School Advisory Committee Training

Educational Advisory Committees and Councils DoD Instruction establish objectives set forth policies outline responsibilities institute procedures Instruction serves to : establish objectives set forth policies outline responsibilities institute procedures

DoD Policy Encourages committee formation to... foster participation in school affairs provide a coordinated process to address and resolve issues at lowest possible level promote communication and problem solving among school administrators, military leaders and local advisory committees

Responsibilities “Every parent, teacher, sponsor, student, DoDDS administrator, and military commander shall share the responsibility to work collectively in supporting the schools, in enhancing programs, and improving not only the delivery of educational programs and support services to DoDDS students, but also the overall quality of life shared by all personnel in the American overseas communities, of which the schools are an integral part.”

School Advisory Committee... Advises the school principal on educational matters

What does “to advise” mean? suggestions and recommendations to the principal and/or installation commander for the improvement of educational programs and general quality of education and school programs –are welcomed –perceived as essential –expected to be acted upon

What are “educational matters?” School policies affecting students and parents Administrative procedures affecting students Instructional programs and educational resources within the school Allocation of resources within the school to achieve educational goals Pupil services (health, special ed., testing, evaluation) Student standards of conduct and discipline Policies and standards of the dependents’ education system related to the above

Personnel practices or policies Compensation Grievances of school employees Internal management of DoDDS or DoDDS programs Issues NOT addressed by advisory committees

Advisory committees do not Raise money Grant student scholarships Financially support school events Engage in any monetary projects traditionally associated with PTSA, boosters or other support groups

Composition of the SAC u parents v of students enrolled in school u educators  full-time professional employees of school u senior hs student v enrolled in school, elected by student body, is additional voting member optional F Other VIPs F Liaison Members F Military F Student F Booster Club F Spouse Club F Association Rep F Principal F SIT Chair F ELECTED MEMBERS F School’s Officer F PTA

Committee Size of the SAC Student Enrollment = Committee Size or over

SAC Leaders Elected Officers: Chairperson Vice Chairperson 4serve two-year terms; half membership elected each year 4newly elected members must take office NLT October 15 Secretary Representatives to IAC

Possible Roles... Chairperson To preside over meetings; be the direct link between SAC and principal To coordinate agenda To encourage open and honest discussion To make members feel welcome To set the tone for the meeting To remain neutral while leading discussions during meetings

Vice Chairperson (Facilitator) To support the chairperson in meeting preparations and proceedings To aid the chairperson in staying on schedule To help ensure that everyone participates To make members feel welcome Possible Roles...

To publish agenda prior to meetings To record minutes of the meetings Secretary (Recorder/Timekeeper)

About Committee Member Roles... To attend all meetings To actively participate in discussions To frequently seek input from constituents To keep constituents informed To remember they represent school and community groups Additional Committee Members

Agenda Committee made up of Chairperson, Principal, vice-chairperson or other designated person (if chair is teacher, vice-chair should be a parent and vice-versa) Meet within 2 weeks of last meeting Approve Minutes to be sure they are accurate Publicize both minutes and agenda About an Agenda Committee...

About Holding Committee Meetings... Announcement time, date, location decided by committee members Frequency at least 4 times per year Agenda chairperson prepares proposed agenda and publishes one week in advance Minutes secretary keeps minutes and publishes approved minutes within two weeks

About Committee Procedures... Conduct of Meetings establish bylaws and adopt set of parliamentary rules Goals and Objectives determine goals and objectives for year Subcommittees formulate regular standing or ad hoc committees subcommittees to address specific goals and objectives as needed Communications establish links to ensure all stakeholders are informed

Installation Advisory Committee (IAC) Advises the installation commander on issues within the control and jurisdiction of the commander and applicable component command

What are issues “within the control and jurisdiction of the commander?”... physical school environment transportation of students school meal programs medical services administrative and logistical support services policies and standards of the installation command

One school per installation, members of SAC make up membership of IAC Two or more schools, IAC comprises two reps.from each of the SACs (one parent and one professional school employee) Composition of the IAC

School’s Officer... Serves as the primary avenue of communication between school principal and community commander Attends SAC and IAC meetings and advises community commanders of logistic and administrative support required by SAC and IAC Refers sponsors with problems concerning academics to the school principal Advises the community commander of misconduct by school-age family members

Chain of Command School Advisory Committee Under Secretary of Defense, Personnel and Readiness Deputy Assistant Secretary of Defense (Military Community and Family Policy) Director, DoDEA Director, DoDDS Europe District Superintendent School Principal S chool A dvisory Committee SAC Advisory Council on Dependents’ Education (ACDE)

Advisory Council on Dependents’ Education (ACDE) Defense Authorization Act 1986 (P.L ) recommends policies for operation of Department of Defense Education Activity (DoDEA) recommends utilization of effective educational programs and practices provides advisement to Director DoDEA receives taskings from Assistant Secretary of Defense

Director, DoDEA *Theater Command (PTEC) Component Command Installation Commander Installation Advisory Committee Dependents Education Council (DEC) Under Secretary of Defense Personnel and Readiness Deputy Assistant Secretary of Defense Chain of Command Installation Advisory Council

Today’s Goals Become more knowledgeable about the DoDDS and SAC process Understand the channels of communication for resolving issues Look at the connections between the DoDEA Strategic Plan, school improvement process, and SAC Share successes and failures in an effort to learn from one another

Community Strategic Plan Goal 1: Highest Student Achievement Goal 2: Performance-Driven, Efficient Management Systems Goal 3: Motivated, High Performing, Diverse Workforce Goal 4: Network of Partnerships Promoting Achievement

District Focus High levels of student achievement –DoDEA Reads –No Child Left Behind Standards-based curriculum and instruction Assessment and accountability Professional development Communications Partnerships

End-of-Year Summary Reports Summaries should: contain goals and objectives identify areas of special interest assess achievements and concerns make recommendations

SAC Report principal district superintendent deputy director installation commander IAC Report installation commander principal/s superintendent regional director End-of-Year Summary Reports Reports, signed by chairperson, due to all of the above by 15 June Copies go to:

Model Agenda Meeting called by SAC Chairperson Type of meeting Routine Facilitator Vice-Chairperson Recorder/Timekeeper..... Secretary Attendees: Please read Bylaws Please bring Input and recommendations re: Bylaws School Advisory Committee Meeting Thursday, November 7, 2012, 7:00 PM to 8:00 PM Building 1, Conference Room

7:00-7:15 PMBy-laws Review/Revision…………....SAC Chairperson 7:15-7:25 PMParent attendance at SAC meetings……………………………...SAC Member 7:25-7:35 PMTraffic congestion at primary school……………………………...Parent 7:35-7:45 PMStatus of Language Arts program...Curriculum Coordinator Model Agenda Agenda Topics

7:00-7:15 PM: Bylaws Review/Revision Presenter: SAC Chairperson Discussion: Area Addressed: Action taken for Internal Development of the Committee Goal Addressed: Goal 2. Performance Driven, Efficient Management Systems Conclusions: Action items: Person responsible: Deadline: Model Agenda

Guidelines for Successful Meetings... Establish Procedures plan in advance; allow for agenda items to be thoroughly discussed have a plan for how/when to address non-agenda items which surface during the meeting select rules of order to follow during the meeting set time schedules (ex: maximum 1.5 hours) and date for meetings (ex: first Wednesday each month) and publish in advance

Guidelines for Successful Meetings... Establish Norms Participation desiredEveryone participates; all ideas are good ideas Nonnegotiable itemsStart on time and end on time Role assignmentsChairperson ‘presides’ over the meeting, Vice-Chairperson provides support Secretary takes notes ConfidentialityAppropriate information shared with constituents Decision-Making procedureConsensus; Unanimity BehaviorOne person talks at a time; No interruptions, no whispering or sidebar conversations Basic HousekeepingBathrooms, food & drinks, smoking

Quarterly SAC check point.... Is your SAC doing all it can-- and should-- to help improve education in your community? Does your SAC devote most of its time and energy to education and educational outcomes? Does your SAC believe that advocacy for all students is your primary responsibility?