GUIDE TO SCHOOL
COMMITTEES
SSC and ELAC
Updated: July 2015
INTRODUCTION
The Guide for School Committees was developed to assist schools through the process of establishing the
mandated school-level committees. Included in this guide are easy-to-follow steps for establishing the
committees, sample documents and templates, and other essential information. The suggestions and
tools provided will assist schools in establishing and maintaining compliant committees.
School Committees
This brief guide includes the federal and state requirements pertinent to the School Site Council, and
English Learner Advisory Committee.
Schools that receive federal and state categorical funding must establish a School Site Council (SSC), EC
Section 52852. The SSC is a decision-making committee that oversees the Single Plan for Student
Achievement and corresponding categorical budgets.
Schools with 21 or more English Learners must establish an English Learner Advisory Committee
(ELAC). The ELAC advises the principal and the SSC on the program and services available to English
Learners.
Technical Assistance and Support
District personnel are available to provide technical assistance and support with any matters pertaining
to school committees. The goal is to ensure ongoing compliance with state, federal and local laws and
regulations by providing the necessary resources and support. If you would like additional information
or individualized assistance, do not hesitate to contact us.
For support with all matters related to School Site Council (SSC) contact:

Traci Albee, 933-7470, ext. 2221 or Cheryl Wolf, 933-7470 ext. 2229
For presentations to the SSC:

Traci Albee, 933-7470, ext. 2221 or Cheryl Wolf, 933-7470 ext. 2229
For support with all matters related to English Learner Advisory Committee (ELAC), contact:

Sandra Lepe, 933-7075 ext. 2432/2075
2
TABLE OF CONTENTS
PART I: PROTOCOLS FOR COMPLIANCE
Greene Act .......................................................................................................... 5
Election Procedures ............................................................................................ 6
Designation of Duties ......................................................................................... 7
Recordkeeping .................................................................................................... 8
Characteristics of Effective Meetings ................................................................. 9
PART II: COMPOSITION, ROLES and RESPONSIBILITIES
SSC Composition ............................................................................................... 11
SSC Membership .............................................................................................. 12
SSC Responsibilities ......................................................................................... 13
SSC Meetings .................................................................................................... 14
ELAC Composition and Membership ............................................................... 15
ELAC Responsibilities ...................................................................................... 16
ELAC Meetings ................................................................................................. 17
PART III: PARLIAMENTARY PROCEDURES
Bylaws ............................................................................................................... 19
Robert’s Rules of Order Cheat Sheet ................................................................20
PART IV: SAMPLE TEMPLATES
Notice of Elections ............................................................................................ 22
Election Ballot................................................................................................... 23
SSC Elementary Membership List .................................................................... 24
SSC High School Membership List ................................................................... 25
ELAC Membership List .................................................................................... 26
Meeting Notices .......................................................................................... 27-28
Agenda .............................................................................................................. 29
Minutes .............................................................................................................30
Sign-in Sheet ..................................................................................................... 31
Schedule of Meetings ........................................................................................ 32
ELAC Annual Summary.................................................................................... 33
ELAC Information Sheet……………………………………………………………………… 34
Uniform Complaint Procedures ...................................................................... 35
SSC Bylaws.................................................................................................. 36-39
3
PART I
PROTOCOLS FOR
COMPLIANCE
4
GREENE ACT, EC Section 35147 (c)
Meetings shall be conducted in accordance with
the following rules
of order:
1. Meetings must be open to the public.
2. The public must be given the opportunity to address
the committee on topics under the jurisdiction of the
committee.
3. Notice of the meeting must be posted at the school site or other accessible
place at least 72 hours before the time set for the meeting.
4. The notice must specify the meeting date, time, location, and an agenda
describing each item of business to be discussed or acted upon.
5. The committee may not take action on any item of business unless that item
appeared on the posted agenda or unless the committee members present, by
unanimous vote, find that there is a need to take immediate action and that
the need for action came to the attention of the committee subsequent the
posting of the agenda.
6. Questions and brief statements of no impact on pupils or employees that can
be resolved by providing information need not be described on the posted
agenda.
7. If these procedures are violated, upon demand of any person, the committee
must reconsider the item at its next meeting, after allowing for public input
on the item.
Emergency Meetings
Emergency meetings must adhere to the requirements of the Greene Act. Voting may occur only if the
committee unanimously determines that the unlisted (emergency) item:
 requires immediate attention
 the item surfaced between the time the agenda was posted and the time of the meeting
5
ELECTION PROCEDURES
The following suggested process may be implemented when electing people for the SSC or
ELAC.
General procedures for electing Parents and
Community Members
 Publicize committee elections to all eligible constituents.
Review committee eligibility criteria.
 Distribute an election notice with nomination information.
Include:
o Brief description of the committee
o Nomination form to be returned to the school
o Description of the election process and timeline
 Confirm eligibility of nominees.
 Create ballots and distribute them to eligible constituents.
o
Explain the process and timeline
 Count ballots returned and maintain for documentation.
 Confirm compliant composition of committee.
 Publicize and record the election results.
 Individual
committee
membership
requirements
 Committee members
are elected by peers
 Parents must be
parents at the school
 An employee of the
school cannot serve as
“parent” or “community
member” on a committee
 Provide information in
languages other than
English
 Elections may be held
individually for each
committee or they may be
combined
 Schedule the first meeting for each committee.
General procedures for electing Teachers and Other Staff
 Teacher members must be classroom teachers.
 Other staff includes any other school personnel that are
not a classroom teacher (instructional specialist, coach,
counselor, paraprofessional, custodian, campus monitor,
etc.)
 Nominations and elections for teachers and other staff
may be held during a regularly scheduled staff meeting or
by ballot.
 People may volunteer to serve if there are no nominations.
6
DELEGATION OF DUTIES
The English Learner Advisory Committee (ELAC) may designate their responsibilities, under certain
circumstances, to the School Site Council (SSC) for up to two years.
The proper steps should be taken when designating duties to the SSC to confirm compliance with
applicable regulations. Documented evidence of delegation of duties is important.
Steps for delegating duties to the SSC:
1. The ELAC must be properly constituted and officers must be elected.
2. Committee members are informed and trained as to their legal responsibilities.
3. The committee votes to delegate its responsibilities to the SSC for up to two (2) years.
4. The action is documented on the ELAC agenda and reflected in the minutes.
5. If the SSC accepts the request, the committee is reconstituted in two years.
6. If the SSC does not accept the request, the committee must remain active.
Steps the SSC follows to accept ELAC request:
1. The SSC votes on the request presented by the ELAC.
2. The action is documented on the SSC agenda and reflected in the minutes.
3. If the SSC rejects the request, the ELAC functions as an independent committee.
4. If the SSC accepts the request, the SSC must now fulfill the responsibilities and complete the
tasks required of the ELAC.
5. The SSC must be trained as to their new responsibilities.
*Completion of activities should be documented in meeting agendas and minutes.
7
RECORDKEEPING
The school is required to maintain the following documentation for
five (5) years:
 Election notifications
 Election ballots/tally and final results
 Bylaws
If it is not written,
 Flyers/notifications of meetings
it does not exist.
 Meeting agendas
 Attendance records (sign-in sheets)
 Minutes of meetings (recording attendance, discussions, recommendations,
and actions)
 Evidence of input from other school committees (if required)
 Evidence of delegation of duties
 Documentation of training provided
 Official correspondence
 Prior year Single Plans for Student Achievement and budgets
Federal and state laws require the
safekeeping of public records. Records should
be filed in a secure place and must be made available
upon request.
Recordkeeping is required for Federal Program
Monitoring (FPM) and for other internal and
external program reviews.
8
CHARACTERISTICS OF EFFECTIVE MEETINGS
Effective Meetings Have:
1. An agenda which details the discussions and actions to be presented.
2. Minutes which detail the discussions and actions agreed upon.
3. Meeting norms and parliamentary procedures allow for business to be completed effectively and
efficiently.
Agenda
The following details must be included in all agendas:
 Committee name
 Meeting date, time and location
 Every item of business to be considered in the order to be presented
 Opportunity for public input
 Future agenda items
Minutes
Remember, if it is not written, it does not exist. Minutes must include:
 Committee name
 Meeting date, time and location (specify beginning and ending time)
 Attendance record
 Detailed record of what was discussed and voted on
 Copies of information (handouts) provided
 Must be reviewed for accuracy and approved at following meeting
Tips for Running an Effective Meeting1
 Call the meeting to order on the designated date and at the appointed time.
 Announce business to be covered in its proper order.
 Enforce the committee’s policies relating to the conduct of meetings and help ensure compliance
with the Bylaws.
 Recognize people who desire to speak, and protect the speaker who has the floor from
disturbance and interference.
 Explain what the effect of a motion would be if it is not clear to every member.
 Restrict discussion to the question when a motion is before the committee.
 Rule on issues of parliamentary procedures.
 Put motions to a vote, and state clearly the results of the vote.
 Be responsible for the orderly conduct of all committee meetings.
 Be aware of the dynamics of the committee, audience and staff.
1
Adapted from Los Angeles Unified School District
9
PART II
COMPOSITION, ROLES
AND RESPONSIBILITIES
10
SSC COMPOSITION
School Site Council (SSC)
At the elementary level, the SSC shall be constituted to ensure parity between the
principal, classroom teachers, and other school personnel; and parents or other community
members selected by parents.
Elementary School Model – Minimum of 10 members
50% School Staff
50% Parents/Community Members
1 Principal
3 Classroom Teachers*
5 Parents / Community Members
1 Other Staff
* Classroom teachers must be
the majority
At the high school level, the SSC shall be constitute to ensure parity between the
principal, classroom teachers, and other school personnel; and equal number of parents or other
community members selected by parents, and students.
High School Model – Minimum of 12 members
50% School Staff
1 Principal
4 Classroom Teachers*
1 Other Staff
25% Parents /Community Members
25% Students
3 Parents/Community Members
3 students
minimum
minimum
* Classroom teachers must be
the majority
Reminder: Teachers elect teachers, other staff elect other staff, parents elect parents, and students elect students.
11
SSC ROLES
& RESPONSIBILITIES
SSC MEMBERSHIP
Officers
To conduct meetings effectively, committees need to have officers with stated duties and authority,
including:
Officers
Chair
Vice-Chair
Secretary
Parliamentarian
Duties
Organizes, convenes, and leads meetings.
Serves in the absence of the Chair.
Records actions taken at meetings and keeps records.
Resolves questions of procedure, uses Bylaws and Robert’s Rules of
Order
Other Officers Identified as necessary to perform stated duties.
Principal Votes as a member; may not veto council decisions; ensures
council is fulfilling state and federal policies and regulations; administers
the school-level activities of the school plan; may not make changes to the
plan without council approval.

Representatives to the District English Learner Parent Advisory Committee (DELPAC)
must be identified if the council has assumed the duties of the ELAC. The representatives must
report all district-level information to the school council.
Terms of Office
Generally, members are selected for a two-year term. Elections for half of the members are held in even
years and half in odd years. This ensures that the council will not be composed entirely of new members
each year.
Responsibilities of Members
 Regularly attend SSC meetings.
 Arrive on time and prepared.
 Focus on improving student achievement.
 Review council bylaws and meeting procedures.
 Actively participate in SSC duties, including serving on special committees.
 Serve the full term of elected period.
 Communicate knowledge and concerns to the SSC, School, District, and community.
 Become and advocate for improved public education.
 Be familiar with categorical program requirements and budgets.
 Be familiar with the core instructional program.
12
SSC RESPONSIBILITIES
Duties of the School Site Council
 Develop, implement, monitor, and review the Single Plan for Student Achievement.
 Recommend the plan to the Board for approval.
 Identify resources to support the school plan.
 Review student performance data.
 Review and update the Title I Parent Involvement Policy and School-Parent Compact.
 Collaborate with other school advisory committees.
 Complete ELAC tasks (if the SSC has ELAC authority).
 Distribute information received at DELPAC meetings
 Disseminate information from Parent Advisory Committee (PAC).
 Conduct an annual needs assessment.
 Annually review bylaws.
 Establish an annual meeting calendar.
 Schedule training for members to learn about their role and responsibilities.
Essential information for the SSC:

Input from other school committees

School allocations from Consolidated Application

Board Policies

State and Federal requirements

Student performance data

Core curriculum

Parent involvement opportunities

Uniform Complaint Procedures
13
SSC MEETINGS
Meetings
The SSC should meet monthly to discuss school improvement activities.
Suggested Meeting Topics (by category)
Council
 Role and responsibilities
 Robert’s Rules of Order training
 Review Bylaws
 Uniform Complaint Procedures
ELAC/DELPAC
 Training on ELAC duties (if duties assumed)
 Identify DELPAC representative
 Establish procedures for reporting information from DELPAC meetings
Categoricals
 Program requirements and compliance procedures
 Title I Schoolwide
 Budgets and expenditures
 Title I Parent Involvement Policy and School-Parent Compact
Single Plan for Student Achievement
 Review program information, action plan, budget and expenditures
 Propose changes to include in updated plan
Academic Program and Student Performance
 Review state mandated tests, CELDT, attendance information and other student data
 Core curriculum, interventions and instructional activities
 Reporting of student progress
 Importance of school attendance
Parent Involvement
 Strategies and activities for increased participation
 Opportunities at school and district
 Meetings, events and activities
Other Topics
 Presented by parents or by the needs assessment
14
ELAC COMPOSITION AND MEMBERSHIP
English Learner Advisory Committee (ELAC)
Formation
Each California public school, grades K-12, with 21 or more English Learners must form an English
Learner Advisory Committee (ELAC) or subcommittee of an existing school level advisory committee.
Composition Requirements
The percentage of parents of English Learners on the committee must be at least the same as that of
English Learners at the school.
Parents of R-FEP students are considered parents of English Learners for those two years that R-FEP
students are being monitored. It is not mandatory that school personnel be part of the ELAC, although it
is recommended.
Sample ELAC Composition
English Learners at the school: 40% (Sample data)
Parents of English Learners on ELAC:
40%
Other parents, community members,
school staff: 60%
Designation of duties
After the ELAC has been trained, it may opt to delegate its responsibilities to an existing school advisory
committee (e.g. SSC) or subcommittee for up to two years (EC 52870).
The composition of the SSC must be reviewed and considered prior to delegating ELAC duties.
EC 52176[b] states:
The school may designate an existing school level advisory committee, or subcommittee of such advisory
committee to fulfill the legal responsibilities of ELAC, if the advisory body constitute at least the same
percentage of the committee membership as their children represent of the student body.
Officers
Committees need to have officers with stated duties and authority, including:
Officer
Duties
President/Chair
Organizes, convenes, and leads meetings.
Vice-President/ Vice-Chair
Serves in the absence of the Chair.
Secretary
Records actions taken at meetings and keeps records.
Parliamentarian
Resolves questions of procedure, uses Bylaws and
Robert’s Rules of Order.
DELPAC Representative
Attends all district meetings and gives report to ELAC.
15
ELAC RESPONSIBILITIES
Major Function
The purpose of the ELAC (or subcommittee, if appropriate) is to advise the principal and school staff on
programs and services for English Learners and the School Site Council on the development of the
Single Plan for Student Achievement. The ELAC also assists the school on other tasks listed below.
Tasks
The committee advises and assists the school as follows:
 Advises the school principal and staff on the school’s program for English Learners
 The ELAC advises the SSC on the development of the Single Plan for Student Achievement.
 The ELAC assists in the development of the following:
 The school’s needs assessment – Districtwide Biannually
 The school’s annual California Longitudinal Pupil Achievement Data System (CALPADs)
report (previously R-30)
 Efforts to make parents aware of the importance of regular school attendance.
 Elects a representative to the District English Learner Parent Advisory Committee (DELPAC)
Annual Parent Survey
Parents must have the opportunity to respond to a bi-annual interest survey. A subcommittee should
design and tabulate the results of the survey. The results should be shared with parents in the primary
language.
Training
The district shall provide for all ELAC members:
 Appropriate training and training materials to assist each member to carry out his or her legally
required advisory responsibilities.
 Training planned in full consultation with ELAC members. District funds (LCFF-LEP) may be
used to cover the costs of training and attendance of ELAC members (e.g. costs associated with
childcare, translation services, meals, and other reasonable expenses).
16
ELAC MEETINGS
Meetings
There must be at least four (4) meetings a year. The meetings should last an hour and a half and may
include:
 30 minutes for presentation of educational programs
 30 minutes for presentation about parent interest survey topics
 30 minutes for student short presentations
Suggested Agenda Items for First Meeting
1. Establish the advisory function of the committee and share the four legal reasons for the
existence of ELAC.
2. Determine the four (4) meeting dates. The committee may meet more often, if it chooses.
3. Present the Master Plan for English Learners provided by the EL program site coordinator.
4. Parents must have the opportunity to offer their opinion about the effectiveness of the program
and the educational reality for their students.
5. The minutes must contain the concerns of the parents, as well as, recommendations of the
committee to improve the program.
Suggested Meeting Topics
EL Program:
 Identification of EL students
 Parent needs assessment for EL
 Program option for EL (waiver to alternative program)
 Reclassification of EL students
 Single Plan for Student Achievement
 Getting involved in ELAC
 Review of the CELDT and state mandated test results
 Review of the California Standards for English Learners
 Review district curriculum and assessments
Parent Interest Topics (school-specific topics apparent after parents are surveyed):
 Keeping children safe from drugs and gangs
 Juvenile delinquency and truancy
 Parents and discipline
 Parents as storytellers and keepers of family traditions and culture
 Domestic violence
 Becoming a U.S. Resident/Citizen
17
PART III
PARLIAMENTARY
PROCEDURES
18
BYLAWS
Bylaws are recommended for all active committees to guide all actions beyond the rules of order
provided by the law or board policy. Bylaws serve to define composition of the committee and the
manner in which it will conduct business. Copies of the bylaws should be made available to all
committee members annually. Bylaws should be reviewed and updated periodically.
Bylaw articles define the following
matters of the committee:

Duties and Role

Members
o Composition
o Terms of office
o Voting rights
o Termination of membership
o Vacancy

Officers
o Election procedures
o Terms of office
o Removal of officers
o Vacancy

Committees
o Subcommittees or other standing committees
o Membership requirements
o Rules

Meetings
o Meeting schedules – time, place and location
o Conduct of meetings
o Attendance procedures
o Quorum requirements

Amendment process for bylaws

A policy of non-discrimination
19
ROBERT’S RULES OF ORDER
Cheat Sheet: Robert’s Rules 2
Using Robert’s Rules makes your meetings run smoothly and helps make sure that you
address all the necessary topics. The rules aren’t that complicated, but it does help to
know the basic standard order of business, and how to make and handle motions
according to the Rules.
Standard Order of Business according to Robert’s Rules
This quick reference list to Robert’s Rules’ standard order of business makes it easy to set up a basic
agenda for the meeting.
1.
2.
3.
4.
5.
6.
Reading and Approval of minutes.
Reports of officers, boards and standing committees
Reports of special committees
Special orders
Unfinished business and general orders
New business
Making and Handling Motions according to Robert’s Rules
Following are the eight steps required from start to finish to make a motion and get the group to decide
whether it agrees. Each step is a required part of the process.
Steps
1. The member rises and addresses the chair.
2. The chair recognizes the member.
3. The member makes a motion.
4. Another member seconds the motion.
5. The Chair states the motion.
6. The members debate the motion.
What to Say
“Madam Chairman…..”
“The chair recognizes.....”
“I move to…..”
“Second.”
“It is moved and seconded to…..”
“The chair recognizes the need to speak to the
motion…..”
“All those in favor of….. will say ‘aye’, those
opposed will say ‘no’.”
“The ‘ayes’ have it and the motion carries, and
…….(restate what will happen)”
7. The chair puts the question and the
members to vote.
8. The chair announces the result of the vote.
2
Adapted from Robert’s Rules for Dummies by C. Alan Jennings, PRP
20
PART IV
SAMPLE TEMPLATES
21
SAMPLE NOTICE OF ELECTIONS3
(This letter may be modified to include one or all committees. Modify to suit site needs.)
[DATE]
GENERAL INFORMATION
School Site Councils (SSC) and English Learner Advisory Committees (ELAC) are required by state and federal regulations. You
are invited to become a candidate for membership on the School Site Council, and/or English Learner Advisory Committee.
The School Site Council (SSC) represents parents, students, community members and school staff in school governance. SSC
meetings are usually held monthly. The SSC is responsible for:
o
o
o
o
Develop, implement, monitor, review and approval of the Single Plan for Student Achievement (SPSA).
Identify resources to support SPSA initiatives.
Review student performance data to determine needs.
Review and update the Title I Parent Involvement Policy and School-Parent Compact.
The English Learner Advisory Committee (ELAC) advises the principal, the SSC and school staff on the programs and services
to English Learners. ELAC meets 4-6 times per year. Their tasks include:
o
o
o
The ELAC advises the SSC on the development of the SPSA pertaining to EL Programs.
The ELAC assists in the development of the following:
o The school’s needs assessment – Districtwide Biannually
o The school’s annual Language CENSUS report (previously R-30)
o Efforts to make parents aware of the importance of regular school attendance.
Elects a representative to the District English Learner Parent Advisory Committee (DELPAC)
HOW OFTEN WILL YOU BE EXPECTED TO BE INVOLVED?
The school and district are responsible for providing you with the information and training annually on how to be an
effective member. Generally, committees meet once a month for two hours.
NEED FOR PARENTS/COMMUNITY MEMBERS NOMINATIONS FOR THE 2015-2016 SCHOOL YEAR
This is a two-year term. If you are interested in participating or know of someone who wishes to participate, please fill out
the bottom portion of this letter and return it to the school office no later than [DATE]. Please make sure the person who is
being nominated is in acceptance of your nomination.
CONTACT PERSON
[NAME] at [PHONE NUMBER].
Cut and return to school
Please return this form by [DATE] to have your name placed on the election ballot.
I, _______________________________ do hereby declare myself a candidate for election to the
 School Site Council (SSC)
 English Learner Advisory Committee (ELAC)
______________________________
Print Name
________________________________
Signature
______________________________
Address
_________________
Phone Number
22
______________________________
Student’s Name
_________________
Teacher
SAMPLE ELECTION BALLOT
(This ballot may be modified to include one or all committees. Modify to suit site needs.)
[DATE]
Dear Parents,
Please help us fill the existing vacancies on our School Site Council, and English Learner Advisory
Committee by voting for the following nominees.
Please have your son/daughter return this ballot to his/her teacher no later than [DATE].
The election results will be made available to the school community [INCLUDE DATE AND HOW
RESULTS WILL BE AVAILABLE].
For additional information, contact [NAME] at [PHONE NUMBER].
Your participation is appreciated. Thank you.
Cut and return to school
English Learner Advisory Committee
(ELAC)
Vote for [# of people]
Parent Name
School Site Council
Vote for [# of people]
Parent Name






Write-in candidate for:  SSC
_____________________________
Print Name
 ELAC
__________________
Phone Number
23
SCHOOL SITE COUNCIL (SSC)
SCHOOL NAME ELEMENTARY SCHOOL
MEMBERSHIP LIST
School Year
Please Indicate Officers
School Name:
STAFF
Month/Year
Elected
Term
Year Ends
PARENTS/
COMMUNITY MEMBERS
Principal
Parent / Community Member
Classroom Teacher
Parent / Community Member
Classroom Teacher
Parent / Community Member
Classroom Teacher
Parent / Community Member
Other Staff
Parent / Community Member
Month/Year
Elected
Term Year
Ends
Minimum number of members on elementary school council: 10
 5 in the staff column
 5 in the parent/community member column
At both the elementary and secondary levels, classroom teachers shall compromise the majority of persons
represented under the staff category.
California Education Code 52852 – At the elementary level, the council shall be constituted to ensure parity
between (a) principal, classroom teachers and other school personnel; and (b) parents or other community
members selected by parents.
SSC Chairperson (Address, email, and phone number) ________________________________
_______________________________________________________________
Principal Signature ____________________________ Date Submitted ______________
24
SCHOOL SITE COUNCIL (SSC)
SCHOOL NAME HIGH SCHOOL
SCHOOL SITE COUNCIL MEMBERSHIP LIST
School Year
Please Indicate Officers
School Name:
STAFF
Month/Year
Elected
Term Year
Ends
PARENTS/
COMMUNITY MEMBERS
Principal
Parent / Community Member
Classroom Teacher
Parent / Community Member
Classroom Teacher
Parent / Community Member
Classroom Teacher
Student
Classroom Teacher
Student
Other Staff
Student
Minimum number of members on high school council: 12
 6 in the staff column
 6 in the parent/community member/student
column
o 3 parents/community members
o 3 students
Month/Year
Elected
Term Year
Ends
Note: At both the elementary and secondary levels,
classroom teachers shall compromise the majority
of persons represented under the staff category.
California Education Code 52852 – At the secondary level, the council shall be constituted to ensure parity
between (a) principal, classroom teachers and other school personnel; and (b) equal number of parents or other
community members selected by parents, and students.
SSC Chairperson (Address, email, and Phone Number) _________________________________
_________________________________________________________________
Principal Signature _____________________________ Date Submitted _________
25
SCHOOL NAME
ENGLISH LANGUAGE ADVISORY COMMITTEE
School Year__________
Please Indicate Officers
MEMBERS NAME
(Please Type)
DELAC
REP
BILINGUAL/EL
(Language)
YEAR
ELECTED
YEAR
TERM ENDS
PARENT REP
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
STAFF REP.
1.
2.
3.
4.
5.
6.
LDO/2011
Notes:
1.
2.
3.
4.
5.
The ELAC must have a membership of parents of ELL students in at least the same percentage as there are ELL
students at the school.
All parents of ELL students must have had an opportunity to vote.
The ELAC must elect one (1) member to the District English Learner Parent Advisory Committee
(DELPAC). (Address, email, and phone number) __________________________________
______________________________________________________________________
The members must receive training and training material to assist them in carrying out their responsibilities.
Employees of SUSD cannot be elected as parent representatives in the school in which they work.
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SAMPLE MEETING NOTICE
Notice Posted:[DATE and TIME]
SCHOOL NAME
COMMITTEE NAME
MEETING
AGENDA
DATE
Greene Act requires posting
the meeting notice and
agenda 72 hours prior to the
set meeting time. The
agenda items may be listed
on the meeting notice or as a
separate document.
Emergency items may be
added only if all members
unanimously agree and is
recorded as such in the
minutes.
TIME
LOCATION
ADDRESS
For additional information contact:
[Name and phone number]
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SAMPLE MEETING NOTICE
Stockton Unified School District
SCHOOL NAME
[Committee Name]
MEETING
[DATE]
[TIME]
[LOCATION]
For additional information contact [Name and phone number].
Notice Posted:[DATE and TIME]
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SAMPLE AGENDA
SCHOOL NAME
[COMMITTEE NAME]
[DATE]
AGENDA
Agenda Items
1.0
Call to Order
2.0
Roll Call
3.0
Changes to Agenda
4.0
Reading and Approval of Minutes
5.0
Public Comments
6.0
Old Business
6.1
Item Title – brief description
6.2
Item Title – brief description
7.0
New business
7.1
Item Title – brief description
7.2
Item Title – brief description
8.0
Reports
8.1
DELPAC
8.2
Committee reports
8.3
Other reports
9.0
Announcements
9.1
Upcoming events
9.2
Other
10.0
Adjournment – time and motion
29
SAMPLE MINUTES
SCHOOL NAME
[COMMITTEE NAME MINUTES]
[DATE]
MINUTES
1.0
Call to Order
Meeting called to order at ______________
The meeting was held
2.0
Roll Call
The following members and officers were present: _______________
3.0
Changes to Agenda
Detail changes made.
4.0
Reading and Approval of Minutes
The minutes from the _________ meeting were read and approved. ________ moved to
approve the minutes and ____________ seconded the motion. Motion carried.
5.0
Public Comments
Summary of all comments and discussions.
6.0
Old Business
For each item of business, describe action taken and summarize discussions.
7.0
New business
For each item of business, describe action taken and summarize discussions.
8.0
Reports
Summarize the information presented.
9.0
Announcements
Summarize the information presented.
10.0
Adjournment – time and motion
The meeting adjourned at ___________. The motion was made by ___________
seconded by ________.
Respectfully submitted,
_________________________ __________________________
SSC Secretary
SSC Chair
30
and
SCHOOL NAME
COMMITTEE NAME
Meeting Sign-In
Date: __________
Community
Member Name
Principal
Guests
Principal
Teacher
Other Staff
Parent
Student
Member
Community
Teacher
Other Staff
Parent
Student
Member
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SCHOOL NAME HERE
COMMITTEE NAME
Meeting Schedule (School Year____)
LOCATION
ADDRESS
Date
Time
Location
If you have any questions, please call [contact person] at [phone].
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ENGLISH LANGUAGE ADVISORY COMMITTEE
Annual Summary
SCHOOL NAME
School Year________
The ELAC has advised the principal and staff on:
1.
The school plan relating to English Learners
Meeting date:
2.
School needs assessment
Meeting date:
3.
Language Acquisition Status – Census Report (CALPADs) Meeting date:
4.
Informed parents of the importance of school attendance
Meeting date:
5.
Availability of alternative bilingual program(s)
Through waiver for English Learners
Meeting date:
6.
Review of and comments on any related waiver
Request (if applicable)
Review date:
Training and Training Materials have been provided to ELAC Members:
Date:
Topic(s):
Date:
Topic(s):
Date:
Topic(s):
______________________________________
ELAC Chairperson (Signature)
_____________________________________
Principal (Signature)
_____________
Date
______________
Date
LDO/2013
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SCHOOL NAME
English Language Advisory Committee (ELAC)
Information Sheet – 20--/20-Please fill in all of the information on this page.
1. Student population:
_______
2. ELL student population:
_______
3. ELL students are _______% of the total student population.*
4. Parents of ELL students are ______% of the ELAC.*
5. The ELAC is (please check one):
_____ a separate committee
_____ a subcommittee of the SSC Committee
6. The DELPAC Representative for 20--/20-- is (please type/print information):
Name: ____________________
Student Name: ____________________
Address: ___________________
City: _____________________________
Phone: _____________________
7. The DELPAC Alternate for 20--/20-- is (please type/print information):
Name: ____________________
Student Name: _____________________
Address: ___________________
City: _____________________________
Phone: _____________________
*The ELAC must have a membership of parents of EL students in at least the same percentage as there are EL students at the
school.
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NOTICE OF UNIFORM COMPLAINT PROCEDURES (UCP)
Per state law, this notice must be distributed to all members of school advisory committees and school groups.
STOCKTON UNIFIED SCHOOL DISTRICT
ANNUAL NOTIFICATION OF THE UNIFORM COMPLAINT PROCEDURESS (UCP)
For students, employees, parents/guardians, school and district advisory committees, appropriate private school officials and other interested parties.
The Stockton Unified School District has the primary responsibility to insure compliance with applicable state and federal laws and regulations and has
established procedures to address allegations of unlawful discrimination, harassment, intimidation, and bullying, and complaints alleging violation of
state or federal laws governing educational programs and the charging of unlawful pupil fees.
The Stockton Unified School District shall investigate and seek to resolve complaints using policies and procedures known as the Uniform Complaint
Procedures (UCP) adopted by our local board. Unlawful discrimination, harassment, intimidation, or bullying complaints may be based on actual or
perceived age, ancestry, color, ethnic group identification, gender expression, gender identity, gender, disability, nationality, national origin, race or
ethnicity, religion, sex, sexual orientation, or on a person’s association with a person or group with one or more of these actual or perceived
characteristics, in any program or activity that receives or benefits from state financial assistance. The UCP shall also be used when addressing
complaints alleging failure to comply with state and/or federal laws in Adult Education, Consolidated Categorical Aid Programs, Migrant Education,
Career Technical and Technical Education and Training Programs, Child Care and Developmental Programs, Child Nutrition Programs, Special Education
Programs, the implementation of the Local Control Funding Formula, and Federal Safety Planning Requirements,
A complaint of noncompliance with laws relating to pupil fees may be filed pursuant to the local UCP. A pupil enrolled in a public school shall not be
required to pay a pupil fee for participation in an educational activity.
A pupil fee includes, but is not limited to, all of the following:
1.
A fee charged to a pupil as a condition for registering for school or classes, or as a condition for participation in a class or an extracurricular
activity, regardless of whether the class or activity is elective or compulsory, or for credit.
2.
A security deposit, or other payment that a pupil is required to make to obtain a lock, locker, book, class apparatus, musical instrument,
clothes, or other materials or equipment.
3.
A purchase that a pupil is required to make to obtain materials, supplies, equipment, or clothes associated with an educational activity.
Complaints other than complaints relating to pupil fees must be filed in writing with the following compliance officer:
Sergio E. Betancourt*, Compliance Services
701 North Madison Street
Stockton, CA 95202-1687
(209) 933-7100
*Complaints of noncompliance with laws relating to pupil fees are filed with a principal of a school. A complaint regarding pupil fees may be filed
anonymously if the complaint provides evidence or information to support an allegation of noncompliance with laws relating to pupil fees.
Complaints alleging discrimination, harassment, intimidation, or bullying must be filed within six (6) months from the date the alleged discrimination,
harassment, intimidation, or bullying occurred or the date the complainant first obtained knowledge of the facts of the alleged discrimination,
harassment, intimidation, or bullying, unless the time for filing is extended by the superintendent or his or her designee.
Complaints will be investigated and a written Decision or report will be sent to the complainant within sixty (60) days from the receipt of the
complaint. This sixty (60) day time period may be extended by written agreement of the complainant. The District person responsible for investigating
the complaint shall conduct and complete the investigation in accordance with sections 4680-4687 and in accordance with local procedures adopted
under section 4621.
The complainant has a right to appeal the District’s Decision to the California Department of Education (CDE) by filing a written appeal within 15 days
of receiving the district’s Decision. The appeal must include a copy of the complaint filed with the District and a copy of the District’s Decision.
Civil law remedies may be available under state or federal discrimination, harassment, intimidation, or bullying laws, if applicable. In appropriate cases,
an appeal may be filed pursuant to Education Code Section 262.3. A complainant may pursue available civil law remedies outside of the District’s
complaint procedures. Complainants may seek assistance from mediation centers or public/private interest attorneys. Civil law remedies that may be
imposed by a court include, but are not limited to, injunctions and restraining orders.
A copy of the Stockton Unified School District UCP policy and complaint procedures shall be available free of charge.
35
SCHOOL SITE COUNCIL BYLAWS
The following outline is provided by the CDE as a sample to assist the school site council in developing its own
bylaws.
Article I
Duties of the School Site Council
The school site council of ________ School, hereinafter referred to as the school site council, shall carry out the
following duties:
 Obtain recommendations for, and review of the proposed Single Plan for Student Achievement from all school
advisory committees.
 Develop and approve the plan and related expenditures in accordance with all state and federal laws and
regulations.
 Recommend the plan and expenditures to the governing board for approval.
 Provide ongoing review of the implementation of the plan with the principal, teachers and other school staff
members.
 Make modifications to the plan whenever the need arises.
 Submit the modified plan for governing board approval whenever a material change (as defined in district
governing board policy) is made in planned activities or related expenditures.
 Annually, (and at each semester, trimester, etc), evaluate the progress made toward school goals to raise the
academic achievement of all students.
 Carry out all other duties assigned to the school site council by the district governing board and by state law.
Article II
Members
Section A: Composition
The school site council shall be composed of __ members, selected by their peers, as follows:
 __ Classroom teachers
 __ Other school staff members
 __ Parents or community members
 The school principal shall be an ex officio member of the school site council.
School site council members chosen to represent parents may be employees of the school district so long as they
are not employed at this school.
Section B: Term of Office
School site council members shall be elected for __ year terms. Half, or the nearest approximation thereof, of
each representative group shall be elected during odd years, and the remaining number elected during even years.
At the first regular meeting of the school site council, each member's current term of office shall be recorded in
the minutes of the meeting.
Section C: Voting Rights
Each member is entitled to one vote and may cast that vote on any matter submitted to a vote of the school site
council. Absentee ballots shall not be permitted.
Section D: Termination of Membership
The school site council may, by an affirmative vote of two-thirds of all its members, suspend or expel a member.
Any elected member may terminate his or her membership by submitting a written letter of resignation to the
school site council chairperson.
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Section E: Transfer of Membership
Membership on the school site council may not be assigned or transferred.
Section F: Vacancy
Any vacancy on the school site council occurring during the term of a duly elected member shall be filled by
___________________________________________.
(Examples: regular elections; appointment of the school site council for the period of time until the next regular
election; or the seating of a previously elected alternate member to fill the remainder of the term of the vacant
seat)
Article III
Officers
Section A: Officers
The officers of the school site council shall be a chairperson, vice-chairperson, secretary, and other officers the
school site council may deem desirable.
The chairperson shall:
 Preside at all meetings of the school site council.
 Sign all letters, reports and other communications of the school site council.
 Perform all duties incident to the office of the chairperson.
 Have other such duties as are prescribed by the school site council.
The vice-chairperson shall:
 Represent the chairperson in assigned duties.
 Substitute for the chairperson in his or her absence.
The secretary shall:
 Keep minutes of all regular and special meetings of the school site council.
 Transmit true and correct copies of the minutes of such meetings to members of the school site council and to
the following other persons: ________________.
 Provide all notices in accordance with these bylaws.
 Be custodian of the records of the school site council.
 Keep a register of the names, addresses and telephone numbers of each member of the school site council, the
chairpersons of school advisory committees, and others with whom the school site council has regular
dealings, as furnished by those persons.
 Perform other such duties as are assigned by the chairperson or the school site council.
Section B: Election and Terms of Office
The officers shall be elected annually, at the _______ meeting of the school site council and shall serve for one
year, or until each successor has been elected.
Section C: Removal of Officers
Officers may be removed from office by a two-thirds vote of all the members.
Section D: Vacancy
A vacancy in any office shall be filled at the earliest opportunity by a special election of the school site council, for
the remaining portion of the term of office.
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Article IV
Committees
Section A: Subcommittees
The school site council may establish and abolish subcommittees of its own membership to perform duties as
shall be prescribed by the school site council. At least one member representing teachers and one member
representing parents shall make up the subcommittee. No subcommittee may exercise the authority of the school
site council.
Section B: Other Standing and Special Committees
The school site council may establish and abolish standing or special committees with such composition and to
perform such duties as shall be prescribed by the school site council. No such committee may exercise the
authority of the school site council.
Section B: Membership
Unless otherwise determined by the school site council, the school site council chairperson shall appoint members
of standing or special committees. A vacancy on a committee shall be filled by appointment made by the
chairperson.
Section C: Terms of Office
The school site council shall determine the terms of office for members of a committee.
Section D: Rules
Each committee may adopt rules for its own government not inconsistent with these bylaws or rules adopted by
the school site council, or policies of the district governing board.
Section E: Quorum
A majority of the members of the committee shall constitute a quorum, unless otherwise determined by the school
site council. The act of a majority of the members present shall be the act of the committee, provided a quorum is
in attendance.
Article V
Meetings of the School site council
Section A: Meetings
The school site council shall meet regularly on the __ school day of each month. Special meetings of the school
site council may be called by the chairperson or by a majority vote of the school site council.
Section B: Place of Meetings
The school site council shall hold its regular meetings at a facility provided by the school, unless such a facility
accessible to the public, including handicapped persons, is unavailable. Alternate meeting places may be
determined by the chairperson or by majority vote of the school site council.
Section C: Notice of Meetings
Written public notice shall be given of all meetings at least 72 hours in advance of the meeting. Changes in the
established date, time or location shall be given special notice. All meetings shall be publicized in the following
venues: _________, __________, and __________.
All required notices shall be delivered to school site council and committee members no less than 72 hours, and
no more than __ days in advance of the meeting, personally or by mail (or by e-mail).
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Section D: Quorum
The act of a majority of the members present shall be the act of the school site council, provided a quorum is in
attendance, and no decision may otherwise be attributed to the school site council. A majority of the members of
the school site council shall constitute a quorum.
Section E: Conduct of Meetings
Meetings of the school site council shall be conducted in accordance with the rules of order established by
Education Code Section 3147(c), and with Robert's Rules of Order or an adaptation thereof approved by the
school site council.
Section F: Meetings Open to the Public
All meetings of the school site council, and of committees established by the school site council, shall be open to
the public. Notice of such meetings shall be provided in accordance with Section C of this article.
Article VII
Amendments
An amendment of these bylaws may be made at any regular meeting of the school site council by a vote of twothirds of the members present. Written notice of the proposed amendment must be submitted to school site
council members at least __ days prior to the meeting at which the amendment is to be considered for adoption.
39