education management handbook - final

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BUILDING KNOWLEDGE RESOURCES FOR QUALITY EDUCATION

SEMIOTICS Districts Education Management Handbook

LOCAL EXECUTING AGENCY

DRAFT Districts Education

Office Management Handbook

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Table of Contents

LIST OF ANNEXURE ........................................................................................................................ VI

UNIT 1: INTRODUCTION AND BACKGROUND ................................................................................ 1 1.1 Introduction and Background......................................................................................... 3 1.2 Vision for Education ........................................................................................................ 5 1.3 Sample Mission Statements ........................................................................................... 5

1.3.1 Mission statement ..................................................................................................... 5 1.3.2 Mission statement ..................................................................................................... 5 1.3.3 Mission statement ..................................................................................................... 5

1.4 Aims and Objectives of Education in the light of National Education Policy............. 5 1.5 Goals and Objectives of Education at District Level .................................................... 6 1.6 Mandate of the District Government Regarding Education ......................................... 6

UNIT-2: ORGANIZATION AND FUNCTIONS OF EDUCATION DEPARTMENT ............................... 8 2.1 Introduction ...................................................................................................................... 8 2.2 Organogram of Education Department at district level ................................................ 8 2.3 Roles and Functions in Education at the District Level ............................................... 8

2.3.1 Roles and Functions of District Assembly ............................................................. 9 2.3.2 Roles and functions of District Nazim .................................................................... 9 2.3.3 Roles and Functions of District Coordination Officer (DCO) in Education ........ 9 2.3.4 Roles and Functions of EDO Education ................................................................. 9 2.3.5 Roles and Function of EDO Education ................................................................. 10 2.3.6 Roles and Functions of DEOs Elementary Education (EE) Male and Female ...................................................................................................... 10 2.3.7 Roles and Functions of Deputy District Education Officers (D.D.E.Os) ........... 12 2.3.8 Roles and Functions of AEOs. ............................................................................... 13 2.3.9 Roles and Functions of Centre Headmaster/Headmistress. ............................... 13 2.3.10 Roles and Functions of Head teacher of an elementary school ....................... 14

2.4. Duties of Registrar Departmental Examinations ........................................................ 14 2.5 Inter-Departmental Collaborations Guidelines............................................................ 14

2.5.1 Consultation with District Finance and Budget Office ......................................... 15 2.5.2 Consultation with District Law Office ................................................................... 15

2.6 Public Relations ............................................................................................................. 15 2.6.1 Relations with general public and parents ........................................................... 15 2.6.2 Relations with politicians and public representatives ........................................ 15

UNIT-3: BUDGET ......................................................................................................................... 17 3.1 Introduction .................................................................................................................... 17 3.2 Purpose .......................................................................................................................... 17 3.3. Three functional types of Budget ................................................................................. 17

3.3.1 Revenue Budgets .................................................................................................... 17 3.3.2 Expense Budgets ..................................................................................................... 17 3.3.3 Cash Budgets ........................................................................................................... 17

3.4 Approaches to Budgeting ............................................................................................. 17 3.5 Incremental Budgeting .................................................................................................. 17 3.6 Zero Based Budgeting (ZBB) ........................................................................................ 17 3.7 Budget Call Letter – A Brief Overview ......................................................................... 17

3.7.1 Why Budget Call Letter? ......................................................................................... 18 3.7.2 Effective Budget Call Letter .................................................................................... 18 3.7.3 Functions of a Budget Call Circular/ Letter .......................................................... 18 3.7.4 Functions of a Budget Call Circular/ Letter .......................................................... 19

3.8 Responding to Budget Call Letter ............................................................................... 19 3.8.1 Budget Calendar ...................................................................................................... 20 3.8.2 Proformas for Estimates of Receipts .................................................................... 20 3.8.3 Proformas for Estimates of Expenditure .............................................................. 20 3.8.4 Proformas for Estimates of Development Expenditure Implementation ............ 20 3.8.5 Performs for Budget - Salient Features ................................................................ 20 3.8.6 Policy Guidelines Applicable To All Receipts ....................................................... 20 3.8.7 Policy Guidelines Applicable to All expenditure .................................................. 20 3.8.8 Preparation of School Budget ................................................................................ 21

UNIT-4: OFFICE MANAGEMENT ..................................................................................................... 24 4.1 Introduction - Different Forms of Written Communication: ....................................... 24

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4.1.1 Official Letter ............................................................................................................24

SAMPLE OFFICIAL LETTER ...........................................................................................................24 4.1.2 Office Memorandum: ...............................................................................................24 4.1.3 Demi-Official Letter: .................................................................................................25 4.1.4 Endorsement: ...........................................................................................................25 4.1.5 Order: ........................................................................................................................25

4.2 File...................................................................................................................................27 4.2.1 Procedure for Assigning Subject Titles and Numbers to Files............................27 4.2.2 Part File .....................................................................................................................28 4.2.3 Referencing ..............................................................................................................28 4.2.4 Noting on Files .........................................................................................................28

4.3 Office Records and Record Keeping............................................................................28 4.3.1 Introduction ..............................................................................................................28 4.3.2 What is record keeping? .........................................................................................28 4.3.3 The sources of the office/school record ................................................................29 4.3.4 Duration for keeping different records ..................................................................29

4.4 Procedures .....................................................................................................................29 4.4.1 To write off irreparable/ unserviceable items ........................................................29 4.4.2 For repair/replacement of broken items during use in an Elementary School 30

UNIT-5: LEAVE RULES ....................................................................................................................31 5.1 Introduction ....................................................................................................................31 5.2 Earning and Accumulation of Leave ............................................................................31 5.3 Leave Application, Procedure and Consideration for its sanction, etc. ...................31 5.4 Types of Leave ...............................................................................................................31

5.4.1 Civil Servants in Vacation Department ..................................................................31 5.4.2 Casual Leave ............................................................................................................31 5.4.3 Leave on full pay ......................................................................................................32 5.4.4 Leave on half pay .....................................................................................................32 5.4.5 Leave shall be applied for in terms of days ...........................................................32 Carry forward of existing leave ..............................................................................................32 5.4.6 Extraordinary Leave (leave without pay) ...............................................................32 5.4.7 Recreation Leave .....................................................................................................32 5.4.8 Leave not due ...........................................................................................................32 5.4.9 Special Leave ...........................................................................................................32 5.4.10 Maternity Leave ........................................................................................................32 5.4.11 Disability Leave .............................................................................................................32 5.4.12 Leave ex-Pakistan ....................................................................................................33 5.4.14 Leave preparatory to retirement (LPR) ..................................................................33

5.5 Encashment of leave preparatory to retirement .........................................................33 5.6 In-service death .............................................................................................................33 5.7 Reasons for leave need not to be specified ................................................................33 5.8 Leave - when it starts and ends: ..................................................................................33 5.9 Re-Call from Leave ........................................................................................................33 5.10 Over stay after sanctioned leave ..................................................................................33 5.11 Choice for the type of leave ..........................................................................................34 5.12 Combination of different types of leave .......................................................................34 5.14 Handing over charge .....................................................................................................34 5.15 Assumption of charge ...................................................................................................34 5.16 Accounts Offices ...........................................................................................................34 5.17 Pay during the leave ......................................................................................................34

5.18 Leave account form and filling instructions………………………………………………35

SAMPLE APPLICATION FORM .......................................................................................................34

UNIT-6: EFFICIENCY & DISCIPLINE RULES ..............................................................................36 6.1 ‘Corruption’ means: .......................................................................................................36 6.2 ‘Inefficiency’ means failure to: .....................................................................................36 6.3 ‘Misconduct’ includes: ..................................................................................................36 6.4 Grounds for proceedings ..............................................................................................36 6.5 Penalties .........................................................................................................................37 6.6 Initiation of proceedings ..............................................................................................37 6.7 Suspension ....................................................................................................................38 6.8 Procedure where inquiry is dispensed with ...............................................................38 6.9 Procedure to be followed by authority where inquiry is necessary ........................39

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6.10 Procedure to followed by inquiry officer or inquiry committee ................................. 39 6.11 Powers of the inquiry officer or inquiry committee ................................................... 40 6.12 Duties of the departmental Representative ................................................................ 40 6.13 Order to be passed by the competent authority on receipt of report from the

inquiry officer or inquiry committee ........................................................................... 41 6.14 Personal hearing............................................................................................................ 42 6.15 Procedure of inquiry against officers lent to other Govt. departments .................... 42 6.16 Departmental appeal and review .................................................................................. 42

UNIT-7: PERFORMANCE EVALUATION .................................................................................... 44 7.1 Introduction .................................................................................................................... 44 7.2 When should a Report be written ................................................................................. 44 7.3 Minimum period for writing of ...................................................................................... 44 7.4 Directions regarding filling up the ACR Forms ........................................................... 44 7.6 Reporting by Relations ................................................................................................. 45 7.7 Action where more than one reporting officer is eligible to record report ............... 46 7.8 Action in case of inquiry, warning or communication of displeasure ...................... 46 7.10 Report should be without bias ..................................................................................... 46 7.11 Revision of confidential reports ................................................................................... 46 7.12 Communication of adverse remarks ............................................................................ 46

UNIT-8: GENERAL FINANCIAL RULES .......................................................................................... 49 8.1 General principles regarding receipt of money (Rules 4-8); ...................................... 49 8.2 Withdrawal of money from the Public Account .......................................................... 49 8.3 Standards of financial propriety (Rule 10) ................................................................... 49 8.4 Control of Expenditure (Rules 11 to 17) ...................................................................... 49

8.5.1 General Principles of Audit ..................................................................................... 50 8.5.2 Audit of Classification ............................................................................................. 50 8.5.3 Audit of Expenditure ............................................................................................... 50

8.6 General Audit Observations………………………………………………………………….51 8.6.1 Lapse of funds ……………………………………………………………………….51 8.6.2 Non production of accounts/vouched accounts……………………………..………51 8.6.3 Splitting up of expenditure…………………..……………………………………………51 8.6.4 Annual physical verification of stocks………………………………………….............51 8.6.5 Incomplete service books………………………………………………………...............51 8.6.6 Incomplete cash books…………………………………………………………................51 8.6.7 Budget control…………………………………………….……………………..................51

UNIT-9: CASH BOOK & ITS MAINTENANCE ................................................................................. 53 9.1 Introduction .................................................................................................................... 53 9.2 Principles of the maintenance of Cash Book .............................................................. 53

UNIT-10: GENERAL PROVIDENT FUND RULES ........................................................................... 54 10.1 Introduction .................................................................................................................... 54 10.2 Types of Advances from GP Fund ............................................................................... 54

UNIT-11: LOANS & ADVANCES ...................................................................................................... 56 11.1 Loans and Advances to Govt. Servants ...................................................................... 56 11.2 House Building Advances ............................................................................................ 56 11.3 Advances for Purchase of Conveyance ...................................................................... 57

11.3.1 Advances for Motor Cars ........................................................................................ 57 11.3.2 Advance for Motor Cycles....................................................................................... 57

UNIT-12: BENEVOLENT FUND RULES ........................................................................................ 58 12.1 Introduction .................................................................................................................... 58 12.2 Marriage Grant ............................................................................................................... 58 12.3 Funeral Grant ................................................................................................................. 58 12.4 Education Scholarship .................................................................................................. 58 12.5 Monthly Grant ................................................................................................................ 58

UNIT-13: PENSION AND GRATUITY RULES .................................................................................. 59 13.1 Introduction .................................................................................................................... 59 13.2 Service Qualifying For Pension .................................................................................... 59 13.3 Different Kinds of Ordinary Pension And Conditions For Their Grant ..................... 59

13.3.1 Compensation pension: .......................................................................................... 59 13.3.2 Invalid Pension ........................................................................................................ 60 13.3.3 Superannuation Pension........................................................................................ 60

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13.3.4 Retiring Pension: .....................................................................................................60 13.3.5 Gratuity and Pension benefits ................................................................................60

13.4 Amount of Full Pension .................................................................................................62

PENSION FORMULA ........................................................................................................................63 13.5 Application For Grant Of Pension ................................................................................63 13.6 Checking and Maintenance of Service Books for Pension ........................................63 13.7 Commutation of Civil Pensions ....................................................................................64

UNIT-14: PREPARATION OF BILLS ................................................................................................66 14.1 Introduction ....................................................................................................................66 14.2 Instructions regarding Disbursement of Money Drawn on Bills................................66

(ESTACODE)UNIT-15: T.A & D.A RULES. ..................................................................................66

UNIT-15: T.A & D.A RULES. ..........................................................................................................67 15.1 Introduction ....................................................................................................................67 15.2 Purpose of Journey .......................................................................................................67 15.3 Duration and Distance of Tour .....................................................................................67

UNIT-16: SERVICE BOOK ...............................................................................................................69 16.1 Introduction ....................................................................................................................69 16.2 Earning and Accumulation of Leave ............................................................................69

16.2.1 Civil Servants in Non Vacation Department .........................................................69 16.2.2 Civil Servants in Vacation Department .................................................................69

16.3 Filling in the Leave Account Form in Schools ............................................................69 16.4 Occasions for new Entries in the Service Book ..........................................................69

UNIT-17: SCHOOL FUNDS POLICY ..............................................................................................71 17.1 Usage of Faroogh-e-Taleem Fund ................................................................................71

UNIT-18: FINANCIAL PROCEDURES FOR SCHOOLS COUNCIL (SC) ......................................73 18.1 Financial Procedures ..........................................................................................................73

18.1.1 Use of Public Fund ..................................................................................................73 18.1.2 Use of Private Fund .................................................................................................73

18.2 Financial Rules and Procedures ..................................................................................73

UNIT-19: SUPERVISION OF ELEMENTARY SCHOOLS ...............................................................75 19.1 Introduction ....................................................................................................................75

19.1.1 Key Task Areas of Head Teacher ..........................................................................75 19.1.2 Instructional Supervision .......................................................................................75 19.1.3 A Model of Instructional Supervision ....................................................................75 19.1.4 Self Evaluation ........................................................................................................75 19.1.5 Self Evaluation Questionnaire of a Teacher .........................................................76 19.1.6 Classroom Observation .........................................................................................76 19.1.7 Seven Aspects of Teaching Standards to be assessed: ......................................77 19.1.8 The Review Meeting ...............................................................................................78 19.1.9 Instructions regarding policy of Textbooks .........................................................78 19.1.11 Teaching Kits ...........................................................................................................79

UNIT-20: SCHOOL RELATED RULES .............................................................................................81 20.1 General duties of Head of an Institution ......................................................................81 20.2 Class Promotion in School ...........................................................................................81 20.3 Institutional Funds .........................................................................................................81 20.4 Fine for Breach of Discipline ........................................................................................81 20.5 Attendance of the School Teachers .............................................................................81 20.6 Co-curricular Activities .................................................................................................81 20.7 School Hours .................................................................................................................81 20.8 Class Timetable .............................................................................................................82 20.9 Recording of Attendance ..............................................................................................82 20.10 Fine for Absence ............................................................................................................82 20.11 First Admission ..............................................................................................................82 20.13 Presentation of Candidates for Public Examinations ................................................82 20.14 Recording of Age ...........................................................................................................82 20.15 Misrepresentation of Age ..............................................................................................82 20.16 Registers, Books and Forms to be Maintained ...........................................................82 20.17 Minimum Equipment......................................................................................................82 20.18 Removal of Property from the Stock Register ............................................................83

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UNIT-21: RECRUITMENT, SELECTION AND POSTING ................................................................ 84 21.1 Policy .............................................................................................................................. 84 21.2 Responsibility ................................................................................................................ 84 21.3 Procedure ....................................................................................................................... 84 21.4 Selection Committees for Recruitment ........................................................................ 84 21.5 Quotas in Recruitment .................................................................................................. 85 21.6 Guidelines for Fixing Terms and Conductions of Contract Appointments .............. 85

UNIT-22: MONITORING OF ELEMENTARY EDUCATION AT DISTRICT LEVEL .......................... 88 22.1 Monitoring through Monitoring Cell Headed by District Monitoring Officer: ........... 88 22.2 Monitoring through Education Hierarchy at the district level: .................................. 88 22.4 Monitoring by Committees of Elected by Zila Council ............................................... 88

UNIT-23: EMPLOYEE ORIENTATION ........................................................................................... 90 23.1 Policy .............................................................................................................................. 90 23.2 Responsibility ................................................................................................................ 90 23.3 Procedure ....................................................................................................................... 90

UNIT-24: HARASSMENT POLICY ................................................................................................... 91 24.1 Policy .............................................................................................................................. 91

24.1.1 Sexual Harassment .................................................................................................. 91 24.1.2 Psychological Harassment ..................................................................................... 91

UNIT-25: EXIT INTERVIEW .............................................................................................................. 92

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List of Annexure Annexure-2.1 City District Government Job Description-AEO.................................................... 87 Annexure-2.2 City District Government Job Description-DDEO................................................. 89 Annexure-2.3 City District Government Job Description-DEO.................................................... 92 Annexure-2.4 City District Government Job Description-EDO.................................................... 95 Annexure-3.1 Budget Calendar .................................................................................................. 98 Annexure-3.2 Instructions/Guidelines to Fill the Forms in Respect of Estimates of Receipts.... 99 Annexure-3.3 Budget Estimates of Receipts ............................................................................ 100 Annexure-3.4 Instructions/Guidelines to Fill the Forms in Respect of Estimates of Expenditure ............................................................. 101 Annexure-3.5 Format for Permanent Budget / Schedule of New Expenditure.......................... 103 Annexure-3.6 Form BM-10 for Indicating Details of Sanctioned Posts/Employees .................. 106 Annexure-3.7 Form for Re-appropriation.................................................................................. 107 Annexure-3.8 Form for Supplementary Grants......................................................................... 108 Annexure-3.9 Form for Surrenders and Withdrawals ............................................................... 110 Annexure-3.10 Additional Forms for Medium Term Budgetary Framework................................ 112 Annexure-5.1 Sample Application Form ................................................................................... 121 Annexure-5.2 Sample Medical Form ........................................................................................ 122 Annexure-7.1 Reporting Channel ............................................................................................. 123 Annexure-7.2 Performance Evaluation of Teachers ................................................................. 124 Annexure-7.3 Format for Performance Evaluation of Contract Employees .............................. 128 Annexure-8.1 Delegation of Financial Powers.......................................................................... 129 Annexure-8.2 Delegation of Financial Powers Specific to Education ....................................... 131 Annexure-9.1 Cash Book Format ............................................................................................. 132 Annexure-9.2 Sample Cash Book ............................................................................................ 133 Annexure-14.1 Sample Bills ....................................................................................................... 134 Annexure-15.1 Rates.................................................................................................................. 140 Annexure-15.2 Rate Format ....................................................................................................... 141 Annexure 15.3 Sample Rate Format .......................................................................................... 142 Annexure-16.1 Service Book...................................................................................................... 143 Annexure-16.2 Leave Account Form.......................................................................................... 147 Annexure-18.1 Contract Form between SMC and the Hired Teacher ........................................ 148 Annexure-18.2 Registration for Private Public Fund................................................................... 149 Annexure-21.1 Selection Criteria for Appointment...................................................................... 150 Annexure-21.2 Posting and Transfer Authorities ........................................................................ 153 Annexure-21.3 Authority, Appellate Authority and Next Higher Authority ................................... 154 Annexure-21.4 Requisition Form................................................................................................ 155 Annexure-21.5 Interview Guidelines........................................................................................... 156 Annexure-21.6 Interview Evaluation Form.................................................................................. 158 Annexure-25.1 Exit Form............................................................................................................ 159

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ACRONYMS ADP : Annual Development Plan AEO : Assistant Education Officer BCC : Budget Call Circular APT : Appointment, Promotion, Transfer CCB : Citizen Community Board CD : Community development CPBEP : Canada Pakistan Basic Education Project CIDA : Canadian International Development Agency CL : Casual Leave DCO : District Coordination Officer DDC : District Development Committee DDEO (M) : Deputy District Education Officer (Men) or District Education Office (Men) DDEO (W) : Deputy District Education Officer (Women) or District Education Office

(Women) DDO : Drawing and Disbursing Officer DEO (M) : District Education Officer (Men) or District Education Office (Men) DEO (W) : District Education Officer (Women) or District Education Office (Women) DEP : District Education Planning Form EDO : Executive District Officer EE : Elementary Education F&P : Finance & Planning GFR : General Financial Rules HR : Human resource HRM : Human resource management LG : Local Government M&E : Monitoring and Evaluation M&R : Maintenance and Repair PLGO : Punjab Local Government Ordinance SMC : School Management Committee TARGA : Training and Resource Gap Analysis TMA : Tehsil Municipal Administration TMO : Tehsil Municipal Officer TO : Tehsil Officer UA : Union Administration UC : Union Council

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Unit 1: Introduction and Background

1.1 Introduction and Background

Education and training of future generations constitutes the biggest nation building challenge. Future of a nation solely lies on the nature of education, it provides to the masses. Government has undertaken several initiatives to improve the overall management and delivery of education in Pakistan. In this regard, a number of educational reforms have been introduced at Federal and provincial levels to enhance access and quality of basic education. Nevertheless the state of basic education continues to be a cause of concern due to a variety of factors, including dilapidated schools; scarcity of teaching and learning resources; low levels of teachers qualification and training; low teacher motivation; low enrollment levels specially of female students; outdated curricula; abstract and unattractive textbooks, etc. One such initiative is collaboration with Canadian International Development Agency (CIDA) which has provided assistance for the setting up of Canada-Pakistan Basic Education Project (CPBEP). This project is mandated to provide technical and financial support at three different levels for the improvement of education sector in Pakistan. CIDA has launched its Basic Education Program through CPBEP. The duration of this project is five years i.e. from April, 2006 to March, 2011. This project has very focused action plans at federal, provincial and district levels. The Project functions in collaboration with the following education departments to rectify the weak areas identified in Training and Resource Gap Analysis (TARGA). A brief outline of the same is given below: • At the Curriculum Wing (CW),

reviews are carried out through ad-hoc committees without any mechanism for institutionalizing the review process. CW lacks resources, and links with comparable curriculum development institutions, and its professional staff demonstrate a need

for training on tools and techniques for developing and monitoring the national curriculum review process, particularly after devolution.

• The Directorate of Staff Development

(DSD) is functioning below strength, challenged by an organizational restructuring that requires new physical infrastructure, staffing, systems, and procedures that allow for accountability and an effective and efficient delivery.

• The University of Education (UE)

faces human and institutional resource constraints typical to a newly established multi-campus specialist university, and requires targeted capacity-building and strategic linkages to be able to deliver its academic and research mandate meaningfully.

• At the Federal College of Education

(FCE) and the various Govt. Colleges for Elementary Teachers (GCETs), the quality of instruction is highly variable, often not measuring up to the demands of Learner-Centered Activity-Based teaching. Existing Practicum and Internship Programs need major re-casting.

• At the district level, post-Devolution

Education Departments are grappling with the entire responsibility of budgeting, fiscal controls, and overseeing planning and management of educational administration at the grassroots, for which their staff is neither fully equipped nor trained. This includes a lack of ability in maintaining and using a district level Educational Management Information System (EMIS), often because of a lack of current hardware and other resources.

Here we will limit ourselves to the issues regarding Education District Offices in Multan and Lodhran (EDOMAL). A detailed gap analysis of the ground realities regarding the available human,

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financial, technical and information resources in districts was carried out by matching/comparing the available resources with the standard benchmarks. This gap analysis led to a comprehensive capacity development plan for the improvement of managerial, financial and human resources in the two selected districts. This is an important intervention focusing not only on the development and improvement of different skills but also the improvement of the underlying systems to which they should be applied. TARGA clearly spells out in its findings that efficient working of EDOMAL is marred by lack of:

1. clarity regarding roles and responsibilities of the officers and staff working in the districts

2. comprehension regarding laws, rules and regulations regarding planning, administration and financial procedures which apply to EDOMAL

3. understanding of office procedures, secretariat instructions and other administrative norms

4. clearly defined communication procedures in offices, etc.

To tackle the above mentioned issues several strategies are suggested in the Capacity Development Plan including the development of the following support documents for reference in EDOMAL:

1. Planning Manual 2. Handbook of office

procedures 3. Handbook of financial

procedures 4. Compendium of relevant

rules and regulations

All the above mentioned four documents are designed to be used in education departments of the districts, specially the administrative and managerial offices, such as the offices of EDO, DDEO, DEO, AEO, etc.

They include a set of those rules, regulations and office procedures which are most frequently used and practiced in the offices. These are given in simple, abridged and easily understandable formats for the consumption of EDOMAL officers and staff, who can use them as ready reckoner for their day to day office procedures. Although the rules and regulations relating to the functioning of the government offices are quite exhaustive, only those instructions have been incorporated in this handbook which are used and applied commonly in offices. This handbook has to be used in conjunction with the Compendium and other sources of detailed instructions, where ever they are referred to.

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A broad vision for education is envisioned in the national and provincial education policies, these policies give the overall strategy and direction in this regard, whereas, the same are translated into actions at grass roots level in the districts. At the district levels the needs are identified, actions are suggested and implemented to achieve the overall goals and targets identified in the higher level policies.

1.2 Vision for Education

Acquisition of knowledge is obligatory to all Muslim men and women recognizing education as the right of all citizens of Pakistan, irrespective of their caste, creed, region or religion. It is the national aim of the Islamic Republic of Pakistan to provide equal and ample opportunities of education, training and personal development to all its citizens, so that they realize their full potential as bestowed upon them by Allah (SWT), so that they can enrich their personalities with attitudes, behaviors and conduct their lives as enshrined in the teachings of Islam preparing themselves as productive individuals being useful for themselves, for their families and for the nation at large.

1.3 Sample Mission Statements

1.3.1 Mission statement 1

To promote a system of quality education through dedicated and motivated professional teachers to prepare the next generations for global competitiveness. This system will lay special emphasis on:

a. Increasing the rate of literacy b. Eliminate gender disparities in

education c. Reduce the dropout rate d. Inculcate professionalism in

teachers and to create a motivated work force for this cause.


To create a system of delivery of education in which all the stakeholders i.e. students, teachers, parents and community and educational managers play their respective roles for the achievement of the targets laid down in the district education policy.


To transform our district into a learning district through improved coverage and quality of education and training and the elimination of gender disparities so that all citizens are empowered with knowledge and skills to reach their full potential and engage in society in a rewarding and productive manner.

1.4 Aims and Objectives of Education in the light of National Education Policy

The National system of Education in Pakistan is aiming at the following to be achieved:

i. To provide equal opportunities of education and training for all citizens of Pakistan irrespective of their caste, creed, region or religion.

ii. To develop schools, colleges, universities and other institutions of education and training emphasizing uniformity, excellence and indigenous character of local traditions, culture and needs.

iii. To set in motion a fast track for research, development, knowledge production and human resource development, so that the nation can catch up the level of developed countries within minimum possible time.

iv. To raise highly knowledgeable, skillful, productive, creative and confident individuals equipped with the capabilities of ‘Hikmah’ and ‘Tazkiyah’ necessary for leading a successful and virtuous life in this world.

v. To educate the citizens of Pakistan to develop in them commitment to moral and ethical values of Islam including honesty, integrity,

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truthfulness, open-mindedness, tolerance, sense of responsibility and dutifulness along with respect for human rights as enunciated in the constitution of Islamic Republic of Pakistan and as supported by the teachings of Quran and Sunnah and Charter of the united Nations organization.

vi. To create in men and women a spirit of inquiry, courage to challenge status quo, initiative to change and innovate and aspiration to lead the humanity for peace, prosperity and international cooperation.

vii. To enable the individual to earn his/her livelihood from Halal means and to spend his/her earnings on Halal activities for the well being of his/her family, his/her nation and the humanity at large.

viii. To raise law abiding citizens with excellent moral and social conduct.

1.5 Goals and Objectives of Education at District Level

Aims and objectives of education at the national level are the guiding principles for all educational policies, plans and activities at the district level. Along with the aims and objectives of Education at national level, following specific goals and objectives of education are to be achieved at the district level:

i. To continuously enhance quality of

education through rigorous and continuous instructional supervision and monitoring.

ii. To continuously increase enrollment of students at all levels and to gradually decrease the drop out rate especially at elementary level so that at a point to be decided by the district government, the enrollment rate becomes 100% and the drop out rate becomes zero.

iii. To control the absenteeism of teachers and to ensure that the classes are held in time, students attend the classes and teachers teach the classes according to the Dastoor-ul-Amal promulgated by the provincial education department.

iv. To ensure that public as well as private schools follow national curriculum, use approved text books and hold assessment tests to monitor students achievement on regular and continuous basis as decided by the Education Department.

v. To ensure that school authorities build character and work on personality development of students through curricular and co-curricular activities and also use ‘Morning Assembly’ as an effective tool.

vi. To create an environment in schools where teachers willingly teach and take pleasure in discharging their duties without stress, strain or coercion.

1.6 Mandate of the District Government Regarding Education

District government is responsible to manage:

i. Boys and girls elementary schools. ii. Boys and girls secondary schools. iii. District level education offices.

Following functions have specifically been assigned to the District Government in this regard. These functions are performed through the office of E.D.O. Education and his/her lower field formations.

a. Management of elementary and

secondary schools. b. Service matters except those

pertaining to Services and General Administration Department (S&GAD) at provincial level.

c. Establishment of new schools and up gradation of existing schools.

d. Universal elementary education and eradicating drop out.

e. Conducting of 5th and 8th

f. Identification and formulation of developmental schemes.

class examinations.

g. Formulation of district education budget (developmental and non-developmental) reconciliation of expenditure and audit matters.

h. Technical and surprise inspection of educational institutions.

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i. Postings and transfers within the district, except those falling under S&GAD, attached departments and administrative department.

j. Grant of scholarships. k. Education of handicapped children. l. Promotion of scientific research. m. Production and distribution of

educational and scientific films. n. Promotion of sports and co-

curricular activities. o. Adult education. p. Purchase of stores and capital

goods for schools.

q. Development of district data-base and its up-dating.

r. Matters related to school councils. s. Periodic and regular reporting to

Heads of the attached departments and the administrative department.

Reference Material

1. Punjab Local Government Ordinance, 2001.

2. National Education Policy 3. Govt. of Punjab, Rules of Business,

2001

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Unit-2: Organization and Functions of Education Department

2.1 Introduction

District Nazim is the Executive Head of the district according to the devolution plan. Similarly office of the District Coordination Officer (DCO) is the nucleus of all administrative coordination between the different administrative and financial departments in the district. This position

is somewhat similar to chief secretary at the provincial level. Executive District Officers are responsible for the separate functions assigned to them within the district. They are responsible for the planning, formulation and the implementation of policies in their respective areas.

2.2 Organogram of Education Department at district level

General Admn P & D B & A Exam. Litigation DEO (Secondary) DEO Elementary DEO Elementary (Female) (Male) DDEOs DDEOs (Female) DDEOs (Male) AEOs (Female) AEOs (Male) 2.3 Roles and Functions in

Education Department at the District Level

The importance of clearly defined roles and responsibilities of all the staff and officers working in a department can never be over emphasized. This not only helps in streamlining the day to day affairs of the office but also is critical for the determination of reporting relationship, performance evaluation,

reward and punishment, skill analysis, etc. Precise and crisp charter of duties helps in the reduction of redundancies and reduces the delays in the office procedures.

District Nazim

District Coordination Officer

EDO Education

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2.3.1 Roles and Functions of District Assembly

a. District Assembly approves district level education policy prepared by E.D.O. education and submitted through D.C.O. and Zila Nazim.

b. District Assembly approves budget for the education department prepared by E.D.O. (Education) and recommended by the D.C.O. and Zila Nazim.

c. District Assembly may constitute a standing committee on education comprising of such members and persons of eminence in education to monitor and guide educational activities in the district.

2.3.2 Roles and functions of District Nazim

District Nazim is the chief executive of his/her district. This position has very important and key leadership role in policy matters and advancing his/her vision for the advancement of education in his/her district in line with the provincial and national educational policies. He/she has to coordinate and envision the education policy through the district assembly. District Nazim is also responsible for the posting and transfer of officers of B.S 19 and above and other administrative responsibilities for his/her level.

2.3.3 Roles and Functions of District Coordination Officer (DCO) in Education

a. DCO is the official head of the district administration and in that capacity he/she is also the administrative head of the education department at district level.

b. DCO is responsible for coordination of all the activities in education department for the achievements of the annual/strategic goals set in the district education policy.

c. DCO is responsible for the postings and transfers of the employees of education

department working in B.S.11 to BS. 18.

2.3.4 Roles and Functions of EDO Education

A. General

a. Assist the DCO in formulation of policies regarding education and bring to the notice of DCO the cases which are required to be submitted to the Zila Nazim under the rule.

b. Duly execute the sanctioned policy.

c. Be the official head of Education offices in the district and be responsible for their efficient administration and discipline and for the proper conduct of business assigned to these offices.

d. Be responsible to the DCO for the proper conduct of business of the district education offices and keep him/her informed about the working of these offices.

e. Submit all proposals for the by-laws to the Zila council through DCO and Zila Nazim.

f. While submitting a case for the orders of Zila Nazim or DCO, it shall be the duty of the EDO to suggest a definite line of action.

g. Where a Zila Nazim’s orders appear to involve a departure from rules, regulations or government policy, resubmit the case to the Zila Nazim inviting his/her attention to the relevant rules, regulations or Government policy and if the Zila Nazim still disagrees with the EDO, the EDO through DCO shall refer the case to the provincial local Govt. for decision.

h. Issue standing orders specifying the cases or other classes of cases, which may be disposed of by an officer subordinate to the EDO.

i. Be responsible for the careful observance of rules and procedures in education offices of the district.

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2.3.5 Roles and Function of EDO Education

B- Specific to Education

a. Implement the Education policy of

the District Government. b. Promote the cause of education to

keep its standard consistent with the demands of the country and needs of the times.

c. Convey the instructions of the Government to the subordinate offices and to the institutions, and to see that they are fully carried out.

d. Provide all sorts of data with regard to the schools to the D.P.I. (EE).

e. Exercise administrative control over the officers/officials and work within his/ her jurisdiction.

f. Guide the inspection/supervisory staff to efficiently monitor the progress of education.

g. Support and assist the business in the district assembly related to Education.

h. Guide the field staff in all education and academic matters.

i. Adjustment of officials BS 1-10 within the district.

j. Help in the organization of in-service training courses of teachers at various levels of Education.

k. Co-ordinate the work of all the Tehsils in the district.

l. Provide facilities to the field staff to keep them aware of the modern trends of education in the advanced countries.

m. To see that each Institution in the district has all the facilities necessary to impart effective, purposeful and meaningful education.

n. Provide and distribute funds for development of the educational institutions with regard to the building, purchase of materials and students welfare.

o. Recruit teachers/officials on the recommendations of recruitment

committee and with concurrence of DCO/Zila Nazim.

p. Help and guide the field staff in finding out the talented students for the award of scholarships and to award all kinds of scholarships for which Government is the awarding agency.

q. Hold class 5th and 8th

r. General supervision to promote efficiency of work in the subordinate offices and institutions in the district.

examinations in the district.

s. Plan and develop various schemes within the district for achieving the objectives of district educational policy.

t. Inspection and supervision of Privately managed schools.

u. Deal with all kind of reports and enquiries and other disciplinary matters.

v. Organize sports in school. w. Promote audio-visual

programmes.

2.3.6 Roles and Functions of DEOs Elementary Education (EE) Male and Female

District Education officers (EE) are the main organs of EDO (Education) for the management and supervision of Elementary Education at the district level. They occupy a very strategic and sensitive position in the District Education Department. Consequently, the DEOs tend to be the most exhaustively deployed officers in the District. Duties and functions of the DEOs include the following:

a. Administrative

• Delegate appropriate office management responsibilities to competent AEOs and other secretarial staff.

• Supervise all the ADOs in the District and making sure that they have up-to-date information about school programmers, staffing, etc.

• Collect and disseminate data and information of the schools in the district.

• Personally inspect the schools in the district at least once in a year;

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to examine the school records, quality of teaching, pupil attendance, the school facilities, classroom climate, etc.

• Ensure adequate motivation of teachers by giving proper attention to the problems of their salaries, compensation, leave, in-service training, self-improvement programmers, accommodation (particularly female teachers), transportation, allowance, etc. wherever, possible.

• Have regular meetings with the Headmasters/Headmistresses of the schools in the District to acquaint himself/herself with their problems and to convey to them the decisions and developments at the provincial or district levels.

• Communicate and discuss the District Schools’ issues and problems with the E.D.O. (Education), the district authorities, the parents, etc.

• Deal with the litigation cases (court cases on school buildings, infringements, employees, claims, etc.) falling in their area of jurisdiction.

b. General

• Manage the Establishment matters of his/her office.

• Manage the supply and proper utilization of stationery

• Handle the issues, requests and complaints of staff.

• Respond in time, to the ‘Assembly Questions’.

• Identify and award scholarships to the students.

• Manage up-to-date statistics of schools as per the prescribed formats and frequencies.

• Evaluate, register and monitor Private Schools.

• All other work of general nature with reference to the office.

c. Accounts and Finance

• Supervise work of the Budget branch.

• Handle enquiry cases pertaining to the financial irregularities committed by the various

officers/officials working in the division.

• Advice on the cases of the other branch.

• Review the Audit and Inspection reports of the various institutions in the district.

• Deal with the cases of the Public Accounts committee.

• Deal with the cases of pay and arrears of the teaching and non-teaching staff.

• Prepare the budget estimates and 1st and 2nd

• Check the District Accounts and ensure that adequate financial controls are being implemented.

lists of excesses and surrenders.

• Control the budget of the district, pertaining to his/her section and meet regularly with the budget officers at district level.

• Ensure that AEOs and central Headmasters collect and disburse teacher’s salaries appropriately.

• Hold regular meetings with the District Purchase Committee and make sure that purchases are approved on time and as needed.

• Cross check all the bills and make sure that they tally with the financial provisions, allocations and regulations.

d. Planning and Developmental

• Prepare Development Programmes for Schools in the District. Such a programme should spell out what type of schools are needed; which should be closed or opened, expanded or upgraded, etc., the category of staff available and needed resources, etc.

• Select sites for new school buildings, and ensure appropriate negotiations for acquisition of land and/or building;

• Maintenance of existing buildings. • Supervise the on-going

development projects in the district.

• Provide missing facilities to schools within the limits of budget.

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e. Academic

• Ensure that the school syllabus, course outlines, schemes of work, etc. are properly drawn by the teachers with the AEOs supervising these in the light of Dastoor-ul-amal.

• Organize and manage the smooth conduct of Departmental Examinations.

• Set up appropriate (approved) lists of text books and other pupil learning materials and supervise their free distribution or supply (where applicable).

• Make frequent sample checks on the schools to convince himself/herself of the quality of instruction.

• Encourage the teachers to develop themselves and make arrangements for study leave, in service workshops, seminars, etc. for the teachers in district.

• Encourage academic growth and development through the award of scholarships, interschool competitions, etc.

• Personally give short talks or seminars to teachers and thus asserting academic leadership.

2.3.7 Roles and Functions of Deputy District Education Officers (D.D.E.Os)

a. General

• Represent the Education Department (School Side) at Sub-Divisional/Tehsil level.

• Collect and keep up-to-date information/data/statistics of the number of students/teachers, academic performance, results and scholarships, sports, properties including land and buildings, etc.

• Supervise Middle Schools in his/her Sub-Division/Tehsil and as such will be responsible for smooth working of Middle Schools both administratively and academically.

• Control the working of Elementary Schools in his/her Sub-Division/Tehsil through AEOs.

b. Administrative

• Exercise administrative powers such as punishment, grant of leave, etc., over PTC teachers and will maintain their service and other record.

• Write ACRs of Headmasters of Middle Schools and AEOs of his/her Sub-Division/Tehsil and countersign ACRs recorded by AEOs and others in his/her Sub-Division/Tehsil.

• Be the transferring authorities of all teachers from BS - 7 to BS - 9 within their Subdivision/Tehsil and such transfers from Sub-Division/Tehsil will be routed through him/her.

c. Inspection

• Carryout 100 % inspection of Middle Schools thrice a year.

• Inspect at least 25 % of Elementary Schools each year.

• Submit their inspection reports regularly to District Education Officers.

• Check and supervise the inspection work of AEOs.

• Be the controlling officer of TA bills of all teaching and non teaching staff in their Sub-Division/Tehsil and verify the TA claims of AEOs and check their tour diaries.

d. Financial

• Be Drawing and Disbursing Officers for themselves and their offices.

e. Academic

• Help the Director of Education in conducting departmental Middle Standard Examination.

• Help the DEOs in conducting 5th class scholarship examination in their Sub Division/Tehsil.

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• Maintain all record of scholarship holders of their Sub-Division/Tehsil and be responsible for payment of scholarship awarded on the basis of 5th class examination to be paid in class 6th -8th

• Be responsible for conducting final examination of class – 5.

.

• Submit annual return to D.E.O. on academic achievements of all Elementary Schools with recommendations for good or bad performance for teachers, headmasters and supervisors.

• Report annually on the text books and teaching aids such as audio visual aid, maps, and charts to the D.E.O.

f. Planning and development

• Provide all feasibility reports, survey data, statistics etc., to the D.E.O.

• Coordinate with all other departments in development activities.

g. Miscellaneous

• Coordinate and keep liaison with civil authorities and other departments at the Sub -Division/Tehsil level for all kind of official duties/functions.

• Supervise the literacy campaign in the Sub-Division/Tehsil.

• Supervise the Law and Order situation in the educational institutions within their assigned Sub-Division/ Tehsil.

• Conduct survey regarding promotion of Elementary Education Schools.

Generic Job Description for DDEO (Education) may be seen at Annex 2

2.3.8 Roles and Functions of AEOs.

AEOs are on ground field force in the administrative hierarchy in district education offices, responsible for the management of elementary schools. Their functions include the following:

a. Responsible for conducting at least two summary inspections and one in-depth annual inspection of all elementary schools under their jurisdiction.

b. Drawing and disbursing officer for salaries of the elementary school teachers under their control.

c. Monitoring of schools including teachers’ attendance, student’s enrollment, school building, including missing facilities, etc.

d. Recommendations for: i. Opening of new schools. ii. Up gradation of schools.

e. Collection of school data. f. Any other business/duty assigned

by the department/Govt. from time to time.

2.3.9 Roles and Functions of Centre Headmaster/Headmistress.

They are responsible for schools falling within a radius of 10 kilometers from a cluster. A big school located in the centre is nominated as the Centre School. Head teacher of the Centre School is assigned the duty of Centre Headmaster. Headmaster/headmistress is also responsible for following additional duties.

a. Holds monthly meetings of the all the school teachers included in the cluster to:

• Complete the register work and school record.

• Discuss issues and problems related to curriculum, textbooks, classroom teaching and individual academic difficulties of the teachers.

b. Arrange training lectures if possible.

c. This forum of Centre School provides opportunity of disbursement of salary to teachers.

d. Forwards leave applications of teachers to AEO and provide substitute teachers, if needed.

e. Provides local leadership to cluster school teachers.

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2.3.10 Roles and Functions of Head Teacher of an Elementary School

Head teacher of an elementary school is institutional leader of his/her school.

a. Supervises instruction, ensures teachers’ and students’ attendance,

b. Works for the enhancement in enrollment rate and decrease in the drop out rate,

c. Keeps close liaison with the community for the welfare of the school through school council

d. Ensures high rate of enrolment in schools.

e. Keeps close liaison with the centre headmaster/headmistress

f. Complies all the instructions given by the AEO from time to time.

g. Keeps the school record up to date and ready for the inspecting officers and provides up to date school information to the AEO on monthly basis.

h. Keeps check on the implementation of curriculum according the Dastoor-ul-Amal proposed and approved by the education department.

i. Keeps up to date record of continuous assessment of students.

2.4. Duties of Registrar Departmental Examinations

His/her main responsibilities include the following:

i. Conduct the examinations for 5th

ii. Appointment of Paper setter for all the 11 departmental examination.

and Middle class.

iii. Get the question papers set by the paper setters for all the departmental examinations.

iv. Proof read questions papers. v. Properly maintain the question

papers and keep secrecy of examination.

vi. Dispatch of question papers to the centers of examinations.

vii. Work as Head examiner in respect of those examinations where single examiners are appointed.

viii. Supervision of tabulation, scrutiny and announcement of result of all the departmental examinations.

ix. Safe custody of answer book of single examiners in which R.D.E. works as Head examiner.

x. Supervise all secret work of the examination branch.

xi. Appointment of Superintendents/Assistant Superintendents/Sub-Examiners for all the departmental examinations.

xii. Signing of all kinds of bills of the examination for further processing

xiii. Issue authority letters for payment to the personnel engaged in connection with the departmental examinations.

xiv. Sing the Roll No. Slips of all the departmental examinations.

xv. Re-check the scripts of all the departmental examinations.

xvi. Sign all original and duplicate certificates of the departmental examinations.

xvii. To conduct the meeting of Unfair Means Committee.

xviii. Sign the official dak of the examination branch.

xix. Over all control of the examination branch.

2.5 Inter-Departmental Collaborations- Guidelines

i. Teachers and education staff is sometimes involved in activities of national importance like national census, preparation of voter lists, conduct of elections and conduct of public examinations.

ii. EDO (Edu) and DEOs should have very close liaison with the heads of departments requiring services of teachers and other education staff in fulfilling their task.

iii. EDO (Edu) and DEOs may convince the heads of departments seeking support from the teachers and other education staff to evolve a mechanism and decide such a time frame so that instructional work of the school is not affected.

iv. EDO (Edu) and DEOs should provide complete protection to the education staff from high

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handedness of other departments and should also negotiate payment of remunerations and its timely disbursement, if any.

v. Leaving the education staff to the mercy of other departments lowers job satisfaction of teachers, lowers their morale and lowers prestige and respect of education managers at the district level. Situation of this kind always results in bad discipline and lower standard of education in schools.

2.5.1 Consultation with District

Finance and Budget Office

i. No district office shall, without

previous consultation with the District Finance and Budget Office, authorize any order which in particular involves:

• Relinquishment, remission or assignment of revenue relating to local funds, actual or potential, or furnish a guarantee against it or grant of all kinds of leases;

• Expenditure for which no provision exists;

• levy of taxes, duties, fees or cesses listed in Part II of Second Schedule of the Punjab Local Government Ordinance, 2001;

• Re-appropriations within budget grants;

• Interpretation of bye-laws made by the Finance and Budget Office.

ii. No proposal, which requires previous consultation with the Finance and Budget Officer, but in which the Finance and Budget Office has not concurred, shall not be proceeded with unless a decision to that effect has been taken by the Zila Council. Formal orders shall, nevertheless, be issued only after the Finance and Budget Office has exercised scrutiny over the details of the proposal.

2.5.2 Consultation with District Law Office

The District Law Office shall be consulted by other district officers:

a. on all legal questions arising out of any case; (b) on the interpretation of any law;

b. Before instituting criminal or civil proceedings in a court of law in which District Government is involved; and

c. Whenever criminal or civil proceedings are instituted against District Government

2.6 Public Relations

2.6.1 Relations with general public and parents

i. Education department is a public service department. Functionaries of the education department should have cordial relations with the community they are serving.

ii. EDO (Edu), DEOs, DDEOs and AEOs may identify persons of social importance parallel to their level of responsibility and should have at least personal acquaintance with them. They should develop mechanism to be aware of public sentiments about education at their level.

iii. EDO (Education), DEOs, and AEOs may find time to attend meetings of school councils and parent day functions of the schools.

2.6.2 Relations with Politicians and Public Representatives

i. Politicians and public representatives at district, provincial and national levels are very important people and educational mangers at the district level need to have very close working relationships with them.

ii. EDO or DEOs may arrange special briefing sessions in their offices or in some school regarding educational achievements, educational issues and problems at the district level to win support and a positive attitude of these persons towards education, teachers and educational managers.

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2.7 Job Descriptions

The above mentioned roles and responsibilities as mandated in the government rules only defines the broad parameters of any job. Specific job descriptions (JDs) are not prescribed anywhere, but are needed to be drawn from the above mentioned responsibilities. A comprehensive job description has to encompass the following aspects:

1. reporting relationship 2. main purpose of job 3. key result areas 4. performance standards 5. Knowledge skills and qualities required for the job

Since the development of JDs is a specialized task for which the staff and officers in the EDOMAL are not trained, therefore, a generic set of JDs for the officers of EDOMAL have been developed. These JDs have been developed in consultation with the relevant field staff and officers. The same were also validated in subsequent interactions with the EDOMAL officers. Specific JDs are to be developed for all the officers working in EDOMAL keeping in view the generic format of the JDs.

Annexure 2.1 Generic Job Description for EDO 2.2 Generic Job Description for DEO 2.3 Generic Job Description for DDEO 2.4 Generic Job Description for AEO

Reference Material


2. Govt. of Punjab, Rules of Business, 2001

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Unit-3: Budget

3.1 Introduction

Budget is a planning and controlling tool for the financial management of an organization. It is a description of financial plans. It gives details of estimates of revenue and expenditures of our organization for a stated period of time.

3.2 Purpose

Purpose of the budget is to get the fiscal layout of projected revenue and expenditure of govt. activities, side by side with the record of past years. This gives a proposed work program/plan with estimates of funds necessary to execute it. Planning and budgeting are two complementary operations. Policy and program comes first and the translation of segments of such plans into figures comes next.

3.3. Three functional types of Budget

3.3.1 Revenue Budgets

It gives estimate of the total revenue receipts of the organization in a given period.

3.3.2 Expense Budgets

Expenses budget lists the primary activities undertaken by a unit to achieve its goals and allocate an amount to each of them.

3.3.3 Cash Budgets

It is the forecast of how much cash the organization will have and how much it will need to meet the expenses.

3.4 Approaches to Budgeting

i. Incremental Budgeting ii. Zero Base Budgeting

3.5 Incremental Budgeting

The incremental or traditional budget has two identifying characteristics.

First, funds are allocated to departments or organizational units. The managers of these units then allocate funds to activities as they see fit. Second, an incremental budget develops out of the previous budget. Each period’s budget begins by using the last period as a reference point. Only incremental changes in the budget request are reviewed.

3.6 Zero Based Budgeting (ZBB)

A method of budgeting in which all expenditures must be justified in each new period as opposed to only explaining the amounts requested in excess of the previous period’s funding. Example, if an organization uses ZBB, each department would have to justify its funding every year. That is, funding would have a base at zero. A department would have to show why its funding efficiently helps the organization toward its goals. ZBB is especially encouraged for Government budget because expenditures can easily run out of control if it is automatically assumed that what was spent last year must be spent this year.

3.7 Budget Call Letter – A Brief Overview

The concept of a Budget Call Circular (BCC) has been visualized in order to collect information right from Drawing & Disbursing Officers (DDOs), Collecting Officers (COs) levels and line Head of Offices for preparing timely and accurate Budget Estimates for the next year based on reliable/verifiable data. Besides communicating the forms for recording estimates of receipts and expenditure, the BCC also envisages the collection of other fiscal data like investments, recoveries of arrears, loans payable/recoverable, etc. but top of all it communicates the vision/policies/priorities and targets fixed under various sectors programs/ investments, etc. As such the BCC

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disseminates the information available in a common pool to each DDO/CO. Under Budget Rules 2003, the Finance & Budget Officer of Local Government is required to ensure the timely circulation of BCC among Head of Offices/DDO/. 3.7.1 Why Budget Call Letter?

i. The Budget Call Letter heralds the formal beginning of the Budget Cycle

Budget Call essentially sets out the timing of events in the planning and budgeting process, the inputs required from other stakeholders by the budget desk to enable the desk to compile the local government Budget Framework and the information required by stakeholders to enable them prepare their input. The Budget Call is circulated to all the stakeholders involved in budget preparation.

ii. Additionally:

a. The BCL is a legal requirement as

per Budget Rules 2003. b. It provides a vision, direction and a

macro perspective that would be common to all key players thereby anchoring everyone to the same strategic goals.

It provides specific information for some of the critical steps of the budget cycle.

3.7.2 Effective Budget Call Letter

a. The success of efficient and accurate budget estimation process rests with an effective Budget Call Letter, which should be in line with the Mission/Goals adopted by a local government under the vision of its Nazim.

b. The Finance & Budget Officer (F&BO) of a local government, in terms of Rule 11(4) of Budget Rules, 2003, shall issue to each Head of Office a Budget Call Letter as per time frame fixed under, Budget Calendar, which should include priorities/policies, etc. framed by the Nazim in consultation with various

stakeholders and include the requirements of the respective Councils of the concerned local government:

• In case of District Government, the requirements of Tehsil Councils/Union Councils relating to district function ;

• In case of Tehsil Municipal Administration the requirements of Zila Council/Union Councils relating to Tehsil function ; and

• The Zila Council and Tehsil Council may provide their requirements to Union Nazims relating to union functions.

c. The Budget Call Letter should also contain the priority areas for enhanced investment in Social Sector areas and poverty reduction adopted as a policy announced by the Federal/Provincial Governments.

d. While sending Budget Call Letter to the Head of Offices, F&BO should enclose the following documents with the letter:

• Budget Calendar • Forms for estimation of receipts • Forms for estimation of

current/new expenditure • Forms for estimation of

Development expenditure • Forms for investment, liabilities

and loans • Forms for Budget Salient

Features • Policy statement of Nazim

containing the priorities fixed for that financial year

• Guidelines for filling up the forms correctly

3.7.3 Functions of a Budget Call Circular/ Letter

i. Informs departments of the timing of key events in the planning and budgeting process and provide deadlines for submission of inputs.

ii. Informs the stakeholders of any new elements in the budgeting process

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iii. It should mention the resource projections, draft recurrent and development transfer budgets.

iv. Gives indicative sector ceilings and indicative planning figures.

v. Provides minimum recurrent and development grant allocations to departments

vi. Provides the percentage flexibility, cuts and cost savings as indicated in the policy

3.7.4 Functions of a Budget Call Circular/Letter

Government has revised the budgeting procedures to prepare Budget Estimates on the basis of new accounting models developed by Auditor General of Pakistan through the “Project to Improve Financial Reporting and Auditing” (PIFRA). In view of the latest instructions BCC should constitute the following documents: 1. Budget Calendar (Annexure-3.1) 2. Instructions/guidelines to fill the

forms in respect of Estimates of Receipts (Annexure-3.2)

3. Forms, BM-1 & BM-2 for the Estimates of Receipts for the financial year 2005-06, to be filled b the Departments/Attached Departments & Collecting Officers, along with the instructions relating to the completion of these forms according to New Accounting Model (Annexure-3.3)

4. Instructions/guidelines to fill the forms in respect of Estimates of Expenditure (Annexure-3.4)

5. Forms, BM-1 & MB-2 for Estimates of Expenditure for Regular (permanent) Budge Estimates and SNE (Fresh and Continue), to be filled by Drawing Disbursing Officers (DDOs), Controlling Officers & Heads of Departments, along with the instructions relating to the completion of these forms according to New Accounting Model (Annexure-3.5)

6. Form B-0 for indicating details of sanctioned posts/employees (Annexure-3.6)

7. Form for Re-appropriations (Annexure-3.7)

8. Form for Supplementary Grants (Annexure-3.8)

9. Form for Surrenders and Withdrawals (Annexure-3.9)

10. Additional Forms for Medium Term Budgetary Framework (Annexure-3.10)

3.8 Responding to Budget Call Letter

While making a budget all DDOs should ensure that the relevant stakeholders be consulted so that the resulting budget reflects the needs and priorities of the majority. The following steps will need to be followed while responding to a budget call letter:

a. The call letter should be very clear

as to the requirements that are being solicited. It should have a bulleted step wise explanation along with timelines and roles and responsibilities regarding the various steps involved in responding to the call letter.

b. The Mushavirat committee members will need to be informed at all stages in making a budget.

c. Collation of all relevant data that may be required to make a fair and accurate budget from all relevant sources.

d. Validation of collated data. e. Prior notice to be given to all

concerned with the budget making process, this intimation includes the time of arrival of the budget call letter. Prior supply of the previous year’s budget documents to the stakeholders

f. Discussion meetings with all relevant stakeholders during the budget making process.

g. Draft budgets to be shared with all concerned

h. Budget to be debated in council session and approved by a majority of the members (as the case and rule already under practice may be).

All activities/projects for which provision is made in the budget will have to be prioritized according to the need.

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3.8.1 Budget Calendar

The Budget Calendar is circulated with BCC to facilitate each DDO/Head of Offices to follow the time frame fixed for each activity involved in budget preparation. By following the target dates, as provided in the Budget Calendar, every concerned unit contribute in the timely preparation of consolidated budget estimates, which provides ample time to the planners/policy maker to set the proposed allocations/investments according to the policy and priorities of Local Government . 3.8.2 Pro-forma for Estimates of Receipts

In order to record entries about estimated receipts for the ensuing financial year and Revised Estimates of current financial year, a series of B.D.R. forms has been prescribed in Budget Rules 2003. There are five different forms prescribed in order to fetch complete information from Collecting Officer(s).

3.8.3 Pro-forma for Estimates of Expenditure

In case of Budget Estimates of Expenditure, total eight forms (BDC-1 to 8) have been prescribed under Budget Rules 2003, which help the Finance & Budget Officer to consolidate the estimates of expenditure anticipated for next financial year and are instrumental in generating various statements carrying different type of information e.g. total number of posts department-wise, grade-wise estimated establishment charges, grant-wise estimates for commodities & services/repair & maintenance of durable goods, etc 3.8.4 Pro-forma for Estimates of

Development Expenditure Implementation

The information for estimates of development expenditure is generated on the BDD forms, four in number, to be filled in by DDOs, where applicable. The information generated through these forms is issued by the Finance & Budget Officer for finalizing the ADP/Development Budget Estimates of the next financial year, keeping in view

the priorities and policies of a Local Government. 3.8.5 Pro-forma for Budget - Salient Features

Each DDO, while generating the data of estimates for receipts/expenditure, is also required to provide the salient features in respect of receipts/expenditure of his/her department for information of the Finance & Budget Officer, with the help of which, the consolidated features of the Budget estimates are finalized and published for the information of the general public and also helpful for generating information for the Budget Speech. 3.8.6 Policy Guidelines Applicable To All Receipts

i. All the EDOs are required to

nominate collecting officers for estimation of all kinds of receipts due to the District Government under section 107 of Local Government Ordinance.

ii. Receipts estimates should be updated by timely and accurate revenue base surveys.

iii. EDO should strictly follow the time schedule and formats provided in the budget rules (second schedule) for finalization of revenue mobilization proposals.

iv. All the legal and codal formalities under taxation rules, collection of auctioning rights rules, etc. must be completed well before the start of the financial year so that receipt targets of the year may be fully achieved.

v. Receipt estimation forms under the budget rules (BDR 1-5, BDO (1-2 & 5) BM (3 & 4), BMP (2)) must be carefully scrutinized by all the controlling officers/ EDOs.

vi. Instructions contained in rule 13 of budget rules must be followed by all the collecting officers.

3.8.7 Policy Guidelines Applicable to All expenditure

i. Estimation of expenditure may be made only for the functions assigned to the District Government under the Punjab District

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Government Rules of Business, 2001.

ii. Provisions may be made to liquidate validly accrued liabilities of the previous years.

iii. Provision may be made for all sanctioned posts.

iv. The posts proposed to be abolished may be identified and the procedural formalities may be completed for their abolishment.

v. While preparing estimates of expenditure, every drawing and disbursing officer and all others connected with the process of review and consolidation of the budget proposals may exercise such measure of economy and carefulness as they would exercise in respect of budgeting their own money.

vi. The officers responsible for field inspections may be given allocations to ensure that they are able to move with as much frequency as is required under the relevant rules or policy instructions. Likewise allocations for logistics of the officers having no or little field duties may be revised accordingly;

vii. The increases in pay and allowances/pension announced by the Provincial Government may be followed while preparing the budget estimates.

viii. Provision may be made for leave-salary.

ix. The estimates of recurrent (non-development) expenditure require critical scrutiny. Instead of following incremental approach to previous year expenditure the schedule of establishment, programs, and activities should be examined on parameters of economy, efficiency and effectiveness. The ability/capacity of organization to achieve desired objectives/targets may be evaluated. Accordingly, the change management plans may be prepared and their cost estimation be projected in terms of various functions and objects.

x. Each department should formulate policy parameters for efficient financial management and get them approved from Zila Council.

xi. Adequate funding arrangements shall be ensured for smooth and efficient working of Zila Nazim’s Office.

xii. Adequate resources may be provided to complaint cell established at Zila Nazim’s office.

3.8.8 Preparation of School Budget

Introduction

Schools need finances to carry out their program, to pay the teachers and other staff, etc. These finances are provided by the Govt. on the basis of demands made by the institutions on the prescribed Performa such as: • BM 1 • BM 2 • BM 3 • BM 10 • BM1/11 • BM 16 • Statement of allowances • Statement of excesses and

surrenders, etc.

Head of institution has to prepare BM 3, BM 10, BM 1/11, Statement of Allowances and First and Second Statements of Excesses and Surrenders to enable the finance department to prepare the annual budget. In order to prepare BM 10 and BM 3 following information is needed: • Category-wise number of

sanctioned posts • BS and stage of pay of each

incumbent • Pay scales in force. • Category-wise number of posts

with BS and stage of pay.

1. Monthly Expenditure Statement In order to prepare statements of excesses and surrenders you need information about the actual expenditure done every month out of the sanctioned budget. So an expenditure statement is prepared every month and is sent to DEO/Dy. DEO on the prescribed Performa. It includes all the expenditures made out of the sanctioned budget during

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the current month plus the total amount of expenditure made up to the previous month. 2. Statements of Excesses &

Surrenders The statements of excesses and surrenders are intended solely for the purpose of fixing revised estimates of expenditures of the year after examination of the actual expenditure to date and for indicating what the surrenders and excesses are likely to be over the grants sanctioned. It is not intended to be means of making provision for additional funds, the need for which may arise subsequent to the framing of the budget estimates. 3. First Statement of Excesses &

Surrenders The main objectives of the first statement of excesses and surrender is to enable the finance department to frame the preliminary revised estimates for the current years on the basis of which the ways and means position of the current and the next year is determined. It is to be prepared and submitted in the month of November every year. 4. Information Required for First

Statement of Excesses & Surrenders

i. Functions (major, minor with details)

ii. Object (major, minor with details) iii. Grants sanctioned/sanctioned

budget iv. Modified Grants v. Actual accounts of first 4 months of

current financial year vi. Actual accounts of the last 8

months of the last financial year vii. Anticipated grants for the current

financial year (November to June) viii. Excesses ix. Surrenders

Along with this form, full justification for excesses and surrender is to be sent on a separate note.

5. Second Statement of Excesses and Surrenders

The second statement of excesses and surrenders is the basis on which the Finance Department frames the final revised estimates of the current year. It is the chief source of information on which the Finance Department relies to determine whether the modified grant will be in excess or in deficit of the actual expenditure. It is to be submitted during the month of March every year. 6. Information Required for Second

Statement of Excesses and Surrenders

i. Function ii. Object iii. Grants sanctioned/sanctioned

budget iv. Modified grants v. Actual accounts for the first 8

months of the current financial year. vi. Actual accounts of the last four

months of the last financial year vii. Anticipated grants/expenditures for

the current financial year (March to June)

viii. Excesses ix. Surrenders

Annexure 3.1 Budget Calendar 3.2 Instructions/Guidelines to Fill the Forms in Respect of Estimates of Receipts 3.3 Budget Estimates of Receipts 3.4 Instructions/Guidelines to Fill the Forms in Respect of Estimates of Expenditure 3.5 Format for Permanent Budget/ Schedule of New Expenditure 3.6 Form BM-10 for Indicating Details of Sanctioned Posts/Employees 3.7 Form for Re-appropriation 3.8 Form for Supplementary Grants 3.9 Form for Surrenders and Withdrawals 3.10 Additional Forms for Medium Term Budgetary Framework

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Reference Material

1. Punjab, Local Government Budget Rules, 2003.


3. Govt. of Punjab, Rules of Business, 2001

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Unit-4: Office Management

4.1 Introduction - Different Forms of Written Communication:

A brief overview along with the samples/formats of the important forms of communication commonly used in Government Offices are selected for the purpose of this manual. (Refer to "Manual of Secretariat Instructions S&GAD Government of the Punjab).

1. Official Letter 2. Letter/ office Memorandum 3. Endorsement 4. Demi-official letter 5. Order 6. Office order 7. Application 8. Invitation

4.1.1 Official Letter

An official letter form should normally be used for correspondence with the Federal Government, other Provincial Govts; Pakistan Missions abroad, Foreign Missions in Pakistan and High Court, etc. It is not used for correspondence between different departments of the secretariat.

Sample Official Letter

OFFICIAL LETTER Tel No. ____________ Government of the Punjab Education Departm Date: ___________ From: Name and Designation of the sender. To: Designation and Address of the

Addressee Subject: _________________________ Sir, Text ---------------------------------------------- ----------------------------------------------------- -----------------------------------------------------

Yours obediently, Re (Endorsement) No_________________________ Date A Copy is forwarded to:

1. 4.1.2 Office Memorandum:

Memorandum is normally used for correspondence with subordinate and higher offices or the office of the same status within the same Government. It is written in third person without having salutation and complementary closing/subscription.

Sample Office Memorandum

OFFICE MEMORANDUM

OFFICE OF THE HEADTEACHER, GOVERNMENT ELEMENTARY

(BOYS/GIRLS) SCHOOL To

The District Education Officer (DEO) Male/Female.

Memo No ____ Dated: Subject: Staffing Position of the School Kindly refer to your letter No.__________ dated_______ on the subject cited above The staffing position of Government Elementary School on prescribed Performa in submitted herewith. Endorsement: No._________________________ Dated:________________________ Copy forwarded to DDO (EE)_______________________

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With reference to his/her Endorsement No. _______ dated for information/necessary action.

Note: The main copy will be signed by the Head Teacher leaving the endorsement without signature but the endorsed copy/ copies will be signed by the HT or DY. HT marking the main letter as SD/ at the signature place. 4.1.3 Demi-Official Letter:

Demi-Official letter is addressed personally to an officer by name and is written in first person. It begins with salutation (Dear/ My Dear ______) and terminates with subscription (your sincerely). It is written when the personal attention of the addressee is required in a particular matter, to ensure expeditious action. In salutation part the following points may be noted:

i. When writing to the higher offices the name of the officers should not be used ; instead the designation of the officer should be used.

My Dear Director My Dear DEO ii. When writing to lower or equal

formations the name may be used Dear Mr. Qureshi

Sample Demi-Office Letter

Demi-Official Letter

D.O No.______________

Govt. Elementary (Boys/Girls)_________ Dated:_________________________

Dear Deputy DEO, Asalam-o-Alikum __________________________________________________________________________________________________________________________________________________________________________________________________________________

_________________________________________________________________________________________________________

With the best regards,

Mr. ____________________ Yours Sincerely

Dy. DEO (EE) Male/ Female

_______________________ Signature________ Seal____________

4.1.4 Endorsement:

This form is used to forward the original order of the applications, etc. to the quarters concerned (the addresses) for necessary action which includes;

i. Returning the paper in original to the sender or

ii. Forwarding the paper (application etc.) to the addressee for • Information • Compliance • Approval, etc.

Sample Endorsement

Endorsement:

No._____ Dated:________ Copy forwarded to DDO (EE)___________ With reference to his/her Endorsement No. dated for information/necessary action.

4.1.5 Order:

In offices this form of communication is used to convey different orders /instructions such as appointment, sanctions, disciplinary decision, etc.

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i. Sample Order

Order

Government Elementary School

No_________________ Dated_________________

_________________________________________________________________________________________________________

Endorsement

No_____________________ Dated _______________

Copy Forwarded to Sd/

Authority

6. Office Order:

This format is usually used to communicate the instructions for internal administrative matters in the office. Sample Office Order

OFFICE ORDER O.O. No._______________ dated_____ Dear Teachers 1. New academic year has started; the

undersigned will visit classrooms as per schedule given below:

Class I & II 1st week

Class III & IV 2nd

Class

week

V& VI 3rd

Class

week

VII & VIII 4th

week

2. Please display in your classroom the break-up of the curriculum on monthly basis and daily timetable.

3. Weekly teachers' diaries are required to be submitted to the

undersigned regularly on each Monday.

Sd

7. Application:

Application is a request made to some authority for provision of some facility, job, leave, etc. it has also a special form for this purpose. It is written in first person. It contains the following main contents:

i. Official designation of the addressee ii. Salutation iii. Main text- detail of the request iv. Subscription v. Date

Sample Application

APPLICATION

Date: To The Headmaster Government Elementary School Chak No. 252 Sir, Respectfully I have to inform you that my eldest son is coming from Dubai by tomorrow Morning Flight No. PK-333 at about 9:00a.m. I have to receive him/her at Lahore airport. It is, therefore, requested that I may be allowed one day Casual Leave for 3 Nov, 2007 and oblige. Thank you,

Name_________________ Government Elementary School

8. Invitation Letter

An invitation letter is a form of written communication which is used for requesting people to attend a function/ceremony. It must contain the date, place and time of the

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function and it should explain the nature of function.

Sample Invitation Letter

OFFICIAL INVITATION

OFFICE OF THE HEADTEACHER, GOVT. ELEMENTARY SCHOOL (BOYS) JALALPUR, DISTRICT MULTAN

Date: (Name)

DEO (EE) Male

Multan District

Multan Dear Sir, Parent's Day is being celebrated in the school on 20th

August 2007. I am to request you to preside over the function. The event will start at 9.30 am, programmed is attached for you perusal. Yours Sincerely,

Signature

(Name of the Head Teacher)

4.2 File

All the communication within an office regarding actions on different cases is done in files. File comprises of two parts i.e Noting portion and a Correspondence portion. Noting portion include the summaries, comments, suggested course of actions, references to the rule and regulations and the decision of the authorities. The Noting portion is an integral part of the File and is maintained in a chronological order in which each paragraph is sequentially numbered. Correspondence part includes the receipts, drafts of letters and the office copies of the communications made with reference to the case.

4.2.1 Procedure for Assigning Subject Titles and Numbers to Files

Each file should be given: i. a suitable Subject title; and ii. an appropriate number For the purpose of record keeping so that the records can be placed in order and be traced when ever required. Every Section/office shall maintain an approved list/register of main Subject headings serially numbered in respect of all matters/subjects dealt with in the section/school. A File register is to be maintained in which a list of all the file Headings is to be recorded. Some of the Subject heading may be as under:

i. Recruitment of staff ii. Leave and Transfers iii. Pensions etc. iv. Purchase of furniture

Each Subject Headings shall be split into appropriate sub headings and serially numbered. For example; under the main heading “

• Stenographers

Recruitment of staff" the sub headings may be:

• Mali • Naib Qasid, etc.

The subject title of the file dealing with the recruitment of "Mali" will be as “Recruitment of Staff – Mali”

5. The number of each file will indicate:

i. The section/office to which the file pertains, this is generally represented by distinguishing letter/letters denoting the section to which it belongs

ii. The serial Number of main list of 'headings’

iii. The serial Number of ‘sub heading’

iv. The year in which the file is opened.

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4. The serial numbers of the files should

run from 1st January to 31st

December each year. Anew series should be started each year but the main file headings allotted to particular subjects should, as far as, possible be retained.

5. An Index Card should be prepared for each file. Both the Assistant and Stenographer shall be jointly responsible for the custody of the files in an office.

4.2.2 Part File

6. No file should be opened unnecessarily. The opening of a part file should be avoided, as far as, possible. A part file may however be opened when the main file is not likely to be available for some time and the action cannot be held up mean while. When a part file is opened it should be given the same number as that of the original file and it should mention (Part File- I).

7. The part file/files should be amalgamated with the main file as soon as the main file becomes available.

4.2.3 Referencing

8. No case shall be submitted to an officer without previous papers to which references are made in the fresh case.

9. All the previous papers, rules and regulations, etc. to which reference is made in the fresh receipt should be indicated by giving the number of the pages in the margin in pencil and where necessary by flagging with alphabetical slips.

10. Reference books, normally available with the officers, should not be put up with the file: but relevant pages to which attention is to be drawn should be indicated in the margin.

4.2.4 Noting on Files

11. A note should be recorded on a file only in a case which is to be put to a higher authority for orders. In such a case the noting should contain the following:

a. The facts of the case should be given in the noting in a brief and concise manner, it should also mention any mistakes/ mis-statement of facts in the paper under consideration.

b. The statutory procedure to be adopted in dealing with the case.

c. Any rules and regulations relevant to the case.

d. Any other related facts or figures. e. The points for decision. f. The suggested course of action.

12. All notes should be recorded on the Note Sheet of the file. No note should be written on the receipt itself.

13. if an authority has already made any remarks on the receipt then the same should be reproduced on the note sheet before subsequent notes are recorded and the officer recording the note should affix his/her signature on the right side of the sheet at the end of the note.

4.3 Office Records and Record Keeping

4.3.1 Introduction

The office record is the back bone of every office. It contains all sorts of information about offices and schools and the activities performed in it. The officials should know what a record is and how to maintain it? 4.3.2 What is record keeping?

Record keeping is receiving, classifying, arranging and preserving the incoming and outgoing information about the on going matters, assets, liabilities and the personnel of an institution/office systematically placed in order to reproduce it promptly for any future reference. It also includes the record about the students.

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4.3.3 The sources of the office/school record

All the incoming and outgoing information of an office, besides all actions taken by the Head of the institution/office recorded in a register, a book or a file, also form record. The following books, registers and files are maintained as a record in different offices and schools. (Source: Punjab Education Code)

i. Cash Register ii. Stock Register iii. Attendance register iv. GP Fund Register v. Property Register vi. Income and Expenditure Register vii. Cash Book viii. Diary and Dispatch Registers ix. Accession Register x. Character Roles and Personal files xi. Conduct and Discipline register xii. Acquaintance Roll xiii. Postage stamps register xiv. Contingent Register xv. Casual leave account register xvi. Log books of the vehicles xvii. The Pun jab Education Code xviii. Admission and withdrawal register xix. Examination Register xx. Library books issue register xxi. Visitor's Book

4.3.4 Duration for keeping different records

Different records which are maintained in offices and schools are needed to be kept for specific periods of time before destruction. Time lines for maintaining different records are given below after which these records need to be weeded out. Audit reports 5 Years Syllabuses -do- Visitors books -do- Rustication of boys -do- Papers regarding. purchase of seeds etc -do- Attendance registers -do- Statements of fees realized and credited -do- in the government treasury

Traveling allowance bills 3 years Examination results (Departmental) -do- Register of postage stamps -do- Purchase and supply of liveries to peon 3 years after last supply Vouchers of contingent bills not exceeding Rs. 100 3 years after audit Stationery Registers 3 years after being checked by auditor House examination results 2 years Annual repairs to buildings -do- Register of issue of library books -do- Casual leave cases and statements 1 year Annual results and promotion of students -do- Applications for exemption or remission of fees -do- Vouchers of all sorts. -do- Note: The above information has been taken from circular No. 564 D.P.I's C. M. No. 18083-R, dated 310-34, to the Divisional Inspectors and Circle inspector of Schools in the Punjab.

4.4 Procedures

4.4.1 To write off irreparable/ unserviceable items

• A list of such Items be prepared and sent to DEOs.

• DEO (E) may visit the school to physically verify the items in the list and pass orders for writing them off and their disposal through open auction by the Head teacher.

• Later on, all the written off items should be disposed off through public auction by the Auction Committee of the school constituted by the Head Teacher, and the proceeds (money received from auction) should be deposited in the govt. treasury/ National Bank

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4.4.2 For repair/replacement of broken items during use in an Elementary School

• A list of such items should be prepared in the next meeting of the School Purchase Committee (or School Council as the case may be) for its approval to carry out repairs/replacement out of Farogh-e-Taleem funds (or School Councils Funds as the case may be)

• Get the items repaired/replaced locally through the School Purchase Committee (or School Council) or any other Committee constituted under govt. instruction for this purpose.

• All the vouchers must be maintained carefully by the Head teachers for audit purposes.

Reference Material

1. Govt. of Punjab, Manual of Secretariat Instructions

2. Govt of Punjab, Rules of Business, 2001

3. Circular No. 564 D.P.I's C. M. No. 18083-R, dated 310-34, to the Divisional Inspectors and Circle inspector of Schools in the Punjab.

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Unit-5: Leave Rules

5.1 Introduction

The Civil Servants (CS), during their service, have some time to avail leave due to illness or some personal affairs. Leave is earned by the Government Servants for the period of duty only. Leave cannot be claimed as a matter of right. To deal with these issues knowledge of the relevant rules is mandatory.

5.2 Earning and Accumulation of Leave

A civil servant in non-vacation department earns leave on full pay at the rate of 4 days per calendar month of duty rendered.

Duty period of 15 days or less in a calendar month will be ignored for the purpose of earning leave and more than 15 days - considered as a full month

If a civil servant proceeds on leave during a calendar month and returns from it the next month and the period of duty is more than I5 days in either month, the leave to be credited for both the incomplete months shall be restricted to that admissible for one full month only There is no maximum limit on accumulation of leave.

5.3 Leave Application, Procedure and Consideration for its sanction, etc.

An application for leave must be made to the head of the office or authorized person. The extent of Leave due and admissible shall be stated in the application. (Sample is given in previous section.) When a CS submits a medical certificate for the grant of leave, it shall be issued/ signed by the authorized medical attendant. Leave as admissible to CS may be sanctioned by the head of Administrative Deptt./authorized person. In case where all the applications for leave can not, in the interest of public

service, be sanctioned the authority shall consider the following in deciding the priority of the applications. • Whether and how many applicants

are, for the time being, best be spared?

• Whether any applicants were

recalled compulsorily from leave previously?

• Whether any applicants were

required to make adjustment in the timing of their leave on the last occasion?

5.4 Types of Leave

Leave Rules, 1981 Notification No. F.D.SR-111-1-85/78 dated 13 July, 1981

(Compendium Page no. 141)

5.4.1 Civil Servants in Vacation Department

A Civil servant in Vacation department may earn leave on full pay:

a. when he/she avails himself/herself

of full vacation in a calendar year at the rate of one day for every calendar month of duty rendered

b. when he/she is prevented from availing himself/herself of full vacation for that year at the rate as for civil servant in the non-vacation department

c. when he/she avails himself/herself of only part of the vacation - as in (a) above plus such a proportion of 30 days as the number of days of vacation not taken, bears to the full vacation

5.4.2 Casual Leave

a. Casual Leave (CL) should not ordinarily exceed 10 days at a time and 25 days during any one calender year.

b. The sanctioning authority may, however, grant CL upto 15 days in special circumstances.

c. It may be granted in conjunction

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with Sundays or public holidays but not with any other kind of leave or joining time.

d. Government servants are not entitled to CL as of right.

5.4.3 Leave on full pay

The maximum period of leave on full pay that may be granted at one time shall be as follows:

a. Without a medical certificate 120 day

b. On medical certificate from leave account- 365 days in entire service

5.4.4 Leave on half pay

a. Leave on full pay may be converted into leave on half pay

b. There shall be no limit on the grant of leave on half pay so long as it is available by conversion in the leave account

5.4.5 Leave shall be applied for in

terms of days

Carry forward of existing leave

Leave is recast: a. On full pay: I month = 30

days, I day = I day b. On half hay: I month = I5

days, 2 days = I day 5.4.6 Extraordinary Leave (leave

without pay)

May be granted on any ground to a maximum period of 5 years at a time, provided the civil servant has been in continuous service for a period of not less than 10 years. If service is less than 10 years - leave without pay may be granted for maximum of 2 years at the discretion of the head of the office. Maximum period of 5 years shall be reduced by the period of leave on full pay or half pay if granted in combination with EOL. 5.4.7 Recreation Leave

15 days in any one year - debit to the leave account may be for 10 days on full pay, provided that leave shall not be admissible to a CS in a vacation

department. 5.4.8 Leave not due

a. Leave not due may be granted on full pay - (to be offset against leave to be earned in future)

• For first 5 years of service -

should not exceed 90 days • For the entire service - to a

maximum of 365 days

b. such leave may be converted into leave on half pay

c. Such leave may only be granted when there are reasonable chances of the CS to resume duty

d. Such leave should only be granted sparingly, and not to temporary employees.

5.4.9 Special Leave

a. A female civil servant, on the death of her husband, may be granted leave on full pay, when applied for, for a period not exceeding 130 days

b. Such leave shall not to be debited to her leave account

c. Shall commence from the date of death of her husband - death certificate required

5.4.10 Maternity Leave

a. May be granted, outside the leave account, on full pay to the extent of 90 days in all

b. May not be granted for more than 3 times in the entire service, except for a female civil servant in vacation department who may be granted ML Without this restriction

c. For confinements beyond the third one, the female CS in the non-vacation department would have to take leave from the leave account

d. May be granted in continuation of or combination with any other kind of leave

5.4.11 Disability Leave

a. May be granted up to a maximum of 720 days to a CS disabled by injury, ailment or disease

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contracted in the course of duty or official position

b. First 180 on full pay - on half pay for the remaining period

5.4.12 Leave ex-Pakistan

a. May be granted on full pay, if due.

5.4.14 Leave preparatory to retirement (LPR)

a. Maximum period for which a civil servant can be granted LPR is 365 days

b. Such leave can be taken subject to availability, either on full pay or partly on full pay and partly on half pay or entirely on half pay at the discretion of the civil servant.

Encashment of refused leave preparatory to retirement i. Lump sum leave pay for the leave

refused to him/her subject to a maximum of 180 days leave on full pay

ii. Such leave can be refused (in

public interest) partly and sanctioned partly but the cash compensation shall be admissible for the actual period of such leave so refused, not exceeding 180 days.

iii. Either in lump sum at retirement or

otherwise

iv. If CS dies before completing 180 days of such leave the family will be entitled to a lump sum payment equal to the period falling short of 180 days.

5.5 Encashment of leave preparatory to retirement

i. A civil servant may fifteen months before the date of superannuation or thirty years qualifying service, at his/her option, be allowed to en-cash his/her LPR if he/she undertakes in writing to perform duty in lieu of the whole period of 365 days or lesser period which is due and admissible.

ii. If a civil servant does not exercise

the option within the specified period he/she shall be deemed to have opted for the encashment of LPR.

iii. In lieu of such leave, leave pay may be claimed for the actual period of such leave subject to a maximum of 180 days.

5.6 In-service death

i. If a CS dies or is declared permanently incapacitated for further service by a Medical Board, a lump sum payment equal to leave pay up to 180 days out of the leave to his/her credit shall be made to the family as defined under Family Pension

ii. Senior Post Allowance will be included

5.7 Reasons for leave need not to be specified

i. It shall not be necessary to specify the reasons for which leave has been applied so long as leave is due and is admissible to the CS provided that for medical leave the authority competent to sanction the leave may, at its discretion, secure a second medical opinion by requesting the Civil Surgeon or Medical Board.

ii. Leave on medical certificate will not be refused.

5.8 Leave - when it starts and ends:

i. Start - w.e.f. the day following the day when the CS hands over his/her charge of the post

ii. Ends - w.e.f. the day preceding that on which CS resumes duty

5.9 Re-Call from Leave

If called back with the personal approval of the Head office. He/ she may be granted a single return fare plus Daily Allowance.

5.10 Over stay after sanctioned leave

Unless extended by Head of office, a

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CS absent after the end of the leave - no remuneration will be paid and double the period of' absence will be debited against the leave account, without any prejudice to any disciplinary action that may be taken against him/her.

5.11 Choice for the type of leave

Any type of leave may be applied for which is due, and it shall not be refused on the grounds that another type of leave should be taken in the particular circumstances.

5.12 Combination of different types of leave

One type of' leave may be combined with joining time or with any other type of leave otherwise admissible - but LPR shall not be combined with any other kind of leave.

5.13 Return to Duty

A CS may not return to duty before the expiry of the period of leave granted to him/her unless permitted to do so by the authority.

5.14 Handing over charge

A CS proceeding on leave shall hand over the charge of' the post, and if grade 16 and above, while handing over will sign the charge relinquishment report.

5.15 Assumption of charge

i. Report to the authority that sanctioned leaves and take up charge of the post on return from leave.

ii. If asked to take charge at another post travel expenses will be paid.

5.16 Accounts Offices

Account Office shall maintain Leave Account of the CS.

i. Leave account will be maintained as part of the Civil Servants Service Book.

ii. Leave to lapse when a CS quits the service.

5.17 Pay during the leave

i. Leave salary during the leave

period on full pay shall be calculated at the rate equal to the pay drawn by him/her before commencement of leave. When leave is taken on half pay; the amount calculated shall be at a rate equal to half of that.

ii. A Civil Servant is entitled to the revised rate of pay if a general revision in pay takes place or an annual increment occurs during period of leave of the Civil Servant.

5.18 Leave Account Form and

filling instructions Leave account form is to be maintained for every civil servant. Four days of leave are to be earned for every month (more than 15 days in a month). All kinds of leaves are to be recorded in the prescribed format. Prescribed format of the leave account form may be seen in the Compendium. (Compendium Page no. 152)

Detailed instructions regarding the filling up of the Leave Account Form may also be seen in the Compendium. (Compendium Page no. 155)

Sample Application Form

APPLICATION FOR LEAVE Note: - Item I to 9 must be filled in by all applicants. Item 12 applies only in the case of Government servants of Grade 16 and above. 1. Name of applicant. 2. Leave Rules applicable. 3. Post held. 4. Department or Office. 5. Pay. 6. House Rent Allowance;

Conveyance Allowance or other Compensatory Allowances drawn in the present post.

7. (a) Nature of leave applied for. (b) Period of' leave in days. (c) Date of commencement.

8. Particular Rule/Rules under which leave is admissible.

9. (a) Date of return from last leave. (b) Nature of leave.

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(c) Period of leave in days.

Dated Signature of applicant

10. Remarks and recommendation of the Controlling Officer.

11. Certified that leave applied for is admissible under Rule and necessary conditions are fulfilled

Signature Designation Dated 12. Report of Audit Officer. Dated Signature Designation 13. Orders of the sanctioning

authority certifying that on the expiry of leave the applicant is likely to return to the same post carrying the compensatory allowances being drawn by him/her.

Signature Dated Designation.

Sample Medical Certificate

Medical Certificate for Civil Servants

for Leave or Extension in Leave

I.___________________________, after careful personal examination of the case, hereby certify that whose signature is given above, is suffering from_________________and I consider that a period of absence from duty with effect_____________________

is absolutely necessary for the restoration of his/her health.

Signature of applicant Dated the

Government Medical Attendant

Annexure 5.1 Application for leave 5.2 Sample Medical Certificate

Reference Material

1. Leave Rules, 1981 (Revised)

2. Fundamental Rules (DDO Handbook)

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Unit-6: Efficiency & Discipline Rules

Introduction

An efficient and effective set of instructions for disciplinary rules is always needed to act as a deterrent for the employee to prevent them from engaging in unfair activities. Clearly defined and understood instructions and uniform implementation of the same helps in maintaining discipline throughout the organization. A brief overview of the government rules regarding the disciplinary proceeding is given below for reference.

6.1 ‘Corruption’ means:

i. Accepting or obtaining or offering any gratification or valuable thing directly or indirectly, other than remuneration, as a reward for doing or for bearing to do any Official Act; or

ii. Dishonestly or fraudulently misappropriating/or indulging in embezzlement or misusing Government property or resources; or

iii. Possession of pecuniary sources or property by an employee or any of his/her dependents or any other person, through him/her or on his/her behalf, which cannot be accounted for and which are disproportionate to his/her known sources of income; or

iv. Maintaining standard of living beyond known sources of income, or

v. Having a reputation of being corrupt.

6.2 ‘Inefficiency’ means failure to:

i. efficiently perform functions

assigned to an employee in the discharge of his/her duties; or

ii. qualify departmental examination in three consecutive attempts;

6.3 ‘Misconduct’ includes:

i. conduct prejudicial to good order or service discipline; or

ii. Conduct contrary to the conduct rules/ for the time being in force; or

iii. conduct unbecoming of an officer and a gentleman; or

iv. involvement or participation for gain directly or indirectly/ in industry/ trade or speculative transactions by abuse or misuse of official position to gain undue advantage or assumption of such financial or other obligations in relation to private institutions or person as may compromise the performance of official duties or functions; or

v. any act to bring or attempt to bring outside influence directly or indirectly to bear on the Governor/ the Chief Minister/ a Minister, or any other authority in respect of any matter relating to the appointment, promotion, transfer, punishment, retirement or other conditions of service; or

vi. making appointment or promotion or having been appointed or promoted on extraneous grounds in violation of any law or rules; or

vii. absence from duty without prior approval of leave; or

viii. convictionl by a Court of law as a result of compounding of an offence involving moral turpitude or affecting human body; or

ix. conviction for an offence by a Court of law;

Delegation of power with reference to the appointing authority, authority and appelate authority may be seen in the Compendium. (Compendium page 195-198, 201-203, 205-212)

6.4 Grounds for proceedings

An employee shall be liable to be proceeded against under this Act; if he/she is: i. inefficient or has ceased to be

efficient for any reason; or ii. guilty of misconduct; or iii. guilty of corruption or is reasonably

considered to be corrupt; or iv. engaged or is reasonably believed

to be engaged in subversive

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activities/ and his/her retention in service is prejudicial to national security/ or is guilty of disclosure of official secrets to any unauthorized person.

6.5 Penalties

The competent authority may, notwithstanding anything contained in any law or the terms and conditions of service of the accused/ by an order in writing impose one or more of the following penalties/ namely:- i. Minor penalties

a. censure; b. withholding of increment or

increments/ for a specific period/ subject to a maximum of five years;

c. fine not exceeding basic pay of one month;

d. reduction to a lower stage or stages in pay scale, subject to a maximum of five stages; and

e. withholding of promotion for a specific period, subject to a maximum of five years. (Compendium page 245)

ii. Major penalties

a. recovery from pay, pension or any other amount payable to the accused/ the whole or a part of any pecuniary loss caused to the Government or the organization in which he/she was employed, and if the amount due from any such person cannot be wholly recovered from the pay/ pension or any other amount payable to him/her, such amount shall be recovered under the law for the time being in force;

b. reduction to a lower post and pay scale from the substantive or regular post for a specific period subject to a maximum of five years;

c. forfeiture of past service for a specific period subject to a maximum of five years;

d. compulsory retirement; e. removal from service, and f. dismissal from service; and

(Compendium page 245)

iii. Penalties after retirement

a. withholding of pension or any part thereof; and

b. recovery from pension or any other amount payable to the accused/ of pecuniary loss caused to the Government or the organization in which he/she was employed, and if the amount due from any such person cannot be wholly recovered from the pension or any other amount payable to him/her such amount shall be recovered under the law for the time being in force.

6.6 Initiation of proceedings

i. If on the basis of its own knowledge or information placed before it, the competent authority is of the opinion that there are sufficient grounds for initiating proceedings against an employee it shall either:

a. proceed itself against the accused by

issuing a show-cause notice under section 7 and for reasons to be recorded in writing to dispense with the inquiry:

Provided that no opportunity of

showing cause or personal hearing shall be given where—

• the competent authority is

satisfied that in the interest of security of Pakistan or any part thereof, it is not expedient to give such an opportunity; or

• an employee has entered into plea bargain under any law tor the time being in force or has been convicted of the charges of corruption which have led to a sentence of fine or imprisonment; or

• an employee is involved in subversive activities; or

• it is not reasonably practicable to give such an opportunity to the accused; or

ii. get an inquiry conducted into the

charge or charges against the accused/ by appointing an inquiry officer or an inquiry committee, as the case may be;

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Provided that the competent

authority shall dispense with the inquiry where—

i. an employee has been convicted of

any offence other than corruption by a Court of law under any law for the time being in force; or

ii. an employee is or has been absent

from duty without prior approval of leave:

Provided further that the competent

authority may dispense with the inquiry where it is in possession of sufficient documentary evidence against the accused or/ for reasons to be recorded in writing, he/she is satisfied that there is no need to hold an inquiry.

iii. The orders of inquiry or the show-

cause notice, as the case may be/ shall be signed by the competent authority; provided that where the Chief Minister is the competent authority/the same shall be signed by such officer as may be authorized by him/her in this behalf.

Detailed instructions for taking action under Removal from Service (Special Power) Ordinance, 2000 may be seen in the Compendium.


6.7 Suspension

An employee against whom action is proposed to be initiated under section 5 may be placed under suspension for a period of ninety days, if in the opinion of the competent authority suspension is necessary or expedient, and if the period of suspension is not extended for a further period of ninety days within thirty days of the expiry of initial period of suspension the employee shall be deemed to be reinstated: Provided that the continuation of the period of suspension shall require the prior approval of the competent authority for each period of extension. (Compendium page 223)

6.8 Procedure where inquiry is dispensed with

If the competent authority decides that it is not necessary to hold an inquiry against the accused, it shall—

i. inform the accused by an order in

writing, of grounds for proceeding against him/her clearly specifying the charges therein along with apportionment of responsibility and the penalty or penalties proposed to be imposed upon him/her;

ii. give him/her a reasonable opportunity of showing cause against the proposed action within seven days of receipt of the order or within such extended period as the competent authority may determine;

iii. on receipt of reply of the accused within the stipulated period or after the expiry thereof if no reply is received determine whether the charge or charges have been proved against the accused or not:

Provided that after receipt of reply

to show-cause notice from the accused, the competent authority except where the Chief Minister himself/herself is the competent authority, shall decide the case within a period of ninety days excluding the time during which the post held by the competent authority remained vacant due to certain reasons:

Provided further that if the case is

not decided by the competent authority within the prescribed period of ninety days, the accused may file an application before the appellate- authority for early decision of his/her case, which may direct the competent authority to decide the case within a specified period.

iv. afford an opportunity of personal

hearing either itself or through the hearing officer before passing any order of penalty, if it is determined that the charge or charges have been proved against him/her; provided that the hearing officer

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shall only be appointed where the competent authority is of the rank of Secretary to Government of the Punjab or above; and

v. exonerate the accused by an order in writing if it is determined that the charges have not been proved against him/her; and

vi. impose any one or more penalties by an order in writing, if the charge or charges are proved against the accused:

Provided that

a. where charge or charges of grave corruption are proved against an accused, the penalty of dismissal from service shall be imposed, in addition to the penalty of recovery, if any; and

b. where charge of absence from duty for a period of more than one year is proved against the accused, the penalty or compulsory retirement of removal or dismissal from service shall be imposed upon the accused.

6.9 Procedure to be followed by authority where inquiry is necessary

i. If the competent authority decides that it is necessary to hold an inquiry against the accused, it will pass an order of inquiry in writing/ which shall include—

a. appointment of an inquiry

officer or an inquiry committee; provided that the inquiry officer or the convener of inquiry committee as the case may be shall be of a rank senior to the accused and where two or more accused are proceeded against jointly, the inquiry officer or the convener of the inquiry committee shall be of a rank senior to the senior most accused;

b. the grounds for proceeding should clearly specify the charges along with apportionment of responsibility and penalty;

c. appointment of the

departmental representative by designation; and

d. direction to the accused to

submit written defence to the inquiry officer or the inquiry committee, as the case may be, within seven days of the date of receipt of orders or within such extended period as the competent authority may determine.

The record of the case and the list of witnesses if any shall be communicated to the inquiry officer or the inquiry committee/as the case may be along with the orders of inquiry.


6.10 Procedure to followed by inquiry officer or inquiry committee

i. One receipt of reply of the accused or on expiry of the stipulated time period if no reply is received from the accused the inquiry officer or the inquiry committee, as the case may be, shall inquire into the charges and may examine such oral or documentary evidence in support of the charge or in defence of the accused as may be considered necessary and where any witness is produced by one party the other party shall be entitled to cross-examine such witness.

ii. If the accused fails to furnish his/her reply within the stipulated period or extended period, if any, the inquiry officer or the inquiry committee, as the case may be, proceed with the inquiry ex- parte.

iii. The inquiry officer or the inquiry committee as the case may be shall hear the case on day to day basis and no adjournment shall be given except for reasons to be recorded in writing in which case it shall not be of more than seven days.

iv. Where the inquiry officer or the inquiry committee, as the case may be, is satisfied that the accused is hampering or attempting to hamper

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the progress of the inquiry, he/she shall administer a warning and if, thereafter, he/she is satisfied that the accused is acting in disregard to the warning he/she shall record a finding to that effect and proceed to complete the inquiry in such manner as may be deemed expedient in the interest of justice.

v. If the accused absents himself/herself from the inquiry on medical grounds he/she shall be deemed to have hampered or attempted to hamper the progress of the inquiry, unless medical leave, applied for by him/her, is sanctioned on the recommendation of a Medical Board; provided that the competent authority may, in its discretion, sanction medical leave up to seven days without recommendation of the Medical Board.

vi. The inquiry officer or the inquiry committee as the case may be shall submit his/her or its report, containing clear findings as to whether the charge or charges have been proved or not and specific recommendations regarding exoneration or, imposition of penalty or penalties, to the competent authority within sixty days of the initiation of inquiry;

If the inquiry cannot be completed

within sixty days, the inquiry officer or the inquiry committee, as the case may be, shall seek extension for specific period from the competent authority, for reasons to be recorded in writing;

Provided further that the inquiry

shall not be vitiated merely on the grounds of non-observance of the time schedule of completion of inquiry:

Provided further that the

recommendations of the inquiry officer or the inquiry committee, as the case may be, shall not be binding on the competent authority.

6.11 Powers of the inquiry officer or inquiry committee

i. For the purpose of an inquiry the

inquiry officer and the inquiry committee shall have the powers of a Civil Court trying a suit under the Code of Civil Procedure, 1908 (Act V of 1908), in respect of the following: a. summoning and enforcing the

attendance of any person and examining him/her on oath

b. requiring the discovery and production of documents, and receiving evidence on affidavits; and

c. issuing commissions for the examination of witnesses or documents

The proceedings under this Act shall be deemed to be judicial proceedings within the meaning of sections 193 and 228 of the Pakistan Penal Code/1860 (Act XLV of 1860).

Detailed instructions regarding submitting the case to the authority for orders may be in the Compendium.


6.12 Duties of the departmental Representative

The departmental representative shall perform the following duties:

i. render full assistance to the inquiry

officer or the inquiry officer or the inquiry committee or hearing officer or the authority concerned as the case may be, during the proceedings where he/she shall be personally present and fully prepared with all the relevant record relating to the case on each date of hearing;

ii. cross-examine the witnesses produced by the accused and with permission of the inquiry officer or inquiry committee as the case may be, the prosecution witnesses in case of their turning hostile; and

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iii. rebut the grounds of defence offered by the accused before the hearing officer or the authority concerned.

6.13 Order to be passed by the competent authority on receipt of report from the inquiry officer or inquiry committee

i. On receipt of the report from the inquiry officer or inquiry committee, as the case may be, the competent authority shall examine the report and the relevant case material and determine whether the inquiry had been conducted in accordance with the rules.

ii. If the competent authority is satisfied that the inquiry had been conducted in accordance with the provisions of law it shall further determine whether the charge or charges have been proved against the accused or not.

iii. Where the charge or charges have not been proved the competent authority shall exonerate the accused by an order in writing.

iv. Where the charge or charges have been proved against the accused the competent authority shall issue a show- cause notice to the accused by which it shall—

a. inform him/her of the charges proved against him/her and the penalty or penalties proposed to be imposed upon him/her by the inquiry officer or inquiry committee;

b. give him/her reasonable opportunity of showing cause against the penalty or penalties proposed to be imposed upon him/her and to submit as to why one or more of the penalties as provided in section 4 may not be imposed upon him/her and to submit additional defence in writing, if any, within seven days of the receipt of the notice, before itself or the hearing officer, as the case may be;

c. indicate the date of personal hearing or appoint a hearing officer to afford an opportunity

of personal hearing on his/her behalf.

d. provide a copy of the inquiry report to the accused and

e. direct the departmental representative to appear with all the relevant record, on the date of hearing before himself/herself or the hearing officer as the case may, be.

v. After affording personal hearing to the accused or on receipt of the report of the hearing officer the competent authority shall keeping in view the findings and recommendations of the inquiry officer or inquiry committee as the case may be, facts of the case and defence offered by the accused during personal hearing by the order in writing—

a. exonerate the accused; or b. impose any one or more of the

penalties: vi. Where the competent authority is

satisfied that the inquiry proceedings have not been conducted in accordance with the provisions of law or the facts and merits of the case have been ignored or there are other sufficient grounds, it may after recording reasons in writing, either remand the inquiry to the inquiry officer or the inquiry committee, as the case may be with such direction as the competent authority may like to give, or may order a de novo inquiry.

vii. After receipt of inquiry report, the

competent authority, shall decide the case within a period of ninety days, excluding the time during which the post held by the competent authority remained vacant due to certain reasons.

viii. If the case is not decided by the

competent authority within the prescribed period of ninety days, the accused may file an application before the appellate authority for early decision of his/her case which may direct the competent authority

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to decide the case within a specified period.


6.14 Personal hearing

i. The authority affording personal hearing or the hearing officer on receiving an order of his/her appointment shall by an order in writing call the accused and the departmental representative alongwith relevant record of the case to appear before him/her for personal hearing on the fixed date and time.

ii. After affording personal hearing to the accused the authority or the hearing officer shall, in relation to the case and the contention of the accused during the hearing, record his/her remarks in writing and, in case of hearing officer, submit a report to the authority so appointed him/her which shall include—

a. Any new facts/grounds mentioned

by the accused, summary of the inquiry report where inquiry was conduct under or summary of the defence offered by the accused to the show-cause notice, or grounds of appeal or review filed , as the case may be;

b. summary of defence offered by the

accused during the hearing if any; and

c. views of the departmental

representative if any, (Compendium page 250)

6.15 Procedure of inquiry against officers lent to other Govt. departments

Where the services of an employee are transferred or lent to any other government, department, competent authority for the post against which such employee is posted in the borrowing organization may —

i. suspend him/her under section 6;

and

ii. initiate proceedings against him/her

Provided that the borrowing organization shall forthwith inform the lending organization of the circumstances leading to the order of his/her suspension and the commencement of the proceedings:

i. Provided, further that the

borrowing organization shall obtain prior approval of the lending organization before taking any action against an employee holding a post in Basic Pay Scale 17 or above-

If in the light of findings of the proceedings taken against the accused in terms of sub-section (1), the borrowing organization is of the opinion that any penalty may have to be imposed on him/her it shall transmit the record of the proceedings to the lending organization and the competent authority in the lending organization shall thereupon take action against the accused under section l3. (Compendium page 235)

6.16 Departmental appeal and review

i. An accused who has been awarded any penalty , except where the penalty has been imposed by the Chief Minister, within thirty days from the date of communication of the order prefer departmental .appeal directly to the appellate authority:

Provided that where the order has been passed by the Chief Minister the accused may within the aforesaid period/ submit a review petition directly to the Chief Minister.

ii. The authority empowered under

sub-section (1) shall call for the record of the case and comments on the points raised in the appeal from the concerned department or office and on consideration of the appeal or the review petition as the case may be, by an order in writing.

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a. uphold the order of penalty and reject the appeal or review petition; or

b. set aside the orders and exonerate the accused; or

c. modify the orders and reduce or enhance the penalty; or

d. set aside the order of penalty and remand the case to the competent authority where it is satisfied that the proceedings by the competent authority or the inquiry officer or inquiry committee, as the case may be, have not been conducted in accordance with law, or the facts and merits of the case have been ignored, with the directions to either hold a de -novo inquiry or to rectify the procedural lapses irregularities in the proceedings:

Provided that where the appellate or review authority proposes to enhance the penalty, it shall by an order in writing— i. inform the accused of the action

proposed to be taken against him/her and the grounds of such action; and

ii. give him/her a reasonable opportunity to show-cause against the action and afford him/her an opportunity of personal hearing either itself or through a hearing officer.

iii. An appeal or review preferred under this section shall be made in the form of a petition, in writing, and shall set forth concisely the grounds of objection to the impugned order in a proper and temperate language.

Reference Material

1. Punjab Employees Efficiency, Discipline and Accountability Act, 2006

2. Punjab Removal from Service (Special Power) Ordinance, 2000

3. Punjab Education Department, Delegation of Powers, 1965

4. Guidelines/procedures for taking action under Punjab Removal from

Service Ordinance 2000. (No. SOR-III.I-33/94(C), S&GAD dated 6th

Dec, 2000)

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Unit-7: Performance Evaluation

7.1 Introduction

Annual Confidential Report is an assessment of the conduct and the quality of the work that a government servant has performed during the calendar year. On this assessment depends important decisions such as promotion or suitability for different appointments, reward, punishments, etc. It should be forthright, unambiguous and impartial. It has a very strong relationship and bearing on promotion system. Reference material below is a brief from these rules for orientation purposes. For more information please see the original rules.

7.2 When should a Report be written

The report shall relate to a calendar year. It shall be initiated in the first week of January by the initiating authority and forwarded to the higher authority in the same week. The higher authority shall give its remarks within one week. The reports should be completed within the month of January each year.

7.3 Minimum period for writing of reports –

Three months.

Special Report

If a government servant is placed on special report for any reason the special report recorded on him/her should be placed on the Character Roll.

7.4 Directions regarding filling up the ACR Forms

i. ACR is the most important record for the assessment of the Government servant. At the same time the quality of ACR is a measure of the competence of the Reporting Officer and Countersigning Officer. It is, therefore, essential that utmost

care is exercised by all Reporting and Countersigning Officers.

ii. The reporting and countersigning officer should be:

a As objective as possible; and b. Clear and direct, not

ambiguous or evasive in their remarks

iii The over-riding importance of Part-IV should be clearly understood in the overall grading.

iv. Over-rating should be avoided by all Reporting/Countersigning Officers.

v. Vague impressions based on inadequate knowledge or isolate incidents should be avoided.

The forms are to be filled in duplicate. Part - I will be filled by the Government servant being reported upon and should be type written.

a. In Para I of Part-1 the concerned Government servant must also indicate the name of his/ her father. In case of married female Government servants they should give the name of their husband.

b. In the space provided under para 9 of Pat-1 the name of spouse along with particulars and place of positing, if employed, should be indicated.

Parts-II to V is to be filled by the Reporting Officer and Part - VII by the Countersigning Officer. Both the Reporting and Countersigning Officers should give their assessment of the Government servant reported upon in respective boxes in Part - VI. The department/Office concerned responsible for maintenance of ACR dossiers will fill part VIII, if any adverse remarks are recorded in the report. Assessment in the ACR should be confined to the work done by the Government servant reported upon during the period covered by the report. Reporting Officer is expected to counsel the Government servants being reported upon about his/her weak points and

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advise him/her how to improve. Adverse remarks should normally be recorded when the Government servant fails to improve despite counseling. The ACR form should be filled in a neat and tidy manner, cutting/erasing should be initialed, where made.

The ratings in Part II, Ill. IV and VI should be recorded by maintaining the appropriate boxes.

i. In para (a) of Part V "Pen Picture"

should include remarks about the reputation of the Government servant reported upon.

ii. In para (c) Part V assessment of performance should also indicate employee potential.

For uniform interpretation of qualities etc., listed in Part II, Ill, & VI, the two extreme shades are mentioned against each item. For example an exceptionally bight Government Servant with ‘excellent comprehension' will be rated A1 in ‘Intelligence' (box I and Part II). A dull and slow Government servant will merit a 'D' rating. A, B& C ratings will denote shades above the two extremes. The ratings should be clear and given in one of the boxes provided for the purpose in Part-II, Ill, VI & VI. Do not grade a Government servant between two shades i.e. between 'Very Good' and 'Good' or 'Good' and 'Average’ or ' Average' and 'Below Average'. The Countersigning Officer should weigh the remarks of the Reporting Officer against his/her personal knowledge of the Government servant being reported upon, compare him/her with other officials of the same grade working under different Reporting Officers but under the same countersigning Officer, and then give his/her overall assessment in Part VI. In certain categories of cases remarks of a second counter signing officer may also be required to be recorded. If the Countersigning Officer differs with the grading or remarks given (in parts other than Part VI) by the Reporting Officer, he/she should score it out and give his/her own grading in red ink. In part

VI he/she is required to give his/her own assessment in addition to that of the Reporting Officer. The Countersigning Officer should underline, in red ink, remarks which in his/her opinion are adverse and should be communicated to the Government servant reported upon.

Detailed chart for initiating, counter signing and communicating authority for adverse remarks in respect of officers/officials is given in detail in compendium. (Compendium page 347-350, 353)

7.5 Time schedule for completion of ACR writing

i. The Government servant to be

reported upon should submit the ACR form after completing Part I to the Reporting Officer on 1st

ii. The reporting officer should record his/her remarks in appropriate parts by the end of 1

day of January.

st week of January and send the report to the Countersigning Officer, if any, by 8th

iii. The Countersigning, Officer should record his/her remarks by the end of second week of January and pass on the report to the 2

January.

nd

iv. The final Countersigning Off

Countersigning Officer, if any, by 16th January.

i

v. Report writing should be completed within the month of January.

cer should also record his/her remarks within one week.

Authorities for initiation, countersignature, communication, expunction, etc, are given at Annex-7

7.6 Reporting by Relations

Whenever a reporting officer is related to the officer reported upon, this fact should invariably be mentioned in the confidential report and he/she should submit the case to the higher officer for writing of report without recording his/her remarks.

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7.7 Action where more than one reporting officer is eligible to record report

In case where a government servant has served under more than one reporting officer during the year, a separate report shall be recorded by each officer provided the condition about minimum period prescribed for written report is fulfilled.

7.8 Action in case of inquiry, warning or communication of displeasure

A formal displeasure conveyed to a government servant must appear in his/her Character Roll. The result of representation, if filed, should also be reflected in the report. 7.9 Order of punishment imposed on a government servant

Every order as a result of formal inquiry under the Efficiency & Discipline Rules, should be placed on his/her CR dossier, provided that such an order shall be placed on the C.R. dossier of the accused after he/she has exhausted all remedies available or review before the competent authority.

7.10 Report should be without bias

The opinion expressed should be the result of careful consideration: no personal bias, ire, or favoritism should color the report. The reporting officer should be in a position to justify his/her views, if called upon, to do so.

7.11 Revision of confidential reports

Confidential Reports which are not accordance with the rules should be returned by the higher authority to the reporting officer for revision in compliance with these instructions.

7.12 Communication of adverse remarks

The Heads of Departments and other authorities dealing finally with the reports should see that the government Servants reported upon are made aware of any defects pointed out in the confidential reports.

If the confidential report of a civil servant contains any adverse remarks, whether remediable or not, a copy of the confidential report should be furnished to him/her at the earliest opportunity, with a D.O. letter, a copy of which should be signed and returned by the civil servant concerned in acknowledgment of the report. It is essential that the civil servants should be given a fair deal by communicating to them the whole report containing adverse remarks, so that they may endeavor to remove the defects and improve their performance or be in a position to represent where necessary.

i. The timely communication of the report containing adverse remarks is of paramount importance. The authorities designated to communicate the adverse remarks should, therefore, ensure that the whole report containing adverse remarks is communicated to the civil servant concerned at the earliest opportunity and in any case within one month from the date the report is countersigned and completed.

(Compendium page 355-356) A serious view should be taken of any failure on the part of the officer/official concerned to furnish a copy of the report containing adverse remarks to the civil servant reported upon, within the stipulated period and disciplinary action taken against the person(s) responsible. ii. If a person's integrity is adjudged

as "average" it shall not be construed to be adverse remarks and shall not be communicated.

(Compendium page 351) Action in case of exceptionally good work -The facts that an officer has done exceptionally good work in a particular year shall be communicated by June each year in suitable cases. Care should be taken to see that such communications are not made for the performance of his/her ordinary duties. The precise nature of the work done or of the manner in which it was carried

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out should be cited in the letter of appreciation, as well as, in the confidential report of the officer. iii. Action in case of recording

adverse remarks by same reporting officer for two successive years In order to guard against personal likes and dislikes official receiving adverse remarks for two successive years from the same reporting officer should be placed under another

iv. Expunction of adverse remarks reporting officer.

A person who is communicated adverse remarks can apply for the expunction of such remarks. This should be done not later than one month from the date of receipt of the communication. The representation must be made in temperate and dignified language and no allegations of personal and malicious nature should be made. Indiscreet and irresponsible allegations against reporting officers will result in disciplinary action.

v. An officer/ official adversely reported upon will have only

vi. The Competent Authority while

one right of making a representation and absolute finality - would attach to the decision taken thereon whether in favor of the officer or against. The decision on representation for expunction of adverse remarks should be taken within 90 days of the making of representation. The orders of the expunging will not be subject to review by the successor authorities.

vii. Under no circumstances should any entry in a confidential report be mutilated or papers physically removed from the file of confidential reports.

expunging the adverse remarks should give his/her own assessment about the work and conduct of the representation in the light of his/her own information and overall record.

viii. Safe custody Except to the extent of communicating the remarks in

accordance with the above instructions, the contents of the reports should not be divulged to the government servant concerned. In no case should an officer have access to his/her own reports. In order to guard against the confidential reports being tempered with, the report when filed in the character rolls will be page- numbered in ink and entered in the index on first page.

ix. Maintenance of Character Rolls The character rolls shall be maintained in duplicate except where specified otherwise

EVALUATION OF PERFORMANCE OF TEACHERS ON THE BASIS OF RESULT OF 5TH & 8TH

CLASS EXAMINATION 2005

Reference is invited to Para No.3 & 4 of the Notification No. SO(A-II) 8-5/2002, dated 14TH

march, 2005 issued by Government of the Punjab, Education Department, (School Wing), Lahore.

Para No.3. The entry of original result i.e. number of students failing/passing with grade marks will be entered into the dossier of LC, AEO and Dy. DEO, in case of elementary school results.

Para No.4. The result failures and promotees with grace marks and result with start will be reflected in the dossier of teacher concerned, Headmaster/Headmistress and DEO in case of 8th

class result.

In the light of above referred instructions, the performance of teachers is evaluated on the basis of the results of class 5 & 8. Performa A. Overall result – to be

filled and signed by EDO (Edu) on District Base.

Performa B Overall position of Candidates - to be filled and signed by EDO (Edu) on District Base.

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Performa C School base result – to be filled and signed by Head Teacher and countersigned by Dy. DEO/DEO.

Performa D Subject-wise/teacher wise result (for each school) – to be filled and signed by Head Teacher and countersigned by Dy. DEO /DEO.

You are requested to provide the Performa A, B, C & D duly filled in the shape of “Booklet” of District. One Booklet for Middle Standard and one booklet for Elementary Standard result. The result of all categories of schools both male and female may be provided. The said booklet should reach this Directorate upto 30-04-2005 without fail. The instructions/directions contained in the instant letter be strictly adhered to and a copy of booklet pertaining to both elementary and middle standard Examinations to be kept with Executive Director Officer (Edu)/District Education Officer (M & f-EE) for the evaluation of the performance of DEO/Dy. DEO/ABO/LCs/Teacher/ Headmasters/Headmistress in true spirit at their own level. Performance Criteria for Teachers on Contract The performance of teachers recruited on contract basis shall be assessed/evaluated on the basis of:

i. Increase in enrolment. ii. Decrease in Dropout. iii. Quality of Learning of Students. iv. Evaluation /assessment of

student, Learning Achievement.

v. Punctuality. vi. Disciplinary.

If any teacher makes breach/violation of his/her contract, he/she is liable to be terminated by giving simple notice as per terms and conditions of his/her contract i.e.

“the contract of appointment shall be liable to termination on one month notice or payment of one month salary in lieu thereof by either side without assigning any reason”.

Annexure 7.1 Reporting channels 7.2 Evaluation pro-forma for teachers 7.3 Performance evaluation pro-

forma for Contract employees Reference Material

1. Memo no 9/1-205/2833/Admn(Enq) dated15 Apr, 05

2. Rules for Performance Evaluation (Esta Code)

3. Instructions issued by School Wing vide notification no SO(AII) 8-5/2002 dated 14 March, 2005

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Unit-8: General Financial Rules

8.1 General principles regarding receipt of money (Rules 4-8);

The fundamental principle of the public finance is that all monetary transactions to which a Government servant may be a party in his/her public capacity should be brought to account without delay. All the money received as due to the Government or for deposit in the custody of the Government should be credited to the public account, as soon as possible, by depositing it in the bank or treasury. If a Government Officer receives in his/her public capacity any money, which is not Government dues or authorized by Government these should be kept separate from the Government account. A separate account should be opened for that money in a branch of State Bank or National Bank or Post Office Saving Bank or in any other bank with the prior approval of the Government and the money deposited therein. The officer concerned shall be personally responsible to see that money out of that account has been spent strictly in accordance with the regulations governing that particular fund. Proper account is kept of all the transactions and accounts are subjected to proper audit checks. As regards the revenues and other receipts of the Government, it is the primary duty of the officers concerned to see that dues of Government are correctly and promptly assessed, quickly realized and immediately deposited into the Government treasury.

8.2 Withdrawal of money from the Public Account

No authority can incur expenditure or enter into any liability involving expenditure from the public account, until the expenditure has been sanctioned by a general or special order of the authority, to whom the powers have been delegated. Further the proposed expenditure should have been provided

for in the authorized grants and appropriations for the year. No money can be removed from the public account, for investment or deposit elsewhere without the prior consent of the authority.

8.3 Standards of financial propriety (Rule 10)

Every officer authorized to incur expenditure from the public funds should observe high standards of financial propriety; a few of them are:

i. Every public servant is expected to

exercise the same vigilance in respect of expenditure from public money, as a person of ordinary prudence would exercise in respect of expenditure of his/her own money;

ii. The expenditure should not be prima facie more than the occasion demands;

iii. No authority should pass any order which will be directly or indirectly to his/her own benefit;

iv. Public moneys should not be utilized for the benefit of a particular person or section of the community unless:

a. The expenditure involved is insignificant; or

b. A claim for the amount can be enforced in a Court of Law; or

c. The expenditure is in pursuance of a recognized policy or custom; and

v. The amount of allowances should be so regulated that it is not, on the whole, a source of profit to the recipients.

8.4 Control of Expenditure (Rules 11 to 17)

All Heads of Departments/controlling officers are responsible for enforcing financial order and strict economy at every step. They should ensure that all financial rules are strictly adhered to.

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i. The duty of controlling officer is not only-

ii. Internal check against irregularities, waste and fraud in the discharge of his/her ultimate responsibilities for the administration of an appropriation or part of an appropriation placed, at his/her disposal, every Controlling Officer must satisfy himself/herself not only that adequate provisions exist in the departmental organization for systematic internal checks calculated to prevent and detect errors and irregularities in the financial proceedings of its subordinate officers and to guard against waste and loss of public money and stores; but also that the prescribed checks are effectively applied.

to see that the total Expenditure is kept within the limits of the appropriation, but he/she has also to see that the funds are expended in the public interest and for those objects only for which -the money was provided. In order to exercise proper control he/she should keep himself/herself informed of what has actually been spent against an appropriation and that what commitments and liabilities have been and will be incurred against it. In the discharge of these duties he/she has to assume full responsibility before the Government and the Public Accounts Committee. He/she has to justify the excesses or explain financial irregularities that may be pointed out by the audit or otherwise.

For this purpose each Head of the Department will get the accounts of his/her office and those of the subordinate disbursing officers, if any, inspected at least once in every financial year by a Senior Officer not connected with the account matters. iii. Rules on handling and custody of

cash are properly understood and applied;

iv. Effective system of internal check exists for securing regularity and propriety in the various transactions including receipt and issue of stores, etc.

v. Satisfactory, arrangement exists for systematic and proper maintenance of Account Books and other ancillary records concerned with the Initial Accounts.

Delegation of Financial Powers Financial powers delegated to different administrative levels may be seen at Annex-8.1

8.5 Audit

8.5.1 General Principles of Audit

3.6 The primary function of audit is to verify the accuracy and completeness of accounts so as to ensure that all revenue and receipts have been brought to account under proper head and that all expenditure an disbursements have been authorized vouched and correctly classified. 8.5.2 Audit of Classification

One of the primary duties of Audit in examining an account is to verify that all financial transactions are properly recorded in the accounts and are allocated to the proper codes. 8.5.3 Audit of Expenditure

There should be provision of funds authorized by competent authority fixing the limits within which expenditure can be incurred. It should be ascertained that the money expended applied to the purpose or purposes for which the Grants and Appropriation were intended to provide and that the expenditure so incurred does not exceed the amount of the Grant or Appropriation. 8.6 General Audit Observations External audit by Audit department is a mandatory part of the whole financial and accounting procedures. Although there are a several types of audit observations that are identified by the auditors but few of those occur most frequently because of

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the lack of adherence to the financial procedures and sometimes due to simply lack of knowledge of the accounting norms. Few of the audit observations which are identified most of the times are given below along with general instructions to avoid them. 8.6.1 Lapse of funds Lapse of funds generally occur towards the end of the financial year. Suggestions 1. surrender any excess funds which

are not likely to be spent before the stipulated date mentioned in the budget instructions

2. annul and quarterly planning of expenditures should be done to avoid any last moment expenditures for which the sanctions may be delayed

3. sanctions for expenditures should be taken well in time

4. budgetary releases from the district government has to be done well in time to avoid any rush of expenditure toward the end of year

8.6.2 Non production of

record/vouched accounts Relevant record of different transactions, such as, comparative statements, quotations, sanctions, etc. is not produced before the auditors Suggestions 1. all the vouchers are to kept in

chronological order 2. transaction numbers from the cash

books are also to be marked on the vouchers for easy sorting

3. record of all the transactions should be kept in files

4. if the record is present in any part file the same has to be merged with the main file to link all the relevant documents

8.6.3 Splitting up of expenditure Expenditures are split into small amounts to avoid the sanction of the higher authority. Suggestions 1. expenditure regarding one item

should not be split 2. proper planning in this regard will

help in avoiding any urgency for sanctions

8.6.4 Annual physical verification of

socks 1. proper stock registers as per format

should be maintained 2. all the durable items should be

entered in the stock register at the time of acquiring

3. all the durable items should be numbered as per the record in the stock register

8.6.5 Incomplete service books

Service books of non-gazetted staff are often found incomplete Suggestions 1. every service book should be

complete in all respects 2. entries in the service books should

not be left to be made towards the end of year

8.6.6 Incomplete Cash Books Cash books are the main records for the transaction history of any organization, leaving them incomplete is a serious violation of general financial rules. 1. all transactions either in cash or

through cheques should be entered in the cash books as soon as they occur.

2. if a cheque is drawn which is meant for more than one purposes, then separate amounts and purposes should be recorded against that transaction in the cash book

3. DDO should verify each transaction in the cash book

4. DDO should verify monthly reconciliation and should close the cash book

8.6.7 Budget control All expenditures in different heads should be within the budgetary limits.

1. proper Contingent registers for different heads of budget should be maintained

2. every expenditure should be entered in the registered as soon as it occurs

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Annexure 8.1 Delegation of Financial Powers 8.2 Delegation of powers specific to Education department.

Reference Material

1. General Financial Rules (DDO Handbook)

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Unit-9: Cash Book & Its Maintenance

9.1 Introduction

i. Cash Register is to be maintained daily/monthly for keeping the record of the cash transactions and for the checking by the Audit Authorities as and when required.

ii. A simple Cash Book in PFR Form-1 should be kept in every office receiving or disbursing money on behalf of the Government, regularly for recording all transactions of money received by Govt. servants in their official capacity and their subsequent remittance to the treasury or the bank, as well as, transactions of money withdrawn from the treasury or the bank by bills and their subsequent disbursement.

iii. All cash transactions should be entered in the Cash Book, as soon as, they occur and attested in token of check.

9.2 Principles of the maintenance of Cash Book

The following precautions and vital principles should be kept in mind while maintaining the Cash Book:

i. The Cash Book should always be

maintained in the prescribed form. ii. Only one responsible person

should be entrusted for maintaining the Cash Book.

iii. Such person should render security of Cash Book as prescribed by the Govt.

iv. All transactions should be properly and quickly entered in the Cash Book.

v. Each entry should be made by the person entrusted for maintaining the Cash Book and initialed by the DDO.

vi. Cash balance, if any, should be physically checked by the DDO and placed in a safe place under lock and key.

vii. All entries in the Cash Book should be supported by vouchers/receipts.

viii. Cash Books should be closed on a daily basis.

ix. The DDO should also close the Cash Book monthly and give a certificate about its authenticity.

x. The cheque received from the audit office should be entered in the Cash Book with dated initial of DDO, before encashment from the State Bank of Pakistan/National Bank of Pakistan.

Annexure 9.1 Format of Cash Book. 9.2 Sample Cash Book for ready reference.

Reference Material

1. General Financial Rules (DDO Handbook)

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Unit-10: General Provident Fund Rules

10.1 Introduction

The subscription date for GP Fund is compulsory for every Civil Servant on two years continuous service. The subscription shall be at fixed rate for every Govt. servant as given in the GP Fund Rules, updated from time to time. The amount of subscription shall remain unchanged throughout the year. A subscriber has to nominate one or more family members to receive the amount in the Fund in case of death. Subscriber may cancel nomination at any time.

10.2 Types of Advances from GP Fund

Advances can be drawn from the GP Fund on the following grounds:

i. To pay expenses incurred in connection with the prolonged illness of the applicant or applicant's spouse or any person actually dependent upon the applicant.

ii. To pay for the overseas passage for reasons of health or education of the applicant or any person actually dependent on him/her.

iii. To pay obligatory expenses on a scale appropriate to the applicant's status in connection with the marriages, funerals or ceremonies which by his/her religion it is incumbent on him/her to perform.

GP fund advance in clauses (i, ii, and iii) above and vi below not to exceed 3 months pay or half the amount at credit of subscriber, whichever is less).

iv. To purchase a plot of land for the construction of a house or to purchase a house or to construct one for the occupation of the subscriber himself/herself or his/her family or to make additions to or alterations in an existing house owned by the subscriber.

An advance under clause (iv) shall be subject to the following conditions:

a. advance in no case shall exceed 24 month pay of the subscriber or 80% of the amount at the credit of the subscriber in the fund, whichever is less.

b. advance for the construction of a house shall be paid in two installments.

c. not to dispose of house until advance is repaid.

d. recovery @ 7% of the pay of the subscriber commencing from the 4th issue of pay after the drawl of 1st

v. To purchase a conveyance. installment.

vi. These advances become non-refundable on attaining the age of 50 years.

vii. To perform Hajj. a. When a subscriber has attained the

age of 50 years, he/she may draw an advance from his/her provident fund account up to 60% of the amount standing to his/her credit on nonrefundable basis without assigning any reason.

b. When a subscriber has attained the age of 55 years, the competent authority may, in its discretion, grant a special retirement advance or advances subject to the condition that -

• The amount of advance on

each occasion shall not exceed 80% of the balance at the subscriber's credit.

• A period of one year has elapsed since the drawl of the previous advance

• No recovery of an advance is pending.

• A period of one year has elapsed since the drawl of the previous advance.

• No recovery of an advance granted under this rule shall be made from the subscriber.

c. The competent authority may in its discretion, grant an advance for the construction of a house on non-refundable basis to a

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subscriber who has attained the age of 45 years.

d. An advance shall be recovered from the subscriber in such number of equal monthly installments as the sanctioning authority may direct, but such number shall not be less than twelve unless the subscriber so elects, or in any case more than thirty six.

e. Before the expiry of the third month of every financial year, the Accounts Officer shall send to each subscriber a statement of his/her account in the fund showing the opening balance as on the 1" July of the preceding year. The total amount credited or debited during the year, to total amount of interest credited as on the 30th

f. An adopted child does not count as a family member.

June of the year and the closing balance on that date.

g. Where any subscription made by a subscriber to his/her provident fund has not been shown or credited in the account by the Accounts Officer, such subscription shall be credited to the account of the subscriber on the basis of • Certificate of fund

deduction by the Audit Officer/Treasury Officer/Distt. Accounts Officer in the case of Govt. servants in basic pay scales 16 and above;

• Certificate of fund deduction by the Drawing & Disbursing Officer in the case of Govt. servants in basic pay scales 1 to 15.

Rates of monthly subscription for different grades are given in the Compendium. (Compendium page 479)

Reference Material 1. Punjab General Provident Rules, 1975

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Unit-11: Loans & Advances

11.1 Loans and Advances to Govt. Servants

i. A competent authority may sanction loans and advances to Govt. servants for the purposes specified in the following rules.

ii. Rules in this connection do not apply to Govt. servants who are not in permanent Govt. employ. As the pay of such Govt. servants does not constitute adequate security for a loan, advances should not ordinarily be granted to them. If, however, in any special case, the circumstances admit of the provision of adequate security an advance may be sanctioned, in accordance with the terms of these rules by the competent authority to temporary Govt. servants. The temporary Govt. servants with at least three years continuous service are, however, eligible to an advance for the purchase of bicycle.

iii. The last pay certificate granted to a Govt. servant under advances must specify the original amount of such advances, the amount repaid and the balance together with interest, if any, accrued in accordance with rule, remaining due.

iv. Interest shall be calculated in accordance with the following instructions: • Simple interest at the rate

specially fixed by the competent authority for the purpose will be charged on advances granted to Govt. servants for house building (including advances for the purchase and repair of houses) and for the purchase of motor cars, motor cycles, and other conveyances. The interest will be calculated on balances outstanding on the last day of each month.

• No interest shall be charged from Govt. servants on advances for the purchase of bicycles.

• No interest shall be charged from Govt. servants in BPS-1 to 15 on house building advances sanctioned.

• No interest shall be charged by Govt. on the advances for construction/purchase/repair of houses or purchase of Motor Cars, Motor Cycles or other conveyances drawn by Govt. servants whose deposits in the Provident Fund Account carry no interest.

• No interest shall be charged from Govt. servants in BS-16 on house building advance sanctioned on or after July 1, 1989, or on advances which were in the process of repayment on that date.

11.2 House Building Advances

i. Advances for construction of a house

a. Advances may be made by the competent authority to Govt. servants who desire to build house for occupation by themselves or by their families at places where no houses are available, or where house rent is exceptionally high. The advance will be admissible for the construction of a house anywhere in Pakistan.

b. Repayment will commence from the fourth issue of pay after the first installment is taken and be completed in ten years or less.

c. No advance to a Govt. servant shall exceed his/her thirty six months pay or rupees fifty thousand, whichever is less.

d. In case of a grade 1 or grade 2 employees, full amount of house building advance, i.e., 36 months pay, may be granted upto the age of 40 years. Between the ages of 40 to 48 years, a written undertaking may be obtained from him/her that recovery may be made from his/her pay at uniform rate not exceeding 1/4th of his/her pay, so that the amount of the advance is

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repaid in full before his/her attaining the age of 60 years. In the case of an employee above the age of 48 years, the amount of the advance shall be reduced to enable deduction being made at a rate not exceeding 1/4th

e. Advances will be recovered by the deduction of monthly installments, equal to over one hundred and twentieth part of the total advance, from the pay bills of the Govt. servant concerned.

of pay in any one month to complete the recovery before his/her attaining the age of 60 years.

ii. Advance for purchase of a house An advance may be made to a Govt. servant in exceptional circumstances, for the purchase of a house in place where house rent is exceptionally high; Note. -The repayment in this case shall commence with the first issue of pay after the advance is taken and be completed in ten years.

iii. Advance for repayment of a private loan taken for purchase of a house An advance may also be given for the purpose of repaying a private loan taken by a Govt. servant expressly for a. the purchase of land for

building a house or b. for the purchase of a house.

iv. Advance for repairs to a house An advance may be made under the following conditions to a Govt. servant to enable him/her to effect repairs to his/her house: • An advance may be made only

if o the repairs are required

to make the house habitable

o they are not in the nature of ordinary repairs, and

o they involve an outlay which is large enough in comparison with the value of the house.

• Not more than one advance is admissible in respect of the same house.

• No advance shall exceed six months' pay of the Govt. servant to whom it is made.

11.3 Advances for Purchase of Conveyance 11.3.1 Advances for Motor Cars

Advance may be sanctioned to a Govt. servant for the purchase of a motor car subject to the following conditions:-

I. It is in public interest - used in discharge of duties.

II. Amount of advance Rs. ______/- or 18 month pay, whichever is less.

11.3.2 Advance for Motor Cycles

An advance may be sanctioned to a Govt. servant for the purpose of a motor cycle. Conditions:

I. Pay exceeds Rs. ______/- PM but does not exceed Rs. ______/- a month

II. Amount of advance Rs. _______/- or 18 months pay whichever is less.

Reference Material

1. Rules for Loans and Advances (DDO Handbook) (Estacode)

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Unit-12: Benevolent Fund Rules

12.1 Introduction

The Benevolent Fund is a compulsory contribution by the Civil Servant, presently @ 2% of basic pay. This contribution is used by the government to provide different grants to employees. Different types of grants given out of the Benevolent Fund are given below:

12.2 Marriage Grant

i. To an in service Govt. Servant Rs. 3000/- for marriage of each

ii. To the deceased or Rs. 1000/- for marriage of each invalidated and retired daughter Govt. servant who

dies within 10 years of retirement Provided that the application for the grant is made within 90 days of the marriage to the parent office which shall be submitted to the concerned Benevolent Fund Board by that office.

12.3 Funeral Grant

i. On the death of a Govt. Servant ii. On the death of a dependant

member of the family of a Govt. Servant Provided the application is made within 190 days of death.

12.4 Education Scholarship

Elementary Level Rs. 500/- per annum for day scholars Middle Level Rs. 500/- per annum for day scholars Matric Level Rs. 1000/- per annum for day scholars Rs. 2200/- per annum for Hostel residents FA & Equivalent Rs. 1000/- per annum for day scholars Classes Rs. 2200/- per annum for hostel residents BA & Equivalent Rs. 2000/- per annum for day scholars Classes Rs. 3200/- per annum for hostel residents

MA & Equivalent Rs. 2000/- per annum for day scholars Classes Rs. 3200/- per annum for hostel residents Provided that:

i. in the case of an in-service Govt. servant the Scholarship will be admissible for only two children for post matric classes;

ii. in the case of death or invalidation during service and if death occurs within 10 years after retirement, Scholarship will be admissible up to 3 children- from Elementary level till they complete their education ; and

iii. in the case of children of in-service employees, the minimum marks obtained will be 60% in Matric and 55% in post Matric classes

12.5 Monthly Grant

If a Govt. servant is invalidated or dies during service or the death occurs within 15 years after retirement he/she or the family as the case may be, shall be entitled to a monthly grant at rates which may be seen in the GP Fund rules revised from time to time.

Where a grant under these rules has been sanctioned in favour of a widow, such grant shall be subject to the condition that the widow does not remarry, such widow shall, each month, furnish to the Divisional Board, a certificate in the form set out in Annexure B to these rules. On remarriage of the widow, the grant sanctioned in her favour shall cease forthwith. Reference Material

1. Punjab Benevolent Fund Rules, 1976

(DDO Handbook) (Estacode)

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Unit-13: Pension and Gratuity Rules

13.1 Introduction

Good conduct is an implied condition of every kind of pension. Govt. may withhold or withdraw a pension or any part of it if the pensioner be convicted of serious crime or be found to have been guilty of misconduct either during or after the completion of service: Provided that before any order to this effect is issued the pension sanctioning authority shall give full opportunity to the pensioner to vindicate his/her position.

i. Govt. reserves to themselves the

right of recovery from the pension of Govt. Pensioner on account of losses found in judicial or departmental proceedings to have been caused to Govt. by the negligence, or fraud of such Govt. Pensioner during his/her service: Provided that such departmental proceedings shall not be instituted after more than a year from the date of retirement of the Govt. Pensioner.

ii. In case the amount of pension granted to a Govt. Servant be afterwards found to be in excess of that to which he/she is entitled under the rules, he/she shall be called upon to refund such excess.

No pension may be granted to a Govt. Servant dismissed or removed for misconduct, corruption, subversive activities or inefficiency, but, if he/she deserves special consideration he/she may be granted a compassionate allowance not exceeding 2/3rd

of the pension which would have been admissible to him/her had he/she retired on invalid pension.

Any of these rules may for reasons to be recorded in writing be relaxed in individual cases by a competent authority if it is satisfied that a strict application of the rules will cause hardship to the individual.

Service Qualifying For Pension

The service of a Govt. Servant does not qualify for pension unless it conforms to the following three conditions:

i. The service must be under Govt. ii. The service must not be non-

pension able. iii. The service must be paid by Govt.

from the Provincial Consolidated Fund.

a. Leave: All leave (other than

`extraordinary' leave) counts as qualifying service for the purpose of pension.

b. Deputation: Time spend by a Govt. Servant, holding pension able post on deputation to (1) another Govt., (2) foreign service or (3) service in a temporary or non pension able post under Govt. Counts for pension as if it were a time spend under the Govt.

c. Suspension: If a Govt. Servant is suspended from service pending enquiry into his/her conduct, the period of suspension counts for pension if it is immediately followed by reinstatement, regardless of the fact whether the Govt. Servant was or was not allowed full pay and allowances for the period of suspension. However, if the period of suspension is treated as extraordinary leave, it shall not count for pension.

Details regarding the conditions and qualification for Pension may be seen in the Compendium


13.3 Different kinds of ordinary pension and conditions for their grant 13.3.1 Compensation pension:

If a permanent Govt. Servant is selected for discharge owing to the abolition of his/her permanent post or owing to a change in the nature of the duties of that post, he/she shall, unless he/she is appointed to another post the conditions

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of which are deemed to be at least equivalent to those of his/her own, have the option -

a. of taking any compensation

pension and or gratuity to which he/she may be entitled for the service, he/she has already rendered; or

b. of accepting another post or transfer to another establishment even on a lower pay, if offered and continuing to count his/her previous service for pension.

13.3.2 Invalid Pension

An invalid pension is awarded on its retirement from Govt. Service, before reaching the age of superannuation to a Govt. Servant who by bodily or mental infirmity is permanently incapacitated for further service on production of a medical certificate prescribed in sub-rule (3). 13.3.3 Superannuation Pension

A superannuation pension is granted to a Govt. Servant who retires on attaining the age of 60 years. 13.3.4 Retiring Pension:

A retiring pension is granted to a govt. servant, who not being eligible for superannuation pension - (i) Opts to retire after 25 years

qualifying service: or (ii) is compulsorily retired, by the

competent authority, after 10 years qualifying service;

(iii) is compulsory retired from service by the authority competent to remove him/her from service on grounds of inefficiency, misconduct or corruption.

(Compendium page 162) Note: A Govt. Servant can ask for retirement only after completion of 25 years qualifying service. A govt. Servant proceeding on retiring pension shall, unless he/she has been retired under the Efficiency and Discipline rules, have the right to avail of such leave preparatory to retirement as may be admissible to him/her. However, the LPR shall not be

allowed to him/her until he/she has completed 25 years service qualifying for pension. If a govt. Servant proceeds on LPR before actually completing 25 years of qualifying service, he/she may be deemed to have proceeded on retirement with effect from the date he/she completes 25 years of qualifying service, and the leave enjoyed by him/her before completion 25 years of service may be treated as leave of the kind due to him/her.

13.3.5 Gratuity and Pension benefits

o If a Govt. servant retires or is selected for discharge owing to the abolition of his/her permanent post, after completing qualifying service of 5 years or more but less than 10 years, he/she may be granted a gratuity not exceeding one month's pay for each year of qualifying service, subject to a maximum of Rs. 12,500/- Provided that if the retirement

is due to invalidation, or if the Govt. servant dies in service, the rate of gratuity shall be 1.5 months pay for each year of qualifying service, subject to a maximum of Rs. 12,500/

o A Govt. servant in pension able service, who is not employed in a substantive capacity, may be granted pension of rule , if he/she retires from service, or if he/she is discharged, after completion of qualifying service of 25 years or more owing to the abolition of his/her post or replacement by a qualified candidate. If such a Govt. servant is discharged after completing 10 years or more but less than 25 years qualifying service, he/she may be granted a gratuity not exceeding one month's pay for each completed year of qualifying service subject to a maximum of Rs. 25,000/-.

In the event of death of a Govt.

servant who has rendered qualifying service for 10 years or more:

o if he/she dies before retirement,

his/her family shall be paid

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(i) a gratuity equal to the commuted value of one-fourth of his/her full pension calculated as in sub rule (5) on the basis of age next birth day of the deceased, and, in addition,

(ii) pension at the rate of 50% of the full pension for a period of 10 years.

o if he/she dies after but within 10

years of retirement, payment shall be made to his/her family at the rate of 50% of his/her pension (net or full, as the case may be) for the unexpired period of 10 years;

In the event of death before

retirement pension for the purposes of this rule shall be calculated as if the Govt. servant retired on invalid pension on the date of his/her death, but shall be admissible from the day following the death of the Govt. servant.

a. Gratuity

(1) The term "family" for the purpose of payment of gratuity under this section shall include the following relative of the Govt. servants (a) Wife or wives, in the case of a

male Govt. servant; (b) Husband in the case of a

female Govt. servant; (c) Children of the Govt. servant; (d) Widow or widows and children

of a deceased son of the Govt. servant.

When the amount of gratuity has become payable, it shall be the duty of the Accounts Officer to make payment according to the following procedure:-

a. The amount of the gratuity or any part thereof to which the nomination relates, shall become payable to his/her nominee or nominees in the proportion specified in the nomination;

b. If nomination relates only to a part of the amount of the gratuity, the part to which it does not relate shall be distributed equally only among

the members of the family other than the nominees;

c. If no valid nomination exists, the whole amount of the gratuity shall become payable to the members of his/her family in equal shares:

Provided that in case of (b) above no share shall be payable to:-

i. sons who have attained the age of 24 years;

ii.. sons of a deceased son who have attained the age of 24 years;

iii married daughters whose husbands are alive; and iv. married daughters of a deceased son whose husbands are alive; v. if there is any member of the family

other than those specified in sub-clauses (i), (ii), (iii) and (v) above:

Provided further that the widow or widows and the child or children of a deceased son shall receive between them in equal parts only the share which that son would have received if he/she had survived that Govt. servant and had been exempted from the operation of (i) above. d. When the Govt. Servant leaves no

family and the whole or part of the gratuity is not covered by a valid nomination the amount of gratuity shall be payable to the following surviving relatives, if any, of the Govt. servant in equal shares:-

i. brothers below the age of 21 years; ii. unmarried and widowed sisters; iii. father; and iv. mother


Note: In the absence of any other eligible claimant gratuity would be payable to the sons and daughters of the deceased Govt. servant in equal shares even if the sons are over 24, years old and the daughters are married and their husbands are alive.

b. Family Pension

No gratuity will be payable by Govt. after the death of a Govt. Servant if he/she does not leave a valid nomination or a family as defined in rules.

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i. (A) A family pension sanctioned under this section shall be allowed as under:-

a. To the widow of the deceased,

if the deceased is a male Govt. Servant, or to the husband, if the deceased is a female Govt. Servant.

b. If the Govt. Servant had more than one wife, and the number of his/her surviving widows and children does not exceed 4, the pension shall be divided equally among the surviving widows and children together is more than 4, the pension shall be divided in the following manner, viz; each surviving widow shall be 1/4th

c. In the case of a female Govt. Servant leaving behind children from a former marriage in addition to her husband and children by her surviving husband, the amount of pension shall be divided equally among the husband and all eligible children.

of the pension and the balance (if any) shall be divided equally among the surviving eligible children. Distribution in the above manner shall also take place whenever the Govt. Servant leaves behind surviving children of a wife that has predeceased him/her in addition to the widow and her children, if any.

ii. Failing a widow or husband, as the

case may be, the pension shall be divided equal among the surviving sons not above 24 years and unmarried daughters.

iii. Failing (i) and (ii), to the eldest widowed daughter;

iv. Failing (i) to (iii), to the eldest widow of a deceased son of the Govt. Servant;

v. Failing (i) to (iv), to the eldest unmarried daughter of a deceased son of the Govt. Servant;

vi. Failing these, to the eldest widowed daughter of a deceased son of the Govt. Servant.

(B) If the family pension is

not payable under clause (A), it may be granted :

i. to the father;

ii. Failing the father, to the

mother;

iii. failing the father and mother, to the eldest surviving brother below the age of 21 years

iv. failing (i) to (iii), to the eldest

surviving unmarried sister, if the eldest sister married or dies then the next eldest; • No family pension shall be

payable- a. to an unmarried female member of a Govt. Servant's family in the event of her marriage; b. to a widowed female

member of a Govt. Servant's family in the event of her re-marriage;

c. to the brother of a Govt. Servant on his/her attaining the age of 21 years;

d. to a person who is not member of a Govt. Servant's family.

A family pension awarded under this section shall not be payable to more than one member of a Govt. Servant’s family at the same time except as provided for in sub clause (A) (i) and (ii) of sub rule (2) above. (Compendium page 167)

13.4 Amount of Full Pension

After a qualifying service of not less than 10 years, full superannuation, retiring, invalid or compensation pension may, be granted in accordance with the pay scales prescribed by the government.

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In case the qualifying service of a Govt. servant is more than 30 years, a benefit to the extent of 2% of his/her full pension for each completed extra year of service beyond 30 years, shall be allowed subject to a maximum of 10% of the full pension.

Pension Formula

A. Up to 30 years of qualifying

service.

Pay last drawn X Years of qualifying service X 70 30 100

B. More than 30 years and up to 35 years of qualifying service.

A (above) + 2 % of "A" for every

additional year beyond 30 years upto the

maximum of 10 % COMMUTATION FORMULA Surrendered amount of pension x No. of

years purchased x 12 Table for the calculation of pension with

reference to the qualifying service may be seen in the Compendium.


13.5 Application For Grant Of Pension

The responsibility for invitation and completion of pension papers is that of the Head of Department/Attached Department concerned in the case of Govt. servants holding posts in BPS-16 and above, and of the Head of Office concerned in the case of Govt. servants in BPS-1 to 15. The action should be initiated one year before a Govt. Servant is due to retire, and pension papers complete in all respects should be sent to the audit officer six months before the date of retirement, so that pension may be sanctioned a month before the date of his/her retirement provided that:

i. in case in which the date of

retirement cannot be foreseen 6

months in advance, the Govt. Servant may be asked to submit his/her pension application immediately after the date of his/her retirement is known, and

ii. a Govt. Servant proceeding on leave preparatory to retirement in excess of 6 months may be asked to submit his/her application at the time of proceeding on such leave.


13.6 Checking and Maintenance of Service Books for Pension

(a) The entries in the service books should be clearly made, verified and attested by the officers so designated. Officer next above the designated officer or the head of an office, where he/she is the designated officer himself/herself, should record an annual certificate in the service book in token of the correctness of the entries made therein.

(b) The service book should be got verified from the audit office immediately after the 10th and 24th

year of service of the official concerned. On the basis of these annual certificates, the head of the office should also record a consolidated certificate in respect of the entire service period in the following form:

Service From ……………………. Verified from ……………………..

There is no known disqualifying spell during the above service except as detailed below: (The period and nature of spell(s) to be indicated) 1................................................................................................... 2................................................................................................... sd/______ This certification should also be recorded before submission of the

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case to the audit office as laid down above. The audit office shall accept it as proofs of verification of service.

c. The service book should be maintained in duplicate, the duplicate copy being kept in the custody of the Govt. servant. Entries in the duplicate service book shall, as far as possible, be made simultaneously with those in the original service book. However, this duplicate service book would serve as a means of contemporary evidence, if needed.

d. In the case of transfer of a Govt.

servant, the original service book, duly completed to the date of transfer, should be sent to new head of the department/office and a copy of the entries relating to the office from which transfer taken place shall be maintained in that office; a certificate to this effect shall invariably be recorded in the covering - letter under which the service book is transferred. . 1. The non-gazetted service of a

Govt. Servant in the application form shall be verified by the Head of Office concerned from official records, for example service books or roll, pay bill or acquaintance rolls, etc.

2. if it be found impossible to

verify the service otherwise, a written statement of the applicant shall be taken on plain paper and such collateral evidence as may be procurable shall be collected, for instance, certificates given by an officer to a subordinate on his/her leaving the office and the testimony of contemporary Govt. Servants.


3.7 Commutation of Civil Pensions

A competent authority may sanction the commutation for lump sum payment of a portion not exceeding one-half of any

pension which has been or is about to be granted under these rules. 1. An application for commutation

should be submitted in Part-1 of Form 6 through the Head of the Office in which the applicant is or was employed or if he/she is or was himself/herself the Head of the Office through the Head of the Department/Attached Department.

If a pensioner, part of whose

pension has been commuted, dies on or after the date on which the commutation became absolute but before receiving the commutation value, this value shall be paid to his/her family or eligible relatives in the same manner as gratuity is payable under rules. A Govt. Servant retiring after attaining the age of 60 years shall be allowed commuted value of pension as applicable at the age of 60 years instead of 61 years, if he/she applies for commutation while in service.

a. The commuted portion of pension to the extent of 1/4th

of full pension shall be restored to the pensioners on completion of the number of years for commuted value is paid.

b. In restoring the commuted portion of pension under sub-rule (1) the fraction of year mentioned in the Commutation Table which is less than six months shall be ignored and that of six months or more shall count as one years.

c. In the case of a pensioner who had surrendered 1/4th of his/her full pension for gratuity under the rules applicable to him/her at the time of his/her retirement, the amount surrendered for gratuity (i.e. 1/4th of full pension) shall be restored on completion of the period for which the gratuity was paid. The rate of gratuity shall be divided by 12 to arrive

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at the period for which the gratuity was paid.

d. A pensioner, who had surrendered 1/4h of his/her full pension for commutation and 1/4th


for gratuity, shall be entitled to the restoration of commutated portion of his/her pension only at the expiry of the period for which the commutation was allowed.

Note: The benefit of restoration of 1/4th

of full pension surrendered for gratuity or commutation is not admissible in the case of family pension.

Reference Material

1. Punjab Civil Services Pension Rules, 1963 2. Supplementary Rules (DDO Handbook) (Estacode)

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Unit-14: Preparation of Bills

14.1 Introduction

Drawing and Disbursing Officer is responsible for seeing that bills are checked and initialed by a responsible Govt. Servant and that check must always include verification of the total amount entered in the bill. Failure to observe these precautions as well as those regarding disbursement of money drawn will render them liable for making good any loss that may occur thereby. Broad instructions for the money drawn in terms of different types of bills are given below.

14.2 Instructions regarding Disbursement of Money Drawn on Bills

The head of an office is personally responsible for every money drawn on a bill signed by him/her or on his/her behalf until the money is paid it to the person entitled to receive it and obtained his/her receipt, duly stamped where necessary, on the office copy of the pay bill.

If in any case, owing to the large size of an establishment and because certain of its men being working in out-stations, it is not found feasible or convenient to obtain the receipts of payees on the office copy of the pay bill the head of the office concerned may, at his/her discretion, maintain separate acquaintance rolls in PFR Form II for each set of payments made at one place or at one time. If the payee does not present himself/herself before the end of the month, the amount drawn for him/her should ordinarily be refunded by short drawl in the next bill, it being drawn a new when he/she presents himself/herself to receive it. In cases, however, where this restriction will operate inconveniently, the amount of un-disbursed pay at the option of the disbursing officer, be retained for period not exceeding three months, provided proper arrangements can be made for the safe custody of the sums retained. Pay must not, under any circumstances, be placed in deposit, so long as the drawing officer finds himself/herself in a

position to keep a proper watch over un-disbursed amounts, by a periodical examination of acquaintance rolls and office copies of bills, it is not necessary for him/her to keep a detailed account showing the amount drawn from the treasury from time to time and their subsequent disposal. There is no objection, however, to such an account being maintained in a subsidiary register if found convenient. When a drawing officer checks an acquaintance roll. Where one is prepared, he/she should either himself/herself total up the items in it, check the total against the total of the corresponding establishment bill and the money received from the treasury, and see that any difference between the total is properly accounted for, or cause all this to be done by a Gazzetted Govt. Servant or where no Gazetted Govt. Servant is available by the superintendent or the Head clerk of the office. Wherever practicable it should be arranged that disbursements on accounts of establishment bills are not made by the clerk who prepared them, and the maintenance of separate acquaintance rolls is dispensed with, as far as possible. The head of an office is not at liberty to re-adjust the pay of a Govt. Servant by giving one Govt. Servant more and another less than the sanctioned pay of his/her posts; nor may be distributed the pay of an absentee otherwise than as provided in the Civil Services Rules (Punjab), Vol. I or the Fundamental Rules, as the case may be. Annexure 14.1 Sample bills

Reference Material 1. General Financial Rules 2. Supplementary Rules (DDO Handbook)

(Estacode)

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Unit-15: T.A & D.A Rules.

15.1 Introduction

Traveling Allowance (TA) is granted to a Govt. Servant to cover the expenses which he/she incurs in traveling in the interest of public service.

15.2 Purpose of Journey

TA may be drawn in respect of a journey performed:

i. For the purpose of tour ii. On transfer iii. On joining a first appointment iv. On retirement, suspension, dismissal

or termination of employment v. To attend a course of training or to

appear at an examination vi. To give evidence in a court or to attend

an inquiry or conference vii. To obtain or furnish medical advice

or treatment viii. To attend an official function; and ix. other purpose authorized by a

competent authority.

15.3 Duration and Distance of Tour

TA may not be drawn for any Journey during which a civil Servant does not reach a point a side the radius of 16 km from his/her headquarters. This distance will be calculated with reference to the nearest practical route.

i. A day is to be reckoned from

midnight. ii. DA will be admissible at full rate when

during the absence from headquarters a night is spent while being on tour.

DA will be admissible at half rate when absence from headquarters is for more than 4 hours but no night intervenes the said absence.

iii. A part of day less than 4 hours is to be ignored for the purpose of daily allowance. • Special rate of daily allowance

shall be admissible at Hyderabad, Islamabad, Karachi, Lahore, Faisalabad, Multan, Peshawar, Quetta and Rawalpindi.

• For the purpose of calculating the amount of daily allowance the period of absence from headquarters shall commence from the time of departure of the civil servant from his/her office or residence, as the case may be, till the time of return to his/her office or residence, as the case may be.

• Period for which daily allowance may be drawn - Daily allowance may be drawn for the entire period of absence from headquarters, i.e., for the time spent on a journey, a halt, on tour or on a holiday occurring during a tour.

• A civil servant who takes casual leave when on tour is not entitled to draw daily allowance during such leave.

Rates of daily allowances for different scales may be seen I the Compendium.


15.4 Elements of the traveling allowance on transfer

• Traveling allowance for a journey on transfer is meant to cover:

a. the cost of transportation of the civil servant and his/her family;

b. expenditure incidental to the traveling of the civil servant and his/her family;

c. transportation cost of the personal effects of the civil servant and his/her family; and

d. in certain cases the cost of the transportation or conveyances of a civil servant.

15.5 Transfer grant Civil servants shall be granted the transfer grant as per the following instructions:

• Civil servant possessing a family- one months pay

• Civil servant not possessing a family- half months pay

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Provided that if the civil servant is transferred within the same district he/she will not be entitled to receive the transfer grant. In that case he/she will instead draw two fares of the class of accommodation to which he/she is entitled in the case of journey by rail, and double the mileage allowance in the case of journey by modes other than rail.

• a civil servant retiring from Govt. service may draw traveling allowance as on transfer from his/her last headquarters to the place where the controlling officer certifies he/she is due to settle

• family of civil servant who dies while in service shall be entitled to traveling allowance as on transfer.

Annexure 15.1 Rates for TA and DA 15.2 Format for TA and DA Bills 15.3 Sample filled TA and DA bill

Reference Material 1. Supplementary Rules (DDO Handbook) (Estacode)

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Unit-16: Service Book

16.1 Introduction

Service Book is an important document of the non-gazetted staff of an institution/office to be completed/maintained by Head Teacher/accounts section. It contains complete record of the non-gazetted period of service of the incumbent regarding his/her general particulars, date of joining to the service, leave account, posting, transfer, promotion duly verified by the Head Teacher/head of the office. Verification page and the first, second and third pages of the Service Book are annexed for reference.

16.2 Earning and Accumulation of Leave

All types of Earned Leave sanctioned by the competent authority i.e. Government/DEO/Deputy DEO as per leave rules are recorded in the service book in the prescribed format.

According to Leave Rule, the earning and accumulation of Leave is as under:

16.2.1 Civil Servants in Non Vacation Department

a. A Civil Servant in non-vocation department earn leave on full pay at the rate of 4 days per calendar month of duty rendered.

b. Duly period of 15 days or less in a calendar month will be ignored for the purpose of earning leave and more than I5 days will be considered for one full month.

c. If a Civil Servant proceeds on leave during a calendar month and returns from it the next month and the period of duty is more than 15 days in either month leave to be credited for both the incomplete months shall be restricted to that admissible for one full month only.

d. There is no maximum limit on accumulation.

16.2.2 Civil Servants in Vacation Department

A civil servant in Vacation department may earn leave on full pay:

a) when he/she avails himself/herself

of full vacation in a calendar year at a rate of one day for every calendar month of duty rendered:

b) when he/she is prevented from availing himself/herself of full vacation for that year as for a civil servant in the non-vacation department.

c) when he/she avails himself/herself of only part of the vacation - as in (a) above plus such proportion of 30 days as the number of days of vacation not taken bears to the full vacation.

16.3 Filling in the Leave Account Form in Schools

It is the duty of the Head teacher of the Elementary school to maintain the Leave account of each member of teaching/non-teaching staff working in the institution.

16.4 Occasions for new Entries in the Service Book

Entries are to be made in the service book on the following occasions and are to be verified by the concerned officer.

• Transfer • Annual Increment • Change of pay fixation due to

promotion/selection grade/move over or revision of pay

• availing leave • at the end of-

• Awards/Appreciation/Punishment/Study Leave/Maternity Leave/Special leave/Ex-Pakistan Leave etc.

each calendar year

• Any other decision taken about the civil servant.

Annexure 16.1 Sample formats of Service Books 16.2 Leave Account Form

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Reference Material 1. General Financial Rules 2. Supplementary Rules (DDO Handbook) (Estacode)

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Unit-17: School Funds Policy

1. The consolidated amount as given below will be charged per student per month for Faroogh-e-Taleem Fund for both male & Female Schools.

Sr.# Student

Level New proposed rate per student per month

1.

High School level (Class 9th

Rs.7.00

& 10%)

2.

Middle Class level (Class 6th to 8th

Rs.6.00

)

3

Elementary School Lever (Class 4th to 5

Rs.1.00)

th

a. The existing balance of funds including the fine fund will be utilized for the welfare of the students as per policy laid down.

b. The expenditure will be incurred through School Councils, whose minutes of the meeting will be kept on record for justification of expenditure.

c. The Head of the institution should maintain a record of receipt and expenditure of the funds for audit, which will be carried out by the audit department on yearly basis.

d. The rate mentioned at para 2 above will remain effective for a period of 3 year and no increase/decrease will be affected without the prior approval of Education Department.

e. As regard enhancement in the fine fund (from Rs.0.25 per absence to Rs.1.00 per absence) being charged from the High and Middle School students, Chief Minister has desired that the issue would be considered next year after

standard improvement in educational infrastructure is completed.

f. Financial powers already laid down in the financial regulations will be adhered to strictly.

g. All funds out of “Faroogh-e-Taleem Fund” may only be incurred after observing all codal and procedural formalities.

h. Any other collection apart from the funds allowed above in any form from the students is strictly disallowed.

i. A unified Account for “Faroogh-e-Taleem Fund” may be opened/operated in the name of Head Teacher and expenditure incurred with the approval of School Council.

j. DPI (SE & EE) will also carry out necessary scrutiny during their tour program.

17.1 Usage of Faroogh-e-Taleem Fund

Faroogh-e-Taleem Fund should be utilized for the following purposes:

1. Purchase of Science Equipments of all types.

2. Purchase and repair of sports articles of all types.

3. Expenses to hold games contest, refreshment of players, conveyance expenses of sports, accommodation and meals expenses for sports.

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

5. Purchase of Library Books, Magazines, News Paper and periodicals, Library and Reading Room related expenses.

6. Expenditure of Examination – printing of question papers, purchase of duplicating machine and related material.

7. Purchase of Audio Visual aids.

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8. Installation of telephone/ internet (subject of Computer Science) for 9th 10th

9. Purchase of Geometry Box, Chart, Maps, Black Boards/White Boards, Duster, Display Boards.

, and ICS classes.

10. Purchase of Plants for Tree Plantation/Flower Pots.

11. Expenses for holding of competitions of Co-Curricular Activities i.e. Drama, Debates, Speech, Essay Writing.

12. Expenses of Students & Class Incharge for trip to historical and geographical places. (no subscription will be taken from students).

13. Fee for scouting/Girl Guiding, Expenses of related items and accommodation of Students, Incharge Teacher, Headmaster.

14. Purchase of Medicines. 15. Appointment of part time Doctor &

Dispenser. 16. Treatment of Poor and deserving

students. 17. Purchase of sanitation related

articles. 18. Health related charts. 19. Weight machine. 20. Holding of parents Day expenses. 21. National & Islamic celebration

day’s expenses. 22. Furniture of Library and related

items. 23. Annual Prize Distribution

Ceremony expenses. 24. Educational distinction and sports

prizes. 25. First Aid and related articles. 26. Articles relating to cleanliness in

the school. 27. Purchase of equipment relating to

First Aid. 28. Books for deserving Poor

students, stationary, Purchase of Uniform and shoes, payment of fee etc.

29. Purchase optical aids and toys for poor students.

30. Purchase of seeds and plants for school ground and other ordinary purchase.

31. Help for Students of SOS Village and Hospital.

32. Prize in form of articles (Towels/vests) or prize bonds an

occasions like Eid Milad ul Nabi/Pakistan Day, etc.

33. Printing the Certificates etc. for giving to students on the above occasions.

34. Expenditure required in the form of repair, etc. in the libraries/purchase of fans, curtains and any other type of expenditure required in the libraries.

35. Binding of Books of Libraries. 36. Purchase of National

Leader/National Heroes Photos. Any other type of expenditure required for the welfare of the students and upkeep of the school with permission of School Council. (Compendium page 325 & 335) Reference Material

1. Punjab Education Code 2. Govt. of Punjab Education

Department, Rules for School Councils

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Unit-18: Financial Procedures for Schools Council (SC)

18.1 Financial Procedures

Financial procedures have been laid down for the smooth and efficient working of the School Councils. A brief overview of the same is given below:

Every committee will open two accounts.

• Public Fund • Private Fund

18.1.1 Use of Public Fund

Amounts provided by Govt. will be kept in "Public Fund". This will include grant -in-aid and other amounts. Funds provided by the Govt. will be utilized only on items for which specified. Works done under these funds will be supervised by SC members.

An account shall be opened with the title of “Public Fund” and the records of all amounts received from the Govt. will be maintained in this account.

Second account and cash register will be for the amounts received from the non-Govt. sources, and this account will be called "Private Fund". Sample cash register forms are annexed for reference:

18.1.2 Use of Private Fund

This fund will consist of the following:

• Farogh-I-Taleem Fund. • Donations from Community. • All other amounts which have not

been provided by Govt.

Second account and cash register will be for the amounts received from the non-Govt. sources, and this account will be called "Private Fund".

Farogh-I-Taleem Fund has been introduced by Education Department, Govt. of the Punjab. This fund can be utilized on the following items:

• Setting up book bank for students. • Furniture, science equipment or

purchase of material necessary for "Activity-Based Learning".

• Appointment of additional teacher for the improvement of educational standard. This teacher will be employee of SC.

• Arrangement of substitute teacher in place of teacher proceeding on long leave.

• Financial aid to poor and intelligent students.

• Repair of school furniture's.

• Provision of funds for needs pointed out by teachers/students.

• Nomination of student, especially girls, from 5th, 8th and 10th

Nomination of Head teacher, Elementary Teachers Teaching English, Science and Mathematics, for Awards keeping in view the standard/norm set by the Government.

classes for scholarships in accordance with the set standards.


18.2 Financial Rules and Procedures

• A Bank account in the name of SC be opened in the nearest bank.

• Detail of income and expenditure may be put before all the SC members at least once in every three months. Record may be kept at some safe place.

• The Head teacher and the Co-signatory will jointly deal with the financial matters.

• Calling three quotations is not required; rather the works will be carried out with mutual consultation of the SC. However for the purchase of equipment under foreign funded projects will require three quotations.

• Every cheque will bear signatures of two members of SC (Head of institution and co-signatory).

• Permission to draw amount from the bank will have to be sought in a meeting of SC before withdrawal from bank.

• In emergency the chairperson will give in writing permission to draw the amount; however this will have

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to be authenticated in the subsequent meeting of SC.

• Account and record of receipts/vouchers and other relevant papers of income and expenditure will be kept safely, and every receipt/voucher may be signed by Head of the institution and a member of the committee.

• Officers of Education Dept. may check the accounts any time.

• Basic control of all the expenditure made through SC will remain with the Finance Department, Govt. of the Punjab and Pakistan Audit Department.

• Funds will be provided through Annual Budget in the form of "Grant-in-Aid" for purposes set by Education Deptt., so there will be no need of pre-audit.

• SC will have the permission to open bank account without the observance of Punjab Treasury Rule 9 (1) and Subsidiary Treasury Rule 22. According to this procedure accounts for the Govt. provided-funds will be opened in nearest branch of a scheduled bank.

• SCs will have no restriction of "Pre-audit". However they will be bound to prepare their detailed accounts in accordance with the standard procedure set under the financial rules.

• Education Department, for the supervision of internal affairs of school, will frame guiding principles for audit after specified period, of expenditure and assets made through SC.

• Funds transferred to SC account will be spent only on the "Heads" for which allocated. Funds allocated to one "Head" will not be used on some other "Head". However during this period there will be no restriction on the purchase of items according to the norm. These goods/assets will have to be entered in the Property Register of the school.


18.3 Purchase Procedure School Council (SC) has the powers to buy (get manufactured) furniture from any person or firm according to the set specifications and standards. Other instructions can be seen in the booklet for SC published by Govt. of the Punjab. SC by mutual consultation will survey the local market and decide from which person or firm items have to be purchased. It will be kept in mind that the services of local artisans and firms may be utilized so that unemployment may be controlled at local level. This procedure should be very crystal clear and impartial. Every member of the committee may be involved in it. It would be better to inform the people as to which person/firm is supplying the furniture to school, so that its reputation remains attached-with its work.

This also may be kept in mind that the furniture may be purchased in accordance to the funds provided by the Govt. or collected at local level. No furniture may be purchased for which there are no funds in the committees account. Bills of the purchased furniture may be entered in the cash book and also in the stock register. Committee members, officers of the Education Department or any other authorized person or department may at any time check on the spot the details of accounts and the furniture/goods purchased.

Annexure 18.1 Contract form for SC and hired teachers 18.2 Sample formats for the Cash Registers of Private and Public Funds

Reference Material 1. Punjab Education Code 2. Govt. of Punjab, Education

Department, Rules of School Councils

3. Zabta-e-Kharidari Education Dept, Punjab 4. Govt. of Punjab Treasury Rules

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Unit-19: Supervision of Elementary Schools

19.1 Introduction

Instructional supervision is the basic function of the Educational Managers and other monitoring functions through which they provide professional support to the teachers. Supervisory staff for schools should have a good idea of the variables to be looked into in this regards. This is quite different from, the general supervision and traditional inspection of the school and confines its role to academic work, teacher's competence and teaching learning process. The explanation given below gives more details about the instructional supervision:

19.1.1 Key Task Areas of Head Teacher

1. Supervision of staff' 2. Supervision of curriculum 3. Management of resources 4. External relations 5. Relationship with students 6. Administration 7. Teaching

19.1.2 Instructional Supervision

Instructional supervision is a process through which the supervisor observes the teacher in the class room in order to assess:

i. Attitude of the teacher ii. Preparation by the teacher. iii. Variety of activities iv. Student participation v. Use of materials vi. Relevance of content vii. Overall quality of the lesson

If the instructional supervision becomes a permanent feature of the school program it will certainly affect the attitude and traditional behavior of the teacher which will reflect on his/her lesson planning preparation, presentation, methodology, interaction with the students, use of right A/V aids at right time, self evaluation and evaluation of students' work.

On the other hand the HT will always be alert to look for the support and training opportunities to help the teacher. 19.1.3 A Model of Instructional Supervision

In the key task area of managing staff, particular by in handling the task of instructional supervision, it is useful for the Head teacher to have some model of supervision in mind. One such model might be the instructional Supervision Cycle shown in tile diagram below:

Classroom Observation by the Head teacher

Self Evaluation Joint Review meeting

Training (on the job/away from job)

19.1.4 Self Evaluation

Teachers may not know how to evaluate their own teaching and the Head teacher will have to help them do so. If teachers can look critically at their own teaching they are then better prepared to discuss with the Head teacher their strengths and weaknesses. Teachers will have to be honest with themselves and accept the Head teacher willingly as a supervisor. Supervision should be seen as a two-way process where the Head teacher may point out certain skills in which the teacher needs some support. Equally, however, the teacher may make the Head teacher understand that he/she or she needs more help in terms of resources. In addition the teacher may ask the Head teacher to show him/her how to do something such as "to ask the pupils the right questions in a lesson". The Head teacher should give the teacher guidelines to evaluate his/her

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own performance in the form of a questionnaire or schedule. Below you will find a questionnaire that may be given to teachers to help in examining their work. 19.1.5 Self Evaluation Questionnaire

of a Teacher

1. Am I academically qualified to

teach? 2. Do I have the required

professional training? 3. Do I go to the class well prepared? 4. Do I plan the lesson in writing? 5. Do I have command on my

subject? 6. Do I have clear objectives of what I

teach? 7. Does my methodology change as

the topic demands? 8. Which kinds of resources are

available? Do I use A/V Aids to create interest?

9. Do I use A/V Aids to clarify certain points in the lesson?

10. Do I involve my students in various activities?

11. Have I been able to add to the knowledge of the students?

12. Have I been successful in creating interest for studies?

13. Do I take special care for class entertainment?

14. When I put questions to my students in the class, are they well-framed and clear?

15. Can every student hear me when I teach or put a question'?

17 Do I encourage my students? 18 How do I encourage my students? 19 Do I motivate my students for

active participation? 20 If yes, how? 21 Do I display/exhibit students'

work? 22 Do I try to achieve the objectives

of my lessons? 23 Have I been successful in

increasing the enrolment rate and decreasing drop-out rate?

24 Do I help in general administration?

25 Am I helpful in involving students in various co-curricular activities?

26 Can I communicate effectively with students and colleagues?

27 Have I any difficulty in adjustment in the school?

28 Do I get/seek parents help in solving the academic problems?

29 Do my students like me? 30 Are they happy with my teaching? 31 Do I know the names of my

pupils? 32 Do I call them by their name? 33 Do I know their family

background? 34. Do I cater for individual

differences? 19.1.6 Classroom Observation

Our purpose here is to provide the Educational Managers with some guidance as to how to go about classroom observation and what to look for in it. Clearly observing what goes on in classrooms can be undertaken with many purposes in mind. However one approach may be for the inspector to concern himself/herself with input in classes i.e. the subject content, process, and the skills in teaching/learning and output i.e. the achievements and results. Thus the inspector may visit the classroom: • First, of all to look at the lesson,

objectives, structure, content, textbooks used, etc.

• Second, the inspector may decide to focus on the teacher's skills in questioning, explaining methodology, assessment and so on.

• Third, the inspector may try to examine the output of work in the classroom by looking at the objectives achieved - what the children have learned, etc.

The key steps for observing a lesson are to:

• be informed in advance about the teacher, the class and the subject

• arrive in the class on time • observe quietly • talk with students about their work

when they are engaged individually or in groups

• stay for the full lesson • take time after the lesson to review

the lesson with the teacher

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• write your observation report immediately after the lesson

19.1.7 Seven Aspects of Teaching Standards to be assessed:

1. Attitude of Teacher Each teacher should have a positive attitude to their students, their work and the school, which is displayed in the following ways. They:

• are polite with students, as well as with other staff and visitors

• are firm with students about applying the standards of the school - set high expectations

• enjoy working with the students and are helpful and supportive

• recognize differences amongst their students in terms of aptitude and interests

• know the names of their students • work with other members of staff

as members of a team • work well with parents, members

of the SC and visitors • create an attractive, safe

environment in which the children can work

2. Preparation by Teacher

Teachers should prepare each lesson before they teach it. This means that the following should be prepared in advance:

• the purpose of the lesson is clearly explained

• there is a clear structure to the lesson which includes a variety of teaching methods

• individual and group work should be identified

• questions to and by the teacher • assessment of previous

knowledge • linking the lesson with learning • linking to everyday experiences of

the children using appropriate resources

• the teacher demonstrates a clear mastery of the subject matter

• the topic is relevant to the curriculum

• student learning is regularly assessed through homework, tests and other forms of assessment

• teacher can self-evaluate the quality of his/her lesson and the means of delivery

3. Variety of activities

Lessons, and thus the teaching techniques, vary according to the nature of the subject and the subject matter. Most lessons should include:

• activity based teaching • questions by teachers and

students • individual and group work • demonstrations by the teacher • student presentations • support for students by the teacher • feedback by the teacher • displays of work by students 4. Student Participation

Students should play an active role in each lesson through:

• asking questions to the teacher and with each other

• answering questions • practical activities, including

reading, writing, drawing, etc. • working on their own, in pairs and

in groups • demonstrating positive attitudes to

learning, to each other and to the teacher

• using resources in a responsible way

• completing their homework. • contributing to class/ school

display

5. Use of Materials

Materials, or teaching resources, are many and varied. They may include the chalkboard and chalk, the local physical and human environment, the students and teachers themselves, science and technical equipment, text and library books, posters, and displays made by the teacher and/their students. Some materials should be evident in each lesson. They should:

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• be used when required by a topic • be used to explain concepts and

processes • be used to create interest among

students and to develop psychomotor skills

• include low and no cost items • be displayed • be stored properly and where

required an inventory should be kept. Students should take some responsibility for storage of materials

6. Relevance of Content

The content of each lesson should be relevant to the curriculum. This should be clear through: • the objectives of each lesson • the topics which are covered • the context of each lesson within

the larger scheme of work • the methods and resources which

are used • The relation to everyday life of the

pupils

7. Overall quality of Lesson

The overall quality of the lesson content and delivery will take account of each of the factors described above. In summary the lessons:

• be seen in the wider context • will be stimulating and will involve

the students • will challenge the students

according to their abilities • will be structured with a variety of

activities and with the use of resources

• will be conducted in a cooperative and friendly way

• will lead to further questions/ progression to other work

19.1.8 The Review Meeting

The third stage in the instructional supervision process according to our model is joint review by the inspector and teacher. While entering the review the teacher will go through a self evaluation and the inspector will have visited the classroom to watch the

teacher teach. Hence now there will be an opportunity for the inspector and the teacher to discuss the teacher's performance, either in the head's office or in the classroom but certainly in private. There are advantages in having the discussion in the teacher's classroom because that is the teacher's strengths. The outcome of the discussion should be agreement about what the teacher can do specifically to improve his/her teaching and how the inspector can be of help and support. The inspector must have the knowledge of all the support and training opportunities in and outside the school to help the teachers to develop their practice. It is clear from what has been said that the review meeting will have a clear purpose, a firm structure and will undoubtedly require considerable preparation on the part of the Head teacher. A review meeting is therefore likely to take at least between thirty minutes and one hour. 19.1.9 Instructions regarding policy of

Textbooks

According to the new textbooks policy announced by the Federal Ministry of Education:

i. Textbooks will be developed by

private publishers. ii. Initial approval will be accorded by

the Punjab Textbook Board after review of the manuscripts by review committees constituted by the Board.

iii. Final approval and no objection certificate to textbook series of the Private Publishers will be issued by the curriculum wing Ministry of Education Islamabad.

iv. A provincial committee appointed by the Punjab Education Department will select series of textbooks published by private publishers for enforcement and use in Govt. schools.

v. Govt. of the Punjab, Education Department will purchase textbooks selected by the above mentioned committee and supply

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to the elementary schools free of cost.

vi. Private schools will be free to adopt any textbook series approved by the Punjab Text book Board and curriculum wing MOE Islamabad.

vii. According to the Government policy, no school, public or private, is authorized to use any textbook series not falling in the list of approved textbook series published by the private publishers.

viii. Government schools are not authorized to use guidebook, help books or test papers of any kind.

ix. Schools authorities violating the policy and rules regarding textbooks, etc. shall be liable to disciplinary action under E & D rules.

19.1.10 Supplementary Reading

Materials (SRMs)

i. Supplementary reading materials (SRMs) are meant to enrich the students’ knowledge, information and vocabulary.

ii. Government has initiated the supply of SRMs to school libraries through special funding.

iii. School authorities can also purchase SRMs published by the private publishers and approved by the Government from time to time.

iv. SRMs are usually closely linked with the curriculum and are graded according to the grade level or intellectual level of students.

v. School authorities are required to provide opportunities to the students to study SRMs either during special library period provided in the time table or during leisure period at home.

vi. School authorities are also encouraged to monitor the use of SRMs by the students at school level and by the supervisory staff at system level. E.D.O., DEOs, DDEOs and AEOs are expected to monitor the use of SRMs during their school visits.

19.1.11 Teaching Kits

i. Schools have been provided teaching kits at elementary school level.

ii. Teachers are required to use the said kits in their class room instructions.

iii. EDO, DEOs DDEOs and AEOs are expected to monitor the use of teaching kits by the teachers in their classroom instruction. They are also required to encourage teachers and provide them on-the-job training support to use the teaching kits.

19.1.12 Instructions related to the

Examination Policy

i. There will be no annual fail/pass examination system except continuous internal assessment system for promotion to the next class upto class 3rd

.

ii. The students would be assessed continuously according to the guidelines of Continuous Assessment System. However only three quarterly and one annual report would be prepared and conveyed to the students and their parents.

iii. Weightage of objective and subjective components in the quarterly and annual examination will be rationalized as under.

Objective Component = 40% (True False, Multiple Choice Matching Completion) Subjective = 60 % (40% short answer. Restricted essay 60% descriptive/narrative form) iv. A student will be detained in a

class if he/she does not pass the aggregate of the three quarterly assessments and the annual examination separately. The Head teacher may arrange a re-sit examination within 30 days after the annual examination result for those students who fail in the annual examination.

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v. All students of class 5th in public and private schools, who desire to seek admission in class 6th of a Government School shall sit in the central examination conducted under the control and administration of EDO (Education). Students who pass the central examination would be eligible for admission in 6th

vi. All students of class 8

class in Government Schools. Scholarship will be awarded on the basis of said examination.

th in a Government or Private School shall have to sit in the Middle Standard Examination administrated and conduct by EDO (Education). The result of Middle Standard Examination will be used for the purpose of admission in class 9th

vii. In the central examination of 5

in a Government School and award of scholarship.

th & 8th

viii. The result of 5

(Middle Standard Examination) all the subjects will be tested separately. Question Paper of each subject will consist of 40% objective and 60% subjective questions/weightage.

th (Central Examination) and 8th

ix. Model question paper for all level (IV – XII) will be circulated to the schools for guidance by the DPIs (I-VIII) and Chairmen BISEs (IX – XII)

class (Middle Standard Examination) will be published at the District level. The Result Cards shall be sent to the schools by the EDO (Education).

x. The material and budget for the conduct of examination/assessment will be provided to the Head Teacher @ Rs. 5/- per student subject to budgetary allocation.

xi. Schools will not be allowed to receive any paper money, examination fee/charges of progress report, etc. from students.

xii. Monitoring and Evaluation cell will be established in each district to check the implementation of Continuous Assessment System and annual examination. The Cell

will also check at least 10% of the schools annually to assess the performance of the teachers and learning achievements of students of all classes.

Reference Material

1. Punjab Education Code 2. Govt. of Punjab, Education


3. Govt. of Punjab, Education Department, Examination Policy

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Unit-20: School Related Rules

A brief outline of main instructions issued for the management of schools is given below. This selection of rules and regulations pertains to the “Punjab Education Code". For more details please see the original book.

20.1 General duties of Head of an Institution

• Tile head of an institution shall be responsible for its proper administration and management of institution and boarding house/ hostel attached to it.

• He/she shall also maintain discipline among the staff and students, organize and supervise the instruction regularly participate in the teaching work, arrange for the games and other co-curricular activities, ensure that all registers are regularly and accurately maintained.

• Keep a proper account of all moneys entrusted to him/her, and see that the same are utilized in accordance with the prescribed rules, and generally promote the physical.

• Intellectual, religious, social and moral welfare of' the students under his/her charge.

• The head of an institution shall take at least six periods a week.

20.2 Class Promotion in School

Class promotion shall be made by the head of the institution at the close of the academic year, except in the case of promotion from class I to class II, which may be made at any time. Inspecting officers may scrutinize and revise the promotions made by the Headmaster. Special promotions during the currency of the school year and promotions other than those from one class to the next higher class shall not ordinarily be given in an elementary school and must in any case be sanctioned by the District Education

Officer in case of class II to class VIII and in the case of promotions to class IX by the Director of Education.

20.3 Institutional Funds

All approved funds, notified by the Department from time to time, other than fees shall be managed by the head of the institution who will be personally responsible to expend the same in strict conformity with the rules and regulations governing the fund to which the money pertains and to maintain proper record of all transactions of the fund. The proceeds must be deposited with a branch of National Bank of Pakistan or with a Post-Office.

20.4 Fine for Breach of Discipline

The head of an institution may impose fine in each case of breach of discipline according to the following rates: -

i) Elementary classes not exceeding Rs. 10/

ii) High classes not exceeding Rs. 25/

20.5 Attendance of the School Teachers

The attendance of teachers shall be recorded regularly in a register kept for this purpose. Teachers may not leave the institution during working hours without the permission of the head of the institution.

20.6 Co-curricular Activities

All members of the staff shall take part in such activities which relate to the physical, intellectual, social, religious and moral development of the students.

20.7 School Hours

The hours for opening and closing of schools shall be fixed by the Director of Education in consultation with the District Education Officers giving due consideration to the season, locality and subject to the condition that the total weekly periods of instruction excluding the time allotted to the morning assembly

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and recess does not fall short of the limits prescribed by the Department/Boards. The distribution of time over the several subjects shown In the scheme of studies issued by the Department/Boards from time to time shall be strictly adhered to.

20.8 Class Timetable

A class time-table showing the routine of work for each week day shall be displayed in each class room and a general time-table showing the work of all the teachers and classes in the Head of the Institution's room and in the staff room.

20.9 Recording of Attendance

The roll shall be called within a quarter of an hour from the time when school opens, and again at the close of second meeting. No blanks shall be left in the Attendance Register and no attendance shall be marked after the roll has been called. In case a student leave school during the school hours for any reason, the fact shall be recorded accordingly.

20.10 Fine for Absence

Any student who is absent without leave in classes VI to X shall pay a fine of 25 paisas for each day or part thereof. Any student absent without leave in a college shall pay a fine of 25 paisas for one period or rupee one for the whole day. A student absent without leave for six consecutive days or continuously on sick leave for three months shall be struck off the rolls.

20.11 First Admission

Application for the admission of a child to a school for the first time must be made in the prescribed form and signed by the parent or guardian of the child seeking admission. Unless ordered otherwise, admission to the class of a recognized school may ordinarily be made only from April to November.

20.12 Transfer Certificate

A student leaving one recognized school may not be admitted to another without the production of a transfer certificate in the prescribed form issued by the last recognized school attended.

20.13 Presentation of Candidates for Public Examinations

The Headmasters and Principals of recognized schools and colleges are required to send the names of all the students who are eligible to present themselves as candidates for Public Examinations as laid down by the Department or Board competent to hold such examinations.

20.14 Recording of Age

Heads of' institutions are required to ensure that the age of a student is recorded on his/her first admission to a school, and to make it clear to the parent or guardian that the date of birth once recorded will not subsequently be changed. Heads of institutions are personally responsible for the accuracy of all subsequent age entries made

20.15 Misrepresentation of Age

regarding students in their schools whether in registers, certificates, or applications to appear in a public examination.

A candidate misrepresenting his/her age will not be sent up for that examination and will be liable to expulsion from the school and exclusion from future examination.

20.16 Registers, Books and Forms to be Maintained

The following books and registers shall be maintained in every institution:

a. Cash Register b. Acquaintance Roll c. Contingent Register d. Stock Register e. Fund Register f. Admission and Withdrawal Register g. Property Register h. Visitors' Book i. income and Expenditure Register j. Correspondence Register k. Examination Register and

Accumulative Form

20.17 Minimum Equipment

The minimum equipment, science apparatus and library books required in an elementary school shall be determined

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by the District Education Officer. Secondary School and Colleges shall follow the instructions in this regard issued from time to time by the affiliating body.

20.18 Removal of Property from the Stock Register

No articles may be struck off the property register of an elementary school and no book removed from the register of library books unless previously condemned as unfit for further use by the District Education Officer. Other institutions will be governed by the Delegation of Power Rules (Financial) in force. Condemned articles shall be sold by public auction and the proceeds credited to the relevant fund/government treasury.

Reference Material

1. Punjab Education Code 2. Govt. of Punjab, Education


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Unit-21: Recruitment, Selection and Posting

21.1 Policy

i. Recruitment and selection of employee’s will be based on merit.

ii. Appointments will be made only against established agreed upon title/positions for which approved job descriptions and budget provisions exist.

21.2 Responsibility

DCO/EDO will be responsible for the recruitment and selection of candidate and will also ensure the compliance of rules and regulations.

21.3 Procedure

i. Administrative Secretary and the Appointing Authority shall periodically update the detail of available vacancies, especially prior to recruitment and ensure that recruitment is made against clear-cut vacancies, after accounting for vacancies occurring due to leave, deputation, etc.

ii. Before advertising the posts, it shall be ensured that there is no bar on recruitment and recruitment's shall be made only against posts for which specific approval has been granted either under the Recruitment Policy or by the Chief Minister.

iii. Respective Head of Department will fill the Personnel Requisition Form (PR form) and forward the same to the office of EDO through the respective channels of communication.

iv. Appointing Authority shall advertise the posts in at least two notional dailies indicating the qualification, skills and qualities prescribed in the Service Rules of the post.

v. At least 15 days time, from the date of advertisement, shall be given for submission of applications.

vi. After detailed scrutiny of the applications, the eligible candidates shall be issued call letters for test/interview, as the case may be

vii. The relevant Selection Committee shall conduct test/interview and recommend suitable candidates for appointment, strictly on the basis of merit/selection criteria, to the appointing authority.

viii. All the candidates shall be required to produce National Identity Card, domicile certificate and transcripts of qualifications, in original, at the time of interview.

ix. The Selection Committees shall ensure that the certificates/degrees of candidates are genuine and have been obtained from recognized institutions.

x. The Appointing Authority, shall issue offer of appointments to the candidates recommended by the Selection Committee, clearly indicating the terms, and conditions of such appointment.

xi. The terms and conditions of contract appointment must be prepared as per provisions of Contract Appointment Policy and got approved from Finance Department before issuing offers of appointment.

Appointing Authority shall issue appointment/posting orders after the acceptance of offer and after ensuring that all the codal formalities have been fulfilled. (Compendium page 267)

21.4 Selection Committees for Recruitment

The following Selection Committees shall make recommendations for the posts at the District level, which are out of the purview of Punjab Pubic Service Commission. A. Departmental Selection Committees at District Level for Posts in BS-11 and above i. District Coordination Officer ii. Executive District Officer Concerned iii. Executive District Officer (F&P) iv. Appointing Authority concerned

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(if other than the EDO concerned) v. One member to be nominated by

the Member Administrative Dept. by the Approval of Minister In-charge.

vi. District Officer concerned Member/ Secretary

B. Departmental Selection Committees at District Level for Posts in BS-1 to BS-10

i. Executive District Officer concerned Chairman ii. Executive District Officer (F&P) Member iii. District Officer (Coord) Member iv. Appointing Authority concerned,

Member (if other than the EDO) v. One member to be nominated by the Member Administrative Department with the Approval of Minister In-charge. vi. District Officer concerned

Member/Secretary (Compendium page 253)

21.5 Quotas in Recruitment

The following quotas have already been provided under various notifications and shall continue:

i. 2% quota for disabled persons as per notification No. SOR.III-2- 86/97 dated 28-01-1999, and in keeping with instructions issued vide No. SOR.IV (S&GAD) 7-1/2003, dated 15-04-2004.

ii. 5% quota for women as prescribed vide notification No.SOR-III-1-35/93, dated 17-04-2002.

iii. 20% quota of posts in BS-1 to 5 for the children of serving/retired government employees in BS-1 to 5, as prescribed vide notification No. SOR-III. 1-22/90, dated 01.09.1993.

Explanation: The posts reserved for quotas mentioned above are to be filled only at the time of making general recruitment through advertisement, under the Recruitment Policy.

21.6 Guidelines for Fixing Terms and Conductions of Contract Appointments

1. Pay Package

i. Where appointment is made in the prescribed pay scale of the post.

• Package of pay and allowances as per pay scale of the post.

• 30% of the minimum of pay scale as social benefit in lieu of pension.

Provided that persons who are already retired and getting pension shall not be eligible for this benefit.

• Any ad hoc/special relief etc, given to the regular government servants shall also be admissible to the contract employees.

• Annual increment as per pay scale of the post. ii) Where appointment is made on pay

package other than, the pay and allowances prescribed under the Pay Scales.

• A package of pay & allowances as approved by the Chief Minister, keeping in view the specific requirements including qualification, etc. of the job.

• Any ad hoc/special relief etc, given to the regular government servants, shall not be admissible.

• Annual increment, shall not be allowed unless specifically provided in the pay package.

Detailed clarifications regarding Recruitment policy may be seen in the Compendium. (Compendium page 256) 2. Medical Fitness Certificate

The selected candidate will appear before the competent medical authority/board, as per directions of the appointing authority for medical examination and on having been declared medically fit he/she will be able to join service.

3. Tenure

The contract shall be generally for a period of 3 to 5 years from the date of joining.

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However, the period of contract appointment may be curtailed in the following cases;

a. Where the post exists for a lesser period e.g. "Project Post".

b. Where the tenure of post is fixed as per provisions of law.

c. Where a person is re-employed as per provisions of Re-employment Policy.

4. Pension

Appointment/service on contract basis shall be non-pension able.

5. Contributory G.P. Fund

a. The employer shall not pay any pension or Contributory Provident Fund. b. The employee shall also not contribute General Provident Fund.

6. Contribution towards Group Insurance/Benevolent Fund

a. The contract employee shall not contribute towards Group-Insurance and Benevolent Fund.

b. A civil servant employed on contract shall contribute towards Group Insurance and Benevolent Fund as per rules specified specifically, if any.

7. Leave

i. Casual leave not exceeding 24 days per year shall be admissible. More than 10 days leave at one time shall not be allowed;

ii. 90 days maternity leave with pay (in case of female employees only), once in the tenure of five years, shall be admissible.

iii. Leave on medical grounds without pay shall be admissible on production of medical certificate by the competent authority as per Punjab Medical Attendance Rules, 1959. However, if medical leave continues beyond 3 months, his/her contract shall be liable to be terminated.

iv. The person appointed against non-vocational post shall earn 10 days

leave per year to be availed by him/her during the tenure.

8. Medical Facilities

Medical facilities as admissible to the regular employees of his/her scale under the rules.

9. Traveling Allowance/Daily Allowance.

a. TA/DA as applicable to the regular employees of his/her scale under the rules.

b. Where a person is appointed on a package other than normal pay scale,

TA/DA will be admissible as provided in the pay package.

10. Transfer/posting

The contract appointment shall be post specific and non-transferable; Contract appointee shall not, under any circumstances claim any right for transfer from one post to another.

11. No right of Regular Appointment

Contract appointments shall not confer any right of regular appointment nor shall such appointment be regularized under any circumstances.

12. Training

The contract appointee shall have to undergo essential training program, as may be prescribed.

13. Performance Evaluation

The performance of the appointee shall be assessed/evaluated on regular basis keeping in view his/her efficiency and conduct as per provisions of Contract, Appointment Policy. Performance evaluation pro-forma for contract employees may be seen in the section of Performance Evaluation in this manual.

14. Appointment on the basis of

forged/bogus documents

If, at any stage, it is discovered that the person appointed on contract had obtained

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the appointment on the basis of forged/bogus documents or through deceit by any means, the appointment shall be considered to be void ab initio and he/she shall be liable to refund all amounts received from the Government as a consequence of appointment in addition to such other action as may be taken against him/her under the law.

15. Recovery of loss caused to the

Government

Recovery of any pecuniary loss caused to the employer shall be-effected from the contract employee.

16. Performance of duties

The employee shall be liable to perform duties, in public interest, as may be entrusted to him/her by competent authority from time to time.

17. Interpretation of the Terms &

Conditions

The interpretation of the terms and conditions and the decision of the competent authority in this behalf shall be final.

18. Termination of Contract

Contract appointment shall be liable to termination on one month's, notice or on payment of one-month pay in lieu thereof, on either side, without assigning any reason.

Annexure 21.1 Selection Criteria for

• BS 1 to 4 • BS 5 to 10 • BS 11 and above

21.2 Posting and transfer authorities 21.3 Table showing Authority, Appellate

authority and next higher authority 21.4 Personnel requisition form 21.5 Interview guidelines

Reference Material

1. Govt. of Punjab, Recruitment Policy, 2004

2. Govt. of Punjab, Policy for Contract Employment, 2004 3. Circulars and Notifications: • notification No. SOR.III-2- 86/97 dated

28-01-1999. • Circular No. SOR.IV (S&GAD) 7-1/2003,

dated 15-04-2004. • Notification No.SOR-III-1-35/93, dated

17-04-2002. • Notification No. SOR-III. 1-22/90, dated

01.09.1993

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Unit-22: Monitoring Of Elementary Education at District Level

Within the district government there are following three mechanisms for the monitoring of elementary education.

1. District Monitoring Officer 2. Hierarchy of Education Dept. 3. Monitoring Committees of Zila Council

22.1 Monitoring through Monitoring Cell Headed by District Monitoring Officer:

A monitoring cell has been created by the Govt. of the Punjab to monitor the activities of education and health sector at district level. District monitoring officer is the head of this cell. DMO is supported by monitors who regulatory visit the schools and collect information regarding: i. Absenteeism of teachers. ii. School building, missing facilities and

general maintenance of school sites. iii. Enrollment of students, their retention

and drop out. iv. Any other aspect of education

assigned by the Government.

A standard Performa has been prepared for this purpose. Field monitors submit their reports to DMO after compilation these reports are sent to DHIU in Lahore and a copy of this report is sent to EDO (Edu) for necessary action. Regular monthly meetings are held between DMO and education staff at the district level for taking necessary steps in the light of monitoring reports.

22.2 Monitoring through Education Hierarchy at the district level:

AEOs, DDEOs, DEOs. and EDO regularly visit elementary schools, get first hand information, monitor the implementation of educational calendar and the standard manual providing detailed instructions to schools. A standard Performa has been prepared by the DPI (EE) for the inspection of schools.

22.3 Prescribed Frequency of Monitoring

Monitoring frequency of schools by the officers of education department has been given in the following table:

Monitoring Officer Frequency of Visits D.M.O. Staff Two visits per

School every month AEO Two summary and

one in-depth inspection of each school under their jurisdiction in an academic year

DEO/DDEO At least one visit of each elementary schools in an academic year

EDO (Edu) One inspection of each High School and visit of at least ½ elementary/ middle schools in a year.

22.4 Monitoring by Committees of Elected by Zila Council

i. The monitoring committee elected by Zila Council are responsible for monitoring the functioning of the officers of the Education Department and prepares quarterly evaluation reports on the prescribed format.

ii. The reports referred to above shall in particular contain evaluation of the performance of each education office in relation to:

a. achievement of targets of

education set by the District Assembly or proposed under National Education Policy.

b. responsiveness to citizens and employees (teachers) difficulties.

c. efficiency in the delivery of education services to the people of the district.

d. transparent functioning. iii. The monitoring committee shall

submit its quarterly report to the Zila

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Council which may through resolution require the district Nazim to take necessary action.

iv. The monitoring committee shall function without introducing and interfering in the day to day work of the education offices of the district and shall not cause any harassment to the functionaries thereof, nor assume command and control of the office concerned.

Functioning of the monitoring committee shall be governed by the provisions of the Punjab Local Government ordinance 2001, section 138 and subsection 7-10. Reference Material

1. Punjab Education Code 2. Punjab Local Govt. Ordinance,2001

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Unit-23: EMPLOYEE ORIENTATION

23.1 Policy

Every selected candidate will be informed of orientation program

23.2 Responsibility

The Admin and HR department will be responsible for conducting the orientation program.

23.3 Procedure

Orientation/welcome package comprising of the following documents will be given to all of the new appointees:

i. Welcome letter; ii. Education policy of the district; iii. Mission Statement; iv. Joining Report ; v. Policy/procedure manual; vi. List of all relevant phone numbers

and addresses; vii. Visiting cards, if employee is

eligible; viii. Any other relevant document.

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Unit-24: Harassment Policy

24.1 Policy

Meeting the needs of a diverse workforce and of sensitising workers and managers to differences associated with gender, race, age, etc. in an attempt to maximise the potential productivity of all employees without the feeling of threat or coercion, and to create a positive work environment.

Harassment refers to a wide spectrum of offensive behavior. When the term is used in a legal sense it refers to behaviors that are found threatening or disturbing, and beyond those that are sanctioned by society. For an organization to be successful, people have to work together as a team. Nothing destroys a team more quickly than a lack of mutual respect. When employees subject one another to abusive, disrespectful or harassing behavior, it can hurt morale, violate company policy, and even break the law. Therefore to create a positive work culture it is very important to identify the elements/variables which could fall in the category of harassment and could lead to difficulties, especially with reference to the women.

Harassment in work places refers to mainly two types:

24.1.1 Sexual Harassment

Unwelcome sexual advances, and other verbal or physical conduct of a sexual nature constitutes sexual harassment when submission to or rejection of this conduct explicitly or implicitly affects an individual's employment, unreasonably interferes with an individual's work performance or creates an intimidating, hostile or offensive work environment

24.1.2 Psychological Harassment

This may take the form of verbal and other means by which the victim is psychologically pressurized which limits and effects his/her capability to be productive. The victim as well as the harasser may be a woman or a man. The

victim does not have to be of the opposite sex

The heads of departments needs to be very vigilant with reference to any complaints lodged under the ambit of harassment and immediate actions under efficiency and discipline rules should be taken. Such incidents need to be reported to the highest authority for taking necessary actions for the prevention of similar incidents.

http://en.wikipedia.org/wiki/Society�

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Unit-25: Exit Interview

25.1 Introduction

In case an employee is leaving voluntarily, resigning or removed from service, soon after the departure is confirmed, the Manager Admin/ HR/ Immediate Supervisor will conduct Exit Interview of the employee, using the Exit Form. The resignation letter is also considered in the interviews.

The Manager Admin and HR may discuss the exit interview with the Departmental Head concerned if the interviewee justifiably expresses dissatisfaction with job factors, which are within departmental control, so that corrective action may be taken. 25.2 Recording and Documentation

All employees leaving (voluntarily or involuntarily) will be required to get clearance as per the Clearance and Final Settlement Form provided by the Admin and HR Department. Concerned personnel will approve the form after thorough investigation.

Once the employee has been awarded clearance from all concerned departments the Admin and HR Department will fill in and file the ‘Exit Form in the employee’s records. The Admin and HR Department will file in all exit related documents in the employee’s record including:

1. Employee’s resignation letter (if applicable);

2. Clearance and Final Settlement form, and

3. Exit form.

The Manager Admin and HR will keep a record of turnover of employees. He/she will produce a quarterly report for management purposes, which will give department-wise information on turnover, reasons for employee’s turnover, and summarize any significant factors affecting employee turn over. This report should be shared with the members of the senior management.

Annexure 25.1: Exit Interview Form

education management handbook - final

Documents

ad hocspecial

resource gap

eldest widowed

de novo inquiry

tehsil municipal

pecuniary

middle standard

registrar