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How governing bodies will operate while schools are closed during the pandemic.

First published:
2 April 2020
Last updated:

The Minister for Education, Kirsty Williams MS, announced on 3 June that schools would increase operations from the 29 June until the 24 July, so all learners have the opportunity to ‘check in, catch up and prepare for summer and September’.

Following the announcement, detailed operational and learning guidance for schools was published on 10 June.

Who makes the decision about whether a school reopens on 29 June?

Headteachers, with support from their governing body and local authority, have ultimate responsibility for the decision to re-open their schools. The Education Minister would like all learners to have the opportunity to spend some time in their own school and have contact with their own teachers in the weeks leading up to the summer break from 29 June.

Headteachers, governing bodies and local authorities should work together to make plans and decisions which best suit their local circumstances and the needs of all their learners. Pupil and staff safety and well-being must be at the forefront of all decision making.

As the coronavirus situation changes, all decisions will need to be kept under review and should be monitored rigorously and frequently.

A blended learning approach of contact time in school, combined with distance learning from home will be required for most pupils. More information on this can be found in the learning guidance for schools published by Welsh Government on 10 June.

What is the role of a governing body in the wider opening of a school?

The governing body is responsible for its school at a strategic level but headteachers have delegated responsibilities for the day to day operational management of their school. Governing bodies will need to be aware of the operational decisions being taken by the headteacher, and should be assured that an adequate risk assessment has been conducted, and that protective measures are in place to reduce risks to children, young people and staff. In practice, we expect headteachers and governing bodies to work collaboratively in deciding how schools can extend their provision to additional pupils.

All schools should work together with their local authorities and, where appropriate, diocesan authorities to ensure the services they will need to support their operation are in place.

How should a governing body be involved in a school’s risk assessment and plans in preparation for wider opening?

Governing bodies should be assured that the headteacher has had regard to the detailed operational guidance published by Welsh Government on 10 June in their preparation and planning. This includes advice on putting in place appropriate measures such as smaller class sizes and social distancing.

Governing bodies should discuss critical risks as they normally would with the headteacher in a supportive manner and review the risk assessment and plans as necessary. Local authorities will be a great source of knowledge and support for the risk assessment process.

Governing bodies should decide whether to delegate risk assessments to a committee, select governors or the headteacher. Local authorities are on hand to ensure a robust process is being used and offer advice.

Will there be any financial support available to schools to account for the changes required, such as extra cleaning services?

£110 million has been made available to meet additional costs faced by LAs related to COVID-19, this includes the purchasing of hygiene and cleaning products. We will continue to work with LAs to ensure schools are supported.

What steps can governing bodies take to ensure the well-being of the headteacher and school staff?

Governing bodies, together with headteachers, should be conscious of the well-being of all staff, including headteachers themselves, and the need to implement flexible working practices in a way that promotes good work-life balance. Governing bodies will want to assure themselves that workload is being carefully managed by headteachers and that this is factored into their resource and curriculum planning, including considering where additional resource could be safely brought in if necessary.

Chairs should regularly check in with headteachers to see how they and other staff are coping and what additional support the governing body could offer. It may be helpful to ask questions like:

  • How are you feeling? How can the governing body support you?
  • Have you been in touch with the local authority for advice?
  • How are learners coping? Are distance learning materials available to support a blended learning approach?
  • What are the main messages coming back from staff? Is the school adequately staffed?
  • Are the numbers of children attending as expected? Are you concerned for any particular learners or groups?
  • How have parents responded to the reopening?
  • What urgent business would you like the governing body to focus on?

What is the role of governing bodies regarding vulnerable and disadvantaged pupils?

Vulnerable children and young people of all year groups should be given the opportunity to attend their own school. Schools should continue in their efforts to increase the number of such children attending, where it is appropriate for them to do so. Governing bodies should continue to support the headteacher in encouraging vulnerable children and young people to attend.

Schools should ensure disadvantaged children are being supported to access learning. As part of the ‘Stay Safe. Stay Learning’ programme, Welsh Government is working with local authorities to support digitally excluded learners during the pandemic, by providing them with repurposed school devices and 4G MiFi connectivity where required.

What happens if a member of school staff or a pupil contracts coronavirus?

Detailed advice is available in the operational guidance. To be clear, under no circumstances should learners or staff attend school if they:

  • feel unwell, have any of the three identified COVID-19 symptoms (a new continuous cough, a high temperature or loss of taste or smell) or they have tested positive to COVID-19 in the past 7 days
  • live in a household with someone who has symptoms of COVID-19 or has tested positive to COVID-19 in the past 14 days

How can governing bodies take account of the views of staff, parents, carers and the local community?

Governing bodies should be satisfied that headteachers and the school leadership team are communicating frequently and effectively with staff, parents, carers and the local community, and listening and responding to any concerns they may have regarding the further opening of the school. Governing bodies and headteachers should work together with their local authority to listen to and address any local concerns.

How can governing bodies continue to function effectively during this time?

Welsh Government appreciates that governing bodies have a key role in supporting their school throughout this period and that decisions will need to be pragmatic, proportionate and sensitive to local circumstances. Governing bodies remain accountable for their schools and should stay connected to headteachers, and the key operational decisions they are taking, to retain a strategic overview of the school.

How should governing bodies meet at this time?

Public Health Wales advises that all non-essential contact must be avoided to stop the spread of COVID-19. We have issued guidance on staying at home and away from others. We therefore advise against governing bodies meeting in person, and to instead adopt alternative arrangements.

There is nothing in the Government of Maintained Schools (Wales) Regulations 2005 which prevents a governing body meeting ‘virtually’. The Regulations were drafted with the idea that GB members would be physically present. Nonetheless, they do not preclude members being virtually present.

Where possible, video conferencing such as Skype, Zoom or Microsoft Teams is preferable, as you can see and hear the individual so as to ensure the governing body members present are those expected. Use of such technology is not uniform across governing bodies and so a judgement call would need to be made as to its practicality.

If you are using video conferencing platforms to continue to meet as a governing body, then please consider the security of the platforms that you are using. You should read the privacy terms and conditions and ensure that where possible you enable any security features. If you have any concerns, you might want to consult your IT provider or staff for support.

Clerks to governing bodies will want to be assured that they can maintain a clear communication and audit trail which explains why it was necessary to take an alternative approach to traditional meetings and committees.

Please be assured that if meetings are unable to proceed as a result of coronavirus, school governing bodies will not be penalised.

Any governors who are shielding, in particular, should not put themselves at risk by attending meetings. If governors need to attend school in small numbers to meet with the headteacher. This should be carefully managed to avoid close contact with others and good hand hygiene should be observed.

How should governing bodies keep records of discussions and decisions?

The Regulations currently state that paper records of meetings must be kept, but we don’t expect any governing bodies to be taken to task on this issue given the current circumstances.

Given the unprecedented circumstances, if making a decision by e-mail means that a governing body can more easily conduct its core functions, this is acceptable. Clerks must of course keep a record any such decisions and associated discussion and votes.

Local authorities may be able to help you with adopting new ways of making decisions and voting electronically and in virtual meetings.

Please also make contingency plans in case the Chair, Vice Chair or Clerk become unavailable during this time. You may also revisit your agreed delegations of certain functions to enable fewer governors to make business critical decisions. Your local authority can help you with this.

Please consider delaying any business that can wait. The wellbeing of learners, staff and everyone in the school community including governors is of paramount importance.

Governing body functions

What constitutes urgent business for governing bodies at this time?

We anticipate that the following governing body functions can still take place in most cases:

  • Business critical decisions (e.g. budget approval, ratifying school leadership appointments).
  • Monitoring how the school is continuing to provide care for vulnerable children and children of key workers, and assessing and recording associated risks.
  • Supporting the headteacher to manage the day-to-day business of the school and being on hand to discuss any issues.
  • Monitoring any issues arising from how the building and school premises are currently being used.
  • Supporting the headteacher and teaching staff to provide advice to parents and carers to help them educate their children at home.
  • Monitoring the wellbeing and welfare of pupils, staff and stakeholders. 
  • Reporting any issues with managing this business immediately to the local authority for help and advice.

What general governing body functions should continue?

Most normal school operations will have ceased or will look very different for the time being. That doesn't mean that the governing body’s role in monitoring the school has disappeared completely but it will feel necessarily different. Governing bodies will still be required to monitor:

  • safeguarding
  • health and safety
  • headteacher and staff well-being

Governing bodies won’t need the same level of detail about their schools as they would expect to get in normal circumstances. It is important to maintain contact with the headteacher though to ensure wellbeing needs are being met.

How can governing bodies of federated schools uniquely offer support at this time?

Consider the possibility of a specific federation approach to coronavirus. Your local authority can help you think about the possibility of sharing staff, resources and premises across the federation.

How can governing bodies set their school budgets?

We expect that a good deal of the preparation work for setting budgets will have already taken place. With the caveat that the coronavirus pandemic will have de-railed some of this, governing bodies should be able to provide a minimum standard with the support of their local authority.

How can governing bodies manage staffing issues?

In managing school staffing issues, governing bodies must ensure they comply with employment law which is non-devolved. Governing bodies should seek their own legal advice where required.

How much of the Governors’ Annual Report to Parents should be made available?

School Governors will still be required to produce an annual report. The requirements to report on school performance, absence, and targets in the annual report will not apply this year.

We are also suspending the School Performance and Absence Targets (Wales) Regulations 2011. This means that schools will not be required to report on targets in relation to performance or absence for the 2019/20 academic year, or set them for the 2020/21 academic year (and local authorities will not be required to authorise targets). Other existing targets, such as those that were provisionally set in previous years, will not need to be published in any new school based plans or reports (e.g. School Development Plans or Governor Reports).

What data will be made available to schools this year?

We have cancelled all statutory data collections that would have been due to take place before the school summer holidays and have not yet started. Normal arrangements for reporting of Key Stage 4 and post-16 performance measures will be suspended for this year and we are also actively considering the associated arrangements and statutory requirements that depend on the availability of data.

How can governing bodies publish their school prospectus this year?

Schools are still required to produce a school prospectus (and local authorities a composite prospectus). Whilst it is important that parents and other stakeholders continue to have access to information, the regulations will be modified to a ‘reasonable endeavours’ basis to provide flexibility in terms of content. This will include the removal of current statutory requirements to report on school performance (published on DEWi) and absence.

How can governors keep up to date with mandatory training when they can’t meet face-to-face?

Many local authorities and some regional consortia provide online training for governors. If this is not available in your area, we advise you to think carefully about what is essential training at this time and make allowances that limit the need for suspensions where training has not been possible.

Should committees continue to meet during this period?

Governing bodies should take a pragmatic approach to handling any urgent business and assess whether it is reasonable for virtual committee meetings to go ahead.  Clerks should record all instances where committee meetings are unable to proceed and the reasons for that decision. Availability of governors will need to be considered to ensure that committee meetings are quorate. Local authorities are on hand to advise and help to prioritise urgent business.

Can recruiting and appointing new governors go ahead?

Recruiting of governors can still go ahead and discussions with those who are interested can take place virtually. Disclosure and Barring Service (DBS) checks will still need to be carried out.

At this current time it may not be practical or possible to conduct elections for parent/teacher/staff governors. To avoid leaving gaps in governing bodies, if possible and with agreement from the whole governing body, these governors should remain in post until such time that elections can take place when the situation normalises.

Voting in a chair and vice chair can take place virtually, so long as a private ballot is possible, where the positions are contested. Your local authority may be able to help with this process using video conferencing tools.

How can governing bodies make changes to school session times?

Changes to school session times require consultation with key stakeholders. This is not currently possible or practical and so we advise that changes to school session times be delayed until such time that a proper consultation can be managed.

How should governing bodies conduct hearings such as formal complaints and exclusion reviews?

It may be possible to do so by holding virtual meetings where virtual meetings can facilitate the process and all, including parents/carers and learners in the case of exclusion reviews, are in agreement that it is necessary and appropriate.  Remember that complaints should be dealt with as quickly as possible and, where delays are necessary, the complainant should be informed.

How should governing bodies manage the headteacher recruitment process?

The process of recruiting a headteacher for a September 2020 start may be affected by delays. Your local authority will be able to advise on how to proceed in these circumstances.

Non-urgent business

While we advise governing bodies to delay anything that can wait, they will not want to lose sight of their strategic priorities. Governing bodies that are able to keep in touch electronically may already be thinking about how what is happening will impact on how their ability to achieve the school’s vision and aims.

Additionally, with normal business suspended, there may be more time to do more strategic thinking than is normal. Please remember though that school leaders must be included in such discussions, and it is unlikely that they will have the time and space to think strategically at this time. 

Tips for successful virtual governing body meetings

Decide on a platform for your virtual meeting   

The Clerk and the Chair of the governing body will want to discuss options and may need to trial tools such as Skype, Zoom or MS Teams. Issues with internet connectivity may come up and may be addressed by limiting use of video to only the person speaking. In any case, the Clerk will need to be assured that they can keep an accurate record of all business conducted virtually. All parties must be in agreement as to how the meeting will work.

Test the platform and provide instructions

It is good practice to try out the meeting platform before the real meeting takes place. The Clerk and Chair will want to ensure the tool works as well as possible before using for real at the governing body meeting. The Clerk should take responsibility for issuing instructions for using the virtual meeting tool as part of their duty to convene the meeting and to circulate the agenda papers.

Pre-meeting preparation

As with all governing body meetings, the Chair and Clerk will want to make time to discuss what’s on the virtual meeting agenda, how much time is needed for each item, likely questions, required decisions and outcomes.

Also think about setting meeting etiquette, such as joining on time, keeping to the agenda and allowing everyone to contribute. This will help the virtual meeting run smoothly and all parties will understand the purpose.

It’s also important to ensure that governors can join meetings in a private space where sensitive discussions cannot be overheard. Clerks should routinely check with everyone present at the meeting that this is the case.

Keep accurate records

The Clerk and Chair, as with normal governing body meetings, will ensure that notes of discussions and decisions are recorded properly.

Other electronic communications such as email discussions and decision making should be included in the record as well and may be helpful in limiting the need for long detailed minute taking.

Evaluate and change tack if necessary 

Don’t be disconcerted if the first meeting does not go perfectly. Go back to the earlier tips and work out how trying something a little differently may improve the meeting. It may be that something as simple as a shorter, more focused agenda could make all the difference.

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