General Information - Students

What is a school council and what does it do?

All government schools in Victoria have a school council. They are legally constituted bodies that are given powers to set the broad direction of a school, in accordance with Ministerial Order 1280 Constitution of Government School Councils, and the Education and Training Reform Act 2006. In doing this, a school council may directly influence the quality of education for students.

Who is on the school council?

For most primary school councils, there are several possible categories of membership:

A mandated elected parent member category – more than one-third of the total members must be from this category. Department employees can be parent members at their child’s school providing that they are not engaged in work at the school.

A mandated elected school employee member category – members of this category make up no more than one-third of membership. The principal of the school is automatically one of these members.

An optional community member category – members are co-opted by a decision of the council because of their special skills, interests or experience. Department employees are not eligible to be community members.

A small number of school councils have nominee members.

For all schools with a Year 7 and above cohort, there is an additional category of membership:

A mandated elected student member category, two positions.

Generally, the term of office for all members is two years. 

Why is student membership so important?

Students have a unique perspective on learning, teaching and schooling. Electing Student members onto school council allows all students to have a say in the future direction of their school and ensures student input into decision making. 

Student representation on secondary school councils will assist in the development of students’ skills, including leadership skills, and communication skills.

Does my child need special experience to be on school council?

Each member brings their own valuable skills and knowledge to the role. However, councillors may need to develop skills and acquire knowledge in areas that are unfamiliar to them in order to perform their duties as a councillor. 

Student members are encouraged to attend the Department’s free, face-to-face school council training, using the Improving School Governance modules to support them to undertake their role. Training is also available online.

What does my child need to do to stand for election?

The principal will issue a Notice of Election and Call for Nominations following the start of Term 1 each year. 

If your child decides to stand for election, they can arrange for a student in Year 7 or above to nominate them as a candidate or they can nominate themselves for the Student member category.

Once the nomination form is completed, it should be returned to the principal within the time stated on the Notice of Election. A Nomination Form Receipt will be issued following the receipt of the completed nomination.

If one student vacancy is available and one student nominates, then the student is duly elected. 

Unlike the parent or school employee member categories, if two student member positions are available and in the first call for nominations only one nomination is received, the student is not automatically declared elected. The principal will immediately post, in a prominent place in the school, a notice calling for further nominations. These nominations are to be received within three school days from the closing of the first call for nominations. 

If after the second call for nominations one other nomination is received, then both students are appointed to council. 

If there are more nominations received than there are vacancies on council, a ballot will be conducted during the two weeks after the call for nominations has closed.

The principal will distribute ballot papers and will provide clear instructions to the voters and candidates. Voters may only vote once in a ballot. The two candidates with the highest number of votes will be elected to council. 

School council meetings

School councils must meet at least eight times a year and at least once per school term. The president chairs all meetings and all members of the council are expected to attend. 

Councillors can attend meetings in person or online if required. 

Following the school council elections, council members will determine an appropriate time and location to hold meetings throughout the year. For example, council may agree that meetings will take place on the first Wednesday of each month in the school library. 

For most school councils, meetings are located at the school and are held in the evening to ensure the majority of members can attend. Meetings typically last for around 2 hours. 

You will need to discuss and arrange transport options to and from the meeting with your child. The school council does not provide transport.

The principal, in consultation with the school council president, will ensure an agenda is prepared for each regular meeting and will distribute the agenda, draft minutes from the previous meeting and meeting papers such as subcommittee reports, principal’s and president’s report to school council members. These documents will be distributed approximately five days before the meeting. All members, including Student members are expected to read all documents and prepare in advance of each meeting.

Conflict of Interest

If your child, as a member of council, or their immediate family has a direct conflict of interest, including a pecuniary* interest, in a matter under discussion at a school council meeting, that member must declare the conflict of interest and must not be present during the discussion unless invited to do so by the person presiding at the meeting. The member will not be involved in any voting associated with the matter at hand. 

*For this purpose, pecuniary is defined as: relating to or consisting of money.

I am a parent member of the council. Can I be a member of the same council as my child(ren)? 

Yes, relatives are allowed to be members of the same council. 

What if my child cannot attend a council meeting?

If a member is unable to attend a meeting, an apology should be submitted to the principal prior to the meeting.

A member of the school council may apply in writing to the president for extended leave of up to three consecutive meetings.

What if my child decides they no longer want to be a member of council?

The Department strongly encourages students to consider the time commitment of being on council prior to running for election. 

Your child should discuss resigning from council with the principal or school council president.

A school councillor is required to formally submit their resignation from council, in writing to the principal, in order to no longer be considered a member.

Code of conduct for school councillors

School councils in Victoria are public entities as defined by the Public Administration Act 2004.

School councillors must comply with the Code of Conduct for Directors of Victorian Public Entities issued by the Victorian Public Sector Commission. 

The Code of Conduct is based on the Victorian public sector values and requires councillors to:

• act with honesty and integrity – be truthful, open and clear about their motives and declare any real, potential or perceived conflict of interest and duty
• act in good faith in the best interests of the school – work cooperatively with other councillors and the school community, be reasonable, and make all decisions with the best interests of students foremost in their minds
• act fairly and impartially – consider all relevant facts of an issue before making a decision, seek to have a balanced view, never give special treatment to a person or group and never act from self-interest
• use information appropriately – respect confidentiality and use information for the purpose for which it was made available
• exercise due care, diligence and skill – accept responsibility for decisions and do what is best for the school
• use the position appropriately – not use the position as a councillor to gain an advantage
• act in a financially responsible manner – observe all the above principles when making financial decisions
• comply with relevant legislation and policies  know what legislation and policies are relevant for which decisions and obey the law
• demonstrate leadership and stewardship – set a good example, encourage a culture of accountability, manage risks effectively, exercise care and responsibility to keep the school strong and sustainable.

Indemnity for school council members

School councillors are indemnified against any liability in respect of any loss or damage suffered by the council or any other person in respect of anything necessarily or reasonably done, or omitted to be done by the councillor in good faith in:

1. the exercise of a power or the performance of a function of a councillor, or

the reasonable belief that the act or omission was in the exercise of a power or the performance of a function of a council.

In other words, school councillors are not legally liable for any loss or damage suffered by council or others as a result of reasonable actions taken in good faith.