School Governing Body Toolkit

School Governing Body Toolkit

School Governing Body Š Macmillan Education South Africa All rights reserved. Macmillan Education and Macmillan Teacher Campus give permission for the school to copy the templates contained within for the sole use of the school governing body.

No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, photocopying, recording, or otherwise, without the prior permission of the copyright holder or in accordance with the provisions of the Copyright Act 1978 (as amended).

Any person who does any unauthorised act in relation to this publication may be liable for criminal prosecution and civil claims for damages.

First published 2015 Developed by Macmillan Teacher Campus Private Bag X19, Northlands, 2116 Tel: 011 731 2454 / 011 731 3350 Fax: 011 731 3518 Email: mtc@macmillan.co.za Website: www.macmillan.co.za Great care has been taken to obtain permission to use copyright material. If, through an inadvertent oversight on our part, any material has been printed without permission from the copyright owner, we undertake to correct the matter as soon as it is brought to our attention.

CONTENT 1.1

Short-listing

1

1.2

Invitation to SGB meeting

2

1.3

Minutes of SGB meeting

3

1.4

Directives and guidelines for internal policy development

5

1.5

Policy evaluation

6

1.6

SBG sponsorship letter

7

1.7

SBG member details

9

1.8

An index for a general SGB file

10

1.9

SGB committee management plan

11

1.10 Guidelines relating to the election of governing bodies of public schools

12

1.11 Textbook retrieval

15

1.12 List of acronyms and abbreviations

16

1.1 Short-listing Template 1: Short-listing Candidate’s name and surname: Comments if necessary

Y e N s o

1. Application form 1.1. Is the Z83 form attached?

1.2. Are all aspects of the form completed?

1.3. Is there a comprehensive CV attached?

1.4. Is there a certified copy of the candidate’s identity document?

1.5. Is there a certified copy of the candidate’s SACE certificate?

1.6. Have all other certificates been certified?

1.7. Are the dates of certification of the certificates and ID less than three months old?

2. Minimum requirements 2.1. Does the candidate have the minimum qualification as stated in the advert?

2.2. Does the candidate have the minimum relevant experience as indicated in the advert?

2.3. Has the candidate presented the subject/s that the post requires?

2.4. Does the candidate have the necessary extra- and cocurricular experience?

If all questions were answered with “yes”, you may proceed to score the actual Z83 form.

3.2 Invitation to SGB meeting SGB TOOLKIT

1

To: ____________________________________________________________________ Name

Signature

Name

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

Signature

You are hereby requested to attend a School Governing Body meeting. The details are as follows: Date: _________________ Time: _________________ Venue: _________________ The 1.

2.

3.

4.

proposed agenda is as follows: Opening and welcome Appologies Minutes and matters arrising New matters 4.1. ___________________________________________ 4.2. ___________________________________________ 4.3. ___________________________________________ 4.4. ___________________________________________ 4.5. ___________________________________________ 4.6. ___________________________________________ 5. Announcements 6. Closing Your attendance at this meeting is of utmost importance.

Thanking you for your cooperation Mr/Ms __________________ PS: Please feel free to add any other relevant items to the tentative agenda.

SGB TOOLKIT

2

3.3 Minutes of SGB meeting

School logo

MINUTES OF SCHOOL GOVERNING BODY MEETING

DATE:

__________________

TIME:

__________________

VENUE:

__________________

Compiled by

CHAIRPERSON/SECRETARY: APOLOGIES

MEMBERS PRESENT 1. ________________

6. ________________

1. __________________

2. ________________

7. ________________

2. __________________

3. ________________

8. ________________

3. __________________

4. ________________

9. ________________

4. __________________

5. ________________

10. ________________

5. __________________

No. 1.

MINUTES WELCOME

2.

APOLOGIES

3.

AGENDA See attached agenda

SGB TOOLKIT

ACTION BY

DUE DATE

3

4.

5.

MINUTES AND MATTERS ARISING

NEW MATTERS

6.

ANNOUNCEMENTS

7.

CLOSING

,

Approval of the minutes: ____________________________________________ SGB Chairperson

SGB TOOLKIT

___ / ___ / ___ DATE

4

3.4 Directives and guidelines for internal policy development 1.

A preamble that is related to the context of the school, and the school’s mission and vision

2.

All relevant and related policies and circulars

3.

Clearly defined terms used, e.g. HIV/AIDS

4.

Clear aims and objectives of the school related to that specific area

5.

All information and procedures necessary for this particular area

6.

The process of establishing a committee for this area

7.

The composition of this committee ‒ not necessary to indicate names, but merely designations and/or portfolios of individuals

8.

The roles attached to portfolios, indicating their key focus areas

9.

Directives on actions in specific scenarios

10. Actions to be taken if a breach occurs 11. Conclusion of the policy

SGB TOOLKIT

5

3.5 Policy evaluation

No

Yes

Policy evaluation Comments on good practices and support needed

Does the document have a title?

Is the date of amendment or origin stated?

Is the review date stated?

Is the preamble clearly and correctly stated?

Is the legislation used in drafting this policy clearly indicated?

Are definitions of terms and phrases clearly and correctly stated?

Are the required roles of individuals clearly defined?

All information and procedures are clearly and correctly stated?

Does the document describe actions of compliance?

Does the document indicate actions to be followed for non-compliance?

Is the final version signed by an SGB member?

Has the policy been ratified by the appropriate departmental official?

SGB TOOLKIT

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3.6 SBG sponsorship letter Date:

________________

Company:

________________

Dear ___________________________________________________________________

Request for sponsorship I, ___________________, am writing to you on behalf of our school, _____________ School. We are currently working towards establishing/funding a _______________ at our school.

After some research it was discovered that: 

_____________________________________________



_____________________________________________



_____________________________________________

Due to this fact, we at ________________________ School have decided to use some of our resources to help alleviate this challenge. In terms of progress, we have already ___________________________________________________________.

Our school is dedicated to the success of the project, but further assistance is required.

Your sponsorship of _______________________________________ and any other form of cash or kind will definitely bring us closer to reaching our goal for our learners. We, as a public school, have a vision to empower, motivate and develop all the learners who enter our school. We are overwhelmed with the excitement of having seen the success of our project. Your organisation can also be a part of our excitement by supporting our children and adhering to our request for sponsorship.

Your contribution would be publically acknowledged at our future events or through regular inserts in the local media.

SGB TOOLKIT

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I would like to thank you in advance for considering this opportunity to partner with ____________________________________ in our endeavour. I am certain that together, we can both experience the reward of knowing that we have contributed significantly to our society, one child at a time. For any further information about our school or this particular project, do not hesitate to contact me at the contact numbers and addresses provided.

Thank you in anticipation.

Yours sincerely ____________________ Name:

______________________

Designation: ______________________ Cell:

______________________

Email address: __________________________________________________________

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3.7 SBG member details

(Letterhead)

School Logo

SGB members: Year____________

Name and surname

Child’s/children’s names and grades (parent members only)

Position on the SGB

Name

SGB TOOLKIT

Grade

Contact details

Cell number

Email address

9

3.8 An index for a general SGB file 1.

2.

School’s vision and mission statements Policies: 2.1. National policies and acts relevant to SGBs: i. ii. iii. iv. v.

2.2.

The South African Schools Act, No. 84 of 1996 (SASA) Regulations relating to the Governing Bodies of Public Schools National Norms and Standards for School Funding (General Notice 870 of 2006) Provincial Regulations regarding the Misconduct of Learners at Public Schools and Disciplinary Proceedings Regulation for Exemption of Parents from the Payment of School Fees (General Notice 1149 of 2006)

Internal policies: i. ii. iii. iv. v. vi. vii. viii. ix. x. xi.

Constitution of the SGB Admissions policy Policy regarding school sport and cultural activities Policy regarding use of school buildings and facilities by non-school community members Policy on occupational health and safety Religious policy Language policy HIV/AIDS policy Code of conduct for learners School’s policy regarding payment of school fees The school’s sliding scale for determining partial exemption

3.

Circulars/gazettes from the provincial department and memos from the district office that relate to the SGB or their functions

4.

Management plans for the year

5.

SGB Reports: 5.1. Annual reports to be presented at the AGM by the chairperson 5.2. Annual financial reports as presented by the treasurer

SGB TOOLKIT

10

3.9 SGB committee management plan School name: Management plan for the ___________________committee Quarter__: 20___

No.

Activity

Responsibility

Time frame

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

SGB TOOLKIT

11

3.10 Guidelines relating to the election of governing bodies of public schools HANDOVER GUIDE FROM OUTGOING GOVERNING BODY CHAIRPERSON TO NEWLY ELECTED GOVERNING BODY CHAIRPERSON (These documents are the property of the school and must be held in safekeeping by the school principal.)

SCHOOL: ___________________ EMIS NO: _____________ DISTRICT: _____________ I ________________________________ (full names), the newly elected chairperson of the school governing body of ___________________________________ (school’s name), hereby certify that the following documents/e-copies have been handed over to me by the outgoing chairperson.

KEY AREA

Mark with a cross (X) where applicable

ITEM

YES

NO

1. LEGISLATION 1.1 The South African School Act, No. 84 of 1996 (SASA) 1.2 Regulations relating to the Governing Bodies of Public Schools 1.3 National Norms and Standards for School Funding (General Notice 869 of 2006) 1.4 Provincial Regulations regarding the Misconduct of Learners at Public Schools and Disciplinary Proceedings 1.5 Regulations for Exemption of Parents from the Payment of School Fees (General Notice 1149 of 2006) OTHER DOCUMENTATION 1.6 The constitution of the school governing body 1.7 The vision and mission statement of the school 1.8 Action plans for the following year, based on the school development plan KEY AREA

ITEM

Mark with a cross SGB TOOLKIT

12

(X) where applicable YES

NO

2. POLICIES 2.1 Admission policy 2.2 Policy regarding school sport and cultural activities 2.3 Policy regarding use of school buildings and facilities by non-school community members 2.4 Policy on occupational health and safety 2.5 Religious policy 2.6 Language policy 2.7 HIV/AIDS policy 2.8 Code of conduct for learners 2.9 School’s policy regarding payment of school fees and the school’s sliding scale for determining partial exemption 3. FINANCIAL RESOURCES 3.1 Copy of school’s assets register 3.2 Cash book 3.3 Receipt book (current) (serial number: ) 3.4 Receipt book(s) (completed) (serial numbers: ) 3.5 Chequebook (current) (serial number: ) 3.6 Chequebook(s) (used) serial numbers: ) 3.7 Petty cash (Amount: ) 3.8 Bank statements for period 1 January to 30 June of current financial year 3.9 Documentary proof of investment (if any), such as with MEC’s permission 3.10 List of NGOs/partners approved by district and operating in schools 3.11 Copy of tenth-school day statistics 3.12 Copies of contracts of all staff employed by the public school 3.13 Audited financial statements for the period 1 January to 31 December of previous year 3.14 School’s financial policy 3.15 School budget for current financial year 3.16 Resolution to charge school fees, if applicable SGB TOOLKIT

13

KEY AREA

ITEM

Mark with a cross (X) where applicable YES

NO

4. LEARNER PERFORMANCE 4.1. Copies of analysis of results of previous three years (Grade 1 to 12) 4.2. Strategy to improve learner performance 4.3. The school’s development plan for current year 4.4. The school’s improvement plan for current year

SGB TOOLKIT

14

3.11

Textbook retrieval

I, ____________________________, the parent of ________________________, in grade ______, hereby undertake to ensure that all textbooks and/or resources that were given to my child for the year _____ will be returned in the same condition that I have received them in.

No.

Title of book

Condition of book Good Fair

Parent’s signature

Poor

1 2 3 4 5 6 7 8 9 10 11 I further undertake to repair or replace any of the books that are damaged or lost by my child.

LTSM Coordinator: Mr/Ms:

_____________________

Signature:

______________________

Signature of parent: _______________________________

3.12 List of acronyms and abbreviations SGB TOOLKIT

15

AGM

annual general meeting

CSI

corporate social investment

DBE

(National) Department of Basic Education

E of EA

Employment of Educators Act

EMIS

Education Management Information System

FAL

First Additional Language

GDE

Gauteng Department of Education

HOD

head of department

LTSM

learning and teaching support material

MEC

Member of Executive Committee

NEPA

National Education Policy Act

NGO

non-governmental organisation

PAJA

Promotion of Administration Justice Act

PDE

provincial department of education

RDP

Reconstruction and Development Programme

SASA

South African Schools Act

SGB

School Governing Body

SMT

School Management Team

SGB TOOLKIT

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SGB TOOLKIT

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18