By:Mr. Ramzan AnjumEx-EDO (Literacy)Principal, Govt. High School, Dolat Gate Multan

Activationof School Councils in Punjab

POLICY-2013 / 2014

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1. Why School Councils 2. Stage Wise Development Of School Council3. Break Up Of Members 4. SCHOOL COUNCIL Policy 20075. Establishment OF SCHOOL COUNCIL 6. PROCEDURE OF ELECTION OF

MEMBERS7. PROCEDURE OF ISSUANCE OF S.C NOTIFICATION 8. FUNCTIONS OF SCHOOL

COUNCILS9. Utilization Of Faroogh-e-Taleem Fund 10. MONITORING OF S.C11. Harness the role of 12. School Council13. School Council As Citizen Community Board (CCB) 14. Community Effectiveness15. Action Plan – Work Sheet 16. Implementation Plan

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Mode of Presentation:

Part-A

Procurement and Financial Guidelines for School Councils ( PESRP)Part-B

Part-C Main Points of Non-Salary Budget and Role of School Councils

Part-D School Councils as a part of Dastoor-ul-Amal

It takes a whole village to raise a child(An African proverb)

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Educational issues at National, Provisional,

District and Local Level

Community's role to increase enrolment to meet EFA goals and uplift the standards of education

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Why School CouncilsSchool Family and Community

Involvement• School Progress, successfulness and safety requires a broad based effort by the entire community, including educators, students, parents, faith based professional organizations and law enforcement agencies.• Comprehensive approach• Collective effort• Collaboration• Local resources and planning• Research based program• Motivation • Valuing each partner effort, assets and contribution

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• If we want our school successful and great place of learning. We must enhance family and community involvement with school.• School council is a simple step.

Stage Wise Development Of School Councils School Advisory Council in High School 1975

School Management committees for EEL/Primary Schools

1994

School Management committees for High School 1995-1998

School Councils in Primary/ Elementary Schools 1998-2000

School Councils in High/ Higher Secondary Schools 2000

Reconstitution Of School Councils (Primary/ Elementary) under PESRP

2003

Reformation of School Councils (Primary/ Elementary) 2007, 2008, 2013

7

Years

Total Membe

rs Break Up Of Members

Chair perso

n

Teachers

Parents

Retired Govt.

Servants

Notables

Students

2000 (High)

13 Head Teach

er

1 5 4 2 --

2003 13 From Paren

ts

Head Teache

r As Co-

chair

5 4 2 --

2007, 2013

09-17 From Paren

tsCo-

Chair

Head Teache

r chairperson

5-9 * 7 Member

s as General Member

s

--

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FORMULATION OF SCHOOL COUNCIL 2013

1. The school council consists of at least 9 to 17 members. It is in odd numbers.

2. There are following three category members in S.CA- Parents member B- Teacher member C- General member

3. Parents members are more than 50% of total members. There is only one teacher member in S.C ,rest of the seats are filled from general members

Criterion of Membership1. Parents Members:Parents’ members mean parents of the bonafide students of that school. More over a mother can be member of boys or girl’s school but father can be member of boys school only. Educated parents are preferred for being member.

I. The grandparents of the students currently enrolled in the subject school as members.II. The brothers and sisters of the student above 18 years of age. Uncles/ aunts/ guardians of the orphan students may also be treated as parents.III. Mothers’ participation as parent members in boys school council may be encouraged.

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Criterion of Membership3. General Members:Female general members shall be preferred in girl’s schools. However, if deemed necessary a maximum of 3 Males can become general members in girls’ schools.• Local individuals possessing some professionals and

vocational background may be included in SCs under the General Member Category to improve the efficiency, effectiveness and out reach of SCs. Such members may be opted/ elected from the following categories, considering their capacity to influence the local community for good, and because of their recognition in village community.

  i.Retired teachersii. Shopkeeperiii.Retired/ serving overseers/ technicians or any

correspondent of local news paperiv. Village Lumberdar

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Criterion of Membership2. Teacher Members:

Teacher member means the Head teacher or senior most teacher of the school. The Head teacher is a teacher member and Chairman of S.C and Co-signatory of S.C Account with bank.

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Breakup/ Category Wise MembersSr.# Category Number of

MembersPosition

1. Head Teacher 1 Chairperson

2. Parents (50%) 9 Members

3. General Members 7 Members

Constitution of SC in Lahore DistrictI. City District Government Lahore re-constituted the

SC with the inclusion of concerned UC Nazim as Chairperson of SC. In Girls Schools the UC Nazim will nominate a lady to act as Chairperson.

II. The concerned Head Teacher will act as co-signatory as well as general secretary of his/ her SC.

III. In the adopted schools the Head Teacher will be the Chairperson of SC while a representative of the relevant NGO will act as co- signatory.

IV. The UC Nazim will Head of SC of High Schools as a Chairman however, will not in any case head more than 3 schools.

V. In all other schools he will recommended a noteable of the area for notification as a chairperson of SC.

VI. All the cheques will be signed by the Head of School on the advice of School Council.

VII. In case of any dispute between the chairperson of the SC and the Head Teacher the same will be referred in writing to concerned District Education Officer whose decision will be final.

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QualificationI. Preference will be given to the

educated members in all sectors.II. If the children of some parents are

studying in various schools they shall take part in all School Councils/ Electoral College of these schools.

III. If the parents wish they can nominate the child’s grandfather/ grandmother, parental uncle or uncle as their guardian. In that case that nominee shall be considered a parent.

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Procedure of Election/ Selection of SC MembersGeneral body meeting of the SC will be held twice a year. EDO education or his representatives are to ensure his/ her presence on both these occasions along with concerned staff of Schools Education Department of districts dealing with the representatives SC.Primary and Elementary SchoolsGeneral body: The AEO concerned, Head Teacher, Parents and noteables will be considered general body members.I. The concerned AEO presides over the meeting of general

body meeting and inform the participants regarding the objectives and importance of meeting. Thereafter the willing persons are determined for becoming members.

II. If there are more willing persons from the prescribed seats then election is held for selection of members.

III. The parents of only bonafide students who are present at that time, have right to vote, however AEO or the Head Teacher and the respectable citizen have no right to vote but AEO has right casting vote to select a member in case two have same votes for election of members. AEO can adopt any way for voting method; show of hand or through secret balloting.

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Procedure of Issuance of SC NotificationsI. AEO prepares the minutes of meeting and issue the

notification of SC according to the prescribed Performa on the same day of meeting.

II. The duration of working of SC is two years from the date of issuance of notification.

III.A copy of minutes of meeting and notification of the council is forwarded to the Dy. DEO/ EDO (Education) for information and record.

IV.The concerned AEO is responsible for change of any member under the rules.

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High and Higher Secondary Schools: I. The Head Teacher will call general body meeting at

own level to elect or select SC members. II. HT will use the powers of AEO and intimate the

whole affairs of SC to DEO (SE) and EDO (Education).III.In Lahore HT is authorised to exercise the powers of

Nazim in his absence.

MeetingsI. The first meeting of SC shall be held on the day

of election.II. The staff of re structure programme shall

impart training and briefing about the method of meetings, preparation of agenda, duties and powers, awareness about the terms and conditions of purchase.

III.SC Members addresses/ID number, signature shall be verified.

IV.SC will have to hold the meetings at least once in a month and 10 in a year.

V. Emergency meeting maybe called by Head Teacher at any time.

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I. General body meeting of SC will be held twice a year.

II. EDO education/ or his representative will ensure his/ her presence on both these occasions along with concerned staff of School Education Department of districts dealing with the respective SC.

QuorumSC quorum shall be comprised of half the members.

Only those decisions will be valid in which half of the total members have taken part.

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TenureI. SC shall be elected/ selected for a period of two

years.II. It is the responsibility of Head Teacher to convene

the meeting of stakeholder after the completion of tenure to elect or nominate the new school council members.Removal of Difficulties

In case of any ambiguity in application of the SC Policy in any given situation, the orders of the EDO (Education), unless over ridden by the Provincial Government by any specific or general order, will be final.

Accountability of School Council

I. School Council shall be called to account in case of unsatisfactory performance according to the Chief Minister Roadmap or any instructions issued by School Education Department.

II. The satisfactory or unsatisfactory performance of School Council members shall be weighed with its annual performance.

III. School Council members can be impeached by the parents and District Education Department.

IV. The method for impeachment shall be adopted according to the report of Head Teacher/ Chairperson of School Council.

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Collective Responsibilities of School Council

I. Community support for uplift of schools.II. Promote liaison between students, teachers and parents.III. To increase the enrolment of students and decrease the

dropout rate of students of the school.IV. Ensure to act upon the Punjab Free & Compulsory Primary

Education Ordinance 13th May 2014.V. To disseminate the importance of education to parents so

that they may get admitted their children in the schools.VI. To support and persuade the school administration for

curricular & co-curricular activities like parent teacher meeting , cleanliness day, literacy day, world teachers days, enrolment campaign.

VII.To make such arrangement by which the rights of teachers and students may be saved and tendency of corporal punishment may be stopped.

VIII.Provision of text books and distributions of scholarship amongst the students.

IX. To take necessary steps for removal of ill-legal occupation of school building or land.

X. To monitor the attendance of teachers/staff.XI. To inform the AEO/MEA in case of long absence of

teaching/Non teaching staff.XII.To hold the meeting of S.C at least once in a month and 10

within a year .XIII.To utilize the school funds.

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Schools Council’s Record and Documents EDO Office should maintain an up to date

contact/ telephonic database of SC members, and notify any changes on quarterly bases to PMIU. A quarterly meeting at PMIU will be held on this account.

Booklet of SC Latest directions/ notification of SC Cash Book of SC Procurement and financial guidelines for SC Booklet of NSB Format of appointment of temporary School

Teachers Bank account record SC meetings register School Development Plan School inspection register of SC members SC membership notification School audit report Personal record of SC members 21

SC’s Funds ExpendituresI. The expenditures on temporary appointment

of teachers (part time) which was earlier incurred at a maximum rate of Rs. 1500/- per month per teacher is raised to Rs. 2500/- per month. The SC, however, cannot engage more than two temporary teachers (part time) at one time.

II. Tea, biscuits and smosas only will be provided under this allowance which will not be exceed the limit of Rs. 300/- per meeting.

III. The SC shall be authorized to spend up to a maximum of 4 Lacs of rupees in one financial year. i.e. from July to June as per the notification number IT(FD)3-13/2002 dated January 7,2004 and January 29,2005 issued by the finance department or any other order subject to the finance department from time to time.

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SC’s Funds ExpendituresI. The expenditures on temporary appointment

of teachers (part time) which was earlier incurred at a maximum rate of Rs. 1500/- per month per teacher is raised to Rs. 2500/- per month. The SC, however, cannot engage more than two temporary teachers (part time) at one time.

II. Tea, biscuits and samosas only will be provided under this allowance which will not be exceed the limit of Rs. 300/- per meeting.

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AGENDA OF SC – 1 (ACTIVITY)

Review of the last meeting What was achieved? And what was not

achieved? Overall view of the educational

environment? Preparation of future program. School building – School improvement. Finances.

Meeting of School Councils - 2 Meeting Date:__________ Time:________ Venue___________________

• Agenda• School improvement plan.• Annual development.• School progress.• Distribution of books.• Distribution of uniforms free.• Enhancement enrolment/ admission.• Drop out/ follow-up.• Encouragement of school council members.• Minutes of meeting.• Approval of previous minutes of meeting.• Free teaching resources.• Free coaching centres.• CPP program.• Other affairs.

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Utilization Of Faroogh-e-Taleem Fund On Different Projects By

School Council - 31. Purchase of Science Equipments of all types.2. Purchase and repair of Sports Articles of all types.3. Expenses to hold games contests, refreshment of players,

conveyance expenses of sports, accommodation and meals expenses for sports.

4. Minor work of play ground (cleanliness & level etc if required), availability of water for ground.

5. Purchase of library books, magazines, news paper and periodicals, library and reading room related expenses.

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06. Expenditure of examinations – printing of question papers, purchase of duplicating machine and related material.

07. Purchase of audio visual aids.08. Installation of telephone (internet subject to computer

science 9th 10th , ICS classes.09. Purchase of geometry box, charts, maps, black boards/white

boards, duster, display boards.10. Purchase of plants for tree plantation/ flower pots.11. Expenses for holding competitions of Co-Curricular activities

i.e. drama, debates, speech, essay writing etc.12. Expenses of students and class in charge for trip to historical

and geographical places. (no subscription will be taken from students).

13. Fee for scouting, girl guiding, expenses of relating items and accommodation of Students Incharge Head Teacher

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14. Purchase of medicines 15. Appointment of Doctor and Dispenser as part time16. Treatment of poor and disserving students17. purchase of sanitation related articles.18. Health related charts 19. Weight machine20. Holding of parents day expenses 21. Educational distinction and sports prize.22. First aid related articles.23. Articles related to cleanliness in the school.24. Purchase of equipment related First Aid.25. Purchase of uniform and shoes for disserving students.26. Purchase of toys for students

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27. Purchase of seeds and plants.28. Help for students of SOS village and hospital.29. prizes for class IV servants.30. Printing of certificates.31. Expenditure required inform of repair of fans etc.32. Binding of books of library.33. Purchase of national hero's photos.34. Any other type of expenditure for the welfare of students.

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Priorities of School to Utilized the School

Funds(Activity No.2)

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The Monitoring of S.C is performed through the following ways:-

• Higher authorities can check the accounts any time.• The DMO or any other mechanism prescribed by Govt. may

also check the record of SC and interact with the members of SC as well.

• EDO (Edu)/DEO/ Dy. DEO / AEO check the record of S.C during his visit / inspection of School.

• M.E.A check the record of S.C every Month through the prescribed Performa.

Monitoring of School Councils

Community’s Voice ?

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Get ready, fire then take aims

Harness the Role of School Councils

Steps for the formation of a CCB;1. First step to approach EDO community

development/social welfare officer to get the registration form.

2. Name (School Council)3. Filling of application with registration

authority4. Processing by registration authority5. Identification of the projects6. Project Preparations and Processing7. Approval of projects8. Projects implementation9. Monitoring and evaluation system

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School Council As Citizen Community Board (CCB)

SCHOOL COUNCIL AND IMPROVEMENT PLANHead teacher and staff

Encouragement• Planning for successful school• Curriculum discussions• Class room observation• Research based instructions• Collaborative decisions• Result focused plans• Proper implementation

School council • To monitor student achievement levels • School environment• Student success/ weakness• Clear expectations• School needs• Student teacher performance• Parents involvement• Measurement of success of improvement strategies • Update reliable information about school rank in the area• Real change in school

Implementation Plan (Activity No. 3:

WHATWill be done

WHOIs

responsible

WHENWill it be

done

RESOURCES

That will be used

Implementation Time Chart:Projects 2014 2015 2016 2017 2018 2019

Make no little plans. Make big

plans, aim high in hope

and work. Remember

that our sons,

daughters and grand sons are

going to do things that

would stagger us.

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Some Questions:1. Is the notification issued by the Department and other material of the

school council available in the school?2. Who selected the members?3. What was the criteria to select the members?4. Are the members according to the directions of the department?5. Is the agenda of meeting being circulated accordingly?6. Where are the meetings being held?7. Did the Head Teacher prepared the school development plan with the

consultation of school council members?8. What is the annual budget of the school council?9. Did you have school council account in the bank?10. Did the Head Teacher receive funds from the Government?11. How are school council funds being utilized?12. What steps are being taken to empower the school council?13. Is the Head Teacher insured the functions and role of school council?14. How much time is being spent by the AEO and DEO for school council?15. Are the parents satisfied by the performance of the school council?

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Never doubt that a small group of

thoughtful, committed people

can change the world.

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Allah Hafiz

PART-A

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PART-B

Development Works under SCs• Expenditure of funds provided by

Govt. under PESRP-2 Lacs to 4-Lacs.• SC will authorize to utilize the funds as

under:A. Purchase and Repair of school furnitureB. Purchase of sports articlesC. Teaching AidsD. School repairE. Stationary itemsF. Safety of schoolG. Building of extra class rooms,

washrooms & boundary wallsH. Provision of clean drinking waterI. Payment of utility billsJ. Appointment of temporary teachersIf SC demands other then the listed work,

advance approval is required from the EDO

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Development Works under SCs- Special meeting of SC will be called by HT

to rectify the objections- Two third members are mandatory to

attend the special meeting- Revised development plans will be sent to

the AEO/DY DEO/DEO SE- If SC does not agree with the proposals of

the higher authorities the reasons will be intimated

- Dy. DEO will visit the school within 15 days to have a meeting with SC

- Decisions of Dy. DEO will be considered final

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Development Works under SCs• Expenditure of funds provided by

Govt. under PESRP-2 Laces to 4-Lacs.• SC will authorize to utilize the funds as

under:A. Purchase and Repair of school furnitureB. Purchase of sports articlesC. Teaching AidsD. School repairE. Stationary itemsF. Safety of schoolG. Building of extra class rooms,

washrooms & boundary wallsH. Provision of clean drinking waterI. Payment of utility billsJ. Appointment of temporary teachersIf SC demands other then the listed work,

advance approval is required from the EDO

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Procurement Guidelines• Guidelines will be enforced on all level

of schools.• SC will ensure:

- Transparent & low cost procurements

- Optimum utilization of school funds- Procurement documents should be

developed in Urdu or English - School Annual Development Plan &

Procurement Plan will be developed by SC

- Identification of school priorities - Such development plans will be

sent to AEO/Dy DEO/DEO SE- In case of any objections from the

relevant authorities on these plans, the same will be returned back with in seven days

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Development Works under SCs• Expenditure of funds provided by

Govt. under PESRP-2 Lacs to 4-Lacs.• SC will authorize to utilize the funds as

under:A. Purchase and Repair of school furnitureB. Purchase of sports articlesC. Teaching AidsD. School repairE. Stationary itemsF. Safety of schoolG. Building of extra class rooms,

washrooms & boundary wallsH. Provision of clean drinking waterI. Payment of utility billsJ. Appointment of temporary teachers

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Different Ways for Procurement• Rs. 25,000/- for small projects of repair

etc. at local level.• Rs. 1 Lac at local level with

Quotations. • Rs. 1 Lac to 4 Laces expenditure on

projects through tender call.• District level the school fund will be

operated with joint account No. PCF account No.1 with the signature of EDO and DMO.

• SC will open another account with the joint signature of HT and member of school council.

• The cash book of school council will be check after six months 1st January to 1st July.

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PART-CNSB & Role Of School

Council

Non Salary Budget & Role Of SC

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1st Step Identification of Vision

Provision of Pleasant and Healthy Environment to get good resultsStake Holders SC + HT + Students + Parents

2nd Step Collection of School Information and Analysis of School Vision

Gradation of Present Facilities. Attendance of Teachers. School Rank and Results. Cleanliness and Record of MEAs.

3rd Step Identification of School Aims and Objectives

Improvement in teaching environment. Improvement in natural environment. Improvement in retention rate.

4th Step School Assessment School Needs.5th Step Priorities Gradation of requirements6th Step Estimated Budget On the basis of Enrolled Students7th Step Actual Budget SBAP

Preparation of School Based Action Plan

• School Action Plan will be prepared in meetings of SC.

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Sr.#

School Needs Gradation

Quantity Estimated Budget

Responsible

1 White Washing Priority 1 3 rooms 10,000 SC2 Repair of Class

RoomsPriority 1 Walls of 3

Rooms25000 SC

3 Purchase of Furniture

Priority 1 25 Wooden bench

45,000 SC

4 Teaching Aids Priority 2 Teacher’s Guide 1500 HT5 Appointment of

Temporary Teachers

Priority 2 2 Teachers for 2 months

5000 SC

Preparation of School Based Action Plan (Activity

No.4)

Preparation of School Based Action Plan

• School Action Plan will be prepared in meetings of SC.

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Sr.#

School Needs Gradation

Quantity Estimated Budget

Responsible

1 White Washing Priority 1 3 rooms 10,000 SC

2 Repair of Class Rooms

Priority 1 Walls of 3 Rooms

25000 SC

3 Purchase of Furniture

Priority 1 25 Wooden bench

45,000 SC

4 Teaching Aids Priority 2 Teacher’s Guide 1500 HT

5 Appointment of Temporary Teachers

Priority 2 2 Teachers for 2 months

5000 SC

Approval of School Based Action Plan• Intimation to higher authorities

• Implementation of School Budget• Local Purchase• Budget will be transfer in SC account

in 4 installments.• Accounting

• Cash Book• Inventory Register• Budget Register

• Monitoring • Reporting• Review of SBAP• School Audit

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PART-D

Dastoor-ul-Amal & SC• Article Number 1-12-11• Co-operation of parents and

community to uplift the standard of education.

• 100% enrolment in school.• To resolve the educational problems at

local level on self help basis.• Display the names of SC members and

functions outside the school for public awareness.

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ALLAH HAFIZ

Q.A