Schooled

School board members play a vital role as dynamic leaders within our educational institutions. Their primary responsibility is to actively support robust professional leadership and ensure the delivery of effective teaching to all students through well-informed governance.

Parents/caregivers and individuals within the broader community have the opportunity to serve as parent representatives on school boards. School boards must mirror the diversity of their respective communities, fostering a promising future for all children.

The school board elections provide a chance to vote for candidates dedicated to making a positive impact on children’s education. We need more individuals ready to contribute their skills and experiences for the betterment of students’ learning experiences!

Here are some reasons to join a school board:

1. Make a positive impact

By joining a school board, you have the opportunity to play a vital role in shaping the future of education in your community. Your input and ideas can make a real difference in the lives of students, teachers, and families.

2. Support student success

As a board member, you’ll have the chance to create policies and initiatives that enhance the learning experience for all students. Your dedication will contribute to their overall success and help set them on the path to fulfilling their dreams.

3. Collaborate and build relationships

Being part of a school board means working closely with other passionate individuals who share a common goal: providing the best education for students. Collaborating with administrators, teachers, parents, and community members allows you to build strong relationships and create a supportive network.

4. Gain valuable skills

Joining a school board provides an incredible opportunity for personal growth and development. You’ll gain valuable skills in leadership, communication, problem-solving, and decision-making – skills that can benefit you in every aspect of your life.

5. Have a voice

Through your role on the school board, you will have a platform to voice your opinions and ideas. You can advocate for change, address concerns, and bring innovative ideas to the table. Your voice matters!

6. Contribute to your community

Being a school board member allows you to give back to your community in a meaningful and impactful way. By actively participating in local education, you contribute to the betterment of society and help create a brighter future for everyone.

So, why wait? Joining a school board is a fantastic opportunity to make a difference, support students, collaborate with passionate individuals, acquire new skills, advocate for change, and contribute to your community. Together, let’s build a better tomorrow for our students!

A note on Board Decision Making from NZSBA

All matters to be decided by the board will be done by way of a vote. This is usually done on “the voices”. However, if that is challenged, the chair will call for a show of hands.

Under some circumstances, for instance, a decision involving contentious issues where strong personalities are involved, it may be appropriate to hold a secret ballot in order that trustees may vote freely.

On all matters dealing with the decision-making process, boards will have their own rules of order, This order should be standardised and followed at each meeting. At all meetings, common sense and courtesy is a good rule of thumb.

Some guidelines about decision making set out by the NZSBA

• A board’s primary means of decision-making is through motions, which are moved, seconded, debated, and put to the vote.
• The chair or members may ask the mover to write down the motion before it is acted upon. The chair may assist the mover with wording for clarity.
• Each motion deals with only one matter or issue. Debate must be limited to the issue at hand. Speakers who stray from the issue or attempt to introduce new matters should be ruled out of order.
• Each speaker should be allowed to speak once on a subject under debate. The chair may refuse to allow a trustee to speak again until everyone has had a chance to speak.
• A member may raise a point of order at any time. After the point has been stated, the chair issues a ruling. The chair’s ruling is final unless challenged at the time.
• Only one motion at a time will be considered by the board. That motion may be amended. Votes on amendments must be taken before the motion is further considered.
• If the amendment is agreed to it becomes part of the motion.
• Further amendments may be made to the motion but only one at a time can be proposed, discussed, and decided upon.
• After motions have been passed or rejected, no further discussion on the same issue should be allowed at the same meeting, other than a motion to reconsider.

Contact Jono:

📞 021 244 5701

📧 jono@schooled.nz

Over the years, boards make many decisions for many reasons. Good record-keeping will make sure that future boards will have access to the background and the reasons for those decisions. Without that, later boards may be at risk of making decisions without full knowledge of an issue or relying on faulty or incomplete information.

What you record, and how much, is a matter for your board to decide. However, it should be sufficient information to preserve a concise, but complete record. Your board must meet the legal requirements about what to keep, how to store it, and for how long.

Storing records

Records should be securely and safely filed and stored, especially confidential documents. Storage should be fire-resistant and theft-proof. It is a good idea to designate one person to take charge of this responsibility so that your record-keeping stays current and there are clear schoolwide procedures about how records are filed, named, numbered, processed, and accessed. A school record can be in a range of formats – email, electronic documents, and paper files. It’s important to have systems in place to capture them all. Records must be accessible and stored so they can be retrieved if need be. (Note: written records should not be stored at the homes of board members or staff).

What records to keep/store

• Minutes and agendas of school board meetings, and other records documenting the board’s decisions and discussions (including its committees).

• Papers, such as reports, attached to the minutes.

• Governance documents such as charter, strategic plans, annual reports, school goals and targets, and student achievement information.

• All correspondence of the board members.

• School policies and procedures.

• School board election administration records, including advertisements.

• Other records as set out in the School Record Schedule.

How long to keep these records

The records listed above must be:

• Kept indefinitely

• May be sent to Archives NZ after 10 years (not sooner)

• Must be sent to Archives NZ after 25 years, unless arrangements are made with Archives NZ for the school to keep them longer. If your school is closing, sort, list, box, and send these records to the local/regional Ministry of Education office for off-site storage and eventual transfer to Archives NZ.

Archiving and records disposal

The Ministry has prepared some helpful guidelines on archiving and records disposal regulations. This booklet provides detailed information about what to keep, how to store it, and for how long.

It recommends that every school keep a retention and disposal schedule which gives a clear process and authority about how long to keep school records and what needs to happen when they are of no further use to the school. This helps ensure that schools keep records for the length of time required to comply with legal requirements, such as tax and education legislation. 

State and integrated schools are also legally required to retain some records for archival purposes. The School Records Schedule aims to identify records that can be discharged, destroyed, or disposed of and those that must be sent to Archives New Zealand. 

Click to download the information pack below.

Attachments

School-Records-Retention-and-Disposal-Schedule-All   PDF, 2.2 MB