 of the Education Act 1994:

Functions of school associations

Section 27. A school association has the following functions:

1. to participate in the formulation and development of -
   1. a set of beliefs, values and priorities for the school; and
   2. the school policies and code of conduct;
2. to provide advice and recommendations to the principal in relation to the general operations and management of the school;
3. to participate on the selection panel in respect of any advertised permanent vacancy for the position of principal;
4. to foster cooperation among teachers, students, members of the school association, parents and the community;
5. to provide advice and recommendations to the Secretary on any matter relating to policy;
6. to approve the school budget;
7. any other function the Minister determines.

Powers of school associations

Section 28.

1. A school association has the following powers:
   1. to carry out trading activities not relating to education for the benefit of the school;
   2. to provide, or assist in the provision of, financial or other resources or services for the benefit of the school.
2. A school association may do anything necessary or convenient to perform its functions.
3. A school association must exercise its powers in accordance with any instructions issued by the Secretary.

Annual report

Section 29. A school association is to provide to the principal and the school community once in every 12 months a report of its activities for the period to which the report relates.

NOTE: In the legislation, "Secretary" means the Secretary of the Department.

2.4 Responsibilities of School Association Committees and Their Members

• The School Association Committee is accountable to the School Association, the Secretary of the Department of Education and to the Minister for Education.
• The role of members of the School Association Committee is to:
  • provide support for the achievement of optimal learning outcomes by students of the school
  • carry out the functions required by the Education Act 1994, which include:
    • involvement in the development and review of school policies
    • providing advice and recommendations to the principal and/or Secretary as necessary
    • participation on the selection panel for any advertised permanent vacancy for the position of principal
    • approving the school budget
  • participate in the School Improvement Review process
  • ensure effective communication with the whole school community on matters of importance to the community
  • facilitate the operations of the School Association.
• In carrying out their roles, members of the School Association Committee will
  • consult widely with the school community in developing school policies and related arrangements
  • follow the School Association Committee’s standing orders
  • use subcommittees to ensure well-informed advice, collaborative decision-making and broad involvement of the school community in School Association activities
  • consider the views and needs of the whole school community.
• Members of School Association Committees should observe the following protocols:
  • confidentiality in relation to discussions of sensitive matters that take place in the course of their committee duties
  • orderly conduct of meetings and unity of the School Association Committee in the public arena
  • declaration of any conflict of interest when it arises
  • respect for the decisions of the School Association Committee (community structures and procedures should provide for situations where differences of opinion occur)
  • respect for the principal as education leader and manager of the school when implementing policies
• Meetings of School Association Committees should be open to all members of the School Association to attend as observers. Closed meetings of the School Association Committee should be held rarely and only for special reasons.

2.5 School Association Subcommittees and Working Groups

Depending on the size and other circumstances of the school, the most efficient means of operation for the School Association Committee may be to carry out much of its work through standing subcommittees and fixed-term working groups. All subgroups of the School Association whose members undertake voluntary activities on behalf of the school must be linked to the School Association committee in either of these two ways unless their activity is run directly by the school itself, and not by the School Association.

Both types of groups may be formed from members from the School Community. They will operate according to documented terms of reference that detail the tasks required and clarify the powers and responsibilities of the committee or working group.

It may be efficient for some schools to establish subcommittees of their committees and/or working groups. For example, a committee that oversees all commercial activities of the School Association might establish subcommittees to deal with the routine tasks of each particular operation (canteen, farm, etc).

An effective committee system minimises the number of full School Association meetings required each year.

Standing subcommittees

These subcommittees exist continuously in conjunction with the School Association Committee. They may serve a number of functions such as:

• Fundraising
• Financial Planning
• Running commercial activities

A member of the School Association Committee is appointed as responsible for the interests of each standing committee.

Fixed-term working groups

Issues that require discussion, development or planning can usefully be referred to a fixed-term working group.

A member of the School Association Committee is appointed as responsible for the interests of each fixed-term working group.

These groups will often benefit from the services of expertise of members from the general community. Often the tasks they perform are more suited to a small group.

Both subcommittees and working groups will operate according to terms of reference that clearly detail the tasks required and clarify their powers and responsibilities.

It may be efficient for subcommittees and/or working groups to establish subgroups themselves for example, to deal with the routine tasks of each particular operation (canteen, farm, etc).

Each School Association will make appropriate arrangements to establish a parent forum, or provide for the continuation of a current parent forum, for their School Community.

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