What Catholic School Councils (CSCs) Can and Cannot Do With YCDSB: A Parent’s Guide
Serving on a Catholic School Council (CSC) is a powerful way for parents to be involved in their children’s education. But for many first-time members (and even experienced ones), the rules and boundaries of what CSCs can and cannot do aren’t always clear.
Can CSCs vote on events without the principal? Can we use our own website or social media? Are we allowed to run raffles or draws? Can we plan hot lunches in June for September?
This detailed blog post answers those common questions and helps clarify the real role of CSCs under Ontario law and YCDSB’s Policy 606. Whether you’re from Markham or anywhere in York Region, this guide will help you participate more confidently and effectively.
📘 What Is a Catholic School Council (CSC)?
A Catholic School Council (CSC) is the parent-led advisory body at every Catholic elementary and secondary school in Ontario. It is governed by the Education Act – Ontario Regulation 612/00 and guided by local school board policies (like Policy 606 at YCDSB).
The purpose of a CSC is to:
• Improve student achievement and well-being
• Promote meaningful parent engagement
• Provide input and recommendations to the school principal and board
CSC members do not govern the school and do not have decision-making authority over operations or staff. Their role is advisory — but important.
👥 Who’s on the CSC?
CSC membership includes:
• Parents/guardians (must form the majority)
• The school principal (non-voting)
• A teaching staff representative
• A non-teaching staff representative
• A parish representative
• A community representative
• A student representative (optional in elementary; required in secondary)
CSC chairs or co-chairs are elected from among the parent members during the council’s first meeting each school year.
✅ What CSCs Can Do
Here’s what your school’s CSC is allowed to do, with the principal’s collaboration and board policy in mind:
1. Make Recommendations on School Matters
CSCs can advise the principal and board on:
• Faith formation and Catholic values
• School improvement goals
• Curriculum priorities
• Parent engagement strategies
• Wellness and safety programs
• Equity and inclusion activities
• Uniform or dress code input
The principal is required to consider CSC input seriously, though the final decision rests with the administration.
2. Organize Up to Two Major Fundraisers Per Year
Under YCDSB Policy 606, CSCs may organize up to two major fundraising events each school year.
Examples include:
• Dance-a-thons
• Read-a-thons
• Holiday craft fairs
• Spirit wear or school merchandise sales
• Family movie or games nights (non-lottery)
Funds raised can support:
• Technology or library resources
• Arts, music, or sports equipment
• Learning tools for classrooms
• School beautification projects
• Graduation or sacramental celebrations
📌 All fundraising initiatives must be reviewed and approved by the school principal before moving forward.
3. Plan Hot Lunch Programs
Hot lunch programs (pizza, pasta, etc.) are common and CSC-led, with conditions:
• Must follow PPM 150 nutrition standards
• Vendors must be pre-approved by the board
• Parent volunteers help with distribution
• Principal must approve the vendor, schedule, and logistics
Hot lunch programs are also an important source of school fundraising revenue.
4. Host Parent and Community Engagement Events
CSCs can organize:
• Curriculum or literacy nights
• Faith or cultural celebrations
• Parenting or mental health workshops
• Guest speaker presentations
• Volunteer appreciation events
All event plans must be coordinated with and approved by the principal.
5. Provide Input on School Planning and Equity
CSCs often provide feedback on:
• School Improvement Plan for Student Achievement (SIPSA)
• Equity and inclusion strategies
• Mental health and wellness programming
• Bullying prevention and school climate
Again, these are advisory contributions — not governance.
❌ What CSCs Cannot Do
There are clear boundaries to what CSCs may not do under Ontario law and YCDSB policy:
1. Operate Social Media Accounts or Independent Websites
CSCs cannot run or promote:
• Facebook or Instagram pages
• Independent CSC websites or blogs
• WhatsApp or WeChat groups using the school’s name
Why? Because all communications must:
• Be approved by the school principal
• Comply with school board privacy and accessibility policies
• Represent the school accurately and equitably
Instead, CSCs may:
• Request a section on the school’s official website for meeting minutes or events
• Include announcements in the principal’s weekly newsletter
• Use the School Day platform (with principal permission) to share information
2. Run or Promote Games of Chance (Raffles, Draws, Bingo)
Under YCDSB Policy 606, CSCs are not allowed to run or promote any event involving games of chance, even if it seems harmless or is for fun.
This includes:
• Raffles or prize draws
• 50/50 ticket sales
• Bingo nights
• Random draws with rewards or incentives
🛑 These are prohibited fundraising formats, regardless of whether provincial gaming licenses are available.
Why? Because the board maintains strict controls to ensure all fundraising aligns with its policies, ethics, and fairness.
3. Make Binding Decisions Without Principal Approval
Even if every CSC member votes yes on an event or purchase, the principal still has the final say.
That includes:
• Spending decisions
• Fundraising activities
• School event approvals
• Vendor selection (e.g. for hot lunch)
CSC votes are recommendations, not authorizations.
4. Access Student Records or Private Information
CSC members cannot:
• View individual report cards or IEPs
• Ask about student discipline
• Access private family information
All student data is confidential and protected by privacy law.
5. Hire, Fire, or Evaluate School Staff
CSC members do not play any role in:
• Hiring teachers or support staff
• Evaluating school employees
• Making decisions about staff assignments
Staffing is managed by the principal and board HR team.
🗓️ Can a CSC Vote in June for Hot Lunch in September?
Yes — and you should!
Planning hot lunch or other initiatives in June for the next school year is not only allowed, it’s a smart strategy.
Why?
• It avoids delays in September
• It gives vendors and volunteers time to prepare
• It allows for early communication with families
To do this:
• Add the vote to your May or June meeting agenda
• Document the motion and vote in the minutes
• Submit to the principal for approval
• Begin preparations before school ends
Even if CSC members change in September, the plan can continue.
🍕 Can CSCs Offer Incentives to Encourage Participation?
Yes — if done fairly, transparently, and with principal approval.
Example: Track parent participation by classroom, and award a pizza party to the class with the highest percentage of parent attendees.
Guidelines:
• Avoid incentives based on random draws (not permitted)
• Ensure all families have equal opportunity to participate
• Present the idea at a CSC meeting and record it in the minutes
• Get approval from the principal before implementation
CSC participation rates are often low — thoughtful, community-building incentives are one way to increase engagement.
🔁 Summary: CSC Do’s and Don’ts (YCDSB-Friendly)
| ✅ CSCs Can… | ❌ CSCs Cannot… |
|---|---|
| Recommend school improvements | Make binding decisions without the principal |
| Fundraise (max 2 major events/year) | Run raffles, draws, or bingo (YCDSB policy) |
| Plan ahead for hot lunch or events | Use CSC-run social media or websites |
| Host curriculum and parent events | Access private student information |
| Advise on student well-being | Hire or evaluate school staff |
✨ Final Thoughts
Your CSC has the potential to build bridges between families and schools, make parent voices heard, and bring resources and energy to your child’s learning environment.
Understanding what’s allowed — and what’s not — ensures that your efforts are not only impactful, but also compliant and respectful of everyone involved.
With transparency, collaboration, and clear communication, your CSC can become a model of how parents and schools can work together.
🔗 Related Posts on YanZhouEducation.ca:
• Fundraising Best Practices (Policy 606)
• How Hot Lunch Programs Work in Elementary Schools
Yan Zhou on Catholic Education & Advocacy 
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