GET INVOLVED AND SERVE ON
THE parents’ committee
Guide for curious, interested or beginner parents
Every year, thousands of parents volunteer to improve the quality of public schools. Whether you are a new member of a parents’ committee or considering becoming one, this guide is for you. It will help you understand the role of the parents’ committee and better identify the responsibilities associated with it.
This guide offers clear explanations, concrete examples, and tools to act effectively in the interest of children and their success.
If you need more information, please do not hesitate to contact us.
What is a Parents’ Committee?
A parents’ committee is an official body in the Quebec education system, which is required to be established in each school board by the Education Act. It is made up of parents of students elected by their peers within each school of a school board (SB) as well as a representative of the Special Needs Advisory Committee.
The committee allows parents to express their views, suggest improvements to services and ensure that public schools meet the real needs of families. It is a space for consultation and collective action and the only body entirely made up of parents, which represents the voice of parents within the SB.
The parents’ committee works with several stakeholders in the school network to advance issues that concern students and families. Its main partners are: the council of commissioners of the school board, the general management and the service directors of the SB, the schools governing boards, the Special Needs Advisory Committee and various community or educational organizations.
Good collaboration with partners allows us to better express parents’ concerns and to jointly identify concrete solutions to the issues experienced in and around schools.
History of Parents’ Committees
Parent committees were officially established on July 1, 1972, when parental participation was recognized in school governance.
In 1979, their representatives obtained a seat on the board of commissioners and items that had to be submitted to the parents’ committee for consultation by the school board were introduced into the legislation.
In 1998, the creation of school boards led to a reorganization of existing structures and a significant transfer of powers to the schools themselves. Therefore, the role of parents is being redefined to encourage greater participation in local decision-making.
In 2016, the four parent commissioners sitting on the council of commissioners were granted voting rights, further strengthening their power of influence.
In 2020, school boards were replaced by school service centers in the French sector. The French CSS boards of administration include five parents, all appointed by the parents’ committee.
The role of parents in school governance continues to change. Through these changes, the RCPAQ protects the achievements linked to parental participation and proposes concrete advances to strengthen their impact, in the service of the well-being and success of all children.
Roles and Responsibilities of the Parents’ Committee
The parents’ committee has the following functions, as defined by Article 192 of the Education Act:
- Promote public education to all parents of a student attending a school in the school board.
- Offer the school board ways to support parents’ involvement in their role with their children in order to promote their educational success.
- Facilitate communication by offering the school board means designed to encourage exchanges between parents and school staff members.
- Promote parental participation in school and school board activities and, to this end, designate parents who participate in the various committees formed by the school board.
- Express the needs of parents by transmitting to the school board the needs identified by school representatives and by the representative of the Special Needs Advisory Committee.
- Develop, with the support of the school board, and propose to it for adoption, the policy relating to financial contributions.
- Advise the School Board on specific pedagogical projects offered or planned in its schools, on any matter likely to ensure the best possible operation of the School Board, and on any matter on which it must be consulted.
The parents’ committee must be consulted on the following matters, as prescribed in Article 193 of the Education Act:
- the division, annexation or merger of the territory of the school service center;
- the school board’s commitment to success plan ;
- the three-year plan for the distribution and destination of buildings in the school board, the list of schools and the establishment documents ;
- the policy relating to the continuation or closure of schools and other changes in educational services provided in a school adopted under section 212;
- the distribution of educational services among schools;
- the school board’s regulations on the complaints examination procedure established pursuant to article 220.2;
- the criteria for enrolling students in schools referred to in Article 239;
- the allocation of a school for the purposes of a particular project , pursuant to section 240, and the criteria for enrolling students in that school;
- the school calendar ;
- school daycare services ;
Furthermore, he may make recommendations on his own initiative to the school board regarding these subjects.
How to Participate in the Parents’ Committee?
General Meeting
Every year, before September 30, a general meeting is convened in each public school to elect parent representatives to the governing board.
The school’s general assembly is the first gateway to formal parental involvement. Among other things, during this meeting, the election of parent representatives to the governing board takes place and from among these parent representatives to the governing board, a representative to the parents’ committee is elected.
The general meeting: a strategic moment
The general meeting is an opportunity to find out how your school operates, to ask questions, and above all to make your voice heard.
It is also the first step towards broader involvement in school life.
Parental engagement
- At the school level, during the general meeting
- Parental Participation Organization (PPO)
- Representative on the governing board (GB)
- Representative on the parents’ committee (PC)
- At school level, anytime during the year
- Daycare Parents’ Committee
(optional – created at the request of parents using the service ) - At the School board level, according to different modalities
- Parents’ Committee (PC)
- Special Need Advisory Committee (SNAC)
- Council of commissioners
- Transport Advisory Committee (TAC)
- Other school board committees
Our guide, “My Commitment to Make a Difference,” presents a simple and accessible way to explore the various forms that parental involvement in school governance can take. It’s a valuable resource for any parent interested in getting involved in their children’s school.
The representative on the parents’ committee
General Meeting
- Who can get involved?
- Any parent with a child enrolled in a school board’s school can apply to sit on their school’s governing board at the annual parents’ meeting.
- Election process
- The parents’ committee representative is elected from among the parents sitting on the school’s governing board, during this same annual parents’ meeting.
- Expectations and commitment:
- Attend meetings regularly.
- Actively participate in discussions and decisions.
- Relay concerns and information to other parents.
- Always act in the best interests of all children and not just your own child.
- Required skills:
- Be attentive and open to dialogue.
- Respect everyone’s roles.
- Debate ideas constructively.
- Avoid conflicts of interest or personal quarrels.
Once elected, the representative on the parents’ committee usually receives an official invitation for the first parents’ committee meeting, accompanied by the agenda and documents to be read. This allows him to prepare adequately, even without prior experience.
This first meeting is also a special moment to discover the dynamics of the committee, get to know the members in place and concretely begin participation.
Don’t hesitate to ask questions: it is completely normal to have some uncertainties at the beginning of this journey.
Above all, remember that you also bring valuable knowledge and perspectives that will enrich the discussions and decisions of the parents’ committee.
The substitute
The substitute, elected according to the same rules, replaces the representative in the event of absence. He must therefore be well informed and ready to intervene. The representative must ensure that his substitute is always up to date in the documentation and issues.
Plan for continuity and encourage succession
Invite substitutes to attend meetings, even if they are not filling in for a member that day. Their presence helps them better understand the issues, prepare to intervene if necessary, and become more involved. Since they have already shown an interest in school governance, it is a great way to prepare the next generation.
Responsibilities
Being a representative on the parents’ committee is an important responsibility. Members should represent the voice of the parents of their school, not their personal opinions. The role is simple, but well-structured: it involves conveying the parents’ concerns and needs in a constructive and respectful manner.
According to Articles 177, 177.1, 177.2 and 196 of the Education Act, members of a parents’ committee must act within the limits of their functions and powers. They must respect the roles assigned to them and exercise care, prudence and diligence, as a reasonable person would.
Parent committee members must also maintain the confidentiality of documents and discussions when necessary.
If a member acts in good faith in his duties, he cannot be prosecuted personally. And if a lawsuit does occur despite everything, the school service center will have to ensure its defense.
Before the meetings:
- Read the agenda and documents received;
- Ensure that you know the views of the school’s parents on various subjects, in particular by consulting these parents through the governing board or the PPO;
- Prepare to faithfully represent the opinions collected.
During meetings:
- Actively participate in discussions;
- Take a position on the proposals according to the interests of the parents of your school;
- Share your experience in your field with other representatives.
After the meetings:
- Inform parents at your school of the decisions taken;
- Follow up with your substitute;
- Participate in the proposed activities or initiatives.
Formation of the Parents’ Committee
Composition
The parents’ committee is made up of:
- A representative elected by the parents of each public school ;
- A representative of the Special Needs Advisory Committee, appointed by the parents’ committee.
Each representative is elected for a one-year term. The mandate is maintained even if the child leaves the school represented, until the next election. A substitute may also be appointed for each representative.
Did you know?
A parent can represent more than one school in the same school board if he or she is elected to the governing board of each of them.
He then has a separate voting right for each school represented.
Elective positions and executive committee
Each year, the parents’ committee holds various elections among its members.
The committee chair is elected before the first Sunday in November. This role is essential: the chair calls and leads meetings, ensures the continuity of work, communicates with the school board and ensures that decisions are implemented. The committee chair does not impose decisions, but ensures a good climate for discussion, leads the debates and represents parental voices with fairness and integrity.
Representatives to various committees :
- Commissioners representing parents (4 parents);
- Transport Advisory Committee;
- Special Needs Advisory Committee;
- Other special committees formed by the School Board (e.g.: finance, security, educational projects, etc.).
An executive committee may also be created to ensure continuity between meetings. Its composition varies (e.g.: vice-presidency, secretary, treasurer) and its roles are defined in the internal rules of governance. It does not replace the powers of the committee, but facilitates its operation.
How the Parents’ Committee Works
The parents’ committee meets several times a year (generally monthly from October to June) to process current issues and submit its recommendations. Decisions are made by consensus or by vote, taking into account the needs of students and families. Throughout the year, the committee maintains a constant dialogue with the school board to ensure effective collaborative work.
Committee meetings are deliberative assemblies where members discuss school issues and make collective decisions. Following a specific agenda, they are led by a chair who ensures that the discussions run smoothly.
Each member has the right to speak and can submit proposals, which are then debated and voted on according to established rules. The decisions taken are recorded in minutes, ensuring rigorous monitoring.
If you are unfamiliar with deliberative assembly procedures, we have a guide for you .
The parents’ committee adopts its own internal rules. These structure the work of the committee and ensure a healthy and productive climate. In particular, they must provide:
- The minimum frequency of meetings (at least three times a year);
- Deadlines for sending summons and documents;
- The conduct of the sessions and decision-making;
- The terms of remote participation;
- Drafting and approval of minutes;
- The roles and responsibilities of the executive committee, if applicable;
- The process of amending the rules.
Well-thought-out internal governance helps prevent conflicts and establish a climate of trust and collaboration among members. Balanced rules are essential: they must guide operations without being too restrictive, relying on the judgment and discernment of members.
Although they may seem secondary when things are going well, these rules become crucial in the event of tensions or disagreements. This is why it is important to anticipate, depending on the context, the specific needs of your committee.
PC internal rules template
To oversee the deliberations and activities of the Parents’ Committee.
Budget and resources of the Parents’ Committee
The parents’ committee receives an annual operating budget, determined by the school service center’s board of directors. The budget must be used to support parental participation and empower them.
It is essential that each member has access to the information, tools and training necessary to play their role effectively. This budget can be used, for example, to:
- Provide training to members (e.g. conferences, webinars);
- Reimburse travel or childcare expenses related to meetings;
- Disseminate information to parents of CSS students;
- Organize promotion or consultation activities.
The parents’ committee uses the premises, equipment and administrative services of the school service center free of charge.
The budget allocated to the parents’ committee must be managed with rigor and transparency. A follow-up is generally presented during and at the end of the year, so that all members, as well as the school board, are informed of the use of resources.
Unequal budgets from one committee to another
There is no legal framework specifying how much money school boards must grant to parents’ committees. Whether the budget is compared based on the number of students or the number of schools, the amounts vary enormously from one school board to another.
The RCPAQ has long been calling for a nationally regulated standard: guaranteed basic funding for all parents’ committees, to which would be added a portion adjusted according to the specific realities of each school board.
A commitment that makes a difference
Being involved in a parents’ committee is much more than simply participating in school decisions. It is actively contributing to a richer and more inclusive educational environment for all students. By taking part in discussions and projects, parents can understand the issues in the school system, express their concerns and help find suitable solutions.
Parental engagement strengthens the relationship between families and schools, thus promoting better monitoring of children’s academic success. It is not just about working for one’s own child, but also about improving the learning environment for all students in the school and the school board.
Committed parents have already succeeded in preventing school closures, obtaining additional resources to improve infrastructure, and establishing educational programs adapted to the needs of students. Through collaboration with the commissioners, the general management, school board staff and other organizations, the parents’ committee becomes a force for continuous improvement and proposals. Every action, every initiative put in place contributes to creating a more dynamic school environment, better adapted to the needs of children.
This collective work is based on the exchange of ideas, respect for each person’s roles and the desire to develop the educational environment. No one is alone in this process: many resources exist to support parents in their role within the committee. By working together, it is possible to make a real difference and improve the educational journey of all students.