Using a standard sample forms or template makes running a SEPAC a little easier. Contact masspac@fcsn.org for additional samples such as a by-laws template and SEPAC brochures. Many SEPACs will share their documents, so you do not have to start at the beginning. You can also search online as many SEPACs post their by-laws, mission statements and surveys on their websites.
Vision and Mission Statements
- A SEPAC can build shared commitment from its members by working to establish a Vision and/or a Mission Statement. These statements help answer questions such as, “Who are we” and What do we do”?
- A Vision Statement describes the focus of the group in aspirational terms.
- A Mission Statement describes present activities in concrete terms.
EXAMPLE: Feeding America. Their Vision is a Hunger Free America (inspirational and future-oriented) and their Mission is to Feed American’s Hungry through a nation-wide network of food banks and engage our country in the fight to end hunger (concrete and present-oriented).
- Additional Sample Mission Statements specifically for SEPACs from the national SEPAC Guide – Advocacy in Action. The MITRE Corporation has a nice Tool to help your group establish both a Vision and Mission Statement.
Meeting Agenda and Minutes
- SEPAC should share a meeting agenda with the public in advance of their business meeting. A board meeting agenda typically includes the following items:
- Meeting Date, Time, and Location: Enter the board meeting date, time, and location (include link to join a virtual meeting).
- Agenda Items: List essential discussion topics for the board to consider.
- Reports to be discussed at the meeting: Include prior meeting minutes and any committee reports.
Often the Secretary of a SEPAC takes minutes of their business meetings and makes them available upon request to keep members informed. Although SEPACs no longer have to comply with the MA Public Records law, the Attorney General’s Office has a good Checklist for Creating and Approving Meeting Minutes.
A SAMPLE – Agenda and Minutes form is available to help keep a summary of the discussion/task list, record any actions taken, identify a person to follow up and a target date of completion.
- Action Planning Worksheet
- Having a formal, written Action Plan helps get things done. A SEPAC can decide on an outcome they hope to achieve, define what success would look like and then identify the specific steps needed to be taken to achieve that outcome.Using an Action Planning Worksheet to record your plans is a good process for your group to go through. You can also identify who will be responsible and what any deadline should be.
- Needs Assessment
- SEPACs should use diverse sources to gather information about what their members want to see for educational workshops, how well the special education supports and services are working for students, or systemic issues affecting students with disabilities. Many SEPACs use surveys or needs assessments to gather information. It is best to work with the school administration to develop a survey and share all data. The District can assist in getting the survey to all families in the district. SEPAC can ask a neighboring SEPAC for a copy of their survey or just google “SEPAC surveys” to find many on the web. OSEP has a Parent Center Survey Item Bank with about 150 questions that SEPACs can use (substitute NAME OF THE PARENT CENTER with your SEPAC NAME). There is an Instruction Guide to using the OSEP Parent Center survey Item Bank.
- Self-Assessment
- SEPACs should conduct a self-assessment every few years to see if they are on the right track – to see how well the SEPAC is doing. Each member of the SEPAC community can complete a Self-Assessment Form and the results can be collated and shared for reflection. Another tool for district self-assessment is the MA Fundamentals Self-Assessment Tool which is aligned with the MA Statewide Family Engagement Framework.