Method guide · Progress through phases
School and Community Deliberation
Use to develop proposal candidates and the next dialogue on a shared school/community issue, not to replace formal decisions.
- People
- 6–36
- Base procedure time
- 60 minutes
- Recording
- Shared record
Purpose: Make a decision.
English guide
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How this method works
Develop proposal candidates and the next dialogue from shared school/community issues. State the reason for meeting and the matters not decided here. Separate background materials into verified facts, unverified information and conflicts. Put opinions, evidence and roles on shared sticky notes, but do not put sensitive information about pupils, students or families on shared surfaces. Handle sensitive information only on one dedicated note per person. The person chooses to take it home or hand it in an envelope to one responsible person named by the school. Immediately collect and shred paper mistakenly written on shared surfaces. If an affected perspective is missing, do not call the result agreement; record the next dialogue date. This method is a regional adaptation of Ministry of Education, Culture, Sports, Science and Technology material and does not replace formal procedures, law or professional judgement.
Phase schedule
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- Check the purpose and matters not decided here0–5 minutes from the start (5 minutes)
Action: Check. Participation: Groups of 3–6.
Shared record
- Distinguish background facts from unverified information5–15 minutes from the start (10 minutes)
Action: Read. Participation: Groups of 3–6.
Shared record
- Separate opinions, evidence and roles15–35 minutes from the start (20 minutes)
Action: Separate. Participation: Groups of 3–6.
Shared record
- Build proposal candidates by role35–50 minutes from the start (15 minutes)
Action: Build. Participation: Groups of 3–6.
Shared record
- Communicate candidates and the next dialogue50–60 minutes from the start (10 minutes)
Action: Connect. Participation: Groups of 3–6.
Shared record
Facilitation steps
- For 5 minutes, check the reason for meeting, participating perspectives, matters not decided here and who will make the next decision.
- For 10 minutes, read background materials while separating source dates, verified facts, unverified information and conflicts.
- For 20 minutes, write opinions, evidence and roles on sticky notes. Keep sensitive information off shared surfaces and use only the person’s own note.
- For 15 minutes, cluster only non-sensitive notes by role and write proposal candidates and checks with absent stakeholders.
- For 10 minutes, communicate candidates and the next dialogue date. Let each person choose to take their dedicated note home or hand it to the responsible person.
If something changes
If
An agreement proposal emerges while even one affected perspective, such as pupils/students, guardians, staff or the local community, is missing.
Then
Do not treat it as agreement or a decision. Return it to proposal-candidate status and record how to check with the missing perspective and the next dialogue date.
If
A pupil/student’s name, family circumstances, harm or health information arises or is mistakenly written on shared sticky notes or a large sheet.
Then
Stop whole-group recording and presentations. Collect and shred the shared surface. Let the person take sensitive information home or hand it in an envelope to one school contact, and connect to consultation/safety procedures.
If
At least one background item has no source date or conflicting information is present.
Then
Do not use it as fact in a conclusion. Separate it as a matter to check and record an official verification contact, owner and deadline.
Preparation
Materials
- Background materials showing source dates and unresolved points: one copy per person
- Opinion, evidence, role and matters-to-check sticky notes: 3 of each per person
- One large sheet per group for proposal candidates and the next dialogue
- Broad-tip pens: 2 per group
- Dictation, drawing, anonymous-submission and pass cards: one set per person
- Blank sensitive-information notes and opaque envelopes: one note and one envelope per person
Room and setup
- Display the reason for holding the session, participating perspectives, background source dates, matters not decided here and the school’s consultation/safety procedures.
- Display that sensitive information must not be written on shared surfaces. Use only one dedicated note per person, with the person choosing to take it home or hand it in an envelope to one responsible person named by the school.
- Display that paper mistakenly written on shared surfaces is immediately collected and shredded, with connection to the school’s consultation/safety procedures.
Adjust for people and time
For 6 people, use one group. For 7–36 people, distribute participants into groups of 3–6 differing by no more than one person, adjusting them so affected perspectives are not missing within any group. Do not take individual cases or pupil/student information outside the group. Return only one proposal candidate and one matter to check to the whole group. For 37 or more people, use separate sessions.
Safety and non-applicable situations
Do not put pupil/student or family sensitive information on shared surfaces. Use one dedicated personal note with personal custody or an envelope to one named school contact. Stop shared recording/presentations and shred the shared surface if such information arises. Keep absent perspectives and unverified/conflicting background information out of agreement claims. This does not replace formal procedures, law or professional judgement.
Manuscript's recorded references
These translate the original manuscript's source and rights claims. They remain separate from any current-page notice below; they do not establish new verification.
- Ministry of Education, Culture, Sports, Science and Technology: Guide to Establishing School Management Councils, p.10 sample deliberation sequence (approximately 60 minutes)
https://manabi-mirai.mext.go.jp/upload/tukurikataR2.10.pdf
JP-STD-2.0 adaptation; changes made
- Conditions applying to JP-STD-2.0
https://www.mext.go.jp/b_menu/1351168.htm
JP-STD-2.0
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Editorial provenance
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