Daily Activities Tracking Daily Activities Tracking SystemSystem

ININ

Leading SchoolsLeading Schools

AA

PresentationPresentation

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M. S. RAHMANM. S. RAHMANPrincipalPrincipal

International Indian SchoolInternational Indian SchoolJeddah, Saudi ArabiaJeddah, Saudi Arabia

Job List of the DayJob List of the DayPrepare a job list before you start the day’s work.Prepare a job list before you start the day’s work.Thus, before you start you know the taskThus, before you start you know the taskYou should be aware of the priorities of the job.You should be aware of the priorities of the job.Urgent comes first and so are important.Urgent comes first and so are important.The daily grind should not be neglected and not The daily grind should not be neglected and not to be left unaccomplished. to be left unaccomplished. The list should be in your table top.The list should be in your table top.Assign the work to person concerned and give a Assign the work to person concerned and give a time frame. Enquire, if not accomplished in time.time frame. Enquire, if not accomplished in time.Lame excuses should not be accepted.Lame excuses should not be accepted.Be a tough task master.Be a tough task master.

Attendance CheckAttendance CheckSee that the teachers report to their duty See that the teachers report to their duty in time.in time.

Late coming should be checked.Late coming should be checked.

Should report to their Classes in time.Should report to their Classes in time.

Check the Attendance Register.Check the Attendance Register.

Leave can not be taken as a matter of Leave can not be taken as a matter of right.right.

Arrangement Classes for the teachers who Arrangement Classes for the teachers who remain absent. remain absent.

Review of the Progress of the Review of the Progress of the Unfinished JobUnfinished Job

Know the status of the pending jobs Know the status of the pending jobs and the reason of its delay by and the reason of its delay by enquiring the person concerned.enquiring the person concerned.Whether it is a lame excuse or Whether it is a lame excuse or procrastination and delaying tactics procrastination and delaying tactics of the employee.of the employee.Bring the people into task.Bring the people into task.Boost the morale if required by Boost the morale if required by giving personal touch.giving personal touch.

Daily Rounds of the BlocksDaily Rounds of the BlocksMake use of peeping glass window.Make use of peeping glass window.Nothing is more satisfying than to watch than a learning classroom.Nothing is more satisfying than to watch than a learning classroom.Your daily rounds make the teachers and students alert.Your daily rounds make the teachers and students alert.Catch people napping and bring them to task.Catch people napping and bring them to task.Always keep on changing the timing and schedule of daily rounds.Always keep on changing the timing and schedule of daily rounds.Break the rhythm to catch the rhythm.Break the rhythm to catch the rhythm.Interact with the teachers, students.Interact with the teachers, students.Observe the Class if time permits.Observe the Class if time permits.Take note of Cleanliness of the Classrooms and toilets and bring the Take note of Cleanliness of the Classrooms and toilets and bring the persons into task who are responsible for it.persons into task who are responsible for it.Take note of indiscipline if any.Take note of indiscipline if any.The Classroom without teacher should be noticed and enquire a to why it is The Classroom without teacher should be noticed and enquire a to why it is unattended. Arrange it at the earliest. If not than interact with the students unattended. Arrange it at the earliest. If not than interact with the students to know their progress in the different subjects and learning difficulty faced to know their progress in the different subjects and learning difficulty faced by them.by them.It gives a feedback of students about their teachers. Such feedbacks are It gives a feedback of students about their teachers. Such feedbacks are important for corrective measures.important for corrective measures.Discuss the same with person concerned. Discuss the same with person concerned.

Pep Talk With HMs, ACs, COE, Pep Talk With HMs, ACs, COE, VPsVPs

On specific issue.On specific issue.On Academics.On Academics.On teaching-learning.On teaching-learning.On indiscipline.On indiscipline.On complaints received from parents.On complaints received from parents.On monitoring of classroom teaching.On monitoring of classroom teaching.On performance of teachers.On performance of teachers.On results.On results.On improvements of academics. On improvements of academics.

Checking of Daily ScheduleChecking of Daily ScheduleAs per the Academic calendar.As per the Academic calendar.Calendar of activities.Calendar of activities.Court cases.Court cases.Contracts.Contracts.Iqama Renewal.Iqama Renewal.M/R works.M/R works.Admissions.Admissions.Classroom observation and monitoring. Classroom observation and monitoring. Attending the Activities.Attending the Activities.Any Meeting/Invitation/Appointments. Any Meeting/Invitation/Appointments.

Correspondences with Outside Correspondences with Outside AgenciesAgencies

Consulate/Observer/Embassy/Chairman, Vice-Patron/Patron.Consulate/Observer/Embassy/Chairman, Vice-Patron/Patron. HB, Chairmen and Principal of other Schools.HB, Chairmen and Principal of other Schools. Gulf Council. Gulf Council. MOEMOE CBSECBSE Law FirmLaw Firm Labour OfficeLabour Office Passport OfficePassport Office Traffic DepartmentTraffic Department Outsourced Contract AgenciesOutsourced Contract Agencies Errant EmployeeErrant Employee Parents.Parents. Panel Experts, Teacher Educator, Invitees.Panel Experts, Teacher Educator, Invitees.

Communication with ManagementCommunication with Management

Schedule of the meetings.Schedule of the meetings.Agenda Points.Agenda Points.Pending decisions.Pending decisions.Weekly briefings.Weekly briefings.Letters, Invitations.Letters, Invitations.Signing of Cheques.Signing of Cheques.Communication on Academic, Admin and financial Matters Communication on Academic, Admin and financial Matters concerned with the management.concerned with the management.Report on major indiscipline by students and staff.Report on major indiscipline by students and staff.Legal matters, communication on major events, press Legal matters, communication on major events, press related things.related things.Major complaints from community.Major complaints from community.ATR on the issue raised by themATR on the issue raised by them

Managing Committee MeetingsManaging Committee MeetingsActively attending their calls and keeping them well informed on Actively attending their calls and keeping them well informed on School matters of relevance and importance of the management.School matters of relevance and importance of the management.Keep the Chairman posted on important issues. Keep the Chairman posted on important issues. Noting of agenda points.Noting of agenda points.Compilation of agenda points.Compilation of agenda points.Quorum to be fulfilled.Quorum to be fulfilled.Submission of related files and allied papers.Submission of related files and allied papers.Weekly briefings.Weekly briefings.Conducting the deliberation on agenda points by apprising the Conducting the deliberation on agenda points by apprising the house on its background.house on its background.Recording the decisions in the form of minutes of the meetings Recording the decisions in the form of minutes of the meetings and taking their signatures.and taking their signatures.Composing the minutes for record and reference as signed Composing the minutes for record and reference as signed document.document.Implementation of the decisions.Implementation of the decisions.Follow up and action taken report.Follow up and action taken report.Guiding the management as per rules and charter. Guiding the management as per rules and charter. Any other points can be discussed with the permission of the chair Any other points can be discussed with the permission of the chair (Chairman, MC)(Chairman, MC)

Decision Making and Clearance of FilesDecision Making and Clearance of Files

Service rule, charter, MC decisions, past precedence of the case Service rule, charter, MC decisions, past precedence of the case are followed and considered in making /taking decisions.are followed and considered in making /taking decisions.Study the file.Study the file.Decision on the merit of the matter/case.Decision on the merit of the matter/case.Take objective decision.Take objective decision.Discretionary power to be used judiciously. See the precedence Discretionary power to be used judiciously. See the precedence too.too.Decision with impartial judgement of the case.Decision with impartial judgement of the case.Procedural formalities based on the existing rules and regulation.Procedural formalities based on the existing rules and regulation.Interest of the institution is of foremost importance and has to be Interest of the institution is of foremost importance and has to be safeguarded.safeguarded.Do not succumb to undue pressure.Do not succumb to undue pressure.No deviation from basic policy and objective of the institution.No deviation from basic policy and objective of the institution.Files to be cleared on day to day basis. Except urgent files, clear it Files to be cleared on day to day basis. Except urgent files, clear it in filler time or in the post-lunch hours or before calling it a day. in filler time or in the post-lunch hours or before calling it a day.

Taking Care of AcademicsTaking Care of AcademicsNumber one in priority list.Number one in priority list.Implement the Academic Development Implement the Academic Development Programme.Programme.Go to the Class.Go to the Class.Take care of the Time-table.Take care of the Time-table.Take care of the quality of teaching-learning in Take care of the quality of teaching-learning in the Classroom.the Classroom.Engage a period if possible.Engage a period if possible.Daily supervision and monitoring.Daily supervision and monitoring.Take care of the Coordination with fine tuning Take care of the Coordination with fine tuning (concerted effort) between HODs, HMs, Academic (concerted effort) between HODs, HMs, Academic Coordinators, VPs, COE.Coordinators, VPs, COE.Teamwork to be encouraged. Teamwork to be encouraged.

Class ObservationsClass ObservationsTools and Techniques.Tools and Techniques.Develop a Performa.Develop a Performa.Need-based.Need-based.Prepare a Schedule.Prepare a Schedule.With prior information or catch them napping.With prior information or catch them napping.No fault finding but for improvement.No fault finding but for improvement.Be positive.Be positive.Discuss with the teacher in person separately. Discuss with the teacher in person separately. Take the signature of the teacher in the Take the signature of the teacher in the observation sheet.observation sheet.Keep the record.Keep the record.Keep a track of improvement.Keep a track of improvement.To be done by HM, AC, VP, PPL. HOD and subject To be done by HM, AC, VP, PPL. HOD and subject experts should also be involved.experts should also be involved.

ComplaintsComplaintsStudentsStudentsParentsParentsTeachersTeachersNon-Teaching StaffNon-Teaching Staff

Modes:Modes:In personIn personTelephoneTelephoneFaxFaxE-mailE-mail

Addressing the Complaint:Addressing the Complaint:The concerned department.The concerned department.Acknowledge by calling the complainant.Acknowledge by calling the complainant.Go for solution/solving.Go for solution/solving.Take action.Take action.Maintain a record.Maintain a record.

IndisciplineIndiscipline StudentsStudents TeachersTeachers Non-Teaching StaffNon-Teaching Staff Nature of indiscipline.Nature of indiscipline. Whom to be marked.Whom to be marked. Discipline Committee.Discipline Committee. Decision.Decision. Follow up action.Follow up action. Class Teacher to Play active role.Class Teacher to Play active role. To be contained comprehensively. To be contained comprehensively. Keeping a record.Keeping a record.

MeetingsMeetings VP/COE/HM/VP/COE/HM/ AO/Senior Accountant/OS/ESAO/Senior Accountant/OS/ES TeachersTeachers StudentsStudents ParentsParents Non-Teaching Staff.Non-Teaching Staff. OthersOthers

Core CommitteeCore CommitteeAcademic CommitteeAcademic CommitteeHODsHODsPrefectsPrefectsStudents’ CabinetStudents’ Cabinet

Keeping a record of the minutes of the meeting.Keeping a record of the minutes of the meeting. Implementation, Follow up action and feedback.Implementation, Follow up action and feedback.

ActivitiesActivities

Co-CurricularCo-Curricular Extra-CurricularExtra-Curricular LiteraryLiterary FunctionsFunctions OthersOthers List and schedule of activitiesList and schedule of activities Organisation and conduction of activities.Organisation and conduction of activities. Coordinator, Duty Chart.Coordinator, Duty Chart.

InnovationsInnovationsClass room teaching-learningClass room teaching-learningPreparation of instructional materialPreparation of instructional materialTransaction of instructional materialTransaction of instructional materialPreparation of work sheets and study Preparation of work sheets and study materialmaterialStrategy and methodology of teachingStrategy and methodology of teachingMethods of evaluationMethods of evaluationIllustration of the contentIllustration of the contentKeeping a record of the innovationKeeping a record of the innovationGiving recognition to the individual Giving recognition to the individual teacherteacher

ImprovementsImprovements

Area to be identified.Area to be identified.Feedback from people concerned.Feedback from people concerned.Work out the details.Work out the details.Discuss with the people affectd and Discuss with the people affectd and concerned.concerned.Implement.Implement.Follow up.Follow up.Keep/maintain the record.Keep/maintain the record.

FunctionsFunctionsDate and Time.Date and Time.Seek Permission of the MOE.Seek Permission of the MOE.Inform and communicate the people.Inform and communicate the people.Take care of the finance and expenditure.Take care of the finance and expenditure.Conduct a meeting.Conduct a meeting.Make a duty chart and allocate work so as Make a duty chart and allocate work so as to fix the responsibility and accountability.to fix the responsibility and accountability.Invitation to the chief guest and invitees.Invitation to the chief guest and invitees.Chalk out the programme schedule.Chalk out the programme schedule.Organise and conduct the Function.Organise and conduct the Function.Press report.Press report.Photography.Photography.Keep a record. Keep a record.

Documentation of EventsDocumentation of EventsDocumentation to be done at Block level.Documentation to be done at Block level.

Prepare a report of the event.Prepare a report of the event.

Keep the photographs.Keep the photographs.

Keep the record of video-graphy.Keep the record of video-graphy.

Display of the same on special occasion like Display of the same on special occasion like P-T meeting, Result Declaration, Annual Day.P-T meeting, Result Declaration, Annual Day.

For the use in VISTA/Souvenir, and in For the use in VISTA/Souvenir, and in Newsletter.Newsletter.

For the use in preparation of Documentary. For the use in preparation of Documentary.

Conflict ResolutionConflict ResolutionDaily basis.Daily basis.Conflict of interest.Conflict of interest.Conflict of supremacy.Conflict of supremacy.Conflict is due to ego or out of attitudinal Conflict is due to ego or out of attitudinal problem.problem.Patient listening.Patient listening.Reason.Reason.Solution.Solution.Dissipating rival feelings.Dissipating rival feelings.Not to allow settle personal score through chair. Not to allow settle personal score through chair. Not to allow mixing of personal thing with Not to allow mixing of personal thing with professional life.professional life.At least have a working relationship if you do not At least have a working relationship if you do not like the personlike the person

VacanciesVacanciesBlock-wise details of vacancy.Block-wise details of vacancy.Anticipate vacancies of teachers.Anticipate vacancies of teachers.Effective use of Data-Bank.Effective use of Data-Bank.Ticking up of suitable/qualified candidates.Ticking up of suitable/qualified candidates.Contact and Call the candidates.Contact and Call the candidates.Arrange interview.Arrange interview.Send for demonstration lesson.Send for demonstration lesson.Take decision for appointment of suitable candidates on the basis Take decision for appointment of suitable candidates on the basis of the performance of the interview and demo-report.of the performance of the interview and demo-report.Merit is the foremost criterion.Merit is the foremost criterion.No bias, no prejudice, no nepotism, not to entertain any outside No bias, no prejudice, no nepotism, not to entertain any outside recommendation and influences.recommendation and influences.Give a fair deal to all. Maintain Transparency.Give a fair deal to all. Maintain Transparency.Involve Principal, Vice-Principal, HM, Subject Teacher.Involve Principal, Vice-Principal, HM, Subject Teacher.Interview of the candidates/CVs drawn from data bank and Interview of the candidates/CVs drawn from data bank and conducting interview by involving experts from outside and conducting interview by involving experts from outside and making a panel ready for regular appointments as and when making a panel ready for regular appointments as and when vacancy arises.vacancy arises.

ReportsReportsMaintain Daily Diary.Maintain Daily Diary.Collect Weekly report from VP, COE, AO.Collect Weekly report from VP, COE, AO.Submit Weekly report to MC.Submit Weekly report to MC.Monthly report from HM.Monthly report from HM.Prepare a ready reckoner of Court cases.Prepare a ready reckoner of Court cases.Send report to Observer and Chairman Send report to Observer and Chairman MC.MC.Send report to the Secretary, Gulf Council.Send report to the Secretary, Gulf Council.To CBSE.To CBSE.Compilation of Annual Report for Annual Compilation of Annual Report for Annual Day.Day.

ExaminationsExaminationsCheck the Examination Schedule.Check the Examination Schedule.Fairness in conduction of examination is ensured.Fairness in conduction of examination is ensured.CCE and HOTS.CCE and HOTS.Process of setting question papers is well taken care of.Process of setting question papers is well taken care of.Monopoly is broken and multiple sets are asked from subject teachers.Monopoly is broken and multiple sets are asked from subject teachers.The selection of question paper is the discretion of COE in consultation with The selection of question paper is the discretion of COE in consultation with Principal.Principal.Blue print, marking scheme and answer key collected simultaneously.Blue print, marking scheme and answer key collected simultaneously.Printing of question paper in sufficient number and maintaining of Printing of question paper in sufficient number and maintaining of confidentiality.confidentiality.Answer-books coding and decoding for fairness in evaluation.Answer-books coding and decoding for fairness in evaluation.Distribution with shuffling of answer-books for evaluation among Girls’ Distribution with shuffling of answer-books for evaluation among Girls’ Section and Boys’ Section subject teachers.Section and Boys’ Section subject teachers.No second supplementary examination in IX & XI.No second supplementary examination in IX & XI.Two pre-finals before CBSE Examination. One in December, the second in Two pre-finals before CBSE Examination. One in December, the second in January.January.Those who fail in pre-finals will have to write the examination in the subject Those who fail in pre-finals will have to write the examination in the subject till they independently pass. Admit card will be withheld till they pass.till they independently pass. Admit card will be withheld till they pass.EPP to be implemented, monitored, follow-up to be done. No letting of till EPP to be implemented, monitored, follow-up to be done. No letting of till the best results. the best results.

ResultsResultsReview of results.Review of results.Result Analysis to study the performance of the Result Analysis to study the performance of the Subject teacher.Subject teacher.Results alone can not be the judgement criteria Results alone can not be the judgement criteria for the performance of subject teachers.for the performance of subject teachers.Monitoring of results of the subject help improve Monitoring of results of the subject help improve the results by taking care of the elimination of the results by taking care of the elimination of deficiency.deficiency.Study of results analysis help us to keep a track Study of results analysis help us to keep a track of the students performance and to take remedial of the students performance and to take remedial measures.measures.To be compiled and documented.To be compiled and documented.Improvement in tools of result analysis is the Improvement in tools of result analysis is the necessity.necessity.Follow up.Follow up.

InstructionsInstructionsFor assignment, distribution and accomplishment For assignment, distribution and accomplishment of tasks.of tasks.Distribution of task among right person and time Distribution of task among right person and time bound accomplishment of the same.bound accomplishment of the same.Some instructions oral and some in written form.Some instructions oral and some in written form.Instruction to be precise, clear and preferably in Instruction to be precise, clear and preferably in writing when oral instruction not effective.writing when oral instruction not effective.Follow up of instructions to ensure Follow up of instructions to ensure implementation of the same.implementation of the same.No duplication of instruction.No duplication of instruction.Non compliance of instruction by the individual Non compliance of instruction by the individual teacher/HM/AC/VP to be viewed seriously and teacher/HM/AC/VP to be viewed seriously and accountability to be fixed.accountability to be fixed.

Maintenance, Procurement, PurchasesMaintenance, Procurement, Purchases

Streamlining the maintenance, procurement and Streamlining the maintenance, procurement and purchase and keeping supervision on the purchase and keeping supervision on the department.department.Maintaining financial prudence and value of Maintaining financial prudence and value of money in procurement of items.money in procurement of items.Need-based purchase of items. Stocks to be Need-based purchase of items. Stocks to be checked before the purchase is approved.checked before the purchase is approved.Ensuring timely procurement and supply.Ensuring timely procurement and supply.Observing procedural formality and maintaining Observing procedural formality and maintaining transparency.transparency.Ensuring timely payment.Ensuring timely payment.Coordination between end users, estate section, Coordination between end users, estate section, accounts section and finance members of MC. accounts section and finance members of MC. Clearing the file and giving decisions.Clearing the file and giving decisions.

E-mailsE-mailsFrom Law Firm, from MC, from Parents, From Law Firm, from MC, from Parents, from community leaders, from career from community leaders, from career aspirants.aspirants.Generally opened on day-to-day basis.Generally opened on day-to-day basis.Urgent mails are checked and replied Urgent mails are checked and replied instantly.instantly.Complaints are downloaded and marked to Complaints are downloaded and marked to concerned department for action.concerned department for action.Junk mails are deleted and sometimes Junk mails are deleted and sometimes spammed.spammed.Information sent to MC.Information sent to MC.

ChallengesChallengesMaintaining quality of Classroom teaching.Maintaining quality of Classroom teaching.Maintaining discipline in Blocks especially IX-XII Block BS.Maintaining discipline in Blocks especially IX-XII Block BS.Influences from powerful segments of community to break Influences from powerful segments of community to break the system frame.the system frame.Time management.Time management.Settling with the complaints.Settling with the complaints.Crowd management in overcrowding classrooms.Crowd management in overcrowding classrooms.Accommodating the unprecedented demand of parents Accommodating the unprecedented demand of parents seeking fresh admission in different classes.seeking fresh admission in different classes.Giving quality performance in overstretched daily schedule.Giving quality performance in overstretched daily schedule.Recovering from mental and physical fatigue.Recovering from mental and physical fatigue.Inability to share quality time with family.Inability to share quality time with family.Educating the workforce in the face of hard decisions.Educating the workforce in the face of hard decisions.Settling with the court cases in favour of the School.Settling with the court cases in favour of the School.Maintaining equanimity of mind in provoking situation.Maintaining equanimity of mind in provoking situation.Breaking the static mindset of the workforce and resistance Breaking the static mindset of the workforce and resistance to change for better.to change for better.Checkmating the spoilsport.Checkmating the spoilsport.

ConfidentialConfidentialMaintaining and keeping a records of Maintaining and keeping a records of confidential documents.confidential documents.

Study of the relevant files.Study of the relevant files.

Preparing a ready reckoner.Preparing a ready reckoner.

Sending timely reply of the confidential Sending timely reply of the confidential letters received.letters received.

Keeping a track of it.Keeping a track of it.

The source of initiation of anonymous The source of initiation of anonymous letters with fictitious name and people letters with fictitious name and people involved are traced and kept in check.involved are traced and kept in check.

FinancialsFinancials Daily report from A/C section and pep talk Daily report from A/C section and pep talk

with senior accountant.with senior accountant. Verifying and signing of journal vouchers, Verifying and signing of journal vouchers,

receipt vouchers, cash vouchers, payment receipt vouchers, cash vouchers, payment vouchers.vouchers.

Co-signing of cheques.Co-signing of cheques. Approving expenses as per budgetary Approving expenses as per budgetary

provision.provision. Checking misappropriation of fund.Checking misappropriation of fund. Keeping overall supervision and Keeping overall supervision and

monitoring of expenses and financial monitoring of expenses and financial transactions. transactions.

Tallying of cash-book with bank statement Tallying of cash-book with bank statement at month end.at month end.

CBSE WorksCBSE WorksKeeping a track of correspondence Keeping a track of correspondence with CBSE.with CBSE.Registration of candidates at Class IX Registration of candidates at Class IX level.level.Registration of Candidates of Class X Registration of Candidates of Class X & XII.& XII.Schedule of various CBSE activities.Schedule of various CBSE activities.Conduction of CBSE examination.Conduction of CBSE examination.Inspection of Schools. Inspection of Schools.

Daily DiaryDaily DiaryMaintaining a Daily Diary.Maintaining a Daily Diary.Noting down the events.Noting down the events.Important Job accomplished.Important Job accomplished.Dates and outcome of court cases.Dates and outcome of court cases.Appointments and outcomes.Appointments and outcomes.Meetings and outcomes.Meetings and outcomes.Interviews and recruitments.Interviews and recruitments.Important schedule and functions.Important schedule and functions.Record of special achievements of Record of special achievements of students, staff, School.students, staff, School.Major School activities.Major School activities.

Any Other WorksAny Other WorksContracts renewal.Contracts renewal.Licence renewal.Licence renewal.Functions and Invitations.Functions and Invitations.Ex-employees.Ex-employees.Expansion activities.Expansion activities.Media reports.Media reports.Open School.Open School.Counselling activities.Counselling activities.Meeting with parents, teachers, students, Meeting with parents, teachers, students, special guests and dignitaries.special guests and dignitaries.

That is not the End of the That is not the End of the Job rather a BeginningJob rather a Beginning

Principal’s job Principal’s job never comes to an end. never comes to an end. Duties can be delimited not the Duties can be delimited not the responsibilities. Responsibilities are responsibilities. Responsibilities are tremendous.tremendous.

Principal as a change manager(driving Principal as a change manager(driving improvement) has to bring constant improvement) has to bring constant improvement and change. Then sustaining improvement and change. Then sustaining change and bring further improvement and change and bring further improvement and change.change.

Thank You Thank You very much for giving a patient very much for giving a patient hearing.hearing.