Taking a role on
THE GOVERNING BOARD
A guide for curious and interested parents
The governing board (GB) is a place where parents can really make their voice heard and contribute to the life of the school. By serving on it, you participate in decisions that affect students’ services and learning conditions.
This guide will help you better understand the role of the GB, your responsibilities as a parent member and how to participate actively and be informed. Your involvement can make a real difference for all the children in the school.
What is the governing board?
The governing board is an essential governance body in every public educational institution in Quebec, whether it is a primary school, secondary school or training center. It constitutes a collaborative space where the different actors of the school community can express themselves. Parents, members of teaching and non-teaching staff, students (in secondary school) and community representatives meet in the GB to exchange, debate and make decisions that shape the life of the school.
These decisions cover a wide range of issues: they affect the organization of educational services, security, supervision, the quality of teaching and the general atmosphere of the establishment. The GB therefore acts as a real lever to adapt the school to the needs of its students, taking into account the realities of its environment. Its operation is based on democratic principles and a desire for consultation, so that each voice can contribute to improving the daily lives of young people and promoting their success.
History of the governing boards
The governing boards were created by the reform of the Public Education Act in 1997. This reform aimed, among other things, to bring decisions closer to the school environment by giving more power to establishments. The GBs replaced the old school councils, with expanded representation and increased responsibilities, particularly for parents. Today, they are at the center of participatory school governance in Quebec.
Examples of CE actions
- A school has introduced an outdoor education project after parents in the first grade expressed the need for a better balance between classroom time and outdoor activities.
- Parents supported the implementation of a healthy snack policy, in collaboration with management and staff.
- A GB refused a financial contribution deemed too high for the school’s families, forcing a revision of the proposed project.
Composition of the governing board
The composition of the board is governed by the Education Act and may vary depending on the size and type of establishment. The school board determines the number of members and can include up to 20. The number of parent representatives must be equal to that of school staff members, thus ensuring parity between these two groups.
The following categories of members may serve on the board:
- Parents of students : Elected at the annual general meeting of parents, they serve for a two-year term. They must constitute at least half of the voting members of the council.
- School staff members : Including teachers, non-teaching professionals and support staff, they are elected by their peers for a one-year term. Daycare services are also represented in primary school. The total number of staff representatives must be equal to that of parents.
- Students : In secondary schools offering the second cycle, two students are elected or appointed to represent their peers. They participate in discussions and have the right to vote.
- Community Members : Up to two people from the local community may be nominated by the other members of the council. These representatives do not have the right to vote.
School principal : The principal of the establishment is not a member of the governing board, but he participates in board meetings, without the right to vote. His presence is not counted in the number of board members, nor in the calculation of the quorum.
Training for members of the school board
Members of the school board can complete a training, offered online by the Ministry of Education. (in French only – mandatory for French GBs only) This training constitutes an great tool for active, informed participation in accordance with the Public Education Act. (most of the content still applies to the English sector) Its objectives are to:
- clarify the legal framework governing the functioning of the board;
- clearly define the roles and responsibilities of the different members;
- present the tools available to support collective decision-making;
- foster a culture of collaboration, in the service of student success.
It is recommanded that this training be followed by members at the start of their firest mandate. It is also good practice for the principal of the school to also follow this training, in order to share a common understanding of the role and functioning of the board.
Powers of the governing board
School life
The school board exercises several powers related to services and school life. It adopts essential elements proposed by the principal, such as the educational project, the anti-bullying plan and the rules for daycare services. These decisions guide the operation of the school and support student success.
Educational services
The board also decides on various aspects of learning conditions, such as rules of conduct, the time allocated to subjects, the enrichment of programs, the financial contributions requested from parents, the list of personal equipment and certain educational activities. These decisions make it possible to adapt educational choices of the school to the needs of students and the realities of families.
Organizational management
On the budgetary and material level, the board adopts the school budget, approves the use of premises and can receive special funds. It is consulted on resource needs and registration criteria. It also prepares the annual report, transmits opinions and can create subcommittees.
In all cases, the principal plays a supporting role for the GB and ensures the link with the school board.
Difference between
ADOPT and APPROVE
Adopt : the board decides on the final content of a proposal or document (it is possible to modify the content)
Approve : the board gives its agreement or not (without modifications) to a proposal or document.
MEQ table (in French)
Powers of a governing board, its roles and collaborators.
How the governing board works
The functioning of the governing board is based on a precise legal framework defined by the Education Act, as well as on the internal procedural rules that the board itself adopts.
A friendly, yet structured atmosphere encourages respectful and productive exchanges. Respecting speaking time, active listening and the ability to work in collegiality are the pillars of an effective board. Internal rules do not need to be cumbersome, but just like the legal framework and the roles and responsibilities of each person, they must be known and followed by everyone.
Organization of meetings
The board must meet at least five times during the school year. The annual meeting schedule is determined by the board itself, usually at the first meeting of the year.
The meetings are convened by the presidency, in collaboration with the school principal. A notice of meeting, accompanied by the agenda and relevant documents, is sent to members at least seven days before the meeting, to allow them to prepare properly.
Governing board members may attend a meeting remotely (for example, by videoconference or telephone), as long as everyone can speak to each other live, as if they were in the same room. However, it is recommended that at least one person be physically present at the school: either a board member or someone from the school administration.
The meetings of the GB are public, unless a closed session is necessary, for example to protect the confidentiality of a student or a staff member. All parents of the school must be informed in advance of the holding of governing board meetings.
Course of a session
Each meeting generally includes:
- An opening period and adoption of the agenda;
- If applicable, a question period from the public;
- Information points presented by the principal or other members;
- Topics submitted for consultation or discussion;
- Decisions to be adopted, which must be voted on by a majority of the members present.
Minutes are taken at each meeting. They must be adopted at the next meeting and made available to the public (often on the school website). The GB also adopts a minimum operating budget, usually provided by the school board to cover basic costs related to its activities (printing, travel, etc.).
Roles and responsibilities of members , the chair
and the principal
The member of the governing board has the responsibility to represent the group from which they come, whether parents, teachers, professional staff, support staff, students or the community. They act from a collective perspective, and not on a personal basis, in order to serve the interests of all students.
Members must respect the rules, demonstrate integrity and foster a climate conducive to exchanges and decision-making. Even in the event of disagreement, discussions must be conducted with mutual respect.
If a decision directly affects their child, a relative or an employer, they must declare it and abstain from voting. This transparency strengthens the credibility of the council.
The chair of the board , assumed by a parent, plays a leading role. They call meetings, lead sessions and ensure that discussions run smoothly and that internal rules are respected. they oversee the work of the council and maintain constant contact with the principal. The chair also acts as spokesperson for the board when necessary. They have a casting vote, meaning they can decide in the event of a tie in votes.
The person who assumes this role must demonstrate listening skills, neutrality, rigor and democratic leadership.
The school principal, although it does not have voting rights, they occupie a central role within the GB. They prepare documents, make recommendations, inform decisions with their educational and administrative expertise and actively collaborate with the chair to organize meetings.
They are responsible for implementing the decisions taken by the board in compliance with the legal framework. they also ensure that the proposals submitted to the GB comply with the ministry’s rules and are realistic given the available resources. The bond of trust between the principal and members is an essential lever for the proper functioning of the board.
Parent members
The parents have a special place in the GB: they speak on behalf of all the families in the school. Their presence is important to make the reality of families heard and to ensure that the decisions made serve the good of all children. The mandate of a parent member includes several specificities:
- Election : They are elected by the other parents at the annual general meeting and must demonstrate this legitimacy by representing all parents.
- Representation on the parents’ committee : one of the parent members is designated to sit on the school board’s parents’ committee, which allows information and issues to circulate between the various governance bodies.
- Communication with parents : Parent members can consult with school parents.
- Presidency and vice-presidency : exclusively for parent members.
Being a parent member is therefore a privileged opportunity to have a real impact on the school life of your child and everyone’s else.
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 environment.
Best practices and advice
Being part of a governing board is much more than participating in meetings: it is getting involved in a collective approach where the quality of the exchanges makes all the difference. Certain attitudes contribute greatly to the smooth running of the board, so that the sessions are productive and enjoyable.
First, preparation is essential. Read the documents submitted, reflect on the issues raised, ask questions in advance if needed, all of this allows you to be active and relevant during discussions. Regular attendance is just as important: it allows for monitoring of issues and ensuring the quorum necessary for decision-making.
In the meeting, each member must seek to express themselves clearly, while respecting others. It’s normal to have different points of view. What matters is to seek balanced solutions together, in the interest of all students in the school and everyone can suggest ideas or improvements.
It is important to remember that the board acts in partnership with the principal: the roles are complementary. We do not manage the school, but we exercise a role of reflection, monitoring, approval and influence.
Why get involved?
Getting involved in the GB is a concrete opportunity to influence learning conditions, the school environment, the values transmitted and the projects proposed.
As a parent, you discover how the school system works, you learn to collaborate with different stakeholders (principal, teachers, other parents, students), and you participate in important decisions. Involvement also provides an essential family perspective to ensure that the decisions take into account the reality of students.
The school board is a concrete platform where we can positively influence the course of students’ schooling. By getting involved, you become an agent of change, a voice that counts in the building of a healthy, equitable and meaningful living environment. Even if one does not have training in education, each parent can contribute a lot to the reflections and decisions of the GB through their judgment, their questions, their rigor, their expertise or various knowledge. Your presence and commitment can make all the difference.