Parents and Citizens' Associations - State Schools

Version Number

4.3

Implementation Date

21/12/2015

Scope

Students, parents, schools and educators, P&C

Purpose

​Legislative provisions determine the formation, objectives, functions and other matters in ​relation​ to school Parents and Citizens' Associations.​​​​​

Overview

​Every state school establishes a Parents and Citizens’ Association (the Association), with every effort made to avoid dissolution of an Association.

Every Association adopts a standard Model Constitution. Associations hold at least three meetings per semester. Membership of an Association should include a balance of interested persons over the age of 18 including:

  • parents of current students
  • interested members of the community (citizens)
  • students over the age of 18
  • staff members of the school.

Every Association, including an interim Association, is bound by the requirements of the P&C Accounting Manual.

The Department of Education and Training supports the preference of the Association to operate the school tuckshop or other amenity where such an amenity is of benefit to the school community. Where the school wishes to operate the service, a business case rationale is to be endorsed by the Association.

If a Swimming Club is not a sub-committee of the Association, use of the school facilities must be consistent with the Community Use of School Facilities policy statement and Part 3, Section 10 of the Education (General Provisions) Regulation 2006 (Qld).

Responsibilities

The principal is responsible for: 

  • facilitating the establishment of an Association, the provision of guidance and ensuring legislative and financial responsibilities of the Association are carried out. 

The Parents and Citizens’ Association is responsible for:

  • managing the business of the Association and for promoting community interest of educational matters, facilitating the development and further improvement of the school, and encouraging closer cooperation between the parents of students attending the school, other members of the community, staff and students of the school, and comply with the P&C Code of Conduct.

The regional director is responsible for:

  • supporting principals, as required, to resolve ongoing concerns relating to an Association’s legislative and financial management responsibilities.

Process

Principal:

  • calls a meeting of parents and other adult members of the school community to form an Association
  • progresses to the regional director a request to waive the “Restriction on who may be a member of the Executive Committee” if relevant
  • ensures that all members of the Executive Committee and Association volunteers who are not parents of current students at the school apply for a Suitability Notice with the Blue Card Services or hold a Blue Card
  • facilitates the adoption of a Parents and Citizens’ Association Constitution
  • approves all new constitutions and formally advises the Association of the approval 
  • keeps on record, on behalf of the Association, a copy of the approved constitution and a copy of the letter from the Australian Taxation Office advising the Association of its Income Tax Exempt Charity status
  • advises the regional director that the Association has adopted the Model Constitution (Note: does not apply to independent public schools)
  • ensures members of the Association have access to relevant email accounts, and that these are updated at the start of each school year and whenever there is a change to the Association’s Executive Committee
  • provides a space for the secure storage of Association documents which must be kept on site
  • provides appropriate training opportunities to executive officers of the Association that may be offered through the Department of Education and Training or P&Cs Qld areas
  • provides school activity, major project and financial reports at meetings to keep the Association informed of the school’s progress
  • monitors to ensure the Association adheres to all relevant legislative and financial responsibilities, and refers ongoing concerns to the regional director, or their supervisor if an independent public school
  • obtains the correct approvals for arrangements entered into for use of school facilities by the community and signs all agreements to hire out school facilities 
  • sights and retains copies of individual workers compensation and personal indemnity insurance before contractors commence work for the Association (including sub-committees)
  • before 31 May of the following year, collects from the Association:
    • the annual audited financial statements with appended certificates, auditor's report and any management letters for a financial year
    • the name and contact details for the incoming Executive Committee each year
  • confirms the annual financial statements were audited by a person who meets at least one of the criteria listed in the 'Appointing an Auditor' section of the P&C Accounting Manual
  • by 31 May of the following year, for schools other than independent public schools, forward to the regional director the (above) annual audited financial statements and contact details for the incoming Executive Committee.

Parents and Citizens’ Associations:

  • adopt the Model Constitution seeking approval from the school principal
  • when asked, provide advice and recommendations to the principal on issues and concerns in respect of students, and the general operation and management of the school
  • provide or assist in the provision of financial or other resources or services for the benefit of students of the school
  • use key documents to ensure compliance with the Association’s financial responsibilities and for guidance on how to manage efficient and accurate business practices:  
  • provide the principal with the Association's annual audited financial statements, with appended certificates, auditor's report and any management letters, for a financial year before 31 May of the following year
  • if undertaking the option to provide an Outside School Hours Care Service (OHSC), follow the OSHC procedure
  • ensure the operation of a swimming club is consistent with the:
  • maintain appropriate insurance to cover activities (recommended level $10 million) including public liability, volunteer workers/personal accident  and general property coverage. Additional insurances will be required if the Association delivers OSHC or swimming clubs 
  • check insurance documents annually to ensure currency
  • if applying for education and care services other than OSHC, 
    • obtain departmental approval to amend the constitution to give it such functions
    • satisfy the regulatory authority that it has the Minister’s approval.

Regional Director:

  • by 31 May of the following year, collects from principals a complete copy of the annual audited financial statements, with appended certificates, auditor’s report and any management letters, of all Associations within the region except for independent public schools
  • collects confirmation from the principal that the Association has adopted the Model Constitution
  • collects the name and contact details for the incoming Executive Committee each year 
  • approves waiver of “Restriction on who may be a member of the Executive Committee”, if relevant.

New schools:

  • Following an announcement of a proposed new school or a school being created by the amalgamation of two or more schools, either the regional director, appointed project manager or appointed principal calls a public meeting of interested prospective parents and other adult members of the school community to form an interim Association to assist the school to determine necessary matters such as the Student Dress Code, the Responsible Behaviour Plan, and the Enrolment Agreement.
  • The interim Association adopts the Model Constitution and remains in place until the first Annual General Meeting of the new school.

Online Resources

Review Date

24/01/2017
Attribution CC BY
​Not applicable​