Guidelines for Parishes with Schools & Preschools

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Church/School Relation

For a congregation with a day school to operate in a healthy manner, it is imperative that a strong commitment to clear, straightforward, and honest communication exists between the vestry, the school board, the rector of the church, and the head of the school. Since a parish day school is part of the parish, the rector, wardens, and vestry, as a body, have the ultimate legal responsibility for oversight of the school. For practical reasons, however, the vestry should delegate authority to operate and set policy for the school to a board of trustees. The board of trustees (school committee, school board) operates as a delegated committee of the vestry and has responsibility for oversight of the school. The vestry relies on the board to supervise the head in the management of the school.

A clear definition of the relationship of the school to the parish should be developed and made known to all. The parish bylaws and the school bylaws should contain a statement about the reporting relationship of the school board to the vestry as well as the role of the head in regard to the rector.

The vestry and the school board should be familiar with the requirements of the canon on schools in the Diocese of Texas (Canon 39) and the certification standards of the Diocesan Schools Commission and their application to the school. The school should maintain its certification through regular contact with the Commission on Schools and timely requests for recertification.

Recognizing that a parish that strives to reflect a model of Christian community can be a vital force for stability and moral centeredness, careful attention must be paid to insuring good communication and understanding between and among the various constituencies of the parish family. When congregations and schools work effectively and communicate openly, their ministries will be strengthened.

Both the Diocesan Schools Commission and the Southwestern Association of Episcopal Schools are available to assist and support the ongoing efforts of mutual parish/school ministry. The National Association of Episcopal Schools Church/School Relations Workbook contains recommendations for various approaches to church/school governance and structure as well as issues that may arise. Orientation materials for new vestry and school board members should include materials from this workbook.

Guidelines

The Schools Commissions recommends the following guidelines for parishes with schools:

(1) Bylaws and/or policy manuals should include the following:

• A clear definition of the roles and responsibilities of the rector, head of school, vestry, and school board and the reporting relationship of each to the other.

• A statement that defines composition of and terms of service of the school board members, (i.e., 60% or more shall be communicant members of the Episcopal Church, parent representation, if any, etc.)

• A statement that delineates the roles and responsibilities of the parents’ association or any other group or auxiliary organization affiliated with the school and clearly acknowledges the final authority of the school board.

• A description of the hiring, evaluating, and termination procedures for the head of school including the role of the rector as a member of the search committee and the one who approves the final selection.

• The designation of the head of school as the person with delegated responsibility for the operation of the school and for hiring, evaluating, and terminating school staff.

• A statement of the grievance procedure for all personnel.

• A statement regarding compliance with all Diocesan policies, especially that on sexual misconduct.

(2) Mutual Ministry

• The rector, as canonical chair of the school board, is expected to attend all meetings of the board and shall be invited to attend and participate in significant events in the life of the school. By canon the rector may relinquish the role of chair to an appointed or elected president of the board.

• The rector shall be ultimately responsible for the religious life of the school, taking a leadership role in chapel services and collaborating with the head of school in the appointment and oversight of any chaplain and in the selection and implementation of religious curricula for the school.

• The head of school should be considered a member of the church staff, attending church staff meetings, regularly reporting to the vestry, and invited to attend and participate in special events in the life of the parish.

• Regular opportunities should be provided for the vestry and school board to meet together and for the establishment of joint committees to consider mutual concerns.

• Regular opportunities should be scheduled for the rector and head of school to meet and establish a mutually supportive relationship. The nature of this relationship is critical to the well being of the parish and the school.

• The rector and head of school should seek opportunities to uphold each other’s respective ministries in the church and school communities.

• The parish and school should continually seek to share information and enhance communication, e.g., parish and school newsletters, bulletin boards, etc.

(3) Head of School Contract

• Recognizing that the health and stability of the school is dependent on stable leadership, the head of school should have a contract of at least one academic year’s duration, preferably multi-year, reviewed annually.

• Before issuing a contract to a non-communicant head the rector shall request the Bishop’s permission by submitting the appropriate form, indicating compliance with its requirements.

• The head of school should not be asked to resign when there is a change in the office of rector so as to ensure continuity through the academic year and honor the terms of any employment contract in force.

(4) Search Process

• When the office of rector is vacant, the diocesan guidelines for parishes with schools should be used to involve the school in the search process.

• The vestry should consider the needs of the school when interviewing and contracting with an interim or locum tenens (if one be appointed), especially regarding leadership of chapel services, regular meetings with the school head, school board meetings, etc. A list of school-related responsibilities should be included in the interim’s contract and letter of agreement.

• The head of the school should be involved in developing a school profile for inclusion in that of the church. The school’s mission statement, bylaws, a description of the church-school relationship, etc., should be included.

• A school board member or other knowledgeable person who is an active communicant of the parish should be a member of the search committee to represent the school. It is suggested that the head of school be consulted about this appointment.

• The search committee should ensure that any consultant used is familiar with the nature of parish schools and the church-school relationship. The Diocesan Schools Commission and materials from the National Association of Episcopal Schools are helpful resources.

(5) Conflicts

• When conflicts occur which are not easily resolved, the church and the school are encouraged to seek a neutral third party to consult with them before problems escalate to a crisis stage. The Diocesan Schools Commission and the Episcopal Schools Associations can offer assistance in this regard. Conflict resolution teams that are not affiliated with the church may also be used.

Additional information and assistance can be obtained from the Diocesan Schools Commission, the Chancellor of the Diocese, and the Episcopal School Associations.

(Adapted from Church/School Relations Handbook, National Association of Episcopal Schools)