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San Bernardino City Unified School District
School Site Council
Resource Guide
Revised: May 2014
Available at http://www.sbcusd.com/index.aspx?NID=1896
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Table of Contents
Organization of the School Site Council…………………………………………
Composition of Council
Selection and Replacement of members
Term of Office
Training and In-service
3-17
Training of ELAC responsibilities if folded into the SSC
Responsibilities of SSC
Advantages of SSC
SSC is Not
Duties of SSC Leaders
SSC Documents that must be maintained
Agenda Items for Meetings
Sample Statements for Council Minutes
Elections…………………………………………………………………………… 18-25
Conducting SSC Elections
The Brown Act
Sample Nomination Ballot
Sample Letter of Congratulations
School Site Council By-Laws……………………………………………………… 26-37
Summary By-Laws
Organization and Rules for SSC By-Laws
Sample By-Laws
Parliamentary Resource……………………………………………………………. 38-42
Robert’s Rules of Order
Budget Information………………………………………………………………… 43-44
Role of the Budget
Acronyms and Specialized Terms…………………………………………………. 45-50
Appendix…………………………………………………………………………… 51
Assurances and Common Pages
Summary of School Site Council
Frequently Asked Questions
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Organization of the
School Site Council
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ORGANIZATION OF THE SCHOOL SITE COUNCIL
Composition
Education Code Sections 52012 requires that a School Site Council be established at each
school that participates in program improvement requiring a Single Plan for Student Achievement
(SPSA), and mandates a specific composition of that council.
The Council shall be composed of:
1. the principal
2. teacher representatives elected by teachers at the school
3. other school personnel (Classified staff, Counselor, Certificated teachers without
classroom attendance rosters, Other Administrators etc.) elected by other school
personnel at the school
4. parents of pupils attending the school who are elected by such parents
5. students elected by students attending the school (Secondary only)
At the elementary level the council shall be constituted to ensure parity between
(a)
The principal, classroom teachers, other personnel, and
(b)
Parents or other community members elected by parents
At the secondary level the council shall be constituted to ensure parity between
(a)
The principal, classroom teachers, other school personnel, and
(b)
Equal numbers of parents/community members and students elected by
parents and students
At both the elementary and secondary levels, classroom teachers shall comprise the
majority of persons represented under category (a)
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SCHOOL SITE COUNCIL SAMPLE COMPOSITION
Sample Elementary Composition
 10 member minimum
 One-half is staff and one-half is parents
50% Parents = 5 Parents
50% Staff= 3 Teachers, 1 Principal, And 1 Other
 Principal is de facto member of staff membership
 “Other” includes any staff member who does not have a classroom roll, such as:
Psychologists, Librarians, Speech Therapists, Classified Personnel, Etc.
 Classroom teachers must make up the majority of the staff membership
Parents
1. Parent
2. Parent
3. Parent
4. Parent
5. Parent
If an employee has a child
at the school, that
employee is disqualified
from serving as a parent
School Staff
1. Principal
2. Classroom Teacher
3. Classroom Teacher
4. Classroom Teacher
5. Other
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SCHOOL SITE COUNCIL SAMPLE COMPOSITION
Sample Secondary Composition
 12 member minimum
 One-half is staff and one-half is parents
50% Parents and Students = 3 Parents and 3 Students
50% Staff= 1 Principal, 4 Teachers, and 1 Other
 Principal is de facto member of staff membership
 “Other” includes any staff member who does not have a classroom roll, such as:
Psychologists, Librarians, Speech Therapists, Classified Personnel, Etc.
 Classroom teachers must make up the majority of the staff membership
Parents & Students
1. Parent
2. Parent
3. Parent
4. Student
5. Student
6. Student
If an employee has a child
at the school, that
employee is disqualified
from serving as a parent
School Staff
1. Principal
2. Classroom Teacher
3. Classroom Teacher
4. Classroom Teacher
5. Classroom Teacher
6. Other
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Selection and Replacement of Members:
There are no statutory requirements that specify the process that a school must utilize to
elect or replace members on the School Site Council beyond the requirement that each category
of the council must elect its own members. The procedure a school utilizes to elect and replace
members on the School Site Council should be described in the bylaws of the SSC and made
known to all members of the community. It should allow for all members of each category
represented on the council to have a fair and equal opportunity to nominate and elect eligible
persons, including themselves, for membership on the School Site Council.
Community members may be elected to the School Site Council. A community member
CANNOT be employed at the school site. Parents/guardians of students attending the school are
required to elect the community member(s) to serve in this position.
Prior to selecting new members to the SSC, the school administration should make a
sincere effort to inform all members of the community of the responsibilities of the School Site
Council and the duties of the SSC in a school. The community should also be notified of the time
and place of the meeting to elect members of the SSC.
Term of Office:
With the exception of the principal, all terms of School Site Council members shall be no
more than two years. However, in order to achieve staggered membership and council continuity,
terms may be varied when the council is formed. Each council, with the agreement of the
governing board, should formally adopt rules (Bylaws) that set forth the terms of office and make
those rules available to all members of the SSC and the community on request.
Training and In-Service:
Once the SSC is formed or new members are elected to ongoing councils, the school and/or
district should provide training and ongoing in-service to the members to assist them in carrying
out their responsibilities. The SSC should have access to training in the following areas:
High-quality, rigorous curriculum focused on Common Core State Standards and grade
leveled standards such as described in state curriculum frameworks
Qualitative and quantitative information on student achievement at the school
School Climate and Parent Engagement to build participation
Information on all programs and resources currently available to the school (base/core
resources as well as supplemental resources)
The school’s most recent self-review, WASC report (high school) and Program
Improvement status
The existing Single Plan for Student Achievement school plan and categorical budget or
information on plan writing if the school is writing its first plan
The calendar of SSC meetings for the current year
A list of SSC members and their length of terms
The SSC Bylaws
The training provided to the SSC should be on regular/annual basis, and the training should be
appropriate to the tasks at hand.
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English Language Advisory Council (ELAC) folding into the SSC:
Although there is a section in the ELAC and SSC law that gives the ELAC the right to fold
into the SSC for voting rights, SBCUSD is asking that each school have an active ELAC
committee that meets on a regular basis and not to fold into the SSC.
During the 2009-2010 CPM (now known as the Federal Program Monitoring or FPM) there
was a finding that not all schools held regular ELAC meetings. Folding in of the councils
didn’t relinquish the fact that schools with 21 or more English Learners needed to provide
ELAC a time for English Learner parents to meet and discuss the English Learner
programs for their students.
The following two sections are provided for you to understand the requirements, but as a
district we are no longer folding in the councils.
The ELAC is an advisory committee whose role is to advise the principal and the school on the
English Learner programs. Because they are an advisory group they do not approve the school
plan or the budget. They can elect to authorize the SSC to vote for them. This can be done with
the following steps:
Hold an ELAC meeting at the beginning of the year with an agenda item stating they are
considering approval to fold into the SSC
Members vote to fold in with a motion, a second, and majority approval.
Once they are voted to fold into the SSC, the SSC must meet and show minutes that they
have accepted the ELAC vote
ELAC must meet regularly throughout the year to give input and hear information about
the budget and the school plan (SPSA)
ELAC meetings are not combined with SSC meetings. They can meet before or after SSC
but must have separate agendas and minutes
ELAC Training for SSC
When the ELAC elects to have the SSC serve as the site leadership body for the EL program, the
SSC needs to have the training on the roles and responsibilities of the ELAC, so they can assist
the principal and staff in:
The development of the detailed school plan for English Learner students as a part of
the Single Plan for Student Achievement that is submitted to the local board of
education
The development of the schools needs assessment for EL students
The administration of the schools language census (R-30 report)
The efforts to make sure that EL parents are aware of the importance of regular
school attendance
This can be done by having the parent representative who attends DELAC meetings go over these
for the SSC. They have been trained through DELAC.
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Include the following in the training sessions:
Discuss what you use to evaluate the programs for English Learners:
o Data from benchmarks and State Tests, including AMAO’s
o EL Progress Reports and student work
o CELDT results
o Report Cards
o Parent Surveys
o Advancement records-student portfolios
o Reclassification records
What the language census is and how it is used. What kinds of information are shown on
this report?
o Annual data collection on students with non-English backgrounds, including data
from teachers and paraprofessionals providing services to English Learners.
o Reclassifications
o Waiver count
Discuss the importance of regular school attendance and the impact it has on student
learning and student success in grades K-12 and beyond.
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STATE CATEGORICAL REQUIREMENTS
(EC 52800, 52853, 52854, 52855, 52858.5, 52862, 52870)
The California State Department of Education requires the following:
The SSC, along with the Leadership Team, is required to jointly develop a school plan
entitled Single Plan for Student Achievement (SPSA)
The SPSA describes the goals of the school and the strategies to reach those goals. The
SSC must annually review the SPSA, understand how Title I Part A funds are used to
supplement other funds, to establish a new budget, and make modifications in the plan to
reflect changing needs and academic priorities. The school governing board must review
to approve or disapprove and make needed adjustments to the SPSA
The SPSA must include:
o Researched Based Instructional Strategies and materials responsive to the needs
and learning styles of each pupil
o instructional and auxiliary services to meet the special needs of English Learners,
educationally disadvantaged/low income, Foster Youth, gifted and exceptional
needs students
o Professional development which focuses on needs
o ongoing evaluation of the site’s educational program
o The proposed expenditures of Consolidated Application funds, including a
description and budget of centralized services to be provided at the school
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RESPONSIBILITIES OF THE SCHOOL SITE COUNCIL
Analyze/evaluate student academic achievement data.
Provide input/recommendations and ensure the Single Plan for Student Achievement
(SPSA) is developed and approved
Review annually and update/ modify the school plan/ budget to reflect changing needs and
priorities as they arise with the school community. This should be completed over a period
of 5-7 meetings throughout the year
Develop/approve the Title I budget that supports the strategies in the SPSA
Recommend SPSA to the Local Education Agency (LEA) for approval
Become involved in carrying out various activities assigned to SSC by the district,
governing board, state and federal laws
Assist in determining if the SPSA is effectively meeting school goals by using the
monitoring tools provided by the district (i.e. school measurable, data analysis, needs
assessment, etc.)
Participate in LEA, State, and Federal reviews of school program (i.e. FPM)
Use input SSC provides as a method of directly involving parents, community members,
teachers, and students (when applicable) in promoting discussions about their schools,
obtaining advise on community needs and improving public understanding of education
Develop a School Site Title I Parent Involvement Policy /Action Plan that meets the
requirements and is given to all parents. Review the policy annually and update as needed
Develop a Home-School Compact to establish communication between home and school.
Review the Home-School Compact annually and update as needed.
Encourage parents to become involved at their school
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ADVANTAGES OF SCHOOL SITE COUNCIL
Councils provide an open forum for discussing educational issues
Councils provide an opportunity for interaction among parents, teachers, community
members and administrators
Councils foster the importance of decision making at the site level
Councils are essential in working with the school to define educational needs and
problems
Councils provide an arena for parents/staff leadership to emerge and develop
A SCHOOL SITE COUNCIL IS NOT
A policy-making body
A political organization
A personnel committee
A grievance committee
A school management committee
A fund-raising committee
An extension of the PTA or other Parent Club
A social group
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DUTIES OF SCHOOL SITE COUNCIL LEADERS
Chairperson/Chairpersons
Attend training held by the site or district personnel
Run meetings according to the agendas and Robert’s Rule of Order
Help plan agendas
Support the school / parent relationship
Keep current on all school events taking place
Be flexible and open to all members
“Be the eyes and ears” of the community and keep the school informed of issues and
concerns
(Note: some SSCs have two people share the chairperson’s job to:
1. Make the job less demanding by dividing responsibilities.
2. Create over-lapping co-chairs so there’s always an experienced chairperson
helping the new one.
Recorder/ Secretary
Report minutes from previous meeting
These minutes shall include:
o topics discussed
o decisions made
o tasks assigned- to whom and when they will be completed
o topic for next meeting
o Motions made referencing, who made the motion, who made the second,
discussion regarding the motion, and whether the approval was unanimous or not
District Advisory Council Representative
Attend all district meetings or call alternate if not able to attend
Report back to SSC
Parliamentarian
Advises chairperson and other members on parliamentary procedure
May never make a ruling on parliamentary procedure (only the chairperson can make such
a ruling)
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FOR COMPLIANCE PURPOSES
IT IS IMPORTANT THAT THE FOLLOWING SSC DOCUMENTS
ARE MAINTAINED AT THE SCHOOL SITE AND COPIES SENT TO THE
CATEGORICAL DEPARTMENT
AGENDA REQUIREMENTS
Must develop each item of business to be discussed or acted upon
Develop agenda, and include:
o Time, date, location of meeting
o Location where back-up information may be obtained or reviewed prior to meeting
o Every item of business the committee intends to take action upon opportunity for
public input
o Future agenda items
At least 72 hours prior to the meeting, post agenda at school or in a place readily
accessible to the public
At meeting, following agenda
MINUTES FOR EACH MEETING must:
Contain names of elected / selected members present by group category (classroom
teachers, parent/ community and others). Listing others is optional
Reflect legal requirements (i.e., plan approval, modification, evaluation, or budget
approval)
Reflect discussion of all items on agenda for approval
ELECTION/ SELECTION PROCESS
Documentation (ballots and minutes) for each group
o Classroom teachers
o Parents / community members
o Other (All classified and other certificated not assigned as a classroom teacher)
o Sample letters and ballots maintained at the site
COMMON PAGES
Documentation of all members are listed in the common pages and assurances
SINGLE PLAN FOR STUDENT ACHIEVEMENT
ALL DOCUMENTS MUST BE RETAINED FOR 5 YEARS
(As required by SBCUSD Categorical Programs Department)
Copies of all meeting calendars, agendas, and minutes must be sent to the
SBCUSD Categorical Programs Department after each meeting
Five years of SPSA copies are stored at the Categorical Programs
Department
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AGENDA ITEMS
Review with SSC
Review Bylaws
District Advisory Council (DAC) Representative Reports
Elections (Yearly Or Every 2 Years)
Explain Legal Requirements /Responsibilities
Council Composition
Discuss Title 1 and Other Funding Sources including budgets/acceptable expenditures
Provide Parliamentary Training
Always maintain agendas, minutes, and ballots for auditing purposes (save for 5 Years)
If the ELAC has folded into the SSC, the SSC must have training in the roles and
responsibilities of the ELAC
Discuss District Councils
Representatives for District Advisory Council (DAC), District English Learner Advisory
Committee (DELAC), and District African American Parent Advisory Council/Committee
(DAAPAC)
Purpose/Responsibilities
Memberships
Report to council on District meetings
Parent Information
New programs at schools, i.e. Positive Behavior Support (PBS), MODEL
Services at School, i.e. childcare during meetings
Town hall type meeting for LCFF/LCAP information
Conduct and share results of parent surveys
Site Title I Programs
Set a date for the annual Title I meeting to review programs for parents. If using several
dates, be sure to include the topics that will be covered at each meeting on an agenda
Schoolwide programs
Targeted Assistance Programs
o How students are identified
o Programs/services for students
o Exit Criteria
Title I Parent Surveys
Intervention programs, if funded with Title I funds
Parent Ideas/Training
Site Activity Calendar
Parent Center information
Cultural components
Common Core State Standards
Behavioral Management Techniques
Literacy
How to help with homework
Parent Clubs
Community Resources
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Preschool
Importance of finishing high school
How to communicate with school staff
Newsletters
Classroom Volunteers
School Plan – Single Plan for Student Achievement
Discuss data collected, including state/district testing information
Discuss data and needs assessment used for updates and modification of SPSA
Explain how the budget supports the academic priorities in the plan
Have a parent representative on the Leadership Team
Keep informed about the Federal Program Monitoring
Title I Yearly Parent Survey
Parent Involvement understanding and needs assessment
o Survey is given in the fall and questions are tied to the understanding of SSC and
Title I requirements
Parent Involvement Laws
Parent Involvement Policy (Action Plan) at the site
District Parent Involvement Policy
Agenda items that must be presented/discussed and items that need to be presented/discussed and
approved by the SSC
Agenda Item
Approval of Single Plan for Student
Achievement annual updates
Approval of categorical budget
Folding in of councils, if ELAC chooses to
do that to give authority to SSC for voting…
ELAC still holds their own meetings
Discussion and approval of Home/School
Compacts –
Discussion of Parent Involvement Policy
and Action Plan –
Discussion of Program Improvement Status
– Give the year of PI in the minutes
Approval of additional Action Plans (such as
SIG, QEIA)
Discussion of any allocations of
discretionary funding that may be received
from the State or Federal funds
Review of Bylaws – needs to be done as
necessary when there are new members
If there are changes to the Bylaws,
members must approve of the changes
Annual training of SSC members
Action Required
Ed. Code 64001
Ed. Code 64001
Every 2 years – SSC is required to have training on
the responsibilities of the ELAC – Ed Code 62002.5
Mandated by Title 1
Mandated by Title 1
Mandated by Title 1
Ed. Code 64001
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Sample Statements for School Site Council Minutes that Meet Compliance
Although it has always been important for schools to follow the letter of the law in compliance
with categorical funding, it is now imperative that we are precise in all requirements so we are
prepared for Federal Program Monitoring (FPM) reviews.
Minutes from School Site Council meetings need to reflect the specific compliance issues of
categorical budget approval, school plan and amendment approval, SSC and ELAC vote to fold
their voting power to the SSC, when appropriate, and the ELAC voting to become a subcommittee
of the SSC, when appropriate.
The following are sample statements for council minutes:
ELAC folding into the SSC – Sample minutes of the ELAC committee who makes the
decision whether to fold into SSC or not.
Betty Nelson motioned to have the ELAC designate the School Site Council to function as its
Advisory committee for all purposes required by statute or regulation. Sally Smith seconded the
motion. The members of the ELAC voted and approved unanimously that the English Learners
Advisory Committee designate the School Site Council to function as it Advisory committee for
all purposes required by statute or regulation.
School Categorical Budget (approved yearly)
The principal presented the school categorical budgets as follows:
The 501 Schoolwide Title 1 budget from the federal government is $98,000.
The following specific expenditures were discussed…(include details)
Sharon Smith moved to accept the categorical budget 501 in the amount of $98,000 for the
2014-2015 school year. The motion was seconded by Sam Carry. The vote was
unanimous
Discussion was held on how expenditures should be made. The discussed topics were:
updating technology and supplementary books for intervention. This was tabled to be put
on the agenda for the next meeting
Annual Updates on the Single Plan for Student Achievement SPSA (approved yearly)
The principal reviewed the SPSA. He mentioned that changes to the existing plan include:
a strategy in the reading/ language arts plan to provide teachers with additional
planning time after school to analyze student work
The Parent Involvement Plan includes a strategy to provide ESL classes at our site
for parents on Tuesdays and Thursdays. Mrs. Garcia will be teaching the classes.
These classes will be designed to assist parents in English so they can help their
students
Although the LCAP funds are not approved by SSC, they are included in the
SPSA to show how the school is supporting student learning
Lisa Nelson motioned to approve the SPSA. Susie Moreno seconded the motion. Discussion was
held on the ESL classes for parents. Some parents were concerned about the days the classes
would be held. After a brief survey of the parents it was decided that Tuesdays and Thursdays
were the best days. The motion was restated and the plan was approved.
*Sample minutes can be provided by request.
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ELECTIONS
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CONDUCTING SCHOOL SITE COUNCIL ELECTIONS
Suggested Steps to conduct Site Council elections:
1. Review Brown Act Requirements (see attachment). This must be read so everyone
understands the requirements.
2. Have one large School Site Council organizational meeting inviting as many people as
possible. (Post signs outside on the building; make personal contacts before and after
school, telephone calls; send out notices or have someone from the site spend time
encouraging parent attendance. (Involved parents can help with this.)
3. Make a poster for each council describing the member composition and responsibilities to
be used at the meeting. Further explain council’s role regarding the school plan and
budget.
4. Ask parents to write their name on the poster indicating the committee on which they
would like to serve. It is important to explain the percentage must be correct and you will
have to check the records to ensure they legally can serve on the committee. Therefore,
make sure they understand you may have to move their name to an alternate position.
Parents can also nominate someone if that person has agreed to serve.
5. Each committee needs a ballot that contains the nominations for that committee only.
Teachers only vote for teachers, parents only vote for parents and community members,
others vote for others, and parents of English Learners only vote for members of the
ELAC.
Parents’ Ballot
6. Develop appropriate letter/ballot to send home in English and Spanish indicating that they
can add additional names to the ballot. Make sure you indicate a due date on the letter.
Ask the parents to vote for however many parents needed to site on each council. (See
attachment)
7. Consider these methods for distributing ballots to parents:
Attach ballot to newsletter
Send letter home with students that includes the ballot.
8. As the ballots come in, place them in the ballot box in the school office.
9. After the ballots have been counted, send out congratulatory letter to each council member
elected and a notice listing the Site Council’s membership to parents. (Refer to samples)
10. Send out letters to notify everyone who has been elected to the School Site Council,
English Learners Advisory Committee and African American Parents Advisory
Council/Committee.
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Teacher Ballot
Staff Membership
Other than the principal, all stakeholder representatives must be elected by their peers.
Certificated:
Teachers discuss who is interested in serving on the SSC. Then develop
a written ballot announcing the names of staff members who are
interested in serving and/or requesting further nominations
Paper-ballot elections must be conducted
Other than the principal, all stakeholder representatives must be elected
by their peers (parents and community members elected by parents,
students elected by students, classroom teachers elected by classroom
teachers, and “other” elected by school employees who are not
classroom teachers.)
The classroom teacher election should be conducted by a certificated
staff member who is charged with the responsibility of maintaining the
paper trail for compliance audit. (i.e. Program Facilitator, Resource
Teacher, etc.) If there is no such certificated staff member, one should
be recruited to conduct the SSC election for classroom teachers
In order to avoid the appearance of bias, in no case should the
nomination and balloting process for the teacher election be conducted
by an administrator
It is advisable to make sure that at least two certificated staff members
participate in ballot counting. In most cases, both will be SBTA
members, and one may be an SBTA site representative
Be sure to keep explicit minutes describing the election process. Ballots are
kept for 5 years.
“Other” Ballot: includes Classified and Non-classroom Certificated staff
The election process is the same as for the teachers. The principal asks staff
members to meet and discuss nominations for the position of “other” and to run
for the Site Council position. “Others” develop a ballot or announce the names
at a meeting requesting further nominations. Vote using by using ballots and
placing them in a designated place. Again, it is advisable to have at least 2
others count the ballots
Be sure to keep explicit minutes describing the election process
“Student” Ballot: Secondary only
There are a variety of ways to select student representatives to the School Site
Council. The Student Council bylaws may be changed by the student body to
specify that certain elected positions on the Student Council will serve on the
School Site Council. This change in student body bylaws must be approved by
the student body at large. However, another way to increase student
participation in governance is to identify these council positions as additional
study body offices. The traditional method used by the school to select/elect its
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student body officers and representatives would be completed to fill these
vacancies.
11. After the elections, have each council meet to elect a chairperson. The ELAC can vote to
be a subcommittee of the SSC. Get chairperson’s signatures on Assurance page. Give
each council member a notebook to keep Bylaws, minutes, agendas, and handouts from
meetings.
12. Complete Common Pages. Have someone from the SSC be the representative to the
District Advisory Council, which meets monthly, as well as a representative to the District
English Learner Advisory Council.
13. Set up meeting calendar for the year.
14. Meetings should be scheduled at the most convenient time for the members.
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The Brown Act
School/District Councils & Bilingual Committees
REQUIREMENTS: SB355
Any meeting held by a council or committee shall be open to the public.
Any member of the public shall be able to address the council or committee during the meeting on
any item within the subject matter jurisdiction of the council or committee.
Notice of the meeting shall be posted at the school site – or other appropriate place accessible to
the public* - at least 72 hours prior to the meeting.
The meeting notice shall specify the date, time, and location of the meeting and contain an agenda
describing each item of business to be discussed or acted upon.
The council or committee may not take any action on any item of business unless a) the item
appeared on the posted agenda, or b) the council or committee members find, by unanimous vote,
that there is a need to take immediate action and that the need for action came to the attention of
the council or committee subsequent to the posting of the agenda.
Questions or brief statements made at the meeting by members of the council, committee, or
public need not be described on an agenda as items of business if those questions or statements a)
do not have a significant effect on pupils or employees in the school or school district; or b) can
be resolved solely by the provision of information.
If a council or a committee violates the procedural meeting requirements described above, and
upon the demand of any person, the council or committee shall consider the items at its next
meeting after allowing the public input on the item.
Any materials provided to a school site council shall be made available to any member of the
public who requests the materials pursuant to the California Public Records Act.
*Notices and agendas should be posted in an area that is visible to all members of the school
community, including parents.
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Sample Nomination Form for School Site Council
Dear Parent(s) and/or guardian(s) of ______________________ School students.
As part of the school plan we encourage the involvement of parents and families in the education
of their children, I would like to cordially invite you to serve as an important member of the
School Site Council.
The SSC meets 7-8 times throughout the year to decide how we can best meet the educational
needs of your children so they can succeed in school. I would like to ask you to serve by putting
your name on the Nomination Form below or by nominating someone who you believe will serve
our school community by putting the interests of children first.
The names on the nomination form will be used for a voting ballot. Parents will be given the
opportunity to vote for the parent members of the SSC.
Sincerely,
Principal
Nomination Form
Nominations: School Site Council (SSC)
Name________________________ Child’s Name____________________ Grade_____
Name________________________ Child’s Name____________________ Grade_____
Address_________________________________________________________________
Phone___________________________________________________________________
Please return to school office by: ________________________
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SAMPLE BALLOT
BALLOT TO ELECT PARENTS TO THE SCHOOL SITE COUNCIL
Dear Parents
At Sunshine Elementary School it is very important to have parents involved in helping us in
making decisions in building student achievement. The parents below are willing to serve on the
School Site Council for a two-year period.
At this time, we have 2 positions that are opened. Please place a check by two of the candidates.
Send the ballot back to your child’s teacher or to the box in the school office. We will announce
the members of the School Site Council on Oct. 5.
Vote for 2 of the nominees.
Susan Smith ____________
Bob Young _____________
Cathy Juarez ____________
Maria Hernandez _________
Ron Kwon ___________
RETURN THE BALLOT TO YOUR CHLD’S TEACHER OR THE SCHOOL OFFICE BY
SEPTEMBER 30, 20__
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Sample Letter of Congratulations
Date
Dear Parents, Teachers, and Others
Congratulations! You have been selected to serve on the
_____________________ School Site Council.
We are now ready to begin our SSC work. We will have an organization meeting on
____________________ in room ______________ at ___________________. If you cannot
attend, please call the school. If for any reason you cannot attend the meetings, we need to know
as soon as possible so that we can have someone take your place.
During our first meeting, we will get to know each other, give you a copy of the school plan,
review the budget, and elect officers for the year. There will be a chairperson; a vice-chairperson,
a secretary and any other officers the council may feel are necessary. Anyone who takes one of
these positions will have ample support while serving.
You will be given a copy of the By-Laws at the first meeting also.
Thank you so much for contributing your time and efforts to our school and its students. We are
looking forward to a rewarding year.
Sincerely,
26
Sample Letter When Someone Is Not Elected
Date
Dear Parents, Teachers, and Others
Our elections for SSC are over and the ballots have been counted. At this time we had many
parents willing to serve but did not have sufficient vacancies. We appreciate your willingness to
be a part of this important committee and invite you to attend all of the meetings and contribute
your perspective. As an alternate member, you will be able to vote when members cannot be in
attendance.
We are now ready to begin our SSC work. We will have an organization meeting on
____________________ in room ______________ at ___________________. If you cannot
attend, please call the school. If for any reason you cannot attend the meetings, we need to know
as soon as possible so that we can have someone take your place.
During our first meeting, we will get to know each other, give you a copy of the school plan,
review the budget, and elect officers for the year. There will be a chairperson; a vice-chairperson,
a secretary and any other officers the council may feel are necessary. Anyone who takes one of
these positions will have ample support while serving.
You will be given a copy of the By-Laws at the first meeting also.
Thank you so much for contributing your time and efforts to our school and its students. We are
looking forward to a rewarding year.
Sincerely,
27
School Site Council
Bylaws
BYLAWS
28
SCHOOL SITE COUNCIL
Preamble
In order to encourage school improvements through a collaborative decision-making process within
the school community and to effectively meet the educational, personal, and career needs of every
student in a timely and effective manner, we adopt these Bylaws.
ARTICLE I Name
of Council
The name of this council shall be the __________________________________ School Site Council.
(NAME OF SCHOOL)
ARTICLE II Role
of Council
The School Improvement Plan titled Single Plan for Student Achievement (SPSA), including the Title
I budget, shall be developed and recommended by the School Site Council. The School Site Council,
following approval of a plan by the school district governing board, shall have ongoing responsibility
to review the plan with parents, teachers, other school personnel, and the school community.
Implementation of the school plan shall include modifications that result from staff review of
programs and achievement, data from achievement tests, program improvement status as well as any
other findings from review teams. Additionally, the school program shall be assessed periodically
based on criteria that show significant improvements for special needs populations over previous
years. Specific changes to the plan or budget shall be developed, recommended, and approved or
disapproved in the same manner.
This section of the bylaws shall in no way be construed as giving the School Site Council a power of
veto over any education program. The council shall be an advising and collaborating council in order
to further the purpose of education and the specific purpose of these bylaws.
In the absence of written consent, no council member shall be required to provide any sum of money,
property or service, other than services described herein, to the School Site Council. The council shall
carry out all other duties and responsibilities assigned to it in the Education Code of the State of
California.
1
29
ARTICLE III
Members
Section 1 - Size and Composition
The School Site Council shall be composed of a minimum of 10 members at the Elementary level and
12 members at the Secondary level.
All consolidated programs require that the membership of the SSC consists of the following members
who were nominated and selected by their peers:
In elementary schools, half of the members are the principal, classroom teachers, and other school
personnel; half are parents or other community members. Classroom teachers are a majority of the first
group. A ration of 50 percent parents and 50 percent school personnel shall be maintained if additional
members are elected.
In secondary schools, half of the members are the principal, classroom teachers, and other school
personnel; half are student and parents. Classroom teachers are a majority of the first group; students
make up one-half of the second group. A 50 percent, 50 percent ratio shall be maintained if additional
members are elected.
Council members representing parents and/or community members may be employees of the school
district but may not serve as a parent representative at the site of employment.
Section 2 - Term of Office
All members of the council shall be selected and serve for a two-year term. (Council may choose to
use one-year term, if necessary.)
However, in order to achieve staggered membership, one-half, or the nearest approximation thereof,
of the members representing parents (and students) or community members and one-half, or the
nearest approximation thereof, of the members and students representing teachers and other school
personnel (except the principal) shall serve for a one-year term only during the first year of the
council's existence. After the first year of the council's existence, all terms shall be two years in
length. At the first regular meeting of the council, a chance method shall be used to determine which
members shall serve one-year terms. At the conclusion of a member's term, at least one year shall
elapse before such member may be selected to a new term.
Section 3 - Voting Rights
Each member shall be entitled to one vote and may cast that vote on each matter submitted to a vote
of the council. The elected alternate shall vote in the absence of the representative. Absentee ballots
shall not be permitted. The Principal does not have the power to veto.
2
30
Section 4 - Termination of Membership
A member shall no longer hold membership should he or she cease to be a resident of the area or
no longer meets the membership requirements under which he or she was selected. Membership
shall automatically terminate for any member who is absent from all regular meetings for a period
of three consecutive months. The council, by affirmative vote of two-thirds of all of the members,
can suspend or expel a member.
Section 5 - Transfer of Membership
Membership in the School Site Council is not transferable or assignable.
Section 6 - Resignation
Any member may resign by filing a written resignation with the principal of the school.
Section 7 - Vacancy
Any vacancy on the council shall be filled for the remainder of the school year by appointment by
the chairperson. If the unexpired term is for another full year thereafter, the term for that year
shall be filled by the regular selection process.
ARTICLE IV
Officers
Section 1 - Officers
The officers of the School Site Council shall be a chairperson, vice-chairperson, secretary, and
such other officers as the council may deem desirable.
Section 2 - Election and Term of Office
The officers of the School Site Council shall be selected annually and shall serve for two years or
until each successor has been elected. (Council may choose to use a one-year term.)
Section 3 - Removal
Any officer may be removed by a two-thirds vote of all members sitting on the School Site
Council whenever, in the judgment of the council, the best interest of the council would be served
thereby.
3
31
Section 4 - Vacancy
A vacancy in any office because of death, resignation, removal, disqualification, or otherwise
shall, by special election, be filled by the School Site Council for the unexpired portion of the
term.
Section 5 - Chairperson
The chairperson shall preside at all meetings of the School Site Council and may sign all letters,
reports, and other communications of the School Site Council. In addition, the chairperson shall
perform all duties incident to the office of chairperson and such other duties as may be prescribed
by the School Site Council.
Section 6 - Vice-Chairperson
The duties of the vice-chair person shall be to represent the chairperson in assigned duties and to
substitute for the chairperson during his or her absence, and the vice-chairperson shall perform
such other duties as may be assigned by the chairperson or by the School Site Council.
Section 7 - Secretary
The secretary shall keep the minutes of the meetings, both regular and special, of the School Site
Council and shall:
promptly transmit to each of the members, to the principal, and to such other persons as
the council may deem, true and correct copies of the minutes of such meetings;
see that all notices of all meetings are duly given to members in accordance with the
provisions of these bylaws;
see that agendas are posted in a location accessible to parents 72 hours in advance of a
meeting;
assist the site principal in maintaining School Site Council records; keep a register of the
address and telephone number of each member of the School Site Council which shall be
furnished to the secretary by such member; and, in general,
Perform all duties incident to the office of secretary and such other duties as may be
assigned to the office by the chairperson or by the School Site Council.
ARTICLE V-Committees
Section I – Standing and Special Committees
The School Site Council may establish and abolish such standing or special committees as it may
desire. No standing or special committee may exercise the authority of the School Site Council.
32
Section 2 - Membership
Unless otherwise determined by the School Site Council in its decision to establish a committee,
the chairperson of the School site Council shall appoint members to the various committees.
Section 3 - Term of Office
Each member of a committee shall continue as such for the term of his or her appointment and
until his or her successor is appointed, unless the committee shall be sooner terminated or
abolished, or unless such member shall cease to qualify as a member thereof.
Section 4 - Rules
Each committee may adopt rules for its own government not inconsistent with these bylaws or
with rules adopted by the School Site Council or with policies of the governing board.
Section 5 - Quorum
Unless otherwise provided in the decision of the School Site Council designating a committee, a
majority of the committee shall constitute a quorum, and the act of a majority of the members
present at a meeting at which a quorum is present shall be the act of the committee.
Section 6 - Vacancy
A vacancy in the membership of any committee will be filled in the same manner as provided in
the case of the original appointment.
ARTICLE VI
Meetings of the School Site Council
Section 1 - Regular Meetings
The School Site Council shall meet regularly with dates set by the SSC members.
Section 2 - Special Meetings
Special meetings may be called by the chairperson or by majority vote of the School Site Council.
Section 3 - Place of Meetings
The School Site Council shall hold its regular meetings and its special meetings in a facility
provided by the school and readily accessible by all members of the public, including
handicapped persons.
5
33
Section 4 - Notice of Meetings
Public notice of all meetings shall be given and agendas posted 72 hours in advance in a place
accessible to the entire school community and parents. Any change in the established date, time
or location must be given special notice. All special meetings shall be publicized. Any required
notice shall be in writing, shall state the day, hour, and location of the meeting, and shall be
delivered either personally or by mail to each member not less than seventy-two hours or more
than two weeks prior to the date of such meeting.
Section 5 - Decisions of the School Site Council
All decisions of the School Site Council shall be made only after an affirmative vote of a majority
of its members in attendance, provided a quorum is in attendance.
Section 6 - Quorum
The presence of 51 percent of the total membership shall be required in order to constitute a
quorum necessary for the transaction of the business of the School Site Council. No decision of
the School Site Council shall be valid unless a majority of the members then holding office
concur therein by their votes.
Section 7 - Conduct of Meetings
All regular and special meetings of the School Site Council shall be conducted in accordance with
Robert's Rules of Order or in accordance with an appropriate adaptation thereof.
Section 8 - Meetings Open to the Public
All regular and special meetings of the School Site Council and of its standing or special
committees shall be open at all times to the public.
6
34
ARTICLE VII
Amendments
These bylaws may be amended at any time by a two-thirds affirmative vote of the members of the
council, provided that the amendment is used to further the purpose of the council as herein
expressed. Any amendments must conform with the Education Code of the State of California.
In witness thereof, the ____________________________________ , School Site Council has
(School Name)
caused these bylaws to be duly executed on the ___ ______ of __________ ____ , 20 ____ _
(Day)
(Month)
Name of School Site Council Chairperson ________________________________ _
Signed ___________________________________________ _
7
35
Summary of Bylaws for School Site Council
Role of the Council
advising and collaborating council in order to further the purpose of
education
means of sampling community needs, obtaining advice and improving
public understanding of education.
Size and Composition
minimum of 10 members at Elementary level; 12 members at Secondary
level
nominated and selected by peers
half of the members – principal, classroom teachers, other personnel
half- parents or community members (and students at Secondary level)
may not serve as a parent representative at the site of employment
Term of Office
elected and serve for a two-year term (Council may choose a one-year term)
Voting Rights
entitled to one vote per member
Vacancy
filled for remainder of school year by appointment by the chairperson
Officers
elected officers shall be chairperson, vice-chairperson, secretary, and other
officers as the council may deem desirable
o chairperson shall preside at all meetings and sign reports, letters and
other communication of the Council including any duties as may be
prescribed by the Council
o vice-chairperson shall represent the chairperson in (his/her) absence
o secretary shall keep minutes and promptly distribute them to each of
the members
 see that agendas are posted in allocation accessible to parents
72 hours in advance of the meeting
 keep a register of all members with their address and phone
number
 perform all duties assigned to the office by the chairperson
Election and Term of Office
shall be elected annually and shall serve two years unless there are special
circumstances
36
Meetings
meet regularly (7-8 times a year)
special meetings may be called by chairperson or by majority vote
shall hold meetings in a facility provided by the school that is readily
accessible by all members including handicapped
shall be posted with an agenda 72 hours
shall be conducted in accordance with Robert’s Rules of Order or in
accordance with an appropriate adaptation thereof
Quorum
presence of 51 percent shall be required in order to constitute a quorum
necessary for transaction of business of the Council
37
ORGANIZATION AND RULES FOR SCHOOL SITE COUNCIL BYLAWS
Each Council should define for itself in writing the way it will be organized and the rules
under which it will conduct its business. The most common method of doing this is by
drawing up a set of bylaws. These rules relating to the way in which the members will act
can vary from school-to-school depending upon the local circumstances, but it is likely that
each Council will need to make decisions regarding each of the main areas outlined below.
GENERAL EXISTENCE OF THE GROUP
 Name of the group
 Relation of the group to other groups, such as the school, district, etc.
LIMITATION FOR THE COUNCIL
By the enabling legislation
By the agency administering the special program
Due to the district policy
Due to the local school policy
THE MEMBERSHIP OF THE COUNCIL
Voting members
Alternate members
Length of terms
THE OFFICERS OF THE COUNCIL
Designation of officers
Election of office
Replacement of officers
Non-voting members
Selection members
Duties of each officer
Length of terms of officers
Duties of members
MEETING OF THE COUNCIL
Regular meetings
Quorum requirements
Special meetings
Place of meetings
THE PURPOSE OF THE GROUP
The goal of the Council
COMMITTEES OF THE ORGANIZATION
Permanent committees
Membership committees
Powers of committee
Ad Hoc committees
Rules of committee operation
RULES OF ORDER OF THE COUNCIL
Adoption of an existing set of rules, such as Roberts’ Rules of Order (last revised) or develop a local set
of rules of order
AMENDMENTS
Conditions under which amendments will be made
Attendance of members
Vacancies
Replacement of members
38
Parliamentary
Resource
“Where there is no law, but every man does what is right in his
own eyes, there is the least of real liberty.”
Henry M. Robert
39
Robert’s Rules of Order
All School Site Council sessions follow Robert’s Rules of Order in conducting meetings. The
workshop handouts will familiarize you with the basic concepts and motions that you will hear
and in which you will participate. Read through them so you are familiar with them.
PARLIAMENTARY AUTHORITY
Every School Site Council’s bylaws should contain a section that establishes
parliamentary authority.
To ensure Council democracy and orderly, fair meetings, parliamentary procedures are
essential. These will guarantee the “real liberty” of each member to be heard and
exercise the rights of membership.
WHY IS PARLIAMENTARY PROCEDURE IMPORTANT?
It allows everyone to be heard and to make decisions without confusion.
Parliamentary Procedure means:
o democratic rule
o flexibility
o protection of rights
o a fair hearing for everyone
IT IS IMPORTANT THAT EVERYONE KNOWS THESE BASIC RULES!
40
Making Meetings Work
A Citizen’s Guide to
Parliamentary Procedure
Objective:
After completing this learning packet, you will
feel comfortable in a SSC/ELAC/AAPAC meeting
if you are an officer or a participating member.
Below is a sample Agenda:
1.
2.
3.
4.
5.
6.
7.
8.
Call to Order
Roll Call
Reading the minutes
Approval of the minutes
Old Business
New Business
Announcements
Adjournment
Following Parliamentary Procedure helps a meeting run more smoothly and aids in getting
goals accomplished. The word “Parliamentary” comes from the French word “Parler,”
which means, “to speak.” Thus, Parliamentary rules are rules for group discussion. The
rules on the following pages are adapted from “Roberts Rules of Order” (which describes
proper Parliamentary procedure).
Rule 1:
Rule 2:
Rule 3:
Rule 4:
Rule 5:
Rule 6:
Rule 7:
41
When someone wishes to speak, he stands and says, “Mr. or Mrs. Chairperson.”
This way the Chairperson can recognize one person at a time. As a long as that
person is talking, it is said that he “Has the Floor” and should not be interrupted
by anyone else.
After a standing Committee Report or the introduction of a new subject,
discussion should occur only after there has been a motion made and seconded.
That way discussion is kept to one topic at a time.
If a person talking gets off the subject (not discussing the motion or the report),
the Chairperson may interrupt to remind the speaker he is off the subject.
However, the speaker still “Has the Floor” until he is finished talking.
The Chairperson (or the Secretary, upon request) should summarize all discussion
after it has ended, particularly if it is discussion about a motion that will soon be
voted on. In summarizing the discussion, the PROBLEM, the MOST
IMPORTANT POINT, and a CONCLUSION should be stated.
If it is necessary, the Chairperson may limit the discussion. It can be limited by
allowing only “X” more people to speak or by stating that the discussion will last
“X” amount of time. This is necessary only if the Chairperson feels all sides of
the issue have been stated and that any more discussion will not help the
committee reach a decision.
FOR COUNCIL MEMBERS: Each council member should speak briefly and to
the point, without repeating his own or others’ remarks. Ask questions and
express your disagreement politely. Do not interrupt and do not monopolize the
conversation.
FOR COUNCIL MEMBERS: Any member may call for a question during
discussion of a motion.
Motions
All action that is to be taken by a council must be put before the group in the form of a
motion. It is not enough for a member to raise and say, “I think we ought to do…” He must
say, “I move that…” if he wants to have action taken. All motions must be seconded by
someone in order to be brought to a vote. A member may rise and say, “I second that
motion.”
Discussion should be held on a motion. Discussion should occur after the making and
seconding of a motion. The Chairperson may say, “It has been moved and seconded that …
Is there any discussion?” Sometimes discussion occurs before the motion has been seconded.
Then the Chairperson may interrupt to ask if there is a second on the motion or may say,
“You are out of order, is there a second on the motion? For if there is no second, the motion
will not be voted upon.”
42
8. Adjournment
In order to adjourn a meeting, a motion must be made and seconded.
An example of the dialogue may be:
“I think a motion for adjournment at this time.”
“Mr. Chairperson...”
“The Chair recognizes Mr. Jones.”
“I move that we adjourn this meeting until…”
“I second the motion.”
“It has been moved and seconded that we adjourn until…Is there any discussion?
(No response). “Then I put the motion to a vote. All in favor say ‘aye’.”
Members:
(Members orally vote).
Chairperson: “All opposed, say ‘no’.”
Members:
(Members respond again).
Chairperson: “The ayes have it. This meeting stands adjourned.”
Chairperson:
Member:
Chairperson:
Member:
Member:
Chairperson:
43
Budget Information
Funding Sources
44
The Budget
The Role of the Budget:
is to provide the financial resources necessary to support the
Single Plan for Student Achievement (SPSA) in terms of:
Personnel
Specifically Focused Instructional Methods
Supplemental Materials
Non-Instructional Support Activities
I. District General Fund Budgets:
LCFF/LCAP Provides resources to support District CORE program,





Personnel
Facilities
Maintenance & Operational Costs
CORE Curriculum Materials
Includes INAP (Instructional Needs Assessment)
Funding Source: ADA (Average Daily Attendance) and LCAP (Local Control and
Accountability Plan)
Categorical Budget: Additional Fund
Federal Title I, Part A
Designated for specific purposes or specific student populations.
(Supplemental materials, support staff, etc.)
Must support and not take the place of District’s CORE program
(The supplement and not supplant rule)
45
Acronyms and
Specialized Terms
46
Acronyms and Specialized Terms
The following web site address will link you to the California Department of Education’s
acronym page: http://www.cde.ca.gov/help/acronyms.htm
Listed below are acronyms most often associated with programs funded through the
Consolidated Application and ones most commonly used in the “education world.” Most of the
acronyms are “hot-linked” to information on the topic of the acronym:
ADA- Average Daily attendance
ADA- Americans with Disabilities Act
http://www.usdoj.gov/crt/ada/adahom1.htm
AFDC- Aid to Families with Dependent Children
http://www.cde.ca.gov/demographics/files/afdc.htm
AMO- Annual Measurable Objectives
AMAO-Annual Measurable Achievement Objectives
API- Academic Performance Index
http://api.cde.ca.gov/
AAPAC-African American Parent Advisory Council (SBCUSD)
AYP- Adequate Yearly Progress
http://ayp.cde.ca.gov/
BTSA- Beginning Teacher Support and Assessment
http://www.btsa.ca.gov/
BTTP- Bilingual Teacher Training Program
http://www.cde.ca.gov/pd/bttp.html
CAASPP-California Assessment of Student Performance and Progress
http://www.cde.ca.gov/ta/tg/ca/
CAHSEE- High School Exit Examination
http://www.cde.ca.gov/spbranch/sed/iep.htm
CBEDS- California Basic Educational Data System
http://www.cde.ca.gov/demographics/coord/index.html
CBEST- California Basic Educational Skills Test
http://www.ctc.ca.gov/credentialinfo/leaflets/cl667/cl667.html
47
CCSS-Common Core State Standards
CDE- California Department of Education
http://www.cde.ca.gov/
CELDT- California English Language Development Test
http://www.cde.ca.gov/statetests/celdt/
COE- County Office of Education
COP- Committee of Practitioners (Title I)
CSAM- California School Accounting Manual
http://www.cde.ca.gov/
CSIS- California School Information Services
http://www.csis.k12.ca.us/index.html
CSR- Class-size Reduction
http://www.cde.ca.gov/classsize
CSRD- Comprehensive School Reform Demonstration
http://www.cde.ca.gov/digitalhigh/
CST- Content Standards Test
CTC- Commission on Teacher Credentialing
http://www.ctc.ca.gov/
DAAPAC-District African American Parent Advisory Council (SBCUSD)
DHS- Digital High School
http://www.cde.ca.gov/digitalhigh/
EC- Education Code
http://www.leginfo.ca.gov/calaw.html
EDGAR- U.S Department of Education General Administration Regulations
EIEP- Emergency Immigrant Education Program
http://www.cde.ca.gov/cilbranch/bien/eiep/
EL- English Learner
http://www.cde.ca.gov/el/index.html
ELAC- English Learner Advisory Committee
http://www.cde.ca.gov/board/advisory/elac.pdf
ELD- English Language Development
48
http://www.cde.ca.gov/el/index.html
ELIL- English Language and Intensive Literacy Program
http://www.cde.ca.gov/st/elil/rfa.html
EO- English-Only (Monolingual English)
ESEA- Elementary and Secondary Education Act
http://www.cde.ca.gov/iasa/
ESL- English as a Second Language
http://www.cde.ca.gov/el/index.html
ESLRs- Expected Schoolwide Learning Results
http://www.cde.ca.gov/demographics/
FEP- Fluent-English-Proficient
http://www.cde.ca.gov/demographics/
FOL- Focus on Learning
FPM-Federal Program Monitoring
http://www.cde.ca.gov/fpm
FTE- Full-Time-Equivalent
http://data1.cde.ca.gov/dataquest/gls_fte.htm
GATE- Gifted and Talented Education
http://www.cde.ca.gov/cilbranch/gate/
GED- General Education Development
http://www.cde.ca.gov/ged/
GSE- Golden State Exams
http://www.cde.ca.gov/statetests/gse/gse.html
IEP- Individualized Education Program
http://www.cde.ca.gov/spbranch/sed/iep.htm
LC- Language Census
http://www.cde.ca.gov/demographics/
LCAP- Local Control and Accountability Plan
http://www.cde.ca.gov/fg/aa/lc/documents/lcaptemplate021814.doc
LCFF- Local Control Funding Formula
http://www.cde.ca.gov/fg/aa/lc/
49
LD- Learning Disabled
LEA- Local Educational Agency
LEP- Limited English Proficient
http://www.cde.ca.gov/demographics/
NAEP- National Assessment of Educational Progress
http://www.nagb.org/
NCE- Normal Curve Equivalent
NCLB- No Child Left Behind
http://www.cde.ca.gov/pr/nclb/
NRT- Norm-referenced Test
PI- Program Improvement
http://www.cde.ca.gov/iasa/titleone/pi/
PSAA- Public Schools Accountability Act
http://www.cde.ca.gov/psaa/
PTA- Parent Teacher Association
R-FEP- Re-designated Fluent English-Proficient
http://www.cde.ca.gov/demographics/
Roberts Rules of Order-additional resource
http://www.dvc.edu/org/departments/student-life/pdfs/Roberts-rules-SDSU.pdf
ROP- Regional Occupational Program
http://www.cde.ca.gov/rocp/dsp/coord.html
S4- Statewide System of School Support
http://www.cde.ca.gov/iasa/titleone/team.html
SABE/2- Spanish Assessment of Basic Education
http://www.cde.ca.gov/statetests/star/star.html
SARC- School Accountability Report Card
http://www.cde.ca.gov/ope/sarc/
SAT- Scholastic Achievement Test
SBCP- School-Based Coordinated Programs
SBAC-Smarter Balanced Assessment Consortium
SIP- School Wide Improvement Program
50
SEA- State Education Agency
SPSA-Single Plan for Student Achievement
STAR- Standardized Testing and Reporting
http://www.cde.ca.gov/statetests/star/star.html
UCP- Uniform Complaint Procedures
http://www.cde.ca.gov/ccpdiv/index.htm
WASC- Western Association of Schools and Colleges
http://www.wascweb.org/
51
Appendix
52
SSC Membership
Recommendations and Assurances
Sec. 31 Section 52852 of the Education Code
53
Form D: School Site Council Membership
Numbers of members in each category
1
EC Section 52852
Secondary
Student
Parent or
Community
Member
Other School
Staff
Classroom
Teacher
Names of Members
Principal
California Education Code describes the required composition of the School Site Council (SSC). The
SSC shall be composed of the principal and representatives of: teachers selected by teachers at the school;
other school personnel selected by other school personnel at the school; parents of pupils attending the
school selected by such parents; and, in secondary schools, pupils selected by pupils attending the
school.1 The current make-up of the SSC is as follows:
54
Form E: Recommendations and Assurances
The school site council (SSC) recommends this school plan and proposed expenditures to the
district governing board for approval and assures the board of the following:
1. The SSC is correctly constituted and was formed in accordance with district governing board
policy and state law.
2. The SSC reviewed its responsibilities under state law and district governing board policies,
including those board policies relating to material changes in the Single Plan for Student
Achievement (SPSA) requiring board approval.
3. The SSC sought and considered all recommendations from the following groups or
committees before adopting this plan (Check those that apply):
State Compensatory Education Advisory Committee ____________________________ Signature
English Learner Advisory Committee ________________________________________ Signature
Special Education Advisory Committee ______________________________________ Signature
Gifted and Talented Education Advisory Committee ____________________________ Signature
District/School Liaison Team for schools in Program Improvement ________________ Signature
Compensatory Education Advisory Committee ________________________________ Signature
Departmental Advisory Committee (secondary) ________________________________ Signature
Other committees established by the school or district (list) _______________________ Signature
4. The SSC reviewed the content requirements for school plans of programs included in this
SPSA and believes all such content requirements have been met, including those found in
district governing board policies and in the local educational agency plan.
5. This SPSA is based on a thorough analysis of student academic performance. The actions
proposed herein form a sound, comprehensive, coordinated plan to reach stated school goals
to improve student academic performance.
6. This SPSA was adopted by the SSC at a public meeting on:
.
Attested:
_________________________
Typed name of School Principal
_______________________ ________
Signature of School Principal Date
_________________________
Typed name of SSC Chairperson
_______________________ ________
Signature of SSC Chairperson
Date
Summary Information for School
Site Council
Organizing the School Site Council
Roles and Responsibilities
School Site Council
The California Education Code7 requires the schoolsite council to develop a Single Plan for Student
Achievement for Consolidated Application programs operated at the school. The council must
recommend the proposed plan to the local governing board for approval, monitor its implementation,
and evaluate the results. At least annually, the council must revise and recommend the plan, including
proposed expenditures of all funds allocated to the school through the Consolidated Application, to the
local governing board of approval.
School Advisory Committees
The plan must be developed collaboratively with the advice, review and certification of any applicable
school advisory committees. Such groups include the English Learner Advisory Committee, the Gifted
and Talented Education Advisory Committee, and the School Health Council. All required advisory
committees have responsibility to advise the school on the special needs of students, and on ways the
school may meet those needs.
Governing Board
The local governing board adopts policies for the development and implementation of the Single Plan
for Student Achievement. Acting upon the recommendation of the council, the board approves or
disapproves the plan and all subsequent revisions.8 The plan must have board approval before
expenditures proposed in the plan may be made. The board must also certify that school plans are
consistent with local educational agency plans required for federal funding.
Administration
The local superintendent of schools or designee administers the Consolidated Application. The district
and school administration, which may include appointed school leadership teams, is responsible for
implementing the school plan. Administration of the plan includes assigning and supervising project
staff, purchasing materials and equipment, and accounting for project funds. The administration may
also support the planning process by providing training and information to the council, by gathering
information or developing proposals for the council’s consideration.
Accountability
Because the board, administration and schoolsite council have separate but related responsibilities for
the Single Plan for Student Achievement, they need to work cooperatively. Should an impasse occur,
several remedies are available:
The council may appeal to the local governing board to resolve issues of planning or
implementation, clarify an issue in doubt, or establish a needed policy.
The administration may recommend the board not approve a plan believed flawed.
Individuals may file a formal complaint under the district’s Uniform Complaint Procedure.
7
8
EC 64001 (a)
EC 64001 (h)
The local governing board may develop policies to regulate or inform councils and staff in
the performance of their duties.9
Composition
Composition of the schoolsite council is specified in the California Education Code as follows:
“The council shall be composed of the principal and representatives of: teachers selected by teachers at
the school; other school personnel selected by other school personnel at the school10; parents of pupils
attending the school selected by such parents; and, in secondary schools, pupils selected by pupils
attending the school.”
“At the elementary level the council shall be constituted to ensure parity between (a) the principal,
classroom teachers and other school personnel; and (b) parents or other community members selected by
parents (10 members). In schools with fewer than three teachers, this requirement may be met by
establishing a council that is composed of equal numbers of school staff and parents or other community
members selected by parents.”
“At the secondary level the council shall be constituted to ensure parity between (a) the principal,
classroom teachers and other school personnel and (b) equal numbers of parents or other community
members selected by parents, and pupils (12 members).”
“At both the elementary and secondary levels, classroom teachers shall comprise the majority of
persons represented under subdivision (a) of this section.”
School districts that maintain kindergarten or any of grades 1 to 8, inclusive, and that maintain schools
with fewer than 100 pupils each, and that share a common attendance area may establish a single
schoolsite council for the common attendance area.”11
At the discretion of the local governing board, the middle school may, but is not required to, include
student representation on the council.12
Selection
The means of selecting council members are not specified in law, except members are to be chosen by
peers. Membership in school site councils is determined by ballot. No membership qualifications are
given in law.
To ensure broad support for the selection process, and to avoid controversy over the selection of council
members, board policy or council bylaws should specify.
The means of selection of members and officers
Terms of office for members and officers
The notice of elections for each peer group
The responsibilities of the council and time commitment involved
9
EC 35160, 35160.1
For example, counselors, psychologists, social workers, nurses, instructional aides and clerks employed at the school
11
EC 52012
12
EC 33133 (c)
10
A policy of non-discrimination, as may occur by limiting membership to a select group
Many districts elect members for a two-year term, with elections for half the members held in even years
and half in odd years. This practice ensures that the council will not be composed entirely of new
members each year. Some districts assure additional continuity by electing non-voting alternate
members, who become voting members in the event of a mid-term vacancy on the council.
Officers
In order to conduct business effectively, the council will need officers with stated responsibilities and
authority, including:
A chairperson to organize, convene and lead meetings of the council
A vice-chairperson to serve in the absence of the chairperson
A secretary to record events and actions taken at council meetings
A parliamentarian to resolve questions of procedure, often with the help of Robert’s Rules of
Order” or similar guide
Other officers needed to perform stated duties in support of the work of the council
School Principal
The principal has the following duties with respect to the school plan:
Is a voting member of the council
Provides information and leadership to the council
Administers the school-level activities of the approved plan
These responsibilities make the principal vital to the success of the school plan. However, the principal
has no administrative authority over the council, may not veto decisions made by the council, and may
not make changes to the plan approved by the council.
Committees
In accordance with their bylaws and local governing board policies, the council may appoint committees
or individuals to perform tasks that assist the council in developing, monitoring or evaluating the plan.
Appointed individuals and committees serve at the pleasure of the council, and are advisory to it. Such
appointed groups may:
Gather and analyze information
Propose strategies for improving instruction
Examine materials, staffing or funding responsibilities
Draft portions of the school plan for council consideration.
For example, the council may ask that a group of teachers prepare a staff development proposal as part
of a strategy to raise the academic performance of a group of under-performing students. Or, the council
may appoint a committee to examine and report on a successful program operating at another school. In
addition, the council may consider and accept unsolicited proposals from any individual or group.
Rules of Order
Schoolsite councils must operate according to the following rules:13
1. Meetings must be open to the public
2. The public may address the council on any item within jurisdiction of the council
3. Notice of the meeting must be posted at the school site or other accessible place at least 72 hours
before the meeting
4. The notice must specify the date, time, and place of the meeting and the agenda
5. The council cannot act on an item not described on the posted agenda unless, by unanimous vote,
it finds a need for action unknown when the agenda was posted
6. Questions and brief statements of no impact on pupils or employees that can be resolved by
providing information need not be described on the posted agenda
7. If these procedures are violated, upon demand of any person, the council must reconsider the
item at its next meeting, after allowing for public input on the item
Bylaws
While not required by law, it is good practice for a council to adopt bylaws to guide its actions beyond
the rules of order provided by the law or local governing board policy. Bylaws can clarify such matters
as the terms and election procedures of council members and officers, the council’s regular meeting
times, numbers of parents, teachers and students needs for a quorum, minimum attendance required by
members, and so forth. An outline for simple bylaws is included in the resource guide.
Records
The schoolsite council needs to maintain records of the following:
Elections
Official correspondence
Agendas of council meetings
Evidence of input from school advisory committees
Minutes of meetings, recording attendance, discussions, recommendations and actions
Copies of prior year school plans
Public records require safekeeping. Council records should be filed I a secure place at the school, and in
accordance with district policy. Federal law requires that all records pertinent to a funded project be
retained for three years.14 Council records must be made available for public review upon request.
Essential Information
Council members need specific information to enable them to plan, monitor and evaluate effective
improvements. The following information is of particular importance:
Input from school advisory committees
Input from students, parents and staff, including responses to opinion surveys
School allocations contained in the Consolidated Application
13
The Greene Act, EC 3147 (c)
14
34 Code of Federal Regulations, Part 74.53
Local board policies related to school plan development, such as the criteria to evaluate the
success of categorical programs, or policies on schoolsite council elections. A copy of local
board policies should be available at the office of the local superintendent of schools
Purposes, requirements and principles of the state and federal categorical programs for which the
council must plan15
A list of sources of information on categorical programs included in the Appendix
Student performance data. Links to data from the Academic Performance Index (API), Adequate
Yearly Progress (AYP), Student Testing and Reporting (STAR), California English Language
Development Test (CELDT), and School Accountability Report Card (SARC) are provided in
this resource guide.
The school’s program of instruction. This information can be gathered by reviewing local
curriculum guides and grade level standards, by observing classes and services, and by inviting
staff to describe their programs at meetings of the council
County Offices of Education
County offices of education may provide information and training opportunities related to the
development of school plans to school districts within their county. Many operate cooperatives for
districts with less than $75,000 of Consolidated Application funds and districts with larger allocations
that choose to participate. Districts participating in a “co-op” receive assistance with the Consolidated
Application, and in developing and implementing school plans. County Offices of Education may also
assist districts in preparing for state and federal compliance reviews of categorical programs.
Cycle of Plan Development
The Single Plan for Student Achievement involves a continuous cycle of assessment, parent and
community involvement, planning, reviewing data, identifying needs, implementing, monitoring and
evaluating. The starting date of the annual planning is a local decision. The calendar activities may
include the following tasks:
Select council members and officers
Train council members
Obtain advisory committee input and community involvement
Analyze student data and identify needs
Develop the researched based strategies within the plan and related expenditures
Submit the plan to the local governing board
Monitor implementation
Evaluate the results
Amend the plan and expenditures as needed
The plan must be reviewed/amended at least annually, and whenever there are material changes (10%
budget difference) that affect the academic program for students at the school.16
15
For example, the principles of effectiveness from Title IV, Safe and Drug-Free Schools and Communities Program (20
USC 7115)
16
EC 64001 (g)
Frequently Asked Questions
ASSESSMENT AND EVALUATION
Q: What local measures of student performance may be used to identify under-performing
groups of students?
A: A variety of local measures are in use, including district proficiency data, student writing samples,
attendance, semester grades, and so forth. The choice of local measures, if any, for assessment purposes
is a district decision.
FISCAL QUESTIONS
Q: Must the schoolsite council approve all expenditures?
A: The council approves the proposed expenditures in the plan. After the local governing board
approves the plan, the district superintendent or designee is responsible for implanting those
expenditures. Material changes to expenditures approved by the council and by the board require a
revision of the plan.
Q: Must the proposed activities and related expenditures contained in a plan approved by the
local governing board be implemented?
A: Yes, unless there is some over-riding consideration. For example, an expenditure that is prohibited
by law or board policy should not be implemented. In such a case, the plan should be revised to correct
the problem and submitted to the local governing board of approval.
Q: Must the total amount of funds allocated to the school in the Consolidated Application be
included in the Single plan for Student Achievement?
A: Yes, including funds budgeted for centralized services.
Q: What are “centralized services”?
A: Centralized services are those activities paid for out of funds allocated to the school by the
Consolidated Application but managed by central office administrators. The schoolsite council must
approve such services as part of the plan.
Q: What are “direct services”?
A: Direct services are those that directly affect the educational program of students. Examples include
instructional services, staff development and parent involvement.
Q: What flexibility is allowed for costs that exceed those contained in the approved plan?
A: State law does not specify such limits. Therefore, local board policies should define allowable
flexibility. For example, the policy could allow a 10 percent transfer of funds among approved
expenditures to adjust to actual costs without requiring a revision of the plan.
Q: May funds received through the Consolidated Application be used to provide food and
refreshments during staff development activities?
A: According to OMB Circular No. A-87 “Cost Principles for State, Local and Indian Tribal
Governments,” it is allowable to use a reasonable amount of federal funding to provide refreshments or
food to participants when the “primary purpose is the dissemination of technical information.” Web
address: http://www.whitehouse.gov/omb/circulars/a087b.html
GOVERNANCE
Q: What are the roles of the schoolsite council and the school leadership team?
A: The schoolsite council must develop, approve and annually revise the Single Plan for Student
Achievement at all schools that operate programs funded through the Consolidated Application, (EC
64001). The school leadership team is a local administrative option, not required by law. The school
leadership team may assist the school principal to implement the plan and may offer recommendations
to the school site council.
Q: May the School Advisory Committee for State Compensatory Education and the English
Learner Advisory Committee still designate the schoolsite council to function in its place?
A: Yes. That provision continues with the Single Plan for Student Achievement (EC 52870). This vote
must be reaffirmed every two years, and the schoolsite council becomes responsible for meeting all
requirements of the advisory committee.
Q: Who is responsible for developing schoolsite council bylaws?
A: The schoolsite council. The council may seek assistance from school officials, may appoint a
committee to draft bylaws for its approval, or meet as a body to develop bylaws.
Q: Who is responsible for approving schoolsite council bylaws?
A: The schoolsite council is responsible is responsible for the content of its bylaws, which must be in
accord with local governing board policies and state law. There is no state requirement for review or
approval of council bylaws by any other entity.
Q: How often should bylaws be reviewed?
A: There is no period of review specified in law. Bylaws should be regularly consulted in the conduct
of council business, and revised whenever a need is identified.
Q: Is there an appeal of the requirement that parent members of a schoolsite council not be
employed at that school?
A: Yes. The state board of Education may waive that requirement.
Q: Must a petition submitted to the State board of Education to waive requirements of programs
funded through the Consolidated Application have the approval of the schoolsite council if the
petition affects programs at that school?
A: No. However, the petition would be strengthened by the endorsement of the council.
Q: Are schoolsite councils subject to the provisions of the “Brown Act”?
A: No. While public bodies such as the local governing board are subject to the Brown Act, the
schoolsite council must meet only the provisions of Education Code Section 3147 (b), referred to as the
“Greene Act.” See page 7 of this Guide for a list of these requirements.
Q: Who determines the local policies under which the schoolsite council operates?
A: The local governing board, subject to the limitations of the Education Code.
Q: When should council members be elected?
A: State law leaves details of council elections to local choice. District policies or council bylaws may
specify such details. It makes sense to select all new members at the same election, well ahead of the
time new members must begin planning. This practice allows time for new members to receive training
and to observe council meetings before assuming their duties. Overlapping terms, if used, also help
ensure continuity of experience.
Q: Is there a difference between “selection” and “election” of schoolsite council members?
A: CDE makes no distribution between the terms “selection of members by peers” and “election of
members by peers.” The selection of the schoolsite council members must conform to the requirements
of EC 52012, which indicates that terms, selection, and replacement procedures are to be specified by
the schoolsite council and approved by the local governing board. The law also provides for the local
governing board to develop policies regarding the responsibilities of the council. We interpret this to
mean that councils are to establish the means for peer selection of members with the approval of, and
within the policies set by, the local governing board. The following means would be appropriate in our
view:
1. Nomination of candidates by the peer group and/or self-nomination
2. Election/selection of members by ballot, or by voiced vote at a meeting of peers open to all
members of the peer group.
Q: Who are the “other school staff” that may be represented on the schoolsite council?
A: To fully represent the school community, representatives of certificated personnel such as school
nurses, counselors and psychologists and resource teachers may be elected to the council. In addition,
representatives of classified staff such as instructional aides, clerks and others may also be elected.
Q: Who is in charge of schoolsite council elections?
A: The conduct of council selection is left to local discretion. If governing board policy does not
prescribe the means, then council bylaws may.
Q: Is a union representative automatically entitled to membership on the council?
A: No. This would be inconsistent with the terms of EC 52012 which precludes imposition of additional
qualifications.
Q: What may be done to ensure reasonable attendance of members at council meetings?
A: Council bylaws may specify the participation required to members, and the means to vacate seats
and elect replacements in cases when this requirement must be enforced.
Q: Does the plan require school advisory committee approval?
A: No. The schoolsite council must seek and consider the recommendations of advisory committees,
but the content of the plan is the responsibility of the council, with the approval of the local governing
board.
REQUIRED AND ALLOWABLE ACTIVITIES AND EXPENDITURES
Q: What, in general, are allowable expenditures?
A: Expenditures must fund educationally sound activities that result in improved academic achievement
of eligible students, and which are an efficient use of scarce resources.
Q: May Consolidated Application funds be used to improve student discipline?
A: Yes, if disrupted student behavior is found to be a cause of low academic performance among
identified groups of students, and is subsequent evaluation confirms the effectiveness of this use of
funds in raising the tested performance of these students.
Q: In developing the plan, must the schoolsite council consider the academic needs of all students,
or only student’s eligible for certain programs?
A: The council must review the performance of all groups of students, and establish school goals and
related improvement activities to bring all students up to the standards adopted by the State Board of
Education (EC 64001). However, some programs limit student participation to students with certain
needs.
Q: Is the Gifted and Talented Education (GATE) Program required to be included in the plan?
A: If the school participates in the School-Based Coordinated Program, the schoolsite council is
required to make provision for GATE students in the plan, and the local governing board is required to
determine the portion of GATE funds to be included in the plan.
Q: Are special education students to be incorporated in the plan?
A: The academic performance of all students must be considered in developing school goals and
activities for the plan. Activities to improve the performance of students served by special education
programs must adhere to local policy and state law, and make provision for their needs as appropriate.
Q: May the schoolsite council allocate funds for the development of the plan?
A: Yes, subject to approval of the plan by the local governing board.
Q: When should budget decisions be made?
A: The most appropriate time to decide on proposed expenditures is as activities are being selected to
meet school goals, starting with the most urgent priorities. It is poor practice to develop a “project
budget” separate from planning the details of instructional improvements, since this tends to
institutionalize the use of resources. All resources should be dedicated to specific goals or objectives,
and sustained only if such use proves effective in raising student achievement.
Q: Must all expenditures in the plan be related to school goals?
A: The plan is a means to marshal all available resources to remedy the causes of low student’s
achievement. Expenses that are not essential to school goals to raise student achievement should not be
included in the plan. The School Site Council’s oversight is with the categorical funds that come to the
site.
Q: What are auxiliary services, and are expenditures for such services allowable?
A: Auxiliary services include such things as counseling and guidance, referral to other agencies, and
parent involvement activities. Such expenditures must have a direct bearing on the school goal for
which the activity is provided.
GENERAL QUESTIONS
Q: In single school districts, can the Single Plan for Student Achievement meet the federal
requirement for a “Local education Agency Plan” (LEAP)?
A: For single school districts, there is considerable overlap of these two planning documents. By
including information required by the LEAP in the Single Plan for Student Achievement, it will meet
federal requirements for a district-level plan.
Q: Should schools that operate a Title I Schoolwide Project (SWP) develop (SWP) develop SWP
plan separate from the Single Plan fro Student Achievement?
A: No. The contents required for a Title I SWP plan must be included in the Single Plan for student
Achievement. In addition, a one-time application to operate a SWP must be obtained from CDE.
Q: Does the state provide sample plans to guide schoolsite councils?
A: No. A template is provided instead, so that each school will analyze its instructional program in the
light of student performance, and select the means of improvement most appropriate to local
circumstances. Access to the template and too many links to technical assistance are available through
the California Department of Education Web site at www.ca.gov/ccpdiv.
Q: Are high schools required to develop a Single Plan for Student Achievement?
A: Yes. A public high school that operates any program funded through the Consolidated Application
is required to develop this plan. While the requirement may be triggered by a small entitlement, its
purpose is to identify the cost of low academic performance, develop a strategy to raise student
performance, and evaluate the strategy as a means to further
improvements of the educational program. In addition to the categorical funds available, the
schoolsite council may choose to include any other school program in this planning process, providing a
much broader scope for raising the achievement of students throughout the school.
Q: Are charter schools required to develop a Single Plan for Student Achievement?
A: Yes, if they receive any of the following funds:
Federal funds under Titles I, III, and V of the “No Child Left Behind” Act of 2001
State funds under the Tobacco Use Prevention Act, if these funds are allocated to the school.
Q: What is the definition of a “low performing” or “under-performing” student?
A: A low-performing or under-performing is one who tests below state standards.
Q: How do state and federal program compliance requirements relate to the Single Plan for
Student Achievement?
A: The specific requirements of each program included in the plan must be met, along with the
requirements for the plan itself. Program requirements include the purpose of the funding, eligibility for
student participants and required activities. Councils must have information on these requirements as
plans are being developed.
Q: What is the relationship of the School-Based Coordination Program (SBCP) plan to the Single
Plan for Student Achievement?
A: A separate SBCP plan is no longer authorized. Elements of SBCP are to be incorporated into the
goals and activities of the Single Plan for Student Achievement.
Q: Must all school goals contained in the plan focus on improving academic performance?
A: Yes. State and federal law do not support the use of Consolidated Application funding for other
purposes.
Q: May School Safety Plans be included in the Single Plan for Student Achievement?
A: Schoolsite councils have three options:
Integrate school safety objectives and activities into the Single Plan for Student Achievement if
they have a direct impact on a specific school goal of a student achievement.
Decline to include school safety activities in the Single Plan if school safety does not currently
have a negative impact on academic achievement.
Include both in a single plan. Care should be taken to ensure the purpose and effectiveness of
each program is not comprised when the two plans are combined.