EDU-114 Office Management

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 Unit 1: Management of Physical Elements in the Office
1.1 Curriculum issues
1. Records and documents relating to students
1. General Register
(a) government rules
(b) Precautions to be taken while granting admission
(c) Guidelines regarding entries in the General Register
(d) Items in the General Register

(e) Instructions regarding registration

2. School Leaving Certificate
(a) Requirement of Evidence
(b) Application of parents
(c) Proceedings for issuance of certificate
(d) Duplication
(e) Reliability of evidence
3. S. S. C. Examination - Papers
(a) Mark sheets
(b) Certificates
4. Certificates of other examinations and competitions -
(a) Out-of-School Examinations
(b) Importance of out-of-school examinations

(c) Sports Competition Certificates

5. fee and fee waiver
(a) Government provision.
(b) school fees
(c) fee acknowledgment
(d) tuition fee waiver
(e) Waiver of Fees from Other Institutions

(f) Educational concessions to backward classes

6. scholarships
(a) Scholarships for the Handicapped
(b) National Intelligence Research Test

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 (c) Pre-Secondary / Secondary Scholarship

(d) Sports Scholarship

7. Result Sheets of Internal Examinations
(a) Continuous evaluation
(b) Provision of Government
8. Prize register
9. Medical examination
(a) Student health in school
(b) Provision of Government
10. Student progress report
11. Student Catalogue
12. Answer Sheets of First Semester and Second Semester Exams
2. Records and documents relating to teachers and other peons
01. Seniority List
(a) Government provision
(b) Notification regarding seniority list
(c) Types of Service Seniority List
(d) Requirement of seniority list
(e) Guidelines regarding determination of seniority
(f) Liaising with and guiding the Department of Education
02. Confidential report

(a) Government provision

(b) Confidential Report Form (Parts 1.2 and 3,
(c) Who should write confidential reports and how?
(d) Procedure for Submission of Confidential Reports
(e) Evaluation of Confidential Report
(f) Responsibility of Principal

03. Private tuition

(a) Restraints on Principals and Teachers
(b) Register of Private Tuitions
04. Service books
(a) Government provision
(b) Orders regarding maintenance of service book

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 (c) Guidelines for making entries in service books (

05. Logbook
(a) Significance of logbook
(b) Provision made in Act
(c) How should the entries be made in the Kriti-Nodahi?
06. Discharge Certificate
(a) Government provision
(b) Relieving Certificate – Sample
(c) Responsibility of the Principal
07. Pension-papers
(a) Introduction
(b) Type of Pension
(c) Instructions regarding preparation of pension case
(d) Family Pension
(e) Issues of Importance
(f) Pension documents
(g) Action to be taken by Principal
08. transfers
(a) Introduction
(b) Provision of Government
(c) Care to be taken by the principal

(d) Transfers. Register

09. School Committee and Education Committee
Records of meetings
(a) School Committee
(b) Education Committee
(e) Minutes of meetings - important points

10. Appointment letter

(a) Introduction
(b) Provision of Government
(c) Categories of Employees
(d) appointment order
(e) Matters to be noted by the principal

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11. 100 points model rosters

(a) Introduction
(b) Method of maintaining model roster
(c) Some important readings
12. personal file
(a) Composition of Personal File
(b) Other documents
(c) Uses of Personal Files
13. Movement register
14. Provident Fund Register
15. Muster Roll

1.2 Objectives

Upon completion of this module, you will gain an understanding of the following key points:

✓ Identifying the essential folders that must be maintained within the school.
✓ Understanding the importance of keeping all notebooks in the school.
✓ Explaining the significance of each notebook in the school.
✓ Comprehending the government rules for maintaining records, including which records to keep and
for how long.
✓ Knowing the importance of maintaining accurate and timely records.
✓ Identifying which notebooks are for student, teacher, parent, and other personnel records.
✓ Being aware of the importance of making notebook entries on time.
✓ Ensuring accurate and timely notebook entries by assigning scribes and responsible teachers.

1.3 Introduction

Every public organization must maintain several types of records related to their work and objectives.
This requires setting up an office to keep track of the work undertaken, its progress, various stages, and
different parts. The office must also maintain various types of registers and notebooks to keep all
necessary records. This includes reports of the organization's work, minutes of meetings,
correspondence records, etc. to ensure the organization's interests are protected.

As a public institution, secondary schools must also maintain offices and registers. The school register
is diverse, and it must include records of interactions with students, parents, teachers, other personnel,
administrators, and government offices related to education. This module outlines the records and
books that schools must maintain to ensure proper and controlled operation of the school.
1.4 Discussion
1.4.1 Records and Documents Relating to Students
1. General Register
(a) Government Rules
As given in Rule No. 26, No. 83.1 and Appendix 18 of the Secondary Schools Code (Revised Edition
1979), every recognized secondary school in the state of Maharashtra has to maintain a General
Register. In respect of every student admitted to a secondary school, the Principal of that school shall
enter in this register the student's registration number (Register No.), his full name, his caste and sub-
caste (including his S. C. / S. T. etc. type only for backward caste students), his place of birth, his date

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of birth (Christian According to the chronology and according to the new national almanack both
numerically and alphabetically), attestation of his mother or father or guardian Attestation of parent or
guardian), name and address of the school before admission to this school, date of school-admission,
fee payer or defaulter, In which class and batch admitted, academic progress, conduct, date of leaving
school (this information should be filled when the concerned student leaves the school) and the class
and batch at that time, comments (reason for leaving school, record of fees if any, etc.) takes (This work
is done by the headmaster from the Clerk.) This information has to be filled in based on the previous
school leaving certificate given by the student and the admission form filled by the student's parent. This
information must be filled in on time. A student should register his name in the general register
immediately after admission to the school. Admission of the students to the school is considered official
only after the name of the students is registered in the general register. The principal should ensure that
all the entries in the general register are accurate and correct as per the original document. At the time
of school inspection, the Inspecting Officer also checks the register makes sure that the entries in the
register are correct and signs the register as correct. No change can be made in the entries in this
register by the principal without the prior permission of the District Education Officer. (Secondary
Schools Code, Rule 26, Appendix 6 and Annexures 25 and 36). If the entries in the register are to be
altered with the prior permission of the Education Officer, it should be done in red ink and the number
and date of the order of the Education Officer should be noted in the general register in the district office
and the original order should be preserved as a permanent record.
No change should be made in the entries made in the general register in respect of students who have
dropped out of school. But in the case of a student in school, the principal should send an application
from his parents or guardians to the District Education Officer for consideration regarding changing the
records of his date of birth, name, surname, caste, etc. If the Education Officer decides to make such a
change as per the application, they send such an order to the Head of the School. According to that
order, the Head of the School should make an entry in the general register as mentioned above.
As the General Register is an important book, it is maintained It has to be preserved. Therefore, it is the
responsibility of the principal and his office to keep it safe from Udar, Valvi, etc. nuisance animals.

(b) Precautions to be taken while granting admission

At the beginning of the academic year and thereafter, students are admitted to school based on the
wishes of their parents for various reasons. At that time, the principal has to pay attention to the following
areas:
1. The admission form should be filled out by the parents of students.
2. The school leaving certificate of the previous school should be requested along with the admission
application.
3. If the student is admitted from one school to another school during the academic year due to
transfer of parents or for any other reason, proof of leaving the school, his total days of attendance
in the previous school, date and number of the same if fee waived, any scholarships received in
the past, etc. The information should be sought from the parents along with the admission form
given to the new school from the previous school.
4. Parents should ensure that the filled admission form is signed by them.
5. After scrutinizing the admission application, the clerk should enter the information from that
application and the school leaving certificate in the general register. After the said entry in the
register, the admission of the said student shall be considered official. The official form for keeping
General Register is given in Form of General Register in Appendix Eighteen of the Secondary
School Code.

(c) Guidelines Regarding Entries in the General Register

The revised version of the Secondary School Code, 1986, Rule No. 26.1 which provides guidelines on
how to make entries in the general register:

1. The admission of the student is considered official only after the name of the student is registered
in the General Register in a prescribed format. For this reason, the name of the student should not
be entered in the general register until he/she is duly admitted.

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2. The date of birth of the student as given in the previous school leaving certificate should be written
in letters and numbers in the general register. It is important to write it without any change. For
example, Date of Birth: Numerical - 6/6/1980, Letter - Sixth June nineteen eighty.

3. In case of a student's admission to an Official Secondary School for the first time, all the proofs
regarding his/her name, place of birth, date of birth, name of parents/father along with signature
and stamp of the concerned authorities must be obtained by the principal from the parents.

4. No corrections, including corrections in spelling, shall be made in the date of birth or other entries
in the general register without the prior permission of the appropriate authority.

5. The date of birth of a student should not be changed after leaving the secondary school. However,
the correction of obvious errors such as a date not in the calendar of a particular month shall be
allowed.

6. Before allowing corrections in spelling or rectification of obvious errors in figures, the entries in the
register should be verified against the original evidence filed at the time of submission.

7. If any change is made in accordance with the written order of the appropriate authority, the same
shall be recorded in the comment section of the general register along with the number and date
of the order of the said authority, and such written order shall be preserved as a permanent record.

8. Any change or correction in date of birth, first name, last name, caste, etc. recorded in the general
register should be considered only in the case of students studying in schools. Applications made
by or on behalf of a student who has dropped out of school should not be considered.

Where the school leaving certificate is considered as evidence for entries in name, surname, caste,
date of birth, etc., for the purpose of admission to an educational institution, any misspelling of a word
or any mistake made in the above matters found at any time after the issue of the school leaving
certificate against the entry in the general register of the school or given by the previous school shall be
corrected to be consistent with the record of school dropout rate. The procedure to be followed in such
cases is laid down in Appendix VI of the Secondary School Code Revised Edition 1986.

The Secondary School Code Revised Edition 1986 Annexure Eighteen gives a sample general register.
(See Rule 83.3A.)

(d) Items in the General Register:

1. Registration No.
2. Full name
3. Caste including Sub Caste (in case of Backward Class students only) and Type of Backward
Class (i.e., Scheduled Castes/Scheduled Tribes, etc.)
4. Birthplace
5. Date of birth, month and year, literal and literal as per Christian year and new national chronology
6. Attestation of parents or guardians
7. Which school did you attend earlier?
8. Date of admission
9. Dar or Nadar
10. In which grade and batch admitted?
11. Progress
12. Conduct
13. Date of leaving school
14. In which grade and batch did you drop out of school?
15. Remarks (reason for leaving school, fees paid or not, etc.)

(e) Instructions Regarding Registration:

1. Any one method (English/Marathi) of entry (writing) should be kept in the General Register.

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2. While recording the admission of students in the general register, running from admission number
1 in ascending order. New numbering starts at the beginning of the new year. At that time, the
number coming after the previous last number should be given.
3. Certificates of school leavers from primary schools and some secondary schools written in Marathi
are submitted. If the entries in the General Register are kept in English, such documents should be
translated directly into English.
4. In some secondary schools, in English medium primary schools, there is a method of giving
certificates in English. If the general register is written in Marathi, then the certificate should be
translated into Marathi. While doing this, care should be taken to ensure that no changes are made
to the entries therein.
5. It is important to note that a student's date of birth should not be changed after they leave secondary
school, except for obvious errors such as those that are not in the calendar for a particular month.
6. When making corrections to spelling or rectifying obvious errors in figures, it is important to verify
the entries in the register against the original evidence filed at the time of submission. If a change
or correction is made in accordance with written orders from an authority, it must be recorded in
the comment section of the general register, along with the number and date of the order. The
written order must be preserved as a permanent record.
7. Changes or corrections to the date of birth, first name, last name, caste, etc. recorded in the general
register should only be considered for students who are currently enrolled in school. Applications
made by or on behalf of students who have dropped out of school should not be considered.
8. If a misspelling of a word or mistake is found in the entries for name, surname, caste, date of birth,
etc. at any time after the issuance of a school leaving certificate, it needs to be corrected to be
consistent with the record of school dropout rates. The procedure for such corrections is laid down
in Appendix VI of the Secondary School Code Revised Edition 1986.

(f) Regarding Instructions for Registration:

1. Only one method of entry (English/Marathi) should be used in the general register.
2. When recording the admission of students in the general register, start from admission number 1
in ascending order. Start new numbering at the beginning of the new year and ensure that the
number coming after the previous last number is given.

3. Marathi certificates from primary schools and some secondary schools may be submitted. If the
entries in the General Register are kept in English, such documents should be translated directly
into English.

4. In some secondary schools, certificates are given in English. If the general register is written in
Marathi, then the certificate should be translated into Marathi. Care should be taken to ensure that
no changes are made to the entries therein.

5. When recording name, caste, sub-caste, place of birth, date of birth, etc. in the general register,
entries should be made as per the entries in the certificate submitted by the concerned student.

6. When writing the date of birth in letters and numbers, ensure that it is entered correctly. If an
inadvertent mistake is made and detected immediately, it should be corrected immediately. The
headmaster should make a short signature at the wrong place by marking it with red ink and ensure
that the entry is correct as per the previous certificate.

7. After the student is duly admitted, it is important to check in which class they have been admitted
and record the date of admission, class, and batch.

8. If the student is leaving the school for further education or due to transfer or any other reason as
per the wish of the parents and the parent has duly demanded the child's school leaving certificate,
then the certificate should be given. The signature of the parent should be taken along with the
date of receipt of the certificate. The principal should record the reason for which the certificate was

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 issued in the general register, write the number and date of the certificate book from which the
certificate was issued, and sign and stamp it.

9. Even though all of these records are done by the junior or senior clerks of your school, after the
admission at the beginning of the year, the principal should take the certificate file and check all
the records according to the newly given register number and prepare a class-wise table of the
total students admitted in that year.

Date ………. Number of students in school on this day

Class and batch Number of students

5th A 48
5th B 57
. .
. .
10th A ..
10th B ..
Total number of students ….......
10. Throughout the year, some students may be removed from the register. At the end of each month,
the class teacher should inspect the register to ensure that any student's name that has been
removed is recorded in the general register by the concerned clerk, along with the reason for their
removal.
11. When removing names from the register, the reason should be noted in the remarks column and
any remaining fees should be recorded.
12. Names of students in class 10th and 12th must be removed from the register no later than 31 st May.
13. Parents must provide written consent before their child's name is shortened.
14. The number of students on the register and the general register should be verified every six months.
15. Entries in the general register should be made as follows:
1. Write the student's full name.
2. Clearly state the student's caste and sub-caste.
3. Write the student's place of birth (village, taluka, district).
4. Write the student's date of birth in both letters and numbers, being careful to avoid mistakes when
writing alphanumeric dates.
5. Write the name of the student's previous school and its address.
6. Write the date on which the student was admitted to the school as per their parents' application.
7. Record the student's progress after reviewing their mark sheet.
8. Write "good" for behaviour, taking into account any issues that were considered when admitting
the student. The principal cannot decide on behaviour.
9. For students in class 10th and 12th, write "31/5" as the date of leaving school; for others, write
the date on which the student left.
10. Write which grade the student was studying in and since when, using both letters and numbers.
11. State the reason for the student leaving school, choosing from one of the following options:
1) On request of parents
2) For further education
3) Due to continuous absence
4) As they remained in the same class
12. This column should include whether the student passed or failed, any outstanding financial debts,
and the scholarship sanction number if the student was approved for Secondary School
Scholarship/Primary School Scholarship financial concessions. If the student received any
scholarships, record them here. In case of expulsion from the school by order of the Deputy
Director of Education, record the reason and term of the expulsion.

(2) School Leaving Certificate (School Leaving Certificate)

(a) Requirements of Evidence:

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Parents can request a school leaving certificate for their child, which includes the student's name, caste
and sub-caste, place of birth, date of birth, educational qualifications and conduct. The school leaving
certificate is necessary for various reasons, such as:
1. Further education.
2. Admission to another school due to a parent's transfer.
3. Staying in the same grade for more than one year.
4. Persistent absence.
5. Economic conditions. or
6. Employment.
The entries in the general register and the school leaving certificate should match exactly.

(b) Application process

Parents must apply in writing for the certificate of admission to a new school or for a certificate of leaving
the school. The principal should admit the student or provide the certificate after reviewing the parent's
written application. The principal should keep a sample of the application form, which should be filled
and signed by the parents.

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 Sample Application for school leaving certificates.

Name: ----------------------

Add: -------------------------

Date: / /

Per,

Principal,

(Name of School) _____________

(Name of School Address) -----------------

Subject: Regarding getting school leaving certificates

Respected Sir,

I will sign (Name ) ------------------------------------ to inform through this application that my child son/Daughter ------------- class
-------------- that my child son/daughter was/is studying in your school requires his school leaving ----- during the year 19-19
for following reason.

Require his school leaving certificates reason – delete for required.

(1), for further education

(2) For admission to another school due to transfer of parents

(3) On account of persistent absence

(4) Due to staying in the same class for many years

(5) employment

(6) Other causality

However, considering this application, please know that my child's school leaving certificate should be given.

Your faithfully,

Date: / / Signature

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(d) S.S.C. Examination - Papers

(a) Marksheets

The mark sheets for S.S.C. exams are with the principal on the day the results are declared. In such
cases, the principal should verify the following entries on the mark sheets:

1. Name of the students

2. Meeting number
3. Centre number
4. Subject-wise marks and total marks of the student.
5. The mark sheet should be signed and stamped by the principal.
6. The marks sheet of the said S.S.C. should be recorded in the register and kept ready to be given
to the students on the day of the results. This should not be delayed, as the student needs the
mark sheet for admission to further education.
7. After giving the mark sheet to the student, the signature of the student should be obtained in
front of their name. If the student's parents have come to collect the mark sheet, their signature
should be obtained.
8. If the students have any doubts regarding the mark sheet, they should be asked to verify the
marks by paying an appropriate fee. Detailed information regarding this should be given, and
forms should be provided. Other discussions should be avoided.

The following instructions should be given to the students while giving the mark sheet:

1. No duplicate marks will be issued by the school.

2. Students should take true copies (xerox copies) of the mark sheets.
3. Only the original mark sheet should be used for the proper purpose.
4. Failed students should retain the original mark sheet. As a student, you have to attach the xerox
copy of the mark sheet while appearing for the October or March exam.
5. No "tampering" should be done in the original mark sheet. Doing so is legally a crime.
6. If a xerox copy of the mark sheet is to be attached for any other reason (admission,
employment), a xerox copy attested by the appropriate authority should be attached. An attested
copy with the signature and stamp of a Gazetted Officer, Principal of Secondary School, or
Special Executive Magistrate (SEM) should be attached.

(b) Certificates

SSC Certificates are issued to students who pass the exam after about six months. (They are usually
given to schools on the day of March/October exam results.)

The principal should first verify the following points when the certificates of the passed students are
received:

1. The number of passed students and the number of certificates in that examination
(March/October) should be correct.
2. To see whether the full name and date of birth of the students are as per the entry in the general
register. If any discrepancy is found in the record, before issuing the certificate to the student,
S.S.C. The board should be contacted by sending the original certificate and suggest
appropriate corrections. (As headmaster, he should not make any kind of repairs or repairs or
give certificates.)
3. It should be ensured that the marks obtained in the subject examination in the certificate and
the total marks are as per the mark sheet or not. At the same time, the percentage and the given
category should be verified.
4. Check whether the total marks are written correctly in letters and numbers.
5. It is important to pay attention to the signature of the 'Divisional Secretary.'

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After confirming all these aspects, the certificates should be recorded with a serial number and signed
at the place where it says signature and seal of the school principal. It should be stamped, and the said
certificates should be given to the students immediately after inspection.

While issuing the certificate, the student's signature should be taken in the blank square on the right
corner of the certificate. The signature of receipt of the certificate should be taken on the register, and
the date should be written under it.

Students should not 'cheat' in the certificate. Doing so legally makes it a crime.

Students should be informed that no duplicate certificate will be issued by the school.

Certificates for important work by students should use xerox copies. Ask the students to get the xerox
copies of the certificates attested.

(c) Certificates of Other Examinations and Competitions

(a) Out-of-School Examinations

In addition to the Maharashtra State Board of Secondary and Higher Secondary Education, there are
other institutes and universities that conduct various subject examinations for students in secondary
schools. These institutes and universities issue certificates to students who pass the exams. These
examinations are called extra-curricular examinations.

(1) Government Drawing Examination

(a) Elementary

(b) Intermediate

The above-mentioned exams are recognized by the government.

(2) Scout/Guide Certification Examination

(1) This exam is for class 8th, 9th, and 10th.

(2) The certificate is issued at the time of examination of Class 10th.

(3) Hindi, Maharashtra National Language Assembly, Pune.

(4) English, Tilak Maharashtra University, Pune.

(5) Mathematics, Tilak Maharashtra University, Pune.

(6) Sanskrit, Tilak Maharashtra University, Pune.

(7) Marathi, Tilak Maharashtra University, Pune

(8) Mathematics, Class 5th and 8th, Maharashtra Mathematics Teachers Corporation, Mumbai.

In order to prepare well for various subjects, students from secondary schools appear for these
exams. Principals should encourage students to appear for these exams. Subject teachers should be
asked to take extra hours after school hours and guide them for these exams.

To start these examination centres in schools, one has to first apply to the concerned universities or
boards. Once the centres get approval, the centre director and headmaster have to fill the forms of

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these exams, take the exam, send the answer sheet, etc. with the help of their teachers. Certificates
are given to the students who pass these exams by the respective institutes.

The principal should check the certificates of the students and give them to the students with his own
signature and stamp and acknowledge them for receiving the certificates.

(b) Importance of Out-of-School Examinations

Apart from the board, the examinations conducted by other boards and universities are also important.
Certificates are awarded to students who pass these exams. These certificates can be used for jobs
and admission to other courses.

Government Painting Examination:

Every year in the month of September, painting exams are conducted by the Maharashtra
government, and certificates are given to the passed students for passing the elementary and
intermediate exams. These certificates are used for admission to higher education, such as a three-
year diploma from a polytechnic.

Other Exams:

Hindi, English, Mathematics, Sanskrit, and Marathi exams are used to prepare for that particular
subject. The subject is practiced, and the certificates of these examinations are used in practice. For
example, if one wants to go into the teaching profession with D.Ed., B.Ed.

(e) Sports Competition Certificates

Certificates are awarded by the Sports Department to the students who perform well by participating in
district level, state-level, as well as national-level sports competitions. These certificates are used by
the Police Department, Military Department, Banks, P. S. I. The course is conducted for admission and
employment in other places.

(5) Fees and Fee Waiver

(a) Government Provision

As per Rule No. 51.1 of the Secondary School Code, students who are eligible for fee waiver are entitled
to free education for girls, subject to these rules. Fees are charged from students who do not conform
to this rule.

When parents bring their child to school for admission, they should fill out the admission form. The
parent's income should also be filled in, and an idea should be given about fees and fee waiver.

(b) School Fees

Fees are divided into the following three sections:

(1) Tuition fee

(2) Entry fee
(3) Session fee

(1) Tuition fee

A table showing the prevailing rates of tuition fees is given below. Schools should charge only the
standard rate of 'tuition fee' and print the standard rate of tuition fee on the progress book and send it
to the parents for signature.

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(2) Non-subsidized schools may, with the prior approval of the Director of Education, charge tuition fees
at a rate higher than the standard rate. But this work must be done before the month of June, before
school starts. No fee should be charged in excess of the standard rate without permission.

(3) In the case of a night secondary school, the rates of tuition fees are fixed at half the standard rate of
tuition fees prescribed for day schools in that area.

(2) Entry fee

The school shall be entitled to charge an admission fee of an amount not exceeding one month's tuition
fee of the class to which the student is admitted.
Std
City area 5th 6th 7th 8th 9th 10th
Rs Rs Rs Rs Rs Rs
a) Greater Mumbai 5=0 6=0 7=0 8= 0 9=0 10 = 0
b) Area of Pune, Nagpur, Kolhapur,
4=0 5=0 6=0 7=0 8=0 9=0
Municipal areas of the city
c) Areas other than those given in a and b
above 3=0 4=0 5=0 6=0 7=0 8=0

Table Showing Rates of Session

Session Fee Session fee for students
for of
City / Area class V to VII
class VIII to class X
Students
Rupees Rupees
a) Greater Mumbai 5=0 8=0
b) Area of Pune, Nagpur, Kolhapur,
4=0 7=0
Municipal areas of the city
c) Area other than a and b above 3=0 7=0

(The following text from the Government Decision Department of Education Youth Services A GAC
1078-231 dated May 24, 1978, outlines the rules and regulations around session fees for schools:)

(3) Session Fee

(a) Session Fee Rate
(See chart showing session fee rates.)

1. Schools are not allowed to charge separate fees for general expenses like painting, physical
education, water supply, library, etc.
2. A session fee may be charged to cover the cost of additional items as shown in the table.
2. The combined session fee will be charged twice a year: before the end of the first session and
before the end of the second session.
3. Schools cannot charge more than the amount they have planned to spend for the year by charging
fees.
4. Session fee deposits must be accounted for separately. Any remaining balance at the end of the
year will be carried forward to subsequent years.

(b) Acceptable Items for Session Fee Expenditure

The amount spent on the following items from the session fee amount should be decided using the
financial budget of the school:
1. Medical examination of students.
2. Manuscript or printed magazine of the school.

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 3. Examination expenses, including printing of question papers and answer sheets if there is
sufficient balance.
4. Contribution to sports and cultural organizations affiliated with the school programme.
5. School functions and celebrations.
6. Inter-Class and Inter-School Sports Festival.
7. Sports and minor games.
8. Newspapers and magazines.
9. Study and post-study trips and visits.
10. School competitions, elocutionary contests, etc.
11. School band materials and equipment.
12. Literature necessary for social and cultural programs.
13. General Business Guidance.
14. Awards for post-graduate programs.
15. Maintenance of playground.
16. Purchase of library books by students.
17. Materials on painting and handicrafts.
18. Audio visual education.
19. Materials for physical education.
20. NCC, NDS, NFC, etc.
21. Any other curricular or post-curricular programme.

(c) Fee-Receipt
Fee receipt books must be printed and a record of when and how much they were printed should be
kept in the school notebook. This information should be printed on each receipt. An example of the
receipt is given on the next page and can be modified accordingly.
a. Class teachers should collect fees from the students paying the tuition fee by the 5th of every
month. An official printed receipt of the school should be given immediately.
b. Admission fees should be collected from the student at the time of admission in the month of
June. A receipt of fee should be given immediately.
c. The first semester fee should be collected before the end of the first semester of the academic
year.
Sample Receipt
1) Name of the institution: ---------------------------------------- Receipt No ---------
2) Name of the school -------------------------------------
3) Name of the student -----------------------------
4) Register number ------------------------- Class/Div: --------

Fees Month Rs
1) School fees
2) Session fee
3) Entry fees
4) Previous fees
5) Others
Total
Date: / / Class teacher signature:

The tuition fee should be collected and the fee for the second session should be collected before the
end of it.
5. The tuition fees should be charged for twelve months of the year, including the month of May.
The collected fees should be recorded in the student attendance sheet (Catalogue) from the
receipt books.
6. The payee, receipt date, and receipt number should be noted against the name of each fee-
paying student.
7. The class teacher should give a short signature.
8. Record the total fee collection for that month on the first page of the catalogue.

16
 9. The class teacher should sign for fee collection.
10. At the end of the month, the principal should carefully check the entries regarding these fees
while checking the catalogue. Class teachers should ensure that the relevant fee has been
deposited in the office.

(d) Tuition Fee Waiver:

The tuition fee can be waived at various levels as per Rule No. 51.1 of the Secondary School Code.
Principals should inform parents in writing at the time of admission of students. They should also be
written on the notice board.

(e) Application Information:

Subject to that rule,
1. An application form should be filled by the parents for tuition fee waiver. The application form
should be filled by students with financial backwardness.
2. The income certificate of parents should have the signature and stamp of Sarpanch, appropriate
officer, or executive officer on presentation.
3. In case the parents are not alive/missing, or both the parents are absent, separate proofs to that
effect should be attached.
4. Constituent should be given in case of parents applying thumbs.

Parents should fill the application form and submit it to the school within one month from the date of
commencement of school or the date of admission of students. As girls get free education, the
parents of the girls concerned have to write an affidavit.

The following categories of fee waiver are available:

1) Economically backward (income limit Rs. 15000/-)
2) Primary Teacher (No Income Condition)
3) State employee income limit of Rs.15000/-
4) Students who are secondary teachers and non-teaching staff (no income limit) get fee waiver.

The Terms of Fee Waiver are as follows:

1) The annual income of the previous year should not exceed Rs.15000/-.
2) Education fee waived only up to 3 children.
3) A student shall not be exempted from fees until he is in the grade in which he failed.
4) The form should be duly filled. Income proof of parents and other proofs should be attached.
5) School attendance of students should be 75 per cent or more per quarter.
6) Students must have good conduct and satisfactory progress.

(h) Care to be taken by the principal:

1. The principal should convey the fee waiver instructions to the students through the class
teachers as soon as the school starts. Students should fill and sign the form through their
parents. Parents should get the income proof (income should be of the previous year) from the
concerned authorities along with the application form and submit it to the school office within
the time limit.
2. No falsification or alteration shall be made in the fee waiver application submitted by the parents.
3. Statistics of the total number of passes, total number of students, total number of female
students, number of fee-paying boys and girls in the school should be kept in a table.
4. A list of how many forms have been approved/how many have been rejected should be
prepared, and instructions should be given to the parents of the concerned students in time.
5. All forms should be filled within one month from the commencement of the school or within one
month from the date of admission of the students to the school.
6. The fee waiver form of the Education Account (Secondary Department) should be present at
the school on which the application is to be examined at the place where the application is to
be scrutinized.
7. If any errors are asked to be made good by the Inspecting Officer, they shall be done.

17
 8. The principal should ensure that the students are not harmed.

(i) Waiver of Fees from Other Institutions

1. Some institutions provide financial assistance to poor and talented students by paying a fee
equal to school fees.
2. Financial aid, to the extent of the education fee, is given to meritorious students from various
castes/tribes.
3. Some Government/Semi-Government/State Government offices receive education fee for the
children of employees in their service. However, receipts for payment of fees or a fee certificate
for the year from the principal of the school where the children are studying (total fees required
for the year) should be submitted. If submitted, that amount of education fee is paid. For
example, dock workers/railway workers, etc.
4. Nationalized banks (for example, Bank of India) pay tuition fees and other fees to meritorious
students on demand by their parents on application duly repaid to the bank. The principal should
inform the parents about this.

(j) Educational concessions to backward classes

1. Scope: During the academic year, the benefit of educational schemes for students belonging to
Scheduled Castes, Tribes, Free Nomadic Tribes, and Neo-Buddhist castes is provided through the
office of the Social Welfare Department. These schemes include discounts on exam fees, term
fees, and admission fees.
2. Submission of proposals: After receiving the circulars through the Social Welfare Officer, Zilla
Parishad, all the proposals should be prepared in a prescribed format and sent to the Social Welfare
Department by the end of July. It should be ensured that students and parents are not deprived of
these educational concessions due to delay in their office or non-filling of forms by students and
parents. For this, the headmaster himself needs to pay special attention.
a. If the children belonging to the castes and tribes mentioned above are studying in aided
educational institutions, such students, if their parents' income is more than the limit fixed by the
government, their admission fee, term fee is paid by the Social Welfare Department.
b. In the case of Backward Class children who have not failed more than once in the same class,
this amount is given in the form of fee concession. Proposals of children whose income is within
the limit prescribed by the government for fee waiver should be submitted to the Zilla Parishad
Education Officer (Secondary Department).
c. Secondary schools which are schools on an unaided basis: If the backward class students are
studying in schools that have been given permission by the Education Department, the
principals of such schools should send their proposals to the Social Welfare Department. Along
with it, a true copy of the order giving permission to run the school on a non-subsidy basis should
be sent every year. Principals should read the circulars from the Social Welfare Department
carefully and mark important places with red ink for the guidance of the Clerks.
(3) Documents to be sent along with the proposal:
Backward Class Children should fill the caste and income statement in two copies in the form provided.
The principal should sign that certificate. If the affidavit is not correct in the said certificate, a certificate
from the Tehsildar or similar officer should be obtained from him, and two true copies of the certificate
should be kept in the register and attached to the proposal. A sample of income.

(4) Examination Fee:

In the case of students belonging to the caste-tribe mentioned in the examination fee for government-
recognized public examinations in secondary schools, it is payable by the Social Welfare Office. But if
the student has failed in the examination, he does not get the said concession. If a student misses an
examination, he will not be eligible for further time concession.

For the examination fee proposal, the information should be filled in the table provided by the Social
Welfare Department. While sending the proposal, three copies of the information should be filled and
sent.

18
 1. The Board shall charge the examination fee at the rate fixed from time to time. For example, the
proposal should be levied as the Board has increased the examination fee rate since March 1989.
Class 10th Exam Form Fee Rs.55/-
2. Practical Examination Fee Rs.5/-
3. Mark Sheet Fee 5/- Rs
4. Application fee Rs.2/- Total fee of Rs.67 should be shown in the proposal.

(5) Scholarships:
Only two of the backward class children studying in class 5th to 10th who have obtained at least 50 per
cent or more marks for a class (considering all units) are granted a scholarship by the Social Welfare
Department on the basis of merit certificate.

The amount of scholarship awarded is Rs.15/- per year for class 5th to 7th, Rs.5/- per month for class
8th to 9th, but Rs.10/- per month for class 10th i.e. Rs.100/- per year.

How to select two students for scholarship?

1. Considering all the fragments only two for a class Choose by considering the quality.
2. The marks of the concerned student in the previous year's annual examination should be taken
into consideration while making the selection.
3. Two copies of caste and parent's income certificate should be attached to each proposal.
4. While sending bills Form no. 127 etc. And M. should be sent in this form.

(6) Proposal for Scholarship: Care to be taken by the principal

1. Prepare the proposal as per the guidelines given in the circular of the Social Welfare
Department and send the proposal to the Social Welfare Department along with all the proofs.
Its office copy is with us The Social Welfare Account should be kept attached to the file.
2. While sending the bills specimen no. 127 etc. And M. This should be filled and sent.
3. Arrangements should be made to send the bills before the date fixed by the Social Welfare
Department.
4. Signatures of the Principal are required at appropriate places on the bill. For example,
'Signature of Head,' and the bill must have the signature of the headmaster below the
certificate.
5. Check whether the bill is signed by the student or not.
6. Bills should not be drawn unless the proposal is approved.
7. The order and date of approval of the proposal should be written on the bill.
8. Grants are sanctioned by the government in various categories. For example, while preparing
proposals for Scheduled Castes, Scheduled Tribes, Free Nomadic Tribes, proposals should
be prepared separately (separately) and sent. Bills should also be prepared separately
(separately) and sent to the Social Welfare Department.
9. Printed forms should not be used for statements while sending proposals. It should be
prepared and sent by hand or typed as per the specimen given by the Social Welfare
Department.
10. If there are no backward class students in the school or no students eligible for a scholarship,
if your secondary school is in Urdu or English medium, then such a certificate should be sent
to the Social Welfare Department.
11. While filling the caste and income certificates of the students, the clerk should ensure that the
entire form is filled or not, and the principal should verify the same.
12. To see whether unnecessary things are destroyed or not.
13. Check whether the signature of parents is taken or not.
14. It should be seen whether the signature of the Sarpanch or the Competent Officer has been
taken as a witness.
15. Affidavit to be submitted every year.

(7) Dr. Babasaheb Ambedkar Merit Scholarship

Scheme Name: Dr. Babasaheb Ambedkar Merit Scholarship

19
Objective: To create a desire to compete among the students belonging to Scheduled Castes and
Tribes, Freed Tribes, Nomadic Tribes so that it will have a good effect on their progress and raise their
educational level further.
Provision: An amount of Rs. 72000/- (seventy-two thousand but) has been provided.
Terms and Conditions: Scholarships are given to four students from each taluka for classes 5 th to 9th of
Scheduled Castes, Scheduled Tribes, divided into urban and rural.

Rural and Urban District wise students

Annual Scholarship
Std Amount Rs Scheduled caste Scheduled tribe Vi. Caste tribe
5th 150/- 2 1 1
6th 175/- 2 1 1
7th 200/- 2 1 1
8th 225/- 2 1 1
9th 250/- 2 1 1

Conditions:
1. The student must have a caste certificate stating that they belong to a backward class.
2. Annual income must be less than Rs.6400/-.
3. The scholarship will be awarded annually for a duration of one year.
4. To qualify for the scholarship, a student from a rural area should get at least 60 percent marks
and a student from an urban area should get at least 65 percent marks.
5. If there are no eligible students from one category, scholarships will be awarded to students from
other categories (i.e. Scheduled Castes, Scheduled Tribes, and Nomadic Tribes, etc.) on a merit
basis.
6. Students within Municipal Council limits are not eligible for this scholarship.

Scholarships available:
a) Scholarships for the Handicapped: Students with physical disabilities such as no arms, no legs,
amputated hands or feet, paralysis of limbs due to polio or other causes, walking on knees based on
two hands and two legs, etc., studying in secondary schools are eligible for these scholarships. The
application form must be sent to the Social Welfare Account along with a letter informing how many
students of which class need the form. These forms are available free of charge.

The following documents must be attached to the application form:

1. Particulars about the applicant
2. Certificate of Principal
3. Certificate to be issued by the Medical Officer who medically examined the candidate (Annexure
'A' Osteopathy).
4. Proof of Medical Disability (Disability Rate/Percentage) Medical Certificate: Must have a medical
certificate from a District Surgeon. The certificate must mention the percentage of disability.
5. Full-length photograph of the student with a disability (The photograph should show the body part
affected by the disability and should be a full-length photograph.)
6. Mark sheet of the student: The student must have passed the annual examination. The
percentage of marks should be 45 percent. Mark sheet signed by Principal should be attached
with the application form. Income certificate issued by Tehsildar should be attached to the
application. A certificate must be given by the principal in a certain pattern. If the form from the
Social Welfare Department is sent with all the proofs within the due time, the following
scholarships are available before the end of the financial year.
Std Scholarship
8th 850/-
9th 850/-
10th 1020/-

b) National Proficiency Examination (Scholarship) NTS: The purpose of this scholarship is to identify
intelligent students at the end of class 10th and provide financial assistance to them for their higher

20
 education. The scholarship aims to develop their intelligence so that they can serve their faculty and
the nation.

The scholarship is conducted in two levels:

1. State Level Aptitude Examination: This examination is conducted by the Government Examination
Board, Pune - 1 at 40 centres in Maharashtra every year, usually on the last Sunday of November.
2. National Level Proficiency Examination: The final examination is conducted in May by the National
Council of Educational Research and Training, New Delhi (NCERT). Mumbai is the centre for this exam
in Maharashtra. Only selected students from the state level examination can appear for the final
examination.

Eligibility: Regular students studying in class 10th from any government recognized school in
Maharashtra state can appear for the exam. There is no age, income, or minimum marks requirement
for this. This exam can be appeared only once.

How to Apply: Applications are received from Zilla Parishad Education Officer (Secondary) or Inspector
of Education, Mumbai as soon as the academic year begins. The fee for one application form is Rs.2/-
(Rupees Two). These application forms are to be submitted to the Education Officer (Secondary) before
the given deadline (usually the end of August). A Nationalized Bank Demand Draft of Rs.20/- has to be
attached with the application.

Selection Procedure: Two levels of examination are conducted for this scholarship:
1. State Level Aptitude Test (First Test)
2. National Intelligence Research Examination (Final Examination)

Subjects for Examination:

1. General Mental Ability Test: This test consists of 100 multiple choice objective questions.
2. Scholastic Aptitude Test: This test consists of 25 multiple choice objective questions each from eight
subjects, namely, Physics, Chemistry, Mathematics, Biology, History, Geography, Civics, and
Economics. 100 questions are to be solved from any four subjects. The time allotted for both the tests
is one and a half hours. Each test carries a total of 100 marks, and students should score at least 40
marks to qualify. Scheduled Caste Students should score 32 marks.

Medium of Examination: Marathi, Hindi, English, Gujarati, Urdu, Kannada. (English translation is
provided).
Students whose parents' income is Rs.1000/- per month or less are eligible for a scholarship at the full
rate. Those whose parents' income is more than Rs.1000/- per month are eligible for a scholarship at a
rate of 50% of the full amount.
The following scholarships are awarded to the scholarship holders.

Details Amount per Book grant etc.

month Rs Per annum
(Rs)
1. 2 years after examination in schools 150/- 300/-
2. M.com, M.Sc. up to 2nd degree in science and sociology 200/- 300/-
3. Up to first degree in Engineering and Medicine 200/- 300/-
4. Up to Second Degree in Medical and Engineering 400/- ………
5. Ph.D. for starting. 600/- 3000/-
2 years ending
2 years 700/- 3000/-

(e) Pre-Secondary / Secondary Scholarship

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Pre-Secondary and Secondary School Scholarship Examinations are conducted annually, usually at the
end of February. The pre-secondary scholarship exam is for students studying in class 4 th, while the
Secondary scholarship exam is for students studying in class 7 th.
Despite the efforts of both students and teachers, many students fail in mathematics, leading to a high
failure rate and a low number of students who receive scholarships taluk-wise.
Scholarship Levy
1. Pre-Secondary Scholarship (Class 5-7): Rs.10 per month
2. Secondary Scholarship (Class 8-10): Rs.15 per month
3. Special Merit Scholarship (Pre-Secondary): Rs.15 per month
4. Special Merit Scholarship (Secondary): Rs.25 per month
5. National Scholarship (Class 8-10): Rs.300 per month
6. National Scholarship (Class 11-12): Rs.600 per month
Demand for applications
When the letter regarding the scholarship examination is received from the office of the Group Education
Officer, schools should purchase scholarship examination forms by paying the fee based on the demand
letter in proportion to the number of students.
How to fill the application forms?
To fill out the application forms, information must be written accurately and in English in the given box
as it will be fed to the computer. Code numbers are provided for this purpose, and only these should be
used.
1. The Pre-Secondary/Govt Educational Entrance Examination for Class 4th has a red application
form, with Class IV clearly mentioned on it. The Secondary School Scholarship Exam for Class
7th has a green application form, with Class 7th clearly mentioned on it. The appropriate form
should be used for the examination, and the year in which the examination will be held should
also be written.
2. If the parents are not able to fill the information to be filled in the application form, then the
information should be filled through the concerned school office. The principal should ensure
that the information is filled correctly or not.
3. The information on the left side line of the application form should be filled in Marathi or English
language. However, the information to be filled in the right-side box must be filled in English
letters and English numbers only.
4. While filling information like district, centres school code, etc., it is necessary to fill it correctly.
For this, they said code should be obtained directly from the office of the Group Education Officer
and the same should be paid.
5. The age limit for the examination is fixed and the date of birth of the candidate must be as per
the instructions given in the circular. Children born before the prescribed date are not eligible
for this examination. Therefore, the application forms of such students should not be filled. The
date of birth should be recorded from the general register.
6. After filling the pre-secondary school / secondary school scholarship form, it should be taken to
the office of the Group Education Officer before the expiry of the term.
Along with the application form –

After filling out the Pre-Secondary/Secondary School Scholarship form, it should be taken to the office
of the Group Education Officer before the expiry of the term. Along with the application form, the
following should be appended:
1. School Control Chart 'A'
2. A certificate indicating that the parents of the student are landless agricultural labourers, if applicable.

22
3. Treasury challan for payment of fee.

4. A letter from the Head of the School to the concerned Group Education Officer.
Some important points:
Examination fees are different for Pre-Secondary and Secondary scholarships, as well as for non-
backward and backward students. The caste of the students should be ascertained from the general
register, and the fee should be charged accordingly.

Examination fee
Pre-Secondary Secondary
Fees type (fee) Behind Backwards Behind Backwards
Rupees Rupees Rupees Rupees
1) Application fee 1/- 1/- 1/- 1/-
2) Examination fee 6/- No 8/- No
3) Mark sheet fee 1/- 1/- 2/- 2/-
4) Total charges 8/- 2/- 11/- 3/-
Late fee 2/- 2/- 2/- 2/-

The examination fee collected as above should be paid by the school to the treasury under the following
account head in 4 copies of such separate bills for primary scholarship and secondary scholarship
examination.
How to pay the bill
To pay the bill, follow these steps:
1. Go to the Treasury/Subtreasury/State Bank of India.
2. Write the account heading "Head of Account 0202 Education Sports Arts and Culture 600 General
1 Examination Fees (0202007101)".
3. Write the full name of the person who brought the amount (e.g., soldier, clerk, teacher).
4. Write the full name and address of the person on whose behalf the payment is made (e.g.,
Principal/Headmistress of the school).
5. Write the full details of the amount remitted, including the fees charged for 8 advanced and 2
backward students.
Amount
Details Number of students Fee
Rupees= Money
Hon. School Scholarship fee
advanced 8 ₹8 ₹64 = 00
Mark sheet Backward class 2 ₹2 ₹04 = 00
Mark sheet advanced 8 ₹2 ₹16 = 00
Total ₹84 = 00
Fees have been charged for 8 advanced and 2 backward students.

Signature: Principal Rupees in word

On the right-hand side of the form, the account or treasury functionary will fill in the necessary
information. Once the form is filled and signed, it should be stamped by the Group Education Officer.
Four copies of the form should then be taken to the treasury.

23
The fee should be paid to State Bank of India. Out of the four forms submitted, two will be returned to
you. Attach one copy to the scholarship form and keep the other for office records.

For sports scholarships, two types are available:

1. A Rs.300 per annum sports scholarship for students who participate in various sports at state and
national levels.
2. National Sports Scholarship for sportspersons who participate in any 3 sports and maintain a good
standard of sports.
(e) Sports Scholarship
For sports scholarships, two types are available:
1. A Rs.300 per annum sports scholarship for students who participate in various sports at state and
national levels.
2. National Sports Scholarship for sportspersons who participate in any 3 sports and maintain a
good standard of sports.
(7) Result Sheets of Internal Examinations
(a) Continuous evaluation
The exam pattern has changed according to the new syllabus. A provision has been made in the
'Conditions of Service Regulations' that tests should be conducted in four parts of the year so that the
evaluation of studies and teaching should be repeated. According to the new syllabus, the student is
not promoted based on the results of the annual examination only. Instead, the student is continuously
evaluated based on the results he/she has obtained in the two Unit tests and the two semester
examinations conducted throughout the year. A decision is taken to place him in the upper class by
considering the marks together. Through 'factor testing', teachers' teaching 'effectiveness' is measured.

(b) Official Status

There should be uniformity in the conduct of such Unit tests in all secondary schools. Therefore, a
provision was made in the Service Conditions Act Rules as follows:

1. One Unit test before the first session, and

2. One Unit test before the second session.

Two such Unit tests should be conducted in a year. Similarly, there is a government rule that there
should be two exams such as first semester exam and second semester exam. The scores of Unit Test
No. 1, First Semester End Exam, Unit Test No. 2 Second Semester Exam, Language Subject Oral
Exam, Science Practical Exam, Yearly Writing Evaluation, Work Experience, Community Service, Scout
Guide, Physical Education and Painting Exam are recorded. The annual result sheet of the concerned
student is given, and from that, it is decided whether he passed or failed. Hence this method is called
continuous assessment rather than an examination method. Instead of deciding the pass by considering
only the marks in one examination, the year's work as well as the marks obtained in all other
examinations including practical are considered.

The aim of this scheme is that the student should study continuously throughout the year and not have
any fear of exams.

In order to have unanimity, a meeting of all the subject-teachers should be held, and information should
be given to them about the evaluation method, marking method, and sample mark sheet record table.
In this work, teachers should complete the study process according to the Units in a planned manner.

The final result is to be declared after collecting the subject-wise marks of each student. For this, it is
necessary to study the Model Rules of Promotion (Secondary School Code, Appendix VII, Rule-37). No
change should be made in the result once declared.

24
Model Rules of Promotion

1. A student shall be placed from one grade to another grade at the end of the year on the basis of
his/her performance in two semesters/semesters including oral examination, Unit tests,
homework, etc., written and practical, both semester/semester examinations conducted by
schools. The first semester final exam is on the syllabus of the first semester, and the last
semester of the second semester. The examination will be based on the syllabus of the second
semester.

2. A student shall be placed in the upper class and graded on the basis of the average of the marks
obtained in each subject in passing the examination in both sessions and the marks obtained in
each subject in passing the examination in each session. A student who secures 35% marks in
each subject will be eligible for promotion. A maximum of 15 marks will be remitted in case of
students failing in one or more subjects. However, these forgiven marks shall not exceed a
maximum of 10% marks in a single subject.

3. (a) Marks in the written and practical examination conducted at the end of the first semester
(b) Marks in the written and practical examination conducted at the end of the second semester
(c) The average of the passing marks for each subject shall be calculated by dividing by three the
sum totals of the marks of the session, oral examination, Unit tests, homework, etc. (a) (b) and
(c) above will carry equal marks.

4. The marks obtained by the student in the first-semester examination and his work shall be
communicated to the parents.

5. The benefit of remission of marks shall be given only at the time of transfer of the student from
one class to another at the end of the year.

6. If a student is unable to appear in any examination due to reasons beyond his/her control and
has secured less than the minimum percentage of marks required for passing, a committee
consisting of the Principal/Class Teacher/Subject Teacher to promote him/her to a higher class
on the basis of his/her semester work will take a decision.

(Government Decision, Education Department No. GAC 1074/4740 E dated 7 May 1974)
Before announcing the exam schedule for each semester, an examination committee should be formed,
and all decisions should be made through them. Once all the result sheets are prepared class-wise, the
results should be declared on the last working day during office hours, as announced by the Education
Department. The result should be announced on the given date and time. A separate result file should
be maintained every year, and class-wise result sheets should be posted. Subject teachers should
ensure that all the oral and practical examinations are scheduled. The result sheets should bear the
signatures of subject teachers, affirming that they have checked the totals and that they are correct.
Other teachers' signatures should also be taken on this note. At the beginning of the file, an undertaking
should be written as given below, and signatures of all the teachers should be taken on it.

Undertaking:
I/We have read and understood Annexure Seven Standard Rules for Promotion of Secondary School
Code Revised Edition 1986 (Revised Edition up to 31-12-1986). Subject-wise result sheets have been
prepared subject to these rules. The totals (A+B+C Total Marks and (A+B+C)/3 Average Marks) and
Class Teacher/Subject Teacher Averages in the Compiled Result Sheet are checked and correct. Class
Teacher / Subject Teacher.

Finally, each result paper must bear the signature and stamp of the principal.

(8) Prize Register (Register)

Co-curricular and extra-curricular activities are conducted in schools to provide a platform for students
to showcase their talents. These activities help identify latent qualities, cultivate hobbies, and provide

25
entertainment to students during school hours. Along with sports competitions, essay competitions,
elocution competitions, painting competitions, music competitions, and Rangoli competitions are
conducted by the government, district councils, local organizations, and cultural circles during all three
seasons such as monsoon, summer, and winter to give scope to artistic qualities. These students are
included at district, state, and national levels. Principals should encourage students to participate in
various competitions by entrusting the responsibility to the teachers. Winning and losing is not the
important part of this, but participating in the competition and completing the competition is the most
important part. Principals should not be focused only on the cost of term fees and should strive to check
the various latent qualities, art qualities, and sports skills of the students.

Prizes and awards are tools to encourage students, and we need to give them a chance to win them.
Prizes and awards received should be properly preserved. Plaques of meritorious, scholar children
should be placed in the school, and the names, photos, and pictures of students who have won awards
and prizes should be displayed on the school board. For this, a register should be kept as per the
attached form.

(9) Medical examination

(a) Health of students in schools

The health of every student is of paramount importance. Therefore, schools should focus on all health-
related matters of the students and make them health conscious. Schools should pay special attention
to the following points:

1. Maintaining personal and social health of school students.

2. Classroom furniture and seating arrangement of students should be proper.
3. Provision of intervals for rest in the schedule.
4. Provision of physical education, including outdoor sports.
5. Taking basic safety measures in case of crossing roads, driving vehicles, etc.
6. Provision of clean drinking water.
7. Prohibition of the sale of injurious or harmful drinks or food in or near school premises.

(b) Provision of Government

Physical examinations of the students should be conducted according to the provisions of the
Secondary School Code Rule No. 48.1 to 48.9, and the records of the concerned should be made in
the progress book and forwarded to the parents.
1. Every pupil in a secondary school during his school life should undergo a medical examination
thrice in the fifth, eighth, and tenth classes if the school has classes from 5 th to 10th, and twice
in the eighth and tenth classes if the school has classes from eighth to tenth.
2. A student who has been found to be defective in a particular medical examination shall undergo
a personal examination every year until the said examination is cured.
3. Physical measurements (height, weight, etc.) of school students should be taken annually. It is
best to have these measurements taken annually by a physical education teacher.
4. A record of every student's medical examination must be maintained in the prescribed format
mentioned in Annexure 9, which includes sections (two), (three), (four), and (five).
5. The physical measurement and medical examination report of a student must be communicated
to their respective parents/guardians through the progress book.
6. The doctor must advise parents/guardians to provide appropriate medical treatment for their
child.
7. The Medical Officer will inspect the report of medical examination.
8. The annual health record certificate must be submitted along with the school leaving certificate.
9. The records should not be destroyed without the prior permission of the Education Department.

Additionally, a student's progress sheet should only contain records for the current academic year, and
must include the following details:

26
(a) Student's name, register number, class and batch, date of birth, type of fee concession (if applicable),
full name of parent/guardian, and full address.

(b) Physical examination report including date, age, weight, height, chest measurement (regular,
inflated, differential), vision check, and overall health status.

(c) Medical examination report, with details on when the student underwent their medical examination.
The following deficiencies were found.
(1)
(2)
(3)
Please consult your doctor for proper treatment.

(c) Student Attendance:

School Name From ------- To ------

Sr. Student ‘s Type of District Location Date: Guide Award Remark

No. team competiti / state / village /district From teacher number/
. name & on is national /state/national up to /coach/ Winner/
Std Individua Level name/ runner
l team position up
essay /
oratory /
sports
etc

❖ Register as above and prepare the index.

❖ The material / prize should be kept properly in the glass box.
❖ Certificate file should be kept ready.
❖ Keep a photo album with you.
❖ Prizes are ornaments of the school.
Months, days of work, days of attendance, progress, behaviour, signature of class teacher, signature of
principal.
(d) Educational Progress Report:
Unit Test No.1

First Semester Examination

Unit Test No. 2
Second Semester Examination
(Note: As soon as the evaluation is done in the above manner, it must be recorded subject-wise and
sent to the parents immediately.)
(e) Participation in Intra-School Activities
Oratory, cultural work, sports, leadership, cooperation, other commendable work,
(i) Remark

27
 Academic progress, school attendance and other progress of the students are being placed/not placed
in upper class. Underneath the sheet should be signed and dated by the class teacher and principal.
(ii) School rules
(Note: School rules should be communicated to students and parents. Students and parents should
read them and sign at the beginning of the year for acceptance.)
(C) Notice about Progress Sheet
(01) The progress report must be registered at the student's home in the first week of every month, with
the signature of the class teacher and the principal.
(02) By the 5th of every month, students must obtain the signature of their parents and submit the
progress report to the class teacher.
(03) Once the tests are done, the marks should be recorded and sent to the parents' homes through
the students for their signature.
(04) There should be no overwriting or corrections in the progress sheet.
(05) The class teachers should ensure that the students have shown the progress books at home to
their parents or guardians.
(06) If the progress sheet is lost, a new progress sheet should be issued after collecting the penalty as
per the rules.
(07) All entries in the progress sheet should be accurate and correct.
(08) Entries related to attendance sheet, mark sheet, medical examination, and fees should be made in
the progress sheet from time to time.
(09) The school should keep the grade-wise progress sheets ready from the first day of the school.
Student’s Health Register
1) Name of the students gender
2) Date of birth –
3) Name of Father / Guardian –
4) Mother's Name –
5) Number of Brothers- Number of sisters
6) Occupation of parents-
7) School-
8) Prof. Health Centre Team
9) Venue –
10) Health condition –
11) Special problems in the family –
Physical examination
Name and Designation of Inspecting Officer

Details 1994-95 1995-96 1996-97 1997-98

1. Date
2. Class
3. Regular/ Irregular
4. Intellectual eligibility
5. Age
6. Height
7. Weight

28
 8. Neck/head
9. Skin
10. Visual impairment
11. Glasses (vision)
12. Ear defects
13. Nose
14. Throat
15. Glands
16. Broke
17. Dental hygiene
18. Tonsils
19. Nails
20. Language
21. Heart
22. Lungs
23. Chest (Measurement)
24. Stomach
25. Hernia
26. Hydrocele
27. Limbs
28. Physical condition
(regarding organ)
29. Nutrition

Special problem recommendation - Signature

1. 1994 – 95
2. 1995 – 96
3. 1996 – 97
4. 1995 – 98
Preventive vaccination

Details १९९४-९५ १९९५ – ९६ १९९६ – ९७ १९९७-९८

1) Tuberculosis
2) Polio
3) Sagittarius

(11) Student Attendance Sheet (Catalogue)

As per the rules, the class teacher must fill out the student attendance sheet. At the end of each month,
the attendance sheet should be submitted to the Principal, Deputy Principal or Supervisor for inspection.
The attendance sheet is an important document and should be submitted for inspection.

The first and last page of the attendance sheet is important for the Principal, Deputy Principal and
Supervisor. The contents of the inner pages are important for students and classroom teachers.

Some entries in the attendance sheet are based on the student's school leaving certificate and general
register. The middle two pages contain information such as register number, caste, date of birth, type
of fee concession, attendance fee, deposit fee, remaining fee, receipt number and date, roll number,
student name, date wise attendance, attendance days of the month, previous attendance days, total
attendance days, notes, etc.

29
The principal should check and sign the attendance sheet to ensure that it is complete and properly
filled out. The class teacher, supervisor, and principal should ensure that all the entries in the student
attendance sheet are made correctly. It is important to fill in the information correctly and not cheat or
enter false information. The entries in the catalo should be like the general register. Attendance should
be recorded based on the number of students present in the class. The class teacher should not make
any changes to it.

Entries regarding fees should be made from the fee receipt book. The class teacher should deposit the
fee collected in the office on time. The principal should deposit the fee collected from the students in
the bank in the joint account in the name of the education officer and the principal before the 7th of
every month and get the bank balance certificate.

The class teacher should classify the students according to fee-liability. As soon as the school starts in
June and the total number of students in the class is determined, paying full school fees, e. B. C., E.B.C.
(B.C.), B.C., Children of Freedom Fighters, Children of Primary Teachers, Children of Secondary
Teachers, Girls, Backward Classes, Once Failed, Children of Government Servants, Children of
Soldiers, etc. should be categorized. Headmasters should check the classification of students and see
the average attendance, see the details of the amount deposited and see the details of the amount paid
in the office. After ascertaining all these matters, the principal should sign the student attendance sheet
for checking it.

When officials from the education department visit the school, they first check the general register,
catalogue, and teacher attendance sheet.

The attendance sheet of the students should be printed in the pattern prescribed by the government.
The principal should not make any changes to it. 12 catalogues of 12 months should be bound in one
file after checking category-wise and batch-wise. The student attendance sheet is frequently used for
various reasons and for various information and inspection by the authorities. It is a document that must
be maintained for 10 years.

If a student's name has to be dropped from the attendance sheet, the supervisor, vice-principal, and
principal must ensure that the class teachers have taken appropriate precautions. The following steps
should be taken before reducing the name:

1. The reason for dropping out of the concerned students should be ascertained before reducing the
name.
2. The parents should be made to understand the reason for which the name is being reduced.
3. The concerned parents should be called to the office.
4. A written application from the parents should be taken. If joint, their written consent should be
taken to give them a certificate of leaving the school.
5. It should be ascertained whether there is anything due from the concerned student (for example,
books, fees, etc.) before issuing the certificate.
6. After writing the certificate, it should be checked like the General Register. Sign after checking.
7. Acknowledge the receipt of the certificate from the parent.
8. The date on which the name was dropped should be entered against the name of the student in
the catalogue. Write the comment and date in the comment column.
9. Immediately note the reduction of name to the General Register by the authors.
10. The number, register number, name of the student, date of name reduction, reason for leaving
the school, attendance fee should be recorded and signed by the class teacher. Entries must be
made simultaneously at all locations.
Monthly Student Classification
The following text outlines the procedures for monthly student classification in secondary schools based
on caste. The two categories are Forward and Backward, with the latter including Backward and
Nomadic Tribes. Additionally, separate classification should be done for boys and girls. Confirmation of

30
caste should be done from the General Register, and school leaving certificates from primary school
should be considered authentic.
If a student leaves school at the end of the month, there will be a difference between the number of
students at the beginning and end of the month. Similarly, the classification of students will change
according to their fee liability and caste, which will include the student's caste and their fee category.
(12) Answer Sheets of the First Semester and Second Semester Examinations
The answer sheets of the first- and second-Unit tests, as well as the answer sheets of the examination
in the first session, are returned to the concerned students as soon as their result sheets are ready. The
principal is responsible for maintaining the answer sheets of the examination during the second
semester, which should be retained for 18 months after the annual examination. The headmaster should
arrange for them to be shown to the inspectors at the time of school inspection if requested. After the
expiry of 18 months, the answer sheets can be sold as scrap.
2 Registers and Documents Relating to Teachers and other Peons:
1. Seniority List

(a) Government Provision

The seniority list has assumed a special importance in secondary school service. The seniority list of
teachers and non-teaching staff has been prepared by the Principal/Director as per the revised rule no.
It should be shown to the concerned employees and kept with the acknowledgment that they have been
given understanding. The principals should bring to the attention of the management the guidelines
published from time to time through the education department and if it is deemed appropriate to change
the seniority list according to that guideline, such changes should be made and brought to the attention
of the teachers and non-teaching staff.

(b) Notification Regarding Seniority List

Separate seniority lists should be prepared for all secondary schools, junior colleges, teachers' schools,
and colleges. Night school peons cannot be included in these lists, and a separate seniority list should
be prepared for night schoolteachers. If there are such schools for boys and girls of the same institution,
it will be beneficial in terms of promotion to have a separate seniority list for the teachers working in the
boys' school and a separate seniority list for the teachers working in the girls' school.
Teacher approval, school annual inspection, in such cases there are visits by officials of the education
department, in such cases the seniority list of teachers and non-teaching staff prepared by the principal
should be shown to them and take their guidance.
Employees (Conditions of Service) of Maharashtra Private Schools should prepare a seniority list up to
30th October 1987 taking revised rule No. 12 and Schedule 'F' as standard and update the same every
year.
(c) Types of Service Seniority List
(1) A list for all the teachers in the institution
(2) A list for all Clerks in the organization
(3) A list for all other employees of the organization
The institute has prepared separate seniority lists for all secondary schools, junior colleges, teachers'
schools, colleges, one for all teachers, one for all Clerks, and one for other staff. However, night school
Peons cannot be included in these lists, and a separate seniority list of night schoolteachers should be
prepared. If there are separate schools for boys and girls in the same institution, it would be beneficial

31
to have separate seniority lists for the teachers working in the boys' school and the girls' school to
facilitate promotion. However, the decision to prepare different seniority lists must be communicated to
the Education Officer.
(d) Requirement of Seniority List
Seniority lists are required for various purposes such as
1. For promotion.
2. For transfer from one school to another school of the same institution.
3. For the appointment of additional teachers.
4. For the determination of reduced teaching staff in case of class closure.
5. Sending information of teachers for training, and
6. Sending information to the Board for S.S.C./H.S.C.
7. The seniority lists are used to send information to the Education Department.
(e) Guidelines Regarding Determination of Seniority
(1) Seniority of Teachers

For determining the seniority of teachers in secondary schools, teachers' colleges, and junior colleges
affiliated with secondary schools, teachers should be classified as follows:

Category A: Headmasters of Secondary Schools having more than 500 students and Principals of
Teachers' Colleges having more than four units, based on the date of appointment to their respective
posts.

Category B: Principals of Secondary Schools with 500 and less students, Principals of Teachers
Colleges with four or less units, and Vice-Principals of Secondary Schools with more than 20 classes
based on the date of appointment to their respective posts.

Category C: M.A./M. Sc holding the following qualifications. / M.Com., B.T. / B.Ed. or equivalent or
B.A./B.Sc. / B.Com.Dep.T. (Old two-year course or B.A. / B.Sc. / B.Com., S.T.C. / Dip.Ed. / D.P.T. (One-
year course) S.T.C. with 10 years of service after, etc.

Category D: B.A./B. Sc holding the following qualifications. B.Com., STC. / Deep. Ed. One-year course
or equivalent.

Category E: Possessing further qualification S.S.C., S.T.C. / Deep. Ed. / Deep. T. (one-year course or
equivalent).

Category E: Untrained Graduate or equivalent qualification.

Category F: Untrained matriculated or equivalent qualification.

Category G: All teachers other than those mentioned in categories A to C.

(2) Seniority of Clerks and Similar Staff:

(a) Clerk: Clerical and supervisory posts in the promotion grade include Junior Clerk, Senior Clerk,
Head Clerk, and Superintendent. The seniority of junior clerks in a school or schools should be
determined based on the date of appointment of the person concerned. The post of Senior Clerk should
be filled by promotion to the senior most Junior Clerk. The posts of Chief Clerk, Superintendent should
be filled up by promotion to Senior, Senior Clerk, and Senior Chief Clerk respectively.

(b) Librarian: If the management class is running a single school, in that case, there is no need to keep
the seniority list as the post of librarian is one. If the management class is running more than one school,

32
then the seniority list of the librarians will be kept based on the dates of appointment. Librarians will not
be considered eligible for promotion to any other post.

(c) Laboratory Assistant: Seniority of Laboratory Assistant. The list should be kept based on the date
of appointment. Persons holding these posts will not be considered eligible for promotion to any other
post.

(3) Seniority of Lower-Grade Employees

Laboratory Attendant, Naik, Kotwal (Oilman), Machinist, Watchman, Chowkidar, Sweeper, Vee Sevak,
Kamathi, Attendant, Laboratory Porter, Excavator Driver, and such lower-grade staff should be listed
based on their dates of appointment. If any person from the lower grade of staff has qualified as
prescribed for the post of either Laboratory Assistant or Clerk, such an employee shall be given
preference in the order of his seniority list while filling up the said post.

(c) Liaison with the Education Department and Their Guidance

The circulars published by Directorate of Education, Pune, Office of Divisional Deputy Director of
Education, Office of District Education Officer from time to time regarding seniority should be considered
for that year.
Please note the following information from circulars published by the Directorate of Education, Pune,
the Office of Divisional Deputy Director of Education, and the Office of District Education Officer
regarding seniority. These circulars should be considered for the relevant year.

For example, Amasha/4188/12232/C (Fourteen) Directorate of Education Maharashtra State Pune - 1.

Dated 15th May 1990 Subject Seniority Degree and S.T.C. Mutual seniority of holding teachers in class
C. Reference Sh. W. No. S. S. M. 2690/ (66) Mashi-2 dated 4th May 1990.

Schedule 'F' of the Maharashtra Private School Employees (Conditions of Service) Rules, 1981 lays
down the principles regarding seniority. Mutual in Category 'C' in it in terms of seniority, teachers with
degrees and training degrees are included.

Earlier, the directorate had clarified that a teacher should be considered a trained graduate after 10
years of service after graduation. That is, the teacher should be given placement in category 'C' after
10 years of service after graduation, regardless of 10 years thereafter.

However, according to a Bombay High Court judgment (Repetition 265/88), a teacher with S.T.C. should
be included in 'C' category, considering it equivalent, after 10 years of service from the date on which
the concerned teacher would qualify for the B.A. B.Ed. The government has approved this decision,
and instructions have been given regarding determining the seniority of the concerned teachers.

All educational institutions within the jurisdiction should be made aware of this order. The order will
come into effect from 4th May 1990, so promotions granted before this date will not be affected. The
benefit of the above seniority should be given to the teachers to whom the above orders are applicable
only after obtaining in writing that they will not demand the pay scale until they are appointed to the post
in the trained graduate scale.
Signature
For the Director of Education
Similarly, from 25/11/88, the change regarding how to determine the seniority of painting teachers has
been given here. Dated 25 November 88.
Director of Art Maharashtra State Mumbai letter No. DOA 1088 Din/1239 dated 16th August 1988 GD
Art Master Diploma in Art Education such as art should be included in 'C' category. For example, GD

33
 Art, DTC or DM. or ATD The qualified teachers are respectively D.T.C.D.M.T.D. Having 10 years of
experience after obtaining this qualification should be included in 'C' category.
(2) Confidential Reporting
(a) Government Provision
Teachers and non-teaching staff are required to have their work recorded and evaluated annually by
the government in the form of a confidential report. This report documents both commendable and
negative actions and is filled out by the principal each year. The report is used for employee promotions,
salary increments, and senior grade determinations, as well as for reprimands. The principal must study
the Secondary School Code and Conditions of Service 1981, as well as circulars from the Education
Department, to ensure that employees are properly evaluated. At the start of each academic year,
teachers should be asked to study the books of Secondary School Code 1986 and Service Conditions
1981 at a teachers' meeting. New teachers should be informed of the useful circulars available to them,
including information about the confidential report. The report covers the period from the beginning of
the academic year to the end of the academic year, along with the teaching method and other gross
marks. These records are completed with feedback from the principal. Teachers should be careful to
ensure they understand their duties and submit a report of their year's work at the end of the year by
the end of April. The principal should submit a report to the Chief Executive Officer, and all these matters
should be communicated by the principal to the teachers and non-teaching staff of the school.

(b) Confidential Report Form (Parts 1, 2, and 3)

The Maharashtra Private School Employees (Conditions of Service) Rules, 1981 (as amended up to
30th October 1987) contains a sample confidential report for teaching staff in Schedule C [Rule 14 (2)
and Rule 15 (1)]. The report is divided into three parts:

Part 1: Sample Self-Assessment. At the end of it, the officer writing the confidential report has to write
an opinion.

Part 2: Confidential to School Principal or Teacher. The officer writing the confidential report must record
Classwork, Extracurricular Activities, and General Comments.

Part 3: Opinion of the Reviewing Officer. Maharashtra Private Schools Employees (Conditions of
Service) Rules 1981, Rule No. 14 and Rule No. 15 prescribe the procedure for confidential reporting. A
form in this regard is given in Schedule 'G'. The concerned officer must write the report under this rule,
and the powers of the officer writing the confidential report are defined as follows.

Post Officials writing Examining officer

confidential reports
1) Teacher & non-teacher Principal Chief executive officer
2) Principal Chief executive officer Chairman, Administration
Committee
3) If there is a note from the teacher Chairman Management Committee
or principal

✓ If a reprimand is given to a teacher by the principal, and if the principal is given one by the Chief
Executive Officer, the counter reports must be submitted in the same order.

(c) Who should write confidential reports and how?

Each year, confidential reports should be written in the relevant form in Schedule 'C'. The confidential
reporting officers for staff and Principal should be the Principal and Chief Executive Officer, respectively.
A confidential report must be written for an employee or principal who has worked for six months or
more during the academic year starting in June. If the principal or teacher is the secretary of the
management, the confidential report for him/her should be written by the chairman of the management.

34
In the case of employees and Principals, the confidential report should be examined by the Chief
Executive Officer and the Chairman of the Managerial Class, respectively. The confidential report of the
principal or teacher written by the chairman will be scrutinized by the management committee.

The concerned officer writing the confidential report should arrange for any adverse comments to be
intimated in writing to the employee concerned or to the principal, as the case may be, before the end
of August every year.

If the employee makes any representation against the adverse behaviour reported to them under sub-
rule (3) above, a decision will be taken by the School Committee on such representation. If a similar
representation is made by the principal, a decision will be taken by the Management Committee on such
representation.

If adverse comments are not reported to employees within the period prescribed in (3), it shall mean
that the employee's work during the reporting year period was satisfactory.

The performance of an employee appointed on probation shall be objectively evaluated by the Head of
School during the period of their probation, and a record of such evaluation shall be kept.

Procedure for Submission of Confidential Reports

Every teacher and non-teaching staff should submit a self-evaluation report within one month after the
end of the academic year (end of April or end of June). There is no provision for self-assessment for
Class IV employees.

As soon as the self-evaluation form is received, the concerned officers should write their confidential
report and submit it to the directed superiors for scrutiny. If the senior concerned agrees with the senior
writing the confidential report or wishes to amend or add to this assessment, they should so direct. In
such cases, it would be desirable for the inspecting officer to attach their separate report to the
confidential report.

After the completion of the confidential report by the concerned authorities, if the confidential report
contains any objectionable comments regarding the service period of the employees, the concerned
employee should be informed in writing before the end of August every year, and their signature must
be obtained on the said comments.

If an employee makes a written statement regarding the reprimand placed on them, the school
committee in the case of such an employee and the executive of the institution in the case of the principal
shall take a decision and communicate the decision taken to the employee concerned in writing. In this
case, the principal must keep important documents as evidence:

1. Teacher's Lesson Observation Book (Logbook)

2. Written 'memos,' show cause notices, and other documents to teachers from time to time, so that
'reprimand' against an employee can be proved on the basis of documents.

At times, there is a possibility of misunderstanding that the said confidential report is written for an
individual. In that case, we should have evidence of a good evaluation.

(d) Evaluation of Confidential Report

The method of evaluation of confidential reports submitted by teachers should be decided by the
principal. Otherwise, there is a possibility of damage to an employee.

(e) Assessment methods:

1. Marking System: 5, 10, 15, 20, 25, 30, 35, 40, 45, 50.

35
2. Category system: A, B, K, D, E, F, etc.

3. Commentary mode: General, Good, Satisfactory, Good, Excellent, Excellent.

One of these methods should be used when evaluating confidential reports. Assessment should not be
subjective. It should have credibility. For this, the scoring method is useful in terms of evaluation. The
scoring method is the foundation of all assessment methods. Therefore, the scoring method should be
adopted, and then its conversion should be used for giving comments.
(g) Responsibility of Principal
1. As a principal, it is your responsibility to write a confidential report from the teaching and non-
teaching staff who have served more than six months in the institution, either at the end of the
academic year (April) or at the beginning of the second academic year (June). You should submit
the report to the CEO on time, and if the Chief Executive Officer is a foreigner, the report should
be sent by post and registered.
2. Regarding teachers, it is important to keep records of their lesson observations, daily lesson
tracking, class teacher (if there is one), catalogues, daily schoolwork, co-schoolwork, instructions
given to teachers, readiness to perform duties, obedience to orders, subject knowledge, parent
relations, and memos given. If a teacher has performed outstandingly, their awards, essay
competitions, prizes, sports competitions, participation in science fairs, S.S.C., H.S.C.,
improvement in results, extra work, relationship with colleagues, etc. should be recorded.
3. Directed Officer should express their opinion on self-assessment separately, as the blank space
provided in the form is insufficient. A separate sheet of paper should be used for writing the
necessary notes, which should then be attached to the original confidential report.
4. It is important to note that sufficient time is not provided in the service conditions for submission of
feedback to teachers and non-teaching staff. Therefore, it should be decided by a faculty council.

(3) Private Tuition: -

(a) Restraints on Principals and Teachers
1. Regarding private tuition, there are certain restraints on principals and teachers. The headmaster
cannot undertake private tuition or any part-time work with a female employee except for the following
matters of work:
a. to act as a guide for postgraduate research with the consent of the University,
b. working as a part-time lecturer in a college or a post-graduate department of a university, or
c. any other academic work of a minor nature which does not interfere with their regular work, and which
shall be undertaken only with the prior written permission of the Class Manager.

2. A teacher cannot give private tuition for more than two hours in a day or teach more than five
students in the whole teaching period of the day. The word "five students" is not intended to
mean a group of students but the same five students. Day schoolteachers working from night
schools may work full time in night schools instead of two hours as specified in this rule, unless
they have private tuition.
3. A teacher cannot be associated directly or indirectly with any special education class for
preparing students for the internal or external examination of a secondary school or any other
examination board. When the number of students receiving private tuition from a teacher for
internal or external examination exceeds five, it will be considered as a special education class.
4. The period spent by the teacher in conducting classes of co-curricular and extra-curricular
programs with the prior approval of the class manager shall be deducted from the two hours’
time limit admissible for private teaching.

Sample Confidential Report for Non-Teaching Staff

Part One: Sample Self-Assessment

36
(1) Name: ---------------------------------------------------
(2) Position: ----------------------------------------------------------
(3) Length of service in present or similar post -------------------------
(4) Briefly describe your duties and state the objectives assigned to you during the year.--------------
--------------
(5) How would you evaluate your performance in the last year in relation to the targets set for you.
?
(6) Can you mention any/some specific aspect/s of good work/work done by you? ---------------------
---------------------------------------------------------------------------------------------
----------------------
Signature, name and designation of persons:
Opinion of the officer who wrote the confidential report.
(1) If you agree with the above assessment, please state so. If not, reasons should be given –-----
------------------------------------------------------------------------------
(2) According to you, if any faults and deficiencies of the employee are found, what are the
responsibilities of this employee? --------------------------------------------
(3) Please give your general opinion about the integrity of this employee and his relationship with
the public.------------------------------------------------
Place: ------------ Of the authority writing the confidential report
Date: ------------ Signature, Name and Designation----------

Part Two: Sample Confidential Report of school Principal of Teacher

Full name of teacher: - ------------------------------- For the period from
Qualification: -------------------------------------- Designation:-----
Status (Permanent or Temporary): Period of service in the organization as on 1st June
Pay scale: salary as on 1st June.
Date of next pay hike: - Special pay and allowances:---
Subjects Taught:-----------------------------------------------------------
--------------------that -------------------------- Capacity of this teacher for this period.
My opinion regarding work, etc. is as follows.
1 Class work: Note: Assessment in relation to class work will be done using the following evaluation
criteria. (Excellent, very good, good, satisfactory or poor)
a. Knowledge and preparation on the subject
b. Knowledge of the following languages (one) Medium of instruction. (Language) (two) Hindi
(three) English
c. Competence in speaking, questioning, asking questions, etc.
d. Ability and desire to create interest in students.
e. Classroom control and discipline
f. Influence on student, parents and colleagues
g. Generally, of class work feedback
2 Extracurricular activities
a. Participation in sports, physical education, scouting
b. Warmth loyalty etc
c. Tendency to co-operate with colleagues.
d. Loyalty in carrying out instruction given by the principal.
e. Integrity and character
f. Special Aptitude
g. Obedience

37
 h. Punctuality
i. Punishment or reward if any
j. Eligibility for continuance in the present post
k. Eligibility for promotion

3 General Information: Signature of Principal /Chief Executive officer / chairman

Place:
Date:
Part Three
Opinion of the Reviewing officer
1. Duration of service under revision officer ------------------------------------
2. Do you agree with the reporting authorities or do you wish to modify or add to their
assessment?----------------------------------------------------------------------------
Place: Signature name of designation of
Date: Reviewing officer

Schedule
‘C’ (See Rule 14 (2) and Rule 15 (1)
Sample confidential report for non-teaching staff part two.
Name:-----------------------------------------------------
Period of reporting: --------------------------------------------------------------
Position held / positions held: ----------------------------------------------------------
1. Operational Matters:
1. Industry and work ethic----------------------
2. Ability to get work done by a subordinate ---------------------------
3. Relations with colleagues and pubic ------------------------------
2. Intellectual Matters:
1. General intelligence: ---------------------------------
2. Technical efficiency (Where relevant)
3. Special tomorrow --------------------------
3 Administrative efficiency including decision-making power, initiative and tact-------------
4 Integrity and character: ----------------------------------
5 Eligibility to continue in the present post---------------------------
6 Eligibility for promotion -------------------------------------
7 General assessment------------------------------------------
Place: Signature of the officer writing the confidential report.
Date: Name and Designation

38
 Part Three
Feedback of Reviewing Officers
1. Period of service under the Reviewing officer -----------------------------------------------
2. Do you agree with the reporting authorities or wish to modify or add to their assessment? -------
-------------------------------------------------------------
Place:
Date:
--------- -------------------------------------------------------------
Signature, Name and Designation of Revision Authority
In order to comply with the Private Tuition Regulations, the Principal himself and the teaching staff must
maintain a Private Tuition Register
(b) Register of Private Tuitions
The first page of the Private Tuition Register should include Rule No. 23 'Private Tuition' from the
Maharashtra Private Schools Employees (Conditions of Service) Rules 1981, written in full without any
changes. Every secondary and higher secondary teacher should sign under this regulation to confirm
that they have read and understood it. An index should be written on the next page.
Title: Private Tuition Register
No Teacher's Name Page number

(1) The names of the teachers in your school for the current academic year should be listed in order
of seniority.
(2) Each teacher should be assigned a page number.
(3) Every teacher should have at least two pages allocated to them for one year. The register should
be maintained accordingly.
Teacher's Name
Month Number of students The rate of fee is Rs Signature

At the end of every month, the register should be shown to the relevant teachers, who should fill it out
and sign the comment column.
(4) Service Books
(a) Government Provision
Service records for teachers and principals are kept in their service books. The headmaster is
responsible for updating the service book for teachers, while the head of the office is responsible for
updating the service book for the headmaster. The headmaster must also update the service book for
non-teaching staff.
(b) Orders Regarding Maintenance of Service Book
The government has established a retirement scheme for teachers and non-teaching staff of subsidized
secondary schools, similar to that of government employees. According to Directorate of Education
Circular No. S67 (C) 58, every school principal must maintain the service books of their teachers and
non-teaching staff according to the Secondary School Code model, published from time to time with
revisions. The service books for non-government secondary school teachers and non-teaching staff
should be kept in duplicate, following the same format as government service books. After recording a
teacher's services in all recognized government schools and signing the appropriate column, a copy of

39
the service book should be given to the teacher/employee. The school should also make periodic entries
in the service book and return it to the concerned teacher/non-teaching staff after acknowledging it.

If a teacher or employee leaves the school, the school should only issue a discharge certificate. The
school should hand over the second copy of the teacher's service book, completed with all entries and
sealed, to the teacher while keeping the original service book with the school. If the teacher or employee
joins another school, the new school should request the service book from the previous school and
resume it. The concerned teacher should correspond with the old school regarding sending the original
service book to the new school. The teacher should submit the second copy of the service book along
with the discharge certificate to the new school. The new school should make entries on the second
copy of the service book and decide on the teacher's salary, leave, etc. based on the entries in the
second copy until the original service book is received.

Here are some guidelines for filling out service books:

(1) Two copies of each service book should be maintained.

(2) Entries in the service book should be timely and accurate.

(3) Entries should be made in the service book only with the resolution of the school committee in the
case of leave, increase in pay, suspension of vigilance, senior pay scale, etc. In the case of the principal,
the institution's resolution should be obtained.

(4) After making entries in the service book, it should be shown to the concerned teacher or non-
teaching staff, and their signature should be obtained.

(5) The second copy of the service book should be given to the teacher or non-teaching staff with
acknowledgment.

(6) All entries in the service book should be legible and signed by the Principal, the Senior Accountant
in case of pay fixation, and the President of the Institution in the case of the principal.

(7) Adduced documents should be maintained as evidence for making entries in the service book.

(8) As the service book is an essential record, it should be kept in a safe place.

(e) Guidelines for Making Entries in Service Book

Guidelines for making entries in the service book are issued from time to time through circulars from the
Education Department. During school annual inspections, senior audits, and Zilla Parishad Education
Account (Secondary) audits, relevant authorities provide guidance by reviewing the records in the
service books of the principal, teachers, and non-teaching staff. If there are any doubts, concerned
authorities should be consulted to clarify them.
Detailed instructions
1. Page No. 1 (Sr - 1) Name: The full name of the employee must be written in this column, as it
appears on their school leaving certificate or secondary school examination certificate. If there is a
change in name or surname, the employee should refer to Directorate of Education Circular
No.A.M.Sh. 1570/27124 no. and obtain the order of the Divisional Deputy Director through the
Education Officer concerned within two years from the date of their appointment. Only after
receiving the order of the Divisional Deputy Director of Education should the correction be made
accordingly by recording the number and date of the order in red ink. Caste and Subcaste: For
employees who belong to backward classes (Scheduled Castes, Scheduled Tribes, Free Nomadic
Tribes, and Other Backward Classes), the appropriate information should be recorded from their
school leaving certificates. If this information is not mentioned in the school leaving certificate, the
Tehsildar etc. should send a proposal to the government and find out whether this account can be
paid according to the certificate.

40
2. Place of Residence: The original address of the employee should be written in detail.

3. Father's Name and Place of Residence: The full name and full address of the employee's father
should be written.

4. Date of Birth: The date of birth should be recorded as accurately as possible according to the
Christian tradition, based on the school leaving certificate or secondary school examination
certificate. If the first entry is to be altered for a particular reason, the permission of the Deputy
Director of Education under Addendum (53) to the Secondary School Code must be obtained within
two years from the date of appointment. Only after obtaining such permission should the number
and date of the Deputy Director's order be recorded in red ink. The certificate on the basis of which
the date of birth was recorded should also be recorded in this unit.

5. Date of post appointment medical examination and decision of this examination: Rule No. 9
(6) of the Maharashtra State Private School Employees (Conditions of Service) Rules, 1981
requires every employee to undergo a medical examination and furnish a certificate from the
concerned Medical Officer within three months from the date of appointment. The date of such
examination and the medical officer's finding that the employee is fit for the post should be
mentioned in this column. The original medical certificate should be attached to the service book.

6. Height: The height should be mentioned in centimetres by taking actual measurements.

7. Body Markings: The employee should ensure the mentioned marks and record them in the
respective units.

8. Educational Qualification: All records from S.S.C. examination to further examination, training,
degrees, diplomas, etc. should be recorded, including the year/month and date of passing the
exam, the class obtained, and the university/institute where the exam was held. When registering
examinations that are equivalent to university degree/diploma, the equivalent examination and the
government decision should also be mentioned. If the employee's educational qualification
increases after joining the service, the records regarding it should also be mentioned as above,
and every new record should be verified by the principal by looking at the certificate.

9. Signature of employee: After filling the said page of the service book, the concerned employee
should sign and date it.

10. Signature of Principal, Chief Executive Officer, or Chairman and date: In the case of
employees other than the principal, this form should be signed and dated by the principal. If the
Principal's service book is to be started anew, the Chief Executive Officer or the President of the
institution should sign and date it.

11. Signature of Principal, Chief Executive Officer or Chairman and date

In case of employees other than the principal, this form should be signed and dated by the principal. If
the principal's service book is to be started anew, the chief executive officer or the president of the
institution should sign and date it.

12. Entries other than items 10 and 11 above

They should be checked for correctness or brought up to date every five years and should be signed
by the concerned authority (as per Rule 11). Also, the certificate for updating the records should also be
recorded on this page from time to time. On the back of the first page only in case of uneducated
employees the left-hand thumb and finger impressions of the employee should be taken. (Now, in the
case of Principal, teachers and non-teaching staff, thumb and fingerprints of left hand should also be
taken.)
13. Entries in Service Book

41
While making the entries in the service book, the provident fund number should be recorded in red ink
at the beginning. If provident fund subscription has not been started at the time of filling service book,
then this space should be left blank, and this number should be entered after starting provident fund.
Similarly, in case of transfer or change of school, the number given by that district should be added from
time to time. On each page of the service book, the name of the concerned employee should be written
in the space provided above and all the pages of the service book should be numbered if they are not
given.

14. Page - 4 SECTION NO. - 1 Appointment Designation

The post to which the appointment is made (for example, Principal, Teacher, Clerk, Laboratory Assistant,
Librarian) should be noted along with the pay scale of the post, if any.
(For example, Teacher, Junior Clerk, Senior Clerk, etc.)
15. Section no. 2 Appointment maintained / replaced / permanent / temporary, etc.
In case of appointment to a permanent vacancy, it should be initially on a probationary period of two
years or less. Then, if the appointment is on probation, it should be mentioned as Officiating on
Probation. The same should be mentioned till the completion of the probationary period. Since the
concerned employee will be permanent after the completion of the probationary period, it should be
mentioned as permanent from that date.
16. SECTION NO. 3: Promotion
The question of payment of this account will arise only if he is promoted to a higher post for a specific
period. For example, if a headmaster is on leave for 1 year and a teacher is promoted in his place, then
in the first column he will be shown as 'Principal', in the second column his appointment will be shown
as 'Temporary' and in the third column he will have to be mentioned as Permanent Teacher.
17. Section No 4, 5, and 6: Wages
Only if the appointment in column no. 1 is permanent, the original salary of the person will be shown
here. Otherwise, this column will remain blank, and his salary will be shown in column 5. Also, in the
case mentioned above against column 3, the pay of the original permanent post will be shown in column
4 and the salary of the temporary post will be shown in column 5. In column 6 special pay for holding
the higher post of supervisor may be recorded.
18. Sr no. 7, 8, 9, 10 and 11: Date of appointment
Sr no. If there is any difference in the entries from 1 to 6, the date in Sr 7 must be changed. For example,
the date of appointment after the first appointment can be recorded in this account. In case of increase
in pay, appointment to a higher post after being fixed or holding additional charge of a higher post,
appointment to a supervisory post for any of these reasons, in case of change in columns 1 to 6, the
date prior to the date of such change shall appear in column 10 and the reason for the change shall be
shown in column 11. From the date of change, new entries will start again from Sr 1.
Service Book No. As soon as the entries from 1 to 7 are made, in columns 8 and 9, the employee and
the Principal and the Chief Executive The signature of the officer is required. Also, after filling the entries
in Sr 10 and 11, in Sr 12 only signature of Principal, Chief Executive Officer is required.
19. Sr no. 13 and 14: Leave
If leave is taken, the type of leave (for example, earned leave, leave without pay, leave with half pay,
repatriation leave, maternity leave) and the duration of that leave along with the order number of the
institution for granting this leave must be entered here and the signature of the concerned authority
must be mentioned in column 14. . If there is a date of pay increment during the leave period, then the
pay increment will actually come into effect on the day on which the concerned employee actually
reports for work. Alternatively, the entry in Sr 10 will be on the day the leave ends and the date of joining

42
will be shown in Sr 7 while making the subsequent entry. But since the period of leave without pay is
not considered for increment, the day before the actual increment is admissible shall be shown in
column 10 in the first entry and the date of actual increment in column 7 in the subsequent entry.
Account of leave
While maintaining the leave account, the record of the employee's name, date of commencement of
continuous service, date of birth and date of retirement must be mentioned in the table of leave
accounts. According to the type of leave, the leave is accounted for in the chart. (For example, earned
leave, half pay leave, etc.) Earned leave is admissible only to all employees working in non-vocational
departments and principals. Before the coming into force of the Maharashtra School Employees
(Conditions of Service) Rules, 1981, earned leave to the extent of 30 days for a full year of service was
admissible to employees in non-vacation categories. But since the coming into force of the above rule
i.e. from 15/7/1981, 1/11 earned leave of actual service is admissible. Therefore, it should be noted that
in the case of employees who joined before 15/7/1981, the accrued leave has to be accounted for up
to 14/7/1981 and from 15/7/1981 onwards in different ways. Accrued Leave Receipt No. The period to
be taken in 1 and 2 is to be mentioned excluding all leave other than minor leave availed from 15/7/1981
onwards. For example, a person in service from 1st June 1978 to 14/7/1981 will have 3 years and 44
days as his period of service and it will be shown in column 3. In Sr 4 he has to show the number of
days of leave admissible (90 days). But from 15/7/1981 onwards till the day before he goes on any leave
other than actual minor leave.
The period of service shall be shown in column 1 and 2 and its actual days shall be shown in column 3
and the leave admissible for that period shall be shown in column 4 at the rate of 1/11. Accordingly, if
the sum of Sr No 4 and Sr No 9 is more than 240 days, then 240 days will be recorded in Sr No 5. Dates
and duration of actual leave and duration of surrendered leave (surrender leave) have to be shown in
column 6, 7 and balance leave has to be shown in column 9. In the case of Headmasters, even though
they are employees of the Leave Department, 15 days of earned leave were admissible for every
completed year of service from 1/4/1981 onwards. Accordingly, the accrued leave has to be credited to
their accounts. Also, if before that they are prohibited from availing leave subject to the rule of that time,
the accrued leave in proportion to the duration of that leave should be credited to their account showing
the actual leave period in Sr No 1,2 and 3.
In the case of half-pay leave also, entries should be made in columns 10 to 24, taking into account the
period of service in a full year, in case half-pay leave is actually taken, it should be shown in columns
15, 16, 17 and in case of commutable leave, it has to be shown in columns 18, 19, 20, but converted in
column 21. Also refer to the instructions given below the leave duration chart.
(20) Sr. No. 15: Punishment / Reward
The punishment that the employee will receive (for example, postponement of salary increases,
recovery of some amount, reprimand, warning, etc.) and if he received encouragement or reward for
his work, it is necessary to record in this case also about the additional salary increase, etc.
Some necessary instructions
✓ At the end of the service book, a certificate of service verification is required.
✓ It is necessary to fill this certificate every year and get the signature of the Principal, Chief Executive
Officer in the last column. Also, its designation must be mentioned there.
✓ Old pattern service books or service books from previous institution regarding service in his school
should be attached to the new service book with tags. Do not keep different.

The following documents or their attested copies should be attached at the end of the service book, but
inside the cover page:

1. Statements regarding option and pay fixation concerning revised pay scales.

43
2. Options regarding retirement pay.
3. Nomination concerning provident fund and retirement gratuity.
4. Other similar options.

If an employee takes up employment in a school of another institution after resigning from service in a
school of an institution or after termination of service by that institution, such employee's school leave
accrued to his account in the school of the original institution shall lapse. If they resume service in the
school of the new institution, they may get the benefit of the school leave accumulated in the former
institution.

A true copy of the employee's educational qualification certificate should be obtained from them from
time to time and kept in their personal file. They should not be attached to the service book.

If an employee resigns, terminates their service or retires, their original service book should not be
handed over to them. In the first two cases, if the employee accepts service in a new institution, they
should complete it and send it to that institution with a registered acknowledgment. In the third type, it
should be sent to the education officer along with the retirement salary papers. The second copy of the
service book will remain with the employee, but it is necessary to keep it up to date by requesting it from
time to time.

Logbook:
A) Importance of Logbook:

If a trained teacher is appointed in a secondary school, maintaining the backlog and roster, and their
work during the probationary period is satisfactory, that teacher's appointment is considered permanent.
After this, a plateau may develop in the teacher, for some reason. Old habits stick to the body, and they
forget the 'methodology' by practice.' Come back to me’ situation arises, or the teacher caught in the
cycle of 'timetable examination system' gets used to doing many things quickly due to school and co-
schoolwork. Considering all this, the Secondary School Code Revised Edition 1986 and Maharashtra
Private Schools Staff (Conditions of Service) Regulations. In 1981, a provision has been made for a
logbook to be filled by the Principal/Vice-Principal/Supervisors for teachers. In case of Principals, the
Chief Executive Officer has to fill the logbook. If the Principal is the Chief Executive Officer, then the
President of the institution should make entries in the Principal's Logbook.

This Logbook is an important register. In that regard, the register should be kept up to date. The said
monitoring register can be seen by the Education Officer at the time of school annual inspection.

(b) Provision made in Act

The principal shall observe and record at least two lessons in a week by the supervisor or teacher and
periodically check the records kept by the Vice Principal or supervisor.

(c) How should the entries be made in the Logbook?

1. After the inspection is done, the same should be recorded in the register.
2. In the vacant hours of the teacher, the relevant subject teacher should be called to the office and
discuss the lesson, give guidance, listen to the teacher. Take it, give it a chance to improve.
3. If the lesson is good, praise the teacher and tell the same to other teachers.
4. After making a note in the monitoring register, the Principal/Deputy Principal/Supervisor should
give the note to the concerned teachers for reading and take their signature on it.
5. The verse can be viewed in two ways.
(1) By giving prior notice to the teacher and
(2) When the clock suddenly starts running.
The observation notebook can be used to write a confidential report of the teacher. For example, notes
related to lesson knowledge, medium of instruction, lesson/subject preparation, classroom discipline,
etc., are recorded.

44
6. As a principal, one can monitor the work of the teachers and guide them.

(d) Discharge Certificate

(a) Government provision

(1) The title 'Exemption Certificate' itself reflects the importance of this certificate. 'Appointment letter' is
considered an important document in terms of office and employees as well as 'discharge certificate' is
also considered. If a teacher in service in a school leaves the service of an institution, it is the
responsibility of the concerned principal to issue a discharge certificate to that teacher. If a teacher is
retrenched by notice, the management shall, on their written demand, issue a discharge certificate in
the form given in Appendix 17 (as amended by the Secondary School Code, 1986).

(2) Secondary School Code and discharge certificate (1) (79.1) If a teacher leaves their job or gets
terminated after giving reasonable notice, the management should issue a discharge certificate in the
form given in Appendix Seventeen. The teacher should apply for certification, and the management is
required to issue the certificate within one week from the date of the application. If the management
refuses to issue the certificate, they must provide the reasons for the refusal in writing within one week
from the date of the application. If the teacher disagrees with the refusal, they can appeal to the
concerned authority. The decision of the authority shall be communicated within a fortnight from the
date of receipt of the appeal.

(3) (79.2) No teacher with previous service in a school should be hired unless they provide a discharge
certificate or submit in writing that they are unable to issue a discharge certificate despite having made
a written request to the management of the former school. For this purpose, the other management
cannot hire the teacher unless they obtain the reasons for non-availability from the previous institution
and the teacher is satisfied with their satisfactory performance and good conduct.

(b) Discharge Certificate

sample
(1) Name and address of the school issuing the certificate
(2) Teacher's full name
(3) Qualification

Degree / Diploma
Category
Year
University
4 Is it temporary / permanent?
5 Service rendered — From
up to

(6) Wages drawn—

pay scale.
b) Allowance if any
A) Rs.

45
c) Date of next increment -

7) by the employee or the organization as the case may be (Was reasonable notice given?
(In case of removal or dismissal he was regularly inquired about the charge or how to state.)
(8) (a) Contributing to Government Provident Fund or not?

(b) Postal Savings Bank Account Number

(9) Has the employee returned all school money and books, etc. or how?
10 Remark
Place: Signature of School Head.
(c) Responsibility of the Principal
(1) The 'Exemption Certificate' should be in the form given in Appendix Seventeen of the Secondary
Schools Code. While filling in sections (2) and (3), if the concerned teacher has a service book or original
certificates such as degree/diploma, their name and educational qualification should be filled in.

(4) As the appointment letter has been given, the resolution passed by the school committee and the
organization from time to time regarding the concerned teacher's appointment (Probationary /
Permanent) should be decided.

(5) The total service rendered by the employee from the time of appointment to date can be determined
from the teacher's attendance sheet and the service book. In case of leave without pay, the duration of
the leave should be clearly mentioned.

(6) At the time of teacher-recognition, the teacher's salary approved by the Education Department, pay
scale, allowance (inflation), date of next pay increment, and other relevant information should be given
in different columns. Check the service book and teacher approval documents to fill in the information.

(7) If the teacher has been retrenched by the institution, the reference number and date of the letter
issued to the concerned teacher should be written. If the teacher has resigned on their own, it should
be clearly mentioned, along with the date. If the teacher has been removed or dismissed, the reason
and the date should be recorded, along with resolutions and legal matters. If the teacher has resigned,
notice pay should be mentioned, and if notice pay is not paid, it should also be recorded. If the teacher
has been reduced due to continuous chronic illness (unfitness certificate), it should be stated.

(8) If the welfare number is received, it should be written with the English initials given for each district.
The number and amount to be deducted every month should be written. If there is no welfare number,
write "no" instead of drawing a line. The number of the post savings bank account should also be written
here.

(9) It should be recorded whether the employee has returned all school money and books or not. This
includes notice pay, other school dues, if any, and the amount should be recorded accordingly. If there
is any pending amount, it should also be recorded.

(10) If there are any notable matters or sensitive issues, they should be noted. If there is nothing to
write, draw a line. The name and address of the school should be written, along with the date on which
the discharge certificate will be issued. Principals/Clerks should ensure that all the information is filled
correctly and verified before signing and dating. The rubber stamp of the Headmaster/Principal should
be affixed.

(7) Pension - Documents

46
(a) Introduction

Pension is a salary that continues after retirement. It is a provision of money made by the government
for the old age of a Peon who has served the government faithfully. The government plans to provide
some financial assistance to the Peon's family for the rest of their life and behind them. It is called a
pension.

(b) Types of Pensions

1. Pension to be drawn after attaining a certain age.

2. Pension admissible on completion of service (up to specified age).

3. Pension admissible after 30 years of qualifying service.

4. Pension can be drawn even after 20 years of service (Voluntary Retirement Pay).

5. Pension admissible when the employee is absorbed in the Corporation, Autonomous Body, or
Local Self-Government.

6. Sickness pension.

(c) Instructions Regarding the Preparation of Pension Cases

i. The principal should make a list of those retiring on attaining the age of 58 years within the next
24 to 30 months.

ii. The Head of the School shall commence the preparation of pension cases of such retiring Peons
2 years in advance.

iii. The Head of the School should complete the pension documents in total 3 instalments within 2
years.

Planning and Proceedings for Preparation of Pension Case

The principal should plan the preparation of the 'Pension Case' documents in three important steps.
These steps are as follows:

1. First stage planning

The chief and Peon should fill in the required information of the staff in the service book. It is important
to provide all the necessary information in Table 5, such as photographs, signatures at appropriate
places, personal information, and any other information required. The reference should be made for the
purpose of verification. The Peon should also provide the certificate, which must be verified by the
principal along with references. In case of Principals, it should be verified by the Chairman or Chief
Executive Officer.

2. Second stage planning

The Head of Office/Principal should scrutinize the service verification certificate and ensure that there
are no errors in the information directly related to pension-pay and determination of qualifying service
for the pension.

3. Third stage planning

Eight months before the retirement of the Peon, the principal should ensure that Table No. 5 is filled by
that Peon. The head of account should ascertain whether any amount is to be taken from the concerned

47
retiree before retiring. The principal should fill Form 5 and Form 6, duly filled up-to-date service book of
the employee, and documents useful for verification of service along with a reference letter in Form 7.
All pension applications should be sent in two copies to the authorities six months before the date of
retirement, and one original copy should be kept in school records.

(d) Family Pension

1. Pension for the day on which the pensioner dies shall be paid in his name. The family receives it
from the second day thereafter.

2. The pension certificate will indicate how much pension the family will get and who should get it,
as written by the pensioner.

3. The information about the retiree's death must be given to the bank and the treasury office of that
district immediately.

4. An official death certificate of the deceased must be obtained (for example, Gram Panchayat,
Municipal Corporation).

5. A certificate issued by the family, attested by the appropriate authority, must be obtained.

6. Application should be made in Form 'One'.

7. Application in Form 'I' should be made if gratuity has not been received before death.

8. Specimen Signature, Photograph, Family No Objection Certificate, Heir Certificate Personal

Information, etc. should be combined.

(e) Issues of Importance

1) The Peon should have good work and conduct.

2) The Peon's service must be continuous.

3) The Peon must be permanently in service.

4) The Peon's service should be more than ten years.

5) Peons must be at work on the last day (on aided school).

6) Gratuity received by a retiring Peon.

7) If the retiree dies before receiving the pension, the person whose name he has entered gets the
pension.

8) If there is no heir, it vests in the government.

9) Government dues due to him with the consent of the Peon, PVT Fund, etc. can be deducted from
his gratuity by written notice. Income tax is not levied on this. The inheritance must be given in the
appropriate form.

(f) Pension Documents - List

The following documents should be enclosed with the pension application:

1. Formal application in form 15A.

48
 2. Application for pension or gratuity and Death-cum-Retirement Gratuity in form No. 15.

3. History of service (showing interruptions) duly verified.

4. Service Book duly completed in all respects.

5. Statement of two specimen signatures of the pensioner duly attested.

6. Two copies of passport size photograph of pensioner and his wife / with descriptive rolls duly
attested.

7. Declaration to be signed by the applicant for not having applied previously for pension and gratuity.

8. Nomination for service or death retirement gratuity or pension cum

9. Nomination for family pension.

10. Declaration for provisional pension / gratuity.

11. No enquiry and no demand certificate.

12. Statement showing the scales of pay drawn.

13. Last pay certificate.

14. Statements showing the rough calculations of pension and gratuity amounts.

15. Statements showing the calculation of family pension and D. C. R. gratuity.

16. Statement showing the nature and period of leave taken by the pensioner during the entire
service.

17. Statement showing the relations, ages, and birthdates of the pensioner's family members (with
copies of birth-date certificates).

18. Medical certificate for invalidation if the claim is for invalid pension.

19. Death certificate of the deceased Govt. Peon.

20. Heirship certificate
21. Statement showing the history of breaks in service.
22. Statement of accumulation of contributory provident fund together with the chalan of credit of
the amount.
23. Descriptive roll of pensioner.
24. Form 'F' of application (Family pension scheme 1964)
25. Application in form 9'
26. Form of sanctioning family pension.
27. Form of sanctioning the D. C. R. Gratuity.
28. Verification certificate of service record.

Actions to be taken by the principal:

1. Once all the above documents are received or prepared, the principal should verify and submit
them to the Education Officer or Education Inspector within two weeks.
2. The Education Officer or Education Inspector and the Deputy Director of Education will verify
the documents received and send them to the Accountant General for approval as soon as
possible.
3. The Accountant General will approve the pension and communicate the same to the concerned
individual.

49
 4. During this period, the retired individual must open an account in their name in a State Bank or
any nationalized bank. The principal should inform the pensioner about this requirement.
5. After receiving the order and letter that the pension has been sanctioned, the individual should
show this letter to the district treasury. They should also carry their passbook of opening an
account in a State Bank or a nationalized bank. The district treasury officer will take note and
arrange to get monthly pension. The principal should explain this procedure to the pensioner.
6. The retiring individual may become emotional and sensitive during this transition period. The
principal should show affection, fill the pension papers correctly, and cooperate with the retiree
on how to get the pension as soon as possible.

(8) Transfers:
Introduction
In the past, 'transfer' was defined as the intervention made by the management within the institution
while maintaining the sanctioned number of teaching and non-teaching staff. Replacement was used
as a weapon to take revenge on an employee, and transfers were used as punishment. Due to this,
conflicts started to arise between the principal, teachers, and non-teaching staff members.

"It's going to be changed now, isn't it? Take boards" became a teacher's role. Leave cases started
increasing. Along with the teachers, the mental health of the principal also deteriorated. "The war is on"
became the theme of the chapter.

Teachers and principals who truly want to work believe that "teaching is not a profession but a service."
Even if the place is the Andaman and Nicobar Islands, if teachers and principals work with this feeling,
maybe teachers and principals will become more open to the idea of transfers. "Replacement is not a
weapon of revenge but an effective weapon of behaviour change." A new place, new students, a new
village, and new parents are all meant to ignite the spark of new consciousness.

In the past, good teachers were not willing to go to villages, so who would teach the children there? In
such a place, the teachers of Hada began to go. They adopted the vow of literacy from generation to
generation. Now, with the explosion of population, teachers are willing to work anywhere in
Maharashtra. However, when the transfer comes after getting the job, they meet with senior officers
and try to postpone the transfer. If there is a transfer, they have a passion for it in their district, their
taluk, their village.
From all these forms new experiments emerged.

(1) Transfer for sickness.

(2) Transfer for promotion.
(3) Substitution for retaliation.
(4) Transfer as punishment.
(5) Transfer to village on approaching retirement.
(6) Transfer as hilly areas.
(7) Transfer from an unaided school to an aided school.
(8) Transfer on promotion.
(9) Transfer under rules.
These terms are destroyed the pure purpose of transfer. Transfers began to happen at any time; male
and female teachers were shown the transfer bar. Then the Government of Maharashtra issued the
Education Act Service Conditions Regulations Notification No. Sh. Justice No. 1083/194 Hon. Shi (3)
Room Dated 20 In December 1984 and by making provisions under Rule No. 41, the transfer transaction
had to be given the form of law.

50
(b) Provision of Government

(1) If a management group operates more than one school, it should not transfer any employees unless
it is necessary for administrative reasons, employee promotion or at the request of the employee
concerned. The management should follow these rules.
(2) Unless specified in writing, transfers should not be made in the middle of the session except in
exceptional cases.
(3) The management should ensure that the transfer does not adversely affect the pay or scale of pay
of the employee concerned, and such transfer does not reduce the pensionary benefits admissible to
him.
(4) If there is any expenditure on traveling allowance and daily allowance as per the rate applicable to
Government servants of comparable rank, such expenditure shall be borne by the management class
itself. If the transfer is made on the request of the employee, the cost will be borne by the employee
concerned. If the transfer involves a change in headquarters, the period of engagement to be allowed
to the employee shall be limited to six days (excluding Sundays) plus actual travel days. The period of
engagement shall be deemed to be the period of 'obligation' for all purposes, subject to this limitation.
If the transfer is affected during the period of major vacation, the employee shall not be entitled to the
joining period.
Replacement: -
(1) (1) Transfers from primary school to secondary school.
(2) Transfers from a teacher's school to a secondary school,
(3) Transfers from Secondary School to Teachers College,
(4) Transfers from secondary school to primary school,
(5) Transfers from secondary school to junior school,
(6) Transfers can be from junior school to secondary school.
Although the above types of transfers may seem simple, managers should follow the rules and make
transfers.
(c) Care to be taken by the principal

(1) Transfers should be done with the guidance of Education Department Secondary Department before
transfers.
(2) The management should ensure that no financial loss is caused to an employee while making
transfers.
(3) The seniority of the employee should not be affected.
(4) There should be a vacancy in the place of transfer concerned. The number should not increase.

(5) Both the secondary schools should be transferred according to the need of the subjects. (English
subject teacher for English)
(6) Teachers should not become redundant due to transfer.
(7) Requests for transfers should be considered.
(8) The management should transfer sick employees to a place where there is a primary health centre
at the taluka location.
(e) Register of Transfers

51
The responsibility of keeping records of transfers is not that of the principal but of the Chairman/Chief
Executive Officer of the institution. Some large organizations have 'inspectors' appointed to look after
this work. In some places where the headmaster is the executive officer, the headmaster has to look
after this work. (See chart on the next page.)
(9) Records of meetings of the School Committee and the Academic Council
(a) School Committee
(a-1) Introduction
Although the principal is the head of the school, he has to take some important decisions based on the
school committee appointed by the institution, such as appointment of teachers, budgeting of the school,
introduction of new curriculum, granting of leave other than casual leave to employees other than the
principal, informing the board of management about school-related matters, retaining employees,
promoting them, and inflicting minor punishments, etc.
(A-2) Number of members and past years
A total of 7 members are in the school committee, and the organization has to appoint 4 members. One
of these 4 members will be the Chairman of the organization or his representative. He will be the
chairman of the committee. The principal shall be the Ex-officio Secretary of the School Committee.
One member annually from among the permanent teachers of the same school in order of seniority, one
member annually from among the non-teaching staff of the same school in order of seniority, for
example, first year if librarian, second year senior clerk, third year if laboratory assistant, senior junior
staff fourth year, then again in the order of seniority, the school committee will consist of 7 members in
the fifth year of clerkship and accordingly.

(a-3) Number of meetings - order of the Government

The law stipulates that six meetings should be held in a year. The gap between two meetings should
not exceed 60 days. Clause (e) in this regard is mentioned in Government Order dated 20th December
1984 of Notification No. Khasha/1083/194/Mashi-3 Room.
Six school committee meetings should be scheduled at the beginning of the year in June. Urgent
meetings, special meetings of the school committee should be held, and decisions taken if necessary.
Their records should be kept. (These meetings will be more than the original six meetings.)
Replacement Tabe Register

Teacher’s Educational Total Service Change From Transfer Is it eligible Remark

Name Qualification Service in the in the where on for
same rules demand replacement?
school till date from
where
to
where

(A-4) Care to be taken by Principal as Secretary

There is a slight difference between Schedule 'A' of the Secondary School Code 1986 (Revised Edition)
and the Conditions of Service of Staff in Maharashtra Private Schools 1981. However, after the
Education Act, the law has become more important, and the legal aspects have been considered more
acceptable from a practical point of view. When the Principal, as Secretary, has to answer certain legal
matters before the "Presiding Officer, Tribunal," the principal has to make their representation based on
the Service Rules, 1981.

52
The principal plays a crucial role in coordinating the management of the institution, education
department, teachers, and non-teaching staff. If the principal also serves as the secretary, the additional
responsibility can be overwhelming. Therefore, it is important to take decisions by presenting the matter
before the school committee without keeping any information hidden, and to keep records of the
resolutions of the decisions taken.

(A-5) Minutes of Meeting and Detailed Proceedings

(a) Resolutions: The resolutions proposed by the school committee are considered more acceptable,
legal, and binding than the discussions, suggestions, sub-suggestions. Resolutions have to be written
in a specific manner. They should be brief but cover the entire subject. The name of those who moved
the resolution should be written as 'indicator.' The names of those who approved the resolution should
be written as 'approvers,' if the resolution is unanimously approved. Resolutions should not be equivocal
and should be concrete. If the resolution is passed by voting, it should be recorded as follows: (1) In
Favor of the resolution (2) Against the resolution, the number of votes or names of members should be
written. The resolution should be approved or disapproved.

(b) Minutes: The school committee meeting's minutes should be recorded on the same day immediately
after the meeting. The minutes should include the resolutions passed in the meeting, the leave granted,
and the discussion on the matters of the time with the permission of the chairman. It is useful to keep
raw notes in a register during the meeting.

(c) Agenda of the Meeting

At least 7-8 days prior to the School Committee meeting, the agenda (invitation sheet) of the meeting
should be sent to all the members. Send the invitations through courier and get the members to sign
the invitation to the meeting.

The invitation should include the name of the member, subject- (monthly meeting/urgent
meeting/special meeting), time, date, place (school office/hall, etc.), and time. The meeting attendance
depends on this.

Before the meeting, the minutes of the previous meeting, school monthly deposit, and other topics
should be kept according to your planning/need of the school, in consultation with the
president/chairman/chairperson. With the permission of the President, a discussion should be held on
the topics of the time.

The invitation letter should be prepared and signed by the Chairman/Secretary of the School Committee
and sent to the members at their respective addresses 7-8 days before by postman with the outgoing
number and date.
There is a slight difference between Schedule 'A' of the Secondary School Code 1986 (Revised Edition)
and the Conditions of Service of Staff in Maharashtra Private Schools 1981. But after the Education Act,
the law has become more important, and the legal aspects have been considered more acceptable from
a practical point of view. When the Principal, as Secretary, has to answer certain legal matters before
the "Presiding Officer, Tribunal", the principal has to make his representation on the basis of the Service
Rules, 1981.
The principal is the link that coordinates all the institutions management, education department,
teachers and non-teaching staff. The double burden of principal and secretary adds to his responsibility.
Therefore, decisions should be taken by presenting the matter before the school committee without
keeping any element in the dark and records should be kept along with the resolutions of the
decisions taken.
(A-5) Minutes of meeting and detailed proceedings
(a) Resolutions:

53
The resolutions proposed by the school committee are considered more acceptable, legal, and binding
than discussions, suggestions, or sub-suggestions. Resolutions must be written in a specific manner.
They should be brief but cover the entire subject. The names of those who moved the resolution should
be written as 'indicator,' and the names of those who approve the resolution should be written as
'approvers' if the resolution is unanimously approved. Resolutions should be concrete and not
equivocal. If the resolution is passed by voting, the number of votes or names of members who voted
for or against it should be recorded. The resolution should be approved or disapproved.

(b) Minutes: The minutes of the school committee meeting should be recorded on the same day
immediately after the meeting. The minutes should include the resolutions passed in the meeting, the
leave granted, and the discussion on the matters of the time with the permission of the chairman.
Keeping raw notes in a register during the meeting can be useful for this purpose.

(c) Agenda of the Meeting: At least 7-8 days before the School Committee meeting, the agenda
(invitation sheet) of the meeting should be sent to all members. The invitations should be sent through
courier, and members should sign the invitation to confirm their attendance. The invitation sheet should
include the name of the member, subject (monthly meeting/urgent meeting/special meeting), time, date,
and place (school office/hall, etc.). The meeting attendance depends on this. Before the meeting,
reading the minutes of the previous meeting, school monthly deposit, and other topics should be kept
according to your planning/need of the school in consultation with the president/chairman/chairperson.
With the permission of the President, a discussion should be held on the topics of the time. The invitation
letter should be prepared and signed by the Chairman/Secretary of the School Committee and sent to
the members at their respective addresses 7-8 days before the meeting by postman with the outgoing
number and date.

(d) Discussions on Topical Issues: As soon as the items on the agenda are over, if some members
want to raise any questions, they can ask them with the permission of the
President/Chairman/Chairperson.
(e) Program Magazine
Sample
Sr. No.
Date: -
To,
The Member/Chairman/Chairman/Chairman
School Committee
School Name: -
Subject: Meeting/Emergency Meeting/Special Meeting

Dear Sir/Madam,
I am writing to inform you that there will be a School Committee Meeting/Special Meeting on the
date_________________. The meeting will be held at the school office/school hall in the
morning/afternoon.
Your presence at the meeting is highly appreciated. The following are the agenda items that will be
discussed:
Proceedings of the meeting-
(1) Reading and approval of the minutes from the previous meeting.
(2) Sanctioning of the school's monthly deposit.
(3) Discussion of any other relevant matters with the permission of the President.
(4)

54
(5)

Please let me know if you have any questions or concerns.

Thank you for your time. Sincerely,

[Your Signature]
Secretary School Committee School Name
Signature
Dated
Secretary

School Committee
School Name
(f) School Fees: Reading and approval
There are a total of 6 school committee meetings held in a year. After one meeting, the next meeting is
held within 60 days. Within these sixty days, any amount received in the form of grants or other means
and any expenditure incurred should be shown to the hall and read and approved. This approval must
be made for the expenditure according to the provision made in the budget of the school committee
meeting. The Chairman must sign the approval.

(g) Approval of the Report of the Previous Meeting:

Minutes should be written immediately after the school committee meeting. The topics on the agenda
should be taken first while writing the minutes. Resolutions, pointers, and endorsements should be
noted, and the resolutions should be numbered. The report of the first meeting of the school committee
is read in the second meeting, and the minutes/report are called the report of the previous meeting. The
minutes/report of the previous meeting should be read first after welcoming the members. If the
Chairman or other members suggest any suggestions/corrections in the minutes, then the minutes
should be corrected. After the approval of the report, the Chairman and the Secretary should sign the
report. The minutes book/register should be maintained by the principal as a permanent register.

(h) Proceedings of the Meeting:

The meeting should start by warmly welcoming the members.
1. Resolutions of congratulations or distress, if any, should be moved first.
2. The minutes of the previous meeting should be read and approved.
3. School fees should be read and approved.
4. Subject-wise resolutions should be presented.
5. Leaves other than casual leave of teachers and non-teaching staff should be sanctioned.
6. Appointments of teachers/non-teaching staff should be approved.
7. Circulars and important notifications from the Education Department should be read and brought
to the attention of the Principal/School Committee.
The Principal/Secretary should keep notes ready on whatever they are going to present. The Chairman
should declare the meeting closed as soon as the subject-wise discussion in the School Committee
meeting is over, or the Secretary should declare the meeting closed with the permission of the
Chairman. "After discussing the above matters, the President declared the meeting closed." This should
be recorded.

(i) Education Committee:

(A-1) Propositional:
Education Committee strives to improve the educational standard of the school. It advises on the
provision in the budget for the purchase of books for the library in order to increase the quality of the
students. It provides advice to the school committee and the head of the school on matters related to
the internal administration and discipline of the students. It discusses the progress of studies in the
school. The main functions are:

55
(A-2) Composition of Education Committee:
In order to increase the educational standard of the school, this Education Committee should continue
to strive. For this, the head of the school as the chairman of the education committee is the chairman
of the committee.
(1) Principal: Chairman 1
(2) Permanent Teacher Representative: 3 to 5
(3) Teachers with more than fourteen years of service: At least 1
(4) Teachers with permanent service from eight to fourteen years: Diagnosis: 1
(5) Teachers with less than eight years of service: At least 1
(6) A person nominated by the School Committee but not a teacher: 9.
(7) President of the Parents' Association: 1
The selection of teachers should be done by preference number voting method. The number of
members of the altar committee should be maximum 8.

(A-3) Meetings of Education Committee:

The meetings of Education Committee will be convened by the School Head/Headmaster/Principal. A
separate minute register should be kept for these meetings. This is because the school
head/headmaster/principal is the president. They should select a permanent experienced teacher as
Chev/Secretary, and the appointed teacher as Secretary/Secretary should keep the records of May
held.

A-4) Minutes of Meeting:

(1) Reading of Minutes, Approval: To record
(2) Names of resolution movers-approvers, signatures, resolution, yes/no method of voting if
unanimously passed.
(3) With the permission of the President, to discuss matters of the same time: to take notes.
(4) Closure: To declare the meeting closed with the permission of the Chairman and record the
same.
During the meeting of the Education Committee, the Principal should hold the meeting as per the
rule/constituent and record the minutes.

(e) Minutes of Meetings: Important Points:

Two separate, blank registers shall be kept for recording the meetings of the School
Committee/Knowledge Committee.
(f) Minutes of Meetings: Important points
1. Two separate but blank registers (unprinted) must be kept for recording the meetings of the
School Committee/Education Committee.
2. The names of the members present should be written on a register and signed immediately before
the commencement of the meeting. For instance, on today's date morning/afternoon at exactly
o'clock, the school committee meeting/committee meeting was held in the school
office/auditorium, and the following members were present at the meeting. The minutes of the
meeting should be written under it.

Sr. No. Member Name Position Signature

3. In the second register (raw register), the secretary/secretary should write down the discussion,
resolutions, etc. in the meeting with details. As this notebook is to be written while the meeting is
going on, the points discussed in the meeting can be recorded immediately.
4. The order of the minutes should be kept as per the program sheet and according to the method
of the meeting.
5. The discussion should be written with the names of the members. Write down how someone
discussed/opinion on which point.
6. As the resolution has acquired the status of law, the resolution should be recorded in the heel
register. It should be read in the meeting after finalizing it and writing it in the minutes book.

56
 7. After writing the resolution, the names of the proposers-approvers should be written, and their
signatures should be obtained.
8. The resolution number (for example, resolution number 1, 2, 3, 4, in this order) should be written.
9. The resolution should be written unanimously. If any member opposes the resolution, their
dissenting opinion with their name should be written as such without any change.
10. If the resolution is passed by voting, the decision should be recorded by recording the number of
votes in favour of the resolution and the number of votes against the resolution.
11. If you have any different opinion as Principal/Secretary/Secretary/Chairman, you should record
that opinion.
12. To approve financial matters, in the first meeting of the month of February, the headmaster should
submit the budget and approve the budget. Similarly, sanction should be taken for the school
savings incurred from one meeting to another meeting (60 days). If the members ask for any
explanation in this regard, they should submit the evidence immediately.
13. Discussions on other topics should be written down.
14. With the permission of the President, the discussions/questions raised by the members/the
answers given to them by the President and the Secretary/Secretary should be written down in
detail.
15. Leave of teachers and non-teaching staff should be kept for approval. Once approved, entries in
that context should be kept in the service book of the concerned.

10 Order of Appointment
(a) Introduction
The letter by which teachers and non-teaching staff are appointed in a secondary school is called
'Employment Order' or 'Appointment Letter'.
A letter of appointment order in the specimen in Schedule D of the Secondary School Code is issued
by the Headmaster of the School as the Secretary of the School Committee to a candidate selected for
a post in a Secondary School.
The appointment order is an important document for a candidate who has been appointed in a
secondary school. The candidate has to work at that place until the expiry of the term in that letter. It is
the responsibility of the principal to provide him with salary and allowances as mentioned in that letter.
Similarly, the candidate has to perform his duties subject to the rules. He should do his share of the
work with the feeling that he owes something in the form of salary from the government.
(b) Provision of Government
(1) The number of teachers in the school should be in proportion to the number of classes and the
optional subjects and courses to be taught.
(2) Appointments to the teaching and non-teaching classes will be made by the school committee.
(3) The age of the candidate should not be less than 18 years.
(4) A candidate appointed to a post should be sent an appointment order letter in the form
prescribed by the Government and acknowledge receipt of the appointment order.
(5) Within 3 months of appointment, the candidate should get himself medically examined and
submit the 'Certificate of Physical Fitness.' The medical certificate will be from a doctor
prescribed by the organization (if not, any other).
(c) Categories of Employees
(6) There are two categories in total. (1) Permanent staff category (2) Temporary staff category.
Temporary employees will be either temporary or probationary.
(7) Temporary employee means an employee who is appointed to fill a temporary vacancy for a
specified period.
(8) A teacher who has completed two years of service after training in a school shall be deemed to
be 'permanent'. The order of retention should be issued immediately by the
Management/Principal.
(d) Appointment Order
As soon as the candidate is selected through the school committee, the principal appoints that candidate
as the principal and secretary "Appointment Order" should be issued. The appointment order should be
prepared in the prescribed format as prescribed in the Service Conditions Rules and issued to the
candidate selected for appointment.

57
(e) Matters to be noted by the principal:

(1) Appointment orders should be clear.

(2) Taking into consideration the backlog and roster, the candidate should be mentioned against
which backlog the appointment has been made. For example, OBC instead of ST. etc. instead of
NT.
(3) If a candidate of the same category as per the roster is taken on the vacant post, he should be
appointed for a probationary period of two years while looking at the school balance and roster
number.
(4) 'Your appointment is subject to the approval of the District Council Teachers Department.' It is
also written recently. (But it is of little importance to the Tribunal.)
(5) Signature of Principal/Secretary/Appointing Officer is important in the appointment period order.
(6) 3 copies of appointment order should be prepared. One copy should be given to the employee,
one copy should be signed by the employee and attached to the teacher approval documents,
the third copy should also be signed by the employee and the same copy should be attached to
the office file.

(11) (100 Point Model Roster) List of 100 Assignments for Teachers
(a) Introduction
In the Secondary School Code Rule No. 57.4, it has been provided that the management of government-
subsidized secondary schools shall reserve 34% of the posts for the Scheduled Castes, Scheduled
Tribes, Nomadic and Free Tribes, Other Backward Castes while filling the vacant posts of teachers and
non-teaching staff. Out of 34% posts -
(1) 13 per cent for Scheduled Castes,
(2) 7 per cent for Scheduled Tribes,
(3) 4 per cent for exempted castes,
(4) 10 percent for Other Backward Classes
There are such reserved posts.
★ Some seats are reserved for the disabled.
★ NT category seats have been increased.

The management of the institution started turning a blind eye to these provisions and rules. Sometimes
the candidates of the said category were not received even after trying. On such occasion, Model Roster
100-point manual model list was prepared and sent to the schools through a circular dated 24/10/79.
(No.SS N/2679/527 XXX - X XX VII dated 24/10/79) The order contained in this circular was
implemented from 11/5/79. Instructions were given that the proceedings taken by the organization
should be recorded in the model roster register in a specific format. Teacher-Recognition- Newly
appointed teachers were approved by looking at the said register at the time of the program.
(b) Procedure for Maintaining Model Roster
If an institution has several schools, a "model roster" of all these schools is to be maintained by the
institution. While maintaining a model roster, the organization is mandated to maintain 34 per cent quota
of backward class appointments.
(1) The teachers appointed in the school in June 79 are to be appointed after first considering the
backlog.
(2) The attached table should be prepared in the register and the proportion of backward classes
should be recorded and efforts should be made to fill up the backlog.
(3) When a teacher resigns or retires, or when a new vacancy is created, the corresponding vacancy
should be filled considering the category required in the backlog and the roster number.

58
 (4) S. C. If the quantity of ST is fulfilled. Candidate should be taken, then NT candidate should be
taken and after that O. B.C. Candidate should be taken.
(5) For this, the list of social welfare officers, service planning officers, various organizations decided
by the government should be called and a candidate with suitable educational qualification should
be selected from that list. Additional seats should be filled considering backlog and roster.
(6) In this way, efforts should be made every year to recruit backward class teachers. Teachers
appointed on reserved posts should be appointed on seasonal basis.
(7) Backlog teachers resigned and left If there are, it should be considered that the said 'category'
has decreased by that percentage.
(8) 5 years trial for getting backward class teachers If no candidate is found even after this, it is
considered that "that category has lapsed". (see chart on next page)
Teachers who receive good confidential reports for three years will be considered for promotion.
Promotion will be limited to the categories available at the time of promotion, including Principal, Deputy
Principal, and Naik. During the promotion process, the 50-point model roster will be utilized. Please
refer to the chart on the next page for more details.
In cases where there is only one post available for promotion, exemptions may be granted. However,
for all other promotion posts, the 50-point ideal list must be registered according to the table provided.

(c) Certain Important Matters

Backward class teachers should be recruited as per the 'Model Roster' 100-point regulation regarding
filling up of backlog. For this, guidance should be sought from the education department from time to
time. Appointments should be made as per roster at the time when new vacancies are created.
Teachers with good 3-year confidential reports are to be promoted only from the categories available at
the time/time of promotion. The posts of Principal, Deputy Principal, Naik are considered for promotion.
At that time the 50-point model roster is to be experimented with. (See chart on next page.)
However, if there is only one post (isolated) for promotion, exemption has been given in such cases.
But for other promotion posts the 50-point ideal list is to be registered as shown in the table.
(12) Personal file
The head of every school shall maintain an individual file of every teacher and non-teaching staff from
the beginning of their service.
(a) Structure of Personal File
The full name of the teacher should be written on the file. On the first page
The following should be the details.
(1) full name,

(2) (a) Educational eligibility,

(b) Subjects of Degree Examination,
(3) Subjects of teaching,
(4) Date of appointment
(5) Date of birth and
(6) Caste and sub-caste
Important Documents -

59
The file should contain the following documents.

(01) Paper with full name and address of teachers and non-teaching staff,
(02) School Leaving Certificate (Original),
(03) S. S. C. Mark Sheet / Certificate,
(04) D. Ed / B. Ed mark sheet and certificate,
(05) Mark Sheets / Certificates of Degree and Post Graduate Examinations,
(06) Caste Certificate,
(07) Application for employment,

60
100-point MODEL ROSTER
Sr.
Whether Reserved or Open Sr. No. Whether Reserved or Open
No.
1 Scheduled Caste 51 Open
2 Scheduled Tribes 52 Open
De-notified Tribes and Nomadic
3 De-notified Tribes and Nomadic Tribes 53
Tribes
4 Other Backward Communities 54 Other Backward Communities
5 Open 55 Open
6 Open 56 Open
7 Open 57 Scheduled Caste
8 Open 58 Scheduled Caste
9 Scheduled Caste 59 Open
10 Open 60 Open
11 Open 61 Open
12 Open 62 Open
13 Open 63 Open
14 Other Backward Communities 64 Other Backward Communities
15 Open 65 Scheduled Caste
16 Scheduled Tribes 66 Open
17 Scheduled Caste 67 Open
18 Open 68 Open
19 Open 69 Open
20 Open 70 Open
21 Open 71 Open
22 Open 72 Scheduled Tribes
23 Open 73 Scheduled Caste
24 Other Backward Communities 74 Other Backward Communities
25 Scheduled Caste 75 Open
26 Open 76 Open
27 Open 77 Open
De-notified Tribes and Nomadic
28 De-notified Tribes and Nomadic Tribes 78
Tribes
29 Open 79 Open
30 Scheduled Tribes 80 Open
31 Open 81 Scheduled Caste
32 Open 82 Open
33 Scheduled Caste 83 Open
34 Other Backward Communities 84 Other Backward Communities
35 Open 85 Open
36 Open 86 Scheduled Tribes
37 Open 87 Open
38 Open 88 Open
39 Open 89 Scheduled Caste
40 Open 90 Open
41 Scheduled Caste 91 Open
42 Open 92 Open
43 Open 93 Open
44 Scheduled Caste 94 Other Backward Communities

61
 45 Other Backward Communities 95 Open
46 Open 96 Open
47 Open 97 Scheduled Caste
48 Open 98 Open
49 Scheduled Caste 99 Open
50 Open 100 Open
No. of Reserved posts (34)
Scheduled Caste: 13
Scheduled Tribes: 07
De-notified Tribes and
Nomadic Tribes: 04
Other Backward Communities: 10
Total: 34

No of open posts (66)

(100 – 34) = 66
★ Disabled, deaf-mute teachers have been placed in the
model roster.
★ N.T. The category of has been extended.
(08) Details regarding interview,
(09) Written decision of School Committee / Institute,
Annexure Il to Government Circular, Education, Employment and Youth Services Department
No. SSN 2679/527/XXX-XXXVII dated 24th October 1979
(Annexure III to Government Circular, Education, Employment & Youth Services Dept.
No. SSN.2679/527/XXX-XXXVII, dated 24th October 1979)
Form of Register to be maintained to give effect to the roster of for reservation for various sections of
backward.
Classes.

Name of Management or school:---------------------------------------------------------------------------

Cadre or group of posts : --------------------------------------------------------------------------------------
Permanent and long term/temporary/purely temporary.

S. S N Other Date of Sr. No.. in Vacancy Category to S. S. N.T & V. Other

C T T Backward recruitm the reserved or which the C T T Backward
Communitie ent Register open if appointment Communiti
s reserved for candidates es
what belong
category
1 2 3 4 5 6 7 8 9 1 11 12
0

(Annexure II to Government Resolution, Education, Employment Dept.

No. SSN. 2679/851/XXX-XXXVII, dated 17th September 1980)

62
50 Point Model Roster

Sr. Sr.
No. Whether Reserved or open No. Whether Reserved or open
1 Scheduled Caste 19 Open
2 Scheduled Tribes 20 Open
3 De-notified Tribes & N.T. 21 Open
4 Open 22 Open
5 Open 23 Open
6 Open 24 Open
7 Open 25 Scheduled Caste
8 Open 26 Open
9 Scheduled Caste 27 Open
10 Open 28 De-notified Tribes & N.T.
11 Open 29 Open
12 Open 30 Open
13 Open 31 Scheduled Caste
14 Open 32 Open
15 Open 33 Open
16 Scheduled Tribes 34 Open
17 Scheduled Caste 35 Open
18 Open 36 Open
37 Open 44 Scheduled Tribes
38 Open 45 Open
39 Open 46 Open
40 Open 47 Open
41 Scheduled Caste 48 Open
42 Open 49 Scheduled Caste
43 Open 50 Open
Scheduled Caste: 7
Scheduled Tribes: 4
De-notified Tribes and 2
Nomadic Tribes
Total 13

Annexure III to Government Resolution, Education and Employment Dept.

No. SSN-2679/851/XXX-XXXVII , dated 17th September 1980.
From of Register to be Maintained to give effect to the Roster for reservation for various sections of
Backward Classes
Name of Management or School: -
Cadre of posts: -
Permanent and long term/Temporary/Purely Temporary: -

63
 Recruitment during
Reservation carried forward from previous year
the year

Vacancy reserved
Category to which the
or open
Sr. No..
D.T & Date of
S.C S. T in the
N. T Recruitment
Roster (if reserved for appointed candidate
what category) belongs

1 2 3 4 5 6 7

Reservation carried forward Signature of appointing authority

S.C S.T D.T & N.T
8 9 10 11

(10) Appointment letter (it should be signed as acceptance of appointment)

(11) letter of appearance,

(12) Medical certificate.

(b) Other Documents
After creating the file in this way, it becomes the office personal file of that teacher. The documents
related to the concerned teachers and non-teaching staff should be kept in this personal file. The
documents regarding the concerned teachers and non-teaching staff coming from the Department
should be attached to their personal file. Certificates of good work done by them should be attached to
their personal file. (Xerox copy or original certificates) If memo issued, punishment or fine imposed, the
original or xerox copy of the order should be kept in the file of the concerned teacher / Peon. In case of
promotion/demotion, original copy of the order should be attached. A true copy of the original transfer
order should be kept on file. The confidential reports of the concerned teachers and non-teaching staff
should be kept in the personal file. A file of each teacher/Peon should be maintained as a permanent
record.
(c) Uses of Personal Files
From the teacher's personal file, information can be instantly sent to various departments for further
work. For example,
(1) S. S. C/H. S. C. Information can be sent to departmental boards.
Examiner/Observer/Questionnaire/Translator etc.
(2) Selection of expert teachers for Textbook Board.
(3) For subject teachers’ association.
(4) District Award / State Award / National Award,

(5) Convenor of various essay competitions

(6) Education Account, Secondary Department, information can be sent as expert teacher for training
under various services.
(7) Personal file is useful till retirement. This file is useful after transfer of teachers and non-teaching
staff or death in service. For this it is necessary to update the personal file of every teacher and non-

64
teaching staff and the records therein. The personal file of teachers and non-teaching staff should not
only contain records of grievances but also records showing the graph of their overall performance.

(13) Movement Register

A principal is first a teacher, then a principal, then a liaison officer. He has to play such different roles in
and out of school.
Movement Register

Sr. No. Date Time to leave Time to get Nature of Signature of

the office back to the work, order of employee,
office work, Signature of
Objective, the principal
reason

This has led to some good understandings and many misconceptions about principals.
There is a perception about the headmaster as "an animal who always walks around with a bag except
on Saturdays and Sundays".
The condition of the principal is 'one foot in the pond, one foot in the field'. 'One foot in the school and
the other foot in the office of the Education Department' is sometimes jokingly said, the Office of the
Education Department, the Office of the Pay and Provident Fund Team, the Office of the Institute, the
Credit Union, other offices, Social Welfare. Service, S. S. C. / H. S. C. Board offices, other government,
semi-government offices, meetings/meetings should have one headmaster while school management,
taking subject-wise hours and all other intra-school, intra-school, building work etc. should have one
headmaster. As there is currently only one principal working 365 days (including all holidays) it is
important to keep records and work as planned, assuming that there will be transfer of charges while
filling all roles. (see table above)
Even if it is a school or holiday day for work, one has to go out with office documents or notebook. At
that time, it becomes necessary for us principals to make some entries and exit as a responsible entity.
During this period there are visits of officials to the school, visits of officials of the institution, visits of
parents. Government money will not be misused, officials are satisfied with the information about what
kind of work they have gone to, where and when they have gone. If you have to go for the work of the
organization, you will have to leave. The institution is an important factor in the principal's relationship
and therefore the expenditure in that regard is to be borne by the institution. Such clear instructions
have been received through circulars.
J. No. Register / Education / Middle-4

Ans. 92/93
Department of Education Secondary Education
District council Ratnagiri
dt.3/8/93
Principals, Principals, Junior Colleges, Secondary Schools,
Principal, Teachers Colleges
Subject: - Regarding the period spent for the work of the organization as leave payable and admissible.

65
Hon. Senior Auditor in the Office of the Deputy Director of Education, Kolhapur Division, Kolhapur. A
meeting was held on 9/7/92. In the said meeting, Senior Auditor Kolhapur has pointed out that
teachers/non-teaching staff of some schools go out to the village for the work of the organization and
do not take leave at that time. In fact, if a teacher / non-teaching staff goes outside the village for the
work of the institution, the said period cannot be considered as on duty. It is necessary to take paid and
admissible leave. We have to bring this matter to the attention of the management and take action
accordingly.

Education Officer,
District council for Ratnagiri

Curriculum to be followed by Principals:

As a principal, it is important to follow a specific curriculum to ensure that your work is organized and
efficient. Here are some guidelines to follow:

1. Record your first movement in the register when leaving for work or going out for errands.
2. Entrust your Vice-Principal or Supervisor with the responsibility of overseeing your work during your
absence.
3. Complete the work you need to do before leaving.
4. Check your documents and portfolio before departing. Only then should you go to the district office.
5. Spend your travel allowance and daily allowance wisely and avoid unnecessary expenses.
6. Do not spend on ineligible items.
7. Record your movement in the register upon returning and evaluate how successful your work was.

It is also important to maintain a Provident Fund Register. This register is used to record the investment
of teachers and non-teaching staff in the provident fund through salary slip, including cumulative
interest. The Provident Fund is recorded in the account holder's account in the superintendent pay and
provident fund team office through the salary slip during the financial year (1st April to 31st March).
Interest is charged at the revised rate on annual deposit subscriptions, and accumulated Provident Fund
statements are issued annually to the respective account holder through the principal after 31st March.
Before giving the charts to the concerned employees, the headmaster should check them through the
accountant and verify the records of interest charges, deduction of the loan if taken, and so on.

For this reason, it is necessary to maintain a Provident Fund Register, and Provident Fund is asked
during school inspection. Teachers and non-teaching staff often need to take a loan from the Provident
Fund department, and at that time, the Provident Fund register is used to know the amount remaining
in the personal account of the concerned employee till that date. The principal is responsible for the
amount deducted from the salary, and the Provident Fund register is used to verify whether the
deduction amount is registered to the respective account or not.

After one year or more of service, 6% of the total salary should be deducted by getting the Provident
Fund number of the concerned employee from the department.

The rate of interest varies according to the government policy, and as of now, the rate of interest is
twelve and a half percent.

The loan can be availed on the following terms:

1. Major illness of a family member

2. Marriage of a family member (sister, son/daughter).
3. Loans can be obtained for house construction.
4. For purchase of land.
5. Co-operative housing (for purchase of flats)

66
Evidence to be Submitted: Evidence must be submitted, such as
1. A medical certificate, Expense proofs, Medicine bills, all other bills.
2. Marriage certificate.
3. 7/12 extract and a letter of consent of the landowner to sell land (on Bond Paper of Rupees
Five),
4. 7/12 passage for house construction, n. A. Certificate, Plan Estimate, etc.

Refundable Loan: A refundable loan is to be repaid from the pay slip group in instalments as
determined by the Provident Fund Department. He does not get interest, but the interest earned on
savings and the bonus for that year are not paid.

Non-Refundable Loan: After 20 years of service, the employee can avail of a non-refundable loan.
75% loan can be availed on the amount saved in the Provident Fund. The said loan is not repayable.

It is recommended to keep a separate sheet for each employee to record the Provident Fund amount
like a pay slip. If an employee takes a loan, he should record the amount of the loan taken in which
month and keep a record of the repayment instalment. Deduct the same amount from the salary sheet
from the next month.

Record of Provident Fund should be kept from 1st April to 31st March every year. Reconcile the tables
received from the Provident Fund Department and the records you have kept. For more information,
contact the 'Superintendent, Salary and Provident Fund' team. Provident Fund Register is a record to
be maintained permanently.

Retirement/or death
If an employee takes voluntary retirement or reaches superannuation, they should complete the
necessary documents to receive the amount in their provident fund account with interest before
retirement. This will prevent delays in receiving the amount. The employee can obtain the amount from
the provident fund department based on all the evidence.
Before the superannuation rules were implemented for secondary school employees, 6% of the basic
pay was contributed by the employee, and the same amount was paid by the institution. It is important
to ensure that the institution has paid its share; if not, it must be paid at the time of retirement. This is
necessary to receive the provident fund amount and gratuity.
In case of an employee's death while in service, their heirs (as indicated in the nomination form) are
entitled to the provident fund amount and chain provident fund amount. For this, the school should
maintain up-to-date provident fund records, filled nomination forms, records of the institution's share,
and heirs’ signatures. The principal should keep the provident fund record up to date with the help of
the scribe.
(15) Muster Roll

The service of teachers and non-teaching staff begins with their signature. Teachers and non-teaching
staff must be present in school ten minutes before prayer, while the principal must be present at least
half an hour before. The attendance sheet is a record of teacher's attendance.
The Teacher Attendance Sheet contains the name of the teacher, educational qualification, date-wise
days of attendance, minor leave taken in the last month, full pay leave, half pay leave, unpaid leave,
current month minor leave taken, full pay leave, unpaid leave, vacation days, total paid leave, remarks,
and more. This information is available as soon as the page is opened. For this, the principal’s presence
in the school should be before all the staff.
Earned leave, medical leave, and commutable leave should be recorded on the same day. However,
the school should obtain approval from the Committee or CEO/Chairman in case of the principal.

67
Teachers, Principals, Invigilators, and other staff must indicate "Office Duty" (O.D.) on the date if
authorized by the principal during office hours for schoolwork. The school should maintain a separate
notebook to record the details for the preparation of bills.
The principal should sign the office worksheet at the end and after checking the signatures of all
employees and leave records by the Clerk. The principal should sign on the date that they are present.
Teachers should write on the attendance sheet in blue ink. Teachers and non-teaching staff should sign
with a blue ink pen or ball pen.
At the beginning of the month, teachers should mark holidays with red ink on the attendance sheet after
checking the calendar and the list of holidays received from the Zilla Parishad.
Leave should be recorded on the same day according to the type of leave applied for. For example, if
an employee applies for minor leave for three days, "CL" should not be written for exactly three days. If
an employee leaves the headquarters/office, they must write a note or affidavit stating who will look after
the work of that day. All teaching and non-teaching staff should cooperate.
For example, on today's date, I am going to Principal's Name Education Officer's Office / Social Welfare
Office / Seva Yojana Office • for schoolwork. Today's school activities will be observed by the Vice
Principal / Supervisor / Senior Teacher Name of the school ------. All other teaching and non-teaching
staff should cooperate with them.
Date: Sign:
Venue: Stamp:
The Principal/Deputy Principal/Supervising Clerk must be present in the school on the day of school
annual inspection. If they leave the school for some reason, the charge/charge of the school should be
given to another senior teacher/staff so that there is no problem in the inspection work of the school. All
the required documents must be available at the time of inspection.
At the end of each month, it is essential that the teacher carefully examines, signs, and stamps all
entries on the attendance sheet. This sheet is a vital document that records the presence or absence
of students and staff and must be maintained with great care. In order to ensure that all entries are
accurate, a meeting should be held with both teachers and non-teaching staff to provide suggestions
for improvement, should any doubts arise.
1. When maintaining the teacher attendance sheet, it is crucial to follow a set of guidelines to
ensure that it is clean.
2. Free of chaffing.
3. Signed in blue ink or ball pen.
4. Signatures should be completed before school prayers,
5. In the event of latecomers, the reason and time should be recorded.
6. Leave should be recorded on the same day in red ink.
7. Teachers should also assign page numbers to the attendance sheet.
8. Ensure that it is not signed or forgotten to be written.
9. The taking of leave should be recorded.
10. The attendance sheet should not be torn for any reason.
11. Column and the space for marking attendance, should never be left empty, but always be filled.
12. Additionally, it is essential that the teacher attendance sheet be maintained for a period of 10
years.
13. With a second attendance sheet being used once the first one has been filled.
14. Monthly leave records should also be maintained, with leave applications and registered leaves
being verified each month.
15. Teachers should not pre-sign the next day or the last four or five days on the attendance sheet
as headmaster and teachers and non-teaching staff should not make such a habit.

68
Question for practice:
(1) State the importance of any two records and documents relating to students which are required
to be maintained in the school.
(2) State which records and documents relating to teachers and other Peons are required to be kept
in the school and state the importance of any two of them.
(3) Describe the importance of teachers' service book. Mention which of these entries are particularly
important to teachers.
(4) Of the General Register of Students Explain the importance and usefulness.
(5) What precautions should be taken while making entries in the school register?
(6) State the entries in the teacher's confidential report and explain the use of the confidential report.
1.5 Summary
When it comes to school records, there are two main categories:

1. Those relating to students and

2. Those relating to teachers and other employees.
Maintaining accurate records is crucial for schools that receive government grants, as they must
maintain all records and books required by the grant code and submit them promptly during inspection.
For schools without grants, financial transaction records, various educational records, and employee
service books must be maintained. The accuracy and completeness of entries in these records is
crucial and the responsibility of the school principal.
Maintaining a clear, concise, and up-to-date record is vital, as school records have educational, social,
and legal importance. These records are not only used for evaluating academic progress, educational
research, and educational guidance, but also have a significant impact on the lives of students and
staff. The General Register of Students is particularly important and useful, as it contains a wealth of
information on students including their names, addresses, and attendance records. Entries in this
register must be made with utmost care to ensure that all information is accurate and complete.

Finally, the teacher's confidential report is a document that contains a number of entries that must be
recorded accurately. This report is a vital tool for evaluating teacher performance and making
professional development decisions, and as such, must be maintained with great care. Entries in the
report include the teacher's personal information, their academic and professional qualifications, and
their performance in the classroom. The confidential report is used to make decisions regarding
promotions, salary increases, and professional development opportunities for teachers, and as such,
it is of utmost importance that all entries are accurate and complete.

69
 Unit 2: School Correspondence
2.1 Curriculum issues
01. Internal Factors - Messaging
(a) teacher
(b) non-teaching class
(c) student
02. Internal communication and management
03. Means of communication
04. external factors
(1) In the past
(2) Centre Principal for correspondence
(3) Regime of Correspondence
05. Maharashtra State Board of Secondary and Higher Secondary Education
(1) Information
(2) Correspondence matters
(3) Care to be taken in correspondence.
06. Directorate of Teaching
(1) Composition
(2) Teaching Director
(3) Deputy Director of Departmental Teaching
(4) Education Officer and Deputy Education Officer
(5) Group Education Officer
07. social welfare officer
08. employment officer
09. professional tax officer
10. Income Tax Officer
11. Cooperative Credit Institutions
12. Sellers

13. parents
Module 2.2 Objectives: After completing this module, you will be able to accomplish the following:
✓ Understand the importance of learning the technique of correspondence.
✓ Elaborate on the significance of pre-planning internal messaging.
✓ Explain the importance of providing necessary information at the right time to out-of-school
entities.
✓ Furnish the required information called for by various authorities in a certain sample form along
with references.
✓ Understand the importance of punctuality in records of incoming and outgoing school mail.

70
2.3 Introduction

Correspondence is an essential means of communication between the principal's office and various
offices. It involves sending and receiving messages through different mediums. Principals have to do a
lot of administrative work sitting in their offices. In such a situation, the principal has to use various tools
to communicate with the internal and external Units.
2.4 Discussion
2.4.1 Internal Components - Messaging
Internal components include secondary school teachers, Clerks, Peons, and students. There are
various methods of conveying messages to internal components. The school office is continuously
working to convey messages to the entities that are related to the school. The elements that hear the
message are in the school, and this message goes on without interrupting the schoolwork.

Means of communication
The means of communication include (1) The School Bell. (2) Notice Book. (3) Written or oral message
sent through the cadre. Correspondence does not take place very often as school constituents have to
be sent messages during school hours. However, if the teachers and teaching staff have to be warned,
such warning is given by sending a letter to the concerned personnel. If the teachers and non-teaching
staff want to submit any written statement (or complaint) to the principal-Director, they have to submit it
in the form of an application.
If the students want to make any representations to the principal, they have to convey them in written
form to the principal. In short, messaging or correspondence is two-way.
Internal components
Internal components include:
(a) Teacher
(b) Non-Teaching Staff
(c) Student
Frequent contact with internal entities occurs during daily operations, which helps in the regular
functioning of the school. Difficulties that arise during the day-to-day work of the principal can be
overcome by different modes of messaging and correspondence.
(a) Teacher
Topic wise discussion through the subject committee helps in solving the questions. As a principal,
teachers can be guided.
✓ Instructions and instructions can be given to all the teachers about the programs and planned work.
Similarly, the change in planning can be reported.
✓ Through the application, letter submitted by the teachers to the principal, it helps to know their
sentiments.
✓ Correspondence is an important tool to communicate with each other.
✓ The 'logbook' acts as a messenger to suggest appropriate changes or improvements in the
teaching process.
The circulars from the education department are sent to the teachers through the principal, so the
teachers get information about the changes in the management rules. Classes are organized for

71
courses in various subjects; This is also a way of conveying a message. For various in-service courses
teachers or principals also have to correspond.
(b) Non-teacher Peon class
The least educated element in an educational institution is the mercenary class. Therefore, it is
important for them to know everything about them. For this, it has to be done by giving frequent verbal
or written instructions. Work does not work without being told, and understanding is not done without
being explained. For non-teaching staff, their work has to be planned and guidelines in that regard have
to be given from time to time. Soldiers have to 'wake up'. Sevak Varga is a means of communication
between the principal, teachers and students. It is the principal's job to prepare him for this. He alone
can correct him by giving him a message.
(c) student
In the case of students, just as the teaching staff is doing the work of making them, the school bell and
instruction book also help in that work. For example, school is full, school is out, short break, long break,
start and end of each hour, etc. This hour is very important during the exam period. A bell serves to
convey a message. The notice book serves to communicate the decisions taken by the principal
regarding the students to the students.
Correspondence done by the student cabinet and the sentiments of the students (hurt-happy) reach the
principal only through the letter.
2.4.2 Internal Messaging and Management
The expansion of secondary schools and higher secondary schools increases in proportion to the
number of students. Planning is essential to turn around the increased expansion. Such planning makes
it easier for the principal to carry out the work of communication and management among the internal
units.
While planning, the number of rooms available, total number of students, number of teachers and non-
teaching staff, available furniture have to be taken into consideration. Because coordination and
communication work are done through the principal, from the office to various units.
Schedule: showing what work is to be done at what time A sheet is a schedule. An officer was appointed
from among the teachers to control the class-wise (class-wise) subject schedule, subject-wise and
class-wise schedule of teachers, schedule of arrangements to be made for absent teachers, hourly
schedule, soldier's shift (night shift, day shift). For this it is necessary to decentralize power.
(a) The headmaster should maintain the office and conduct the coordination. See management.
(b) Clerks and senior-junior Clerks should maintain the office and office (senior and junior Clerks should
plan the work)
(e) Sepoys should maintain hourly schedule, perform other duties.

(e) Naik, gardener, laboratory attendant should do daily work as decided.

All these factors have given time to work rather than love.
The experience is that with more influence, the work becomes faster, easier and neater. Unlike at home,
if there is a 'management plan', the job of messaging becomes easier.
2.4.3 Communication - Tools
The means of conveying the message depends on the financial situation of the organization. School
principals should look at the financial situation and conduct internal communication and external
communication in their school.

72
(a) Means of internal communication

(01) Student Manual (02) Teacher Manual

(03) Non-Teaching Staff Manual (04) Intercom
(05) Sounder (06) walkie talkie
(07) Panel writing (08) Information Panel
(09) glass box (10) Murals (paintings)
(b) Communication tools with external entities
Telephone (STD, trunk call, etc.), postal services (by telegraph, courier)
2.4.4 External factors
Factors external to the school but related to the school relate to the school. There is no problem in
considering such factors as external factors.
(1) In the past
(01) Maharashtra State Board of Secondary and Higher Secondary Education
(02) Directorate of Teaching
(03) Deputy Director of Teaching
(04) Education Officer
(05) Deputy Education Officer
(06) Group Education Officer
(07) Employment Officer
(08) Social Welfare Officer
(09) Adult Education Officer

(10) Income Tax Officer

(11) Professional Tax Officer
(12) Life Insurance Officer of India
(13) Parents
(14) Sellers
(15) Other civil and social organizations

Means of communication with external entities

(1) Correspondence (by post/hand delivery)
(2) Telephone
(3) direct contact
(2) Centre Principal for correspondence
The principal has to correspond with many other units/accounts from his office. Sometimes we have to
contact by phone, we have to send telegrams. Principals have to send statistical information, monthly

73
 pay slips, quarterly employee slips to Seva Yojana Officer, monthly instalments of LIC, sanction of
scholarships for backward class students through social welfare department, income tax / business tax
deduction, parents' Meetings have to be held, correspondence has to be done, purchase transactions
have to be made with vendors. These external entities correspond with the principal from time to time.
The principal also has to take note of the letters received and send information in post-letter form.
Director of Education, Deputy Director of Education, Education Officer, Deputy Education Officer, Group
Education Officer, Adult Education Officer are various officers in the field of education. Correspondence
is going on with them step by step. Even the Principal, whenever it is his turn to write a letter for some
reason, should first correspond with the Education Officer (Secondary) as the first step. (See figure on
next page.)
(3) Regime of Correspondence
It is important to understand the letter before correspondence. Inadequate information leads to wasted
correspondence. Statistical information tends to be inaccurate. Pay bills are returned by the Payroll
Board. Not approved. Grants are delayed.

Principal Connections Correspondence Telephone

1) Directorate of
1) Saving officer 1) Provident fund team 1) Life insurance
education 2) Institution manager 2) Professional tax corporation of India
2) Deputy director of 3) Parents officer 2) Maharashtra board of
teaching 4) Sellers 3) Income tax officer secondary higher
3) Education Officer 4) Adult education secondary education
4) Deputy Education officer 3) Employment officer
officer 5) Social welfare officer4) Group education
5) Pay squad. officer
6) Group learning officer

74
S. S. C., H. S. C., scholarship, etc., due to wrong filling of forms, students suffer losses. If we consider
all these closely, it is not the Clerks but the principals who are responsible for all these errors. For this
reason, it is very important to understand the technique of how to correspond with someone.
(a) Mode of Writing: Different types of writing style as it is being used for correspondence, it is important
to decide which writing style to use at which time. (For example, handwriting, typing, circular stamping,
photocopying, etc.) Then start writing.
(b) Type of letter: How many copies the letter is to be sent should be seen. It is time bound, urgent, to
be sent by special messenger, confidential, etc. The instructions in that letter should be considered.
Sometimes reminders come - 1, 2, 3, etc. As a principal we also have to send reminders sometimes.
(e) Content of the letter: The content of the letter should be brief but important. Your handwriting should
be beautiful so that others can understand it. Your address and date should be in the upper right corner
The address of the officials to whom the letter is to be written should be written in 'Sub-Header’.
For example: Date:
Sr. No..

Per,
Hon. Education Officer (Secondary Department)
District Council ------------------------------------------------------
District ----------------------------------------------------------------
Subject: (Subject should be written in brief)
(For example, Class 12th (HSC) First Accreditation - 1993)
Reference: (if number should be written - if not should not be written) Sir,
Text should start on a new line. The letter should be concise and concise. Subject wise the importance
of the subject should be persuasive.
Letters should be addressed to the officer. Finally, 'Know The letter should end with the sentence 'this
request.
Your faithfully
Signature
Stamp
Some principals ask the Clerk to write a letter, some principals write a sample letter. You should
correspond with the authorities in the same manner as you have laid down.
2.4.5 Maharashtra State Board of Secondary and Higher Secondary Education
(1) Information
The head office of Maharashtra State Board of Secondary and Higher Secondary Education is at
Shivajinagar, Pune. (The pin code number is 411 010.)
The divisional offices of this board are at the following places.
(1) Mumbai Thane, Raigad, Mumbai.
(2) Kolhapur: Satara, Sangli, Ratnagiri, Sindhudurg, Kolhapur.
(3) Nagpur : Bhandara, Gadchiroli, Chandrapur, Wardha, Nagpur.

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(4) Aurangabad : Aurangabad, Jalna, Nanded, Latur, Osmanabad, Parbhani, Beed,

(5) Amravati : Yavatmal, Akola, Amravati, Buldhana

(6) Pune: Pune, Ahmednagar, Solapur
(7) Nashik: Nashik, Dhule, Jalgaon.
Contact your Divisional Board office in the following cases.
Maharashtra State Board of Secondary and Higher Secondary Education,
Pune - 411010 should purchase and retain Maharashtra Boards of Secondary and Higher Secondary
Education Exchange 1977 (as updated up to 31st July 1980) Regulation Book by paying the appropriate
price (Rs. 6-50).
The regulation having a total of 161 pages is divided into 3 parts and contains 112 rules. There are 4
appendices.
Department 1:
(1) Complete information regarding the Board is given in this section. This section contains rules 1 to
27.

Department 2:
(1) Procedure for recognition of institutions by the Divisional Board.
(2) Rules regarding verification of marks obtained by a candidate in a subject. This section contains
rules 1 to 38.

Department 3:
(1) Procedure for recognition of junior college. This section contains rules 1 to 47.
Division Two is for secondary schools. Division Three is for Junior Colleges.
Based on the rules given in section two and three, S.S.C. / H.S.C. Correspondence should be done with
the Divisional Board. Similarly for class 8th to 10th and class 11th to 12th (secondary and higher
secondary) S. S. C. / H. S. C. The syllabus prepared by the Board should be ordered.
(1) H. S. C. Board Syllabus
(2) S.S.C. Board Syllabus
The said books can be obtained from the Divisional Office of the Board. They should be purchased
directly or sent by money order.
(2) Correspondence matters
(01) Class 10th First, Recognition.
(02) Class 12th First Approval.
(03) S.S.C. Calling for blank application forms of the examination.
(04) H. S. C. Calling for blank application forms of the examination.

(05) Filling and sending the application forms within the given time limit.
(06) Dispatch of examination fee of students.

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(07) Checking the pre-list and sending it back to the Board.

(08) Filling and sending information of science teachers (for practical examination).
(09) Conveying relevant information to the students as soon as they get the meeting number, exam
schedule and practical exam documents.
(10) As soon as the practical examination of the students takes place, the papers of the practical
examination of the science and other documents will be sent to the S.S.C. / H. S. C. Sending to the
Board.
(11) At selected centres, S.S.C. / H. S. C. To be conducted through the Director of Examination Centre.
Co-operation by other principals.
(12) Sending information of teachers for checking answer sheets.
(13) Checking of Answer Sheets - Examination, etc.
(14) On the given date H. S. C. / SSC Declaration of Exam Result.
(15) Registration of mark sheets, registration of certificates of passed students.
(16) Sending applications of students for verification of edited marks as per Rule No. '57 A' of the Rules.

(17) S.S.C. / H. S. C. The circulars regarding remittance of school registration fee to the board, after
getting the registration number (index number) after getting the first approval in class 10th and first
approval in class 12th are coming continuously. The information has to be filled and sent within the
given time frame along with the appropriate fee. (For example, registration fee, examination fee, etc.).
There is no use in delaying it. It affects the students. At times S.S.C. / H. S. C. If the form is not submitted
within the given time limit, the student may lose 1 year.
Registration Fee (Registration Fee) in the month of August every year if your school is class 5th to 10th
or 8th to 10th keeping in mind the number of students of all sections and S. S. C. / H. S. C. As soon as
the board circular comes, they should fill the form in the given format and send it through Chalana (Bank
of Maharashtra).
(18) Re-examination of Marks: For re-examination of marks S. S. C./H. S. C. The student should fill the
information in the form prepared by the board and that information should be submitted to the S.S.C.
along with the recommendation of the principal. / H. S. C. It should be sent to the board within the given
time frame. Along with Indian Postal Order of Rs.10/- for each subject or Demand Draft of any
Nationalized Bank S.S.C./H.S.C. should be sent in the name of the board. If duplicate marks sheet is
required. Fee Rs.5/- should be remitted through Money Order, Indian Postal Order or Nationalized Bank
DD through School Principal. Along with this, the student's name, school name, complete address,
centre number, meeting number, March/October (year), school index number, etc. should be filled and
sent. The said application should be sent through the principal.
(19) Private Students (Form No. 17) The Maharashtra State Board of Secondary and Higher Secondary
Education has made some special provision for re-education of boys/girls deprived of education due to
some reason. Form no. By filling 17 S. S. C. A boy/girl registered with the board can appear for class
10th examination along with other regular students in October or March examination.
Form no. By filling 17 S. S. C. The head of the secondary school should not refuse to send the
application to the interested students appearing for the examination.
Form no. 17 Terms and conditions regarding payment
(1) Form no. Age of the boy/girl turning 17 should be 16 years.

(2) He should have passed at least 4th standard.

77
(3) In order to provide him with the necessary facilities and facilities to complete the courses in optional
subjects and demonstrations in science subjects, he should rule no. A fee of Rs.50/- is required to be
paid to the Head of School as per 41.
(4) Students appearing for private examination from the secondary school from which Form no. 17
should be completed in the same secondary school as demonstration in science subject and work of
other optional subjects.
(5) A private student appearing for the examination must send his application through the principal of
the school in which he is studying at the end.
(6) If that school does not exist or its recognition has been withdrawn, such student should send his
application through another recognized school.
(7) The student must complete the science practical as well as the curriculum of school optional
subjects.
(8) Private students cannot take technical subjects. (9) If the school last left by the student is outside
the State of Maharashtra, the student must have resided in the State of Maharashtra for 2 years before
appearing for the examination. After fulfilling this condition, he should fill the application form.
Documents to be checked by Principal.
(1) A recent passport size photograph of the student should be affixed in the prescribed space on
Application No. 17 and should be attested by the principal with signature and stamp.
(2) Both the original school leaving certificate, and the attested copy of the certificate must be attached
with the application.
(3) 'Not admitted to school as a regular student'. An affidavit of such content before the Magistrate with
court fee on General Stamp Paper and photocopy of secondary school leaving certificate must be
attached with attestation.
(4) A separate challan form should be used for private students.
(5) The following fees shall be charged from private students.
(1) Scrutiny fee Rs.3/-,
(2) Name Registration Certificate Rs.10/-,

(3) In case of 'delay' in sending the application a late fee of Rs.5/- totalling Rs.18 (Rs. 13 or Rs. 18).
(4) A separate invoice should be sent.
(5) List of Names Advice Note B (in two copies)
(6) Maharashtra Bank Challan Form Account no. 26 (should be written in figures) should be deposited.
(7) 'E' challan should be sent with the application form and 'D' challan should be kept on file in the school
office.
(Nationalized Bank's D.D. or Indian Postal* Order may proceed)
(8) The principal shall submit Form no. 17. By taking the student's science practical exam and other
optional subjects, S. S. C. The certificate must be sent to the board.
Sample Letter for Leaving Certificate for Privately Enrolled Students:
Number: -
Date:

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 School Name:

Private Candidates: School Certificate

March of Maharashtra State Board of Secondary and Higher Secondary Education. Candidates
shortlisted for Higher Secondary Certificate Examination held in October 1990 Board Regulation No.
422 As per the provisions of 89 Application no. After 17th Tandra Board Exam Application Form Through
School. The board examination is given as a private candidate by filling through the junior college. In
the secondary schools of March October 1999 held through the board. The said candidate has entered
the Higher Secondary Certificate examination under the seat number and has passed the said
examination. has failed. The said candidate belongs to this school. As he was not a regular student of
the junior college, he was not properly schooled. Although the junior college leaving certificate cannot
be given, the said candidate is on behalf of this school. Being admitted as a private candidate by the
junior college.
Date:
Signature:

Principal /
School / College Stamp
Attached form.
(1) Certificate of Completion of Demonstrations.
(2) Affidavit
(3) Certificate to be issued in lieu of school leaving certificate to private students.
(4) Advice Note – 'B' for private students
(3) Care to be taken in correspondence
Principals should keep the following points in mind while corresponding with the Maharashtra State
Board of Secondary and Higher Secondary Education.
(1) S.S.C./H.S.C. The principal of the school concerned with the Board should do so. Correspondence
(2) S.S.C. / H.S.C. While filling the examination form, check the name, date of birth, caste etc. according
to the general register of the school.
(3) Examination fee, registration fee, all types of board fees should be paid through Bank of Maharashtra
currency.
(4) S.S.C. / H.S.C All types of documents and fees should be sent within the time limit given by the
board. Principals are held responsible for any lateness.
(5) All correspondence is confidential.
(6) Result sheets, marks sheets, certificates should be given to the students within the given time.
(7) S. S. C. /H. S. C. The board should live up to its responsibility as a principal.
First Approval : S. S. C. (Class 10th) and H. S. C. (Class 12th) The Headmaster of the Secondary School
from which the students are appearing for the Maharashtra State Board of Secondary and Higher
Secondary Education for the first time for these examinations should apply to the concerned Divisional
Secretary on the prescribed form before 15th July two years prior to the year in which the candidate is
intended to be sent. .

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The application for approval should contain full details of the following particulars. Three copies of the
application should be submitted.
(01) Name of Secondary School / Name of Junior College.
(02) Name of the Secretary of the Board of Management or a person holding similar position along with
a certified copy of the resolution of the Board of Management.
(03) Copy of constitution of the organization.
(04) If the school is approved by the Department of Education, the grades which the school is permitted
to start and the academic year in which the school plans to start the various grades or the academic
years in which the school has started the various grades.
(05) Qualifications, experience, scale of pay, terms and conditions of service of faculty and staff.
(06) Final examination for which the school seeks recognition.
(07) Subjects to be taught for which the institution undertakes the guarantee.
(08) The medium or medium through which the school plans to impart education.
(09) Seating arrangements in classrooms and number of students in each grade or batch of grades.

(10) Provision for health, recreation and discipline of students.

(11) Financial condition of the school means of income, amount received.
(12) Details of the rates of fees charged and provision, if any, for providing educational concessions to
poor students.
(13) If the school is run by an organization or a trust, a copy of the registration certificate of that
organization or trust
other collateral
(1) For the purpose of dealing with the Board, a certified copy of the resolution regarding the person
appointed by the Board of Managers as Secretary and / or persons holding similar posts.
(2) Attested copy of constitution of trust of parent organization.
(3) Attested copy of certificate of registration of organization or trust.
(4) A map of the school building if the application for approval is the first.
(5) Names of the members of the Executive Board of Management.
(6) Financial statement of the previous year including balance sheet of accumulated expenditure.
As soon as the application form is received in 3 copies, the District Education Officer inspects the school
and sends the report to the concerned Divisional Board along with its recommendations. After that S.
S. C. / H. S. C. The board assigns an index number to that school. The same should be considered a
letter of approval.
2.4.6 Directorate of Teaching
(1) Composition
See structure on next page.
(2) Teaching Director

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The office of the highest authority of the Education Department is the Directorate of Education. The
principal does not have such a relationship with this office. But in some important cases it is necessary
to know the office and address of the Directorate of Education for correspondence for work. The address
is as follows.
Hon. Director of Education,
State of Maharashtra, Works of Director of Education 5,
Central Building, Pune 411 001.
Correspondence with the Director of Education is through the District Education Officer to the Divisional
Deputy Director of Education and with his recommendations to the Director of Education, State of
Maharashtra, Pune. The reply to the school comes from the office of the Director of Education to the
Deputy Director of Education, from the Deputy Director of Education to the Education Officer Secondary
Division and from the Education Officer Secondary Division to the concerned school. For this purpose,
the relevant text should be prepared in four copies. Instead of directly contacting the office of the
Directorate of Education, the entire process is reversed, thus delaying the reply to the letter.

(3) Deputy Director of Departmental Teaching

In order to make the administration of the Directorate of Education easy and streamlined, the districts
have been divided into groups and divisions. A Deputy Director of Education and an Assistant Deputy
Director of Education have been appointed at that place.
(1) Mumbai: District Mumbai
(2) Pune: Districts - Pune, Nagar, Solapur, Raigad (3) Nashik : Districts - Nashik, Thane, Dhule, Jalgaon
(4) Kolhapur: Districts - Satara, Sangli, Ratnagiri, Sindhudurg, Kolhapur
(5) Nagpur: Districts- Nagpur, Bhandara, Wardha, Chandrapur, Gadchiroli
(6) Amravati: Districts- Amravati, Akola, Yavatmal, Buldhana
(7) Aurangabad: Districts- Jalna, Nanded, Latur, Parbhani, Aurangabad, Osmanabad, Beed.
As a principal, if you need to correspond with the Deputy Director of Education, you cannot do so directly.
Instead, send two copies of your correspondence to the District Education Officer, Secondary
Department. The Education Officer will then send a copy of your correspondence to the Divisional
Deputy Director of Education, along with their recommendations. This method ensures that you receive
the correct answer.
If you correspond separately with the Deputy Director of Education Department, send a copy to the
Education Officer as well. However, this method may result in a delay in getting a response, and you
may be reprimanded.
Whenever the Education Department, Secondary Department asks for information in a second or third
copy, send that number of copies at that time. This is important so that each office can have a copy,
including the Education Officer, the Divisional Deputy Director of Education, and the Director of
Education, State of Maharashtra. This decentralization of power ensures access to accurate information
and justice in appropriate cases.
In some cases, the education authorities may be unable to give a decision. In such cases, the Education
Officer may seek guidance from the Divisional Deputy Director of Education. If you disagree with the
decision given by the Education Officer and believe that it violates the provisions of the Secondary
School Code and the Tribunal, or the conditions of service, seek guidance from the Divisional Deputy
Director.

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However, it is important to not completely ignore the decision given by the Education Officer. Instead,
send one copy of the decision given by the Education Officer along with the facts of your question based
on the rules, and attach all relevant evidence. Then, send those documents through the office of the
Education Officer in two copies.
1. All correspondence should be done in a polite language.
2. To the point, and error-free.
3. If there are handwritten copies, ensure that they are legible.
Finally, as a principal, you must submit Form no. 17 after taking the student's science practical exam
and other optional subjects for the S. S. C. certificate. This must be sent to the board.

(4) Education Officer and Deputy Education Officer

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The District Education Officer and, in their absence, the Deputy Education Officer are responsible for
managing the Secondary Division of the Department of Education. They visit secondary schools,
conduct school inspections, enquiries, and collect vital statistics. They assist the Education Officer
(Secondary) when needed and are in charge of the Education Officer's office.
(5) Group Education Officer
An office for the Group Education Officer has been set up at each taluk of the district, attached to the
Panchayat Samiti office. This is part of the decentralization of power in the education sector, and it is
starting to show positive results. Now, instead of having to travel to the district for important work, one
can visit the office of the Group Education Officer in their taluk. The Group Education Officer supervises
and guides the work of primary and secondary schools in the taluka. They conduct school inspections
and make important recommendations. The office of Group Education Officer is also responsible for
compiling statistical information, statistics, urgent information, and 'Form B'. The Group Education
Officer is an important Unit of the taluk for correspondence.

2.4.7 Social Welfare Officer

1. The Social Welfare Officer is appointed as the Chairman of the Three Member Committee, and as
such, they have a very close relationship with the education department.
2. They observe whether backward class seats are filled or not and issue no objection certificates. 3.
They also grant fee concessions to backward class students. In this case, the principal has to do social
welfare correspondence.
2.4.8 Employment Officer
The Employment Officer is a member of the three-member committee and an important Unit of
recruitment.
The Three Member Committee comprises:
1. The Social Welfare Officer (Chairman).
2. The Employment Officer (Member).
3. The Education Officer (Secondary) (Member).

Every three months, the recruitment and vacancy report have to be sent to the Service Yojana
Officer, in the form prepared by them, along with the statistics. Otherwise, the principal may be
investigated. Every year, the posts of teachers and Peons become vacant, and the Service planning
authorities have to be informed about it.
Recruitment is to be done from the waiting list sent by the Recruitment Officer. If a suitable candidate
is not available, then a certificate has to be obtained. The placement officer is an important factor in
terms of teacher recognition.

2.4.9 Professional Tax Officer

From 1st April 1975, the Maharashtra government started levying business tax. In the case of salaried
persons, the business tax from the salary has to be cut by the paying officer while paying the salary of
the Peons. The law places the responsibility of deducting business tax from salary and paying it within
7 days on the paying officer. Every district has an office of the District Business Tax Officer for business
tax-related work.
The headmaster has to send the monthly salary bill of all the school Peons to the pay committee, which
shows how much business tax is to be deducted from each employee's salary. This tax is paid by the
pay team to the mutual State Bank.

83
Every school has to register the school initially by applying to the Business Tax authorities in the
prescribed format. Every year, the business tax authorities check whether the business tax is collected
at the correct rate and from all the Peons. Such a warning comes from them to every school, and
principals have to correspond with the business tax authorities in this regard.
2.4.10 Income Tax Officer
As per the Income Tax Act, the Headmasters of secondary schools are responsible for deducting income
tax from the salary of teachers whose income is taxable. This is done every month, and it is both the
principal's responsibility and right. In order to do this, principals must apply to the Commissioner of
Income Tax to get an account number for their school. This account number should then be recorded
on every invoice and transaction document.
At the end of each financial year, the principal must submit the income tax return of each employee to
the Commissioner of Income Tax within one month of the end of the financial year (i.e. before 30th April).
2.4.11 Cooperative Credit Institutions
If the school's Peons are members of a salaried Peons' cooperative credit society, the principal must
deduct the amount due from them and remit it to the society. Correspondence regarding this matter
should be done with the office bearers of the cooperative credit institution.
2.4.12 Sellers
The school is required to purchase various materials such as literature, painting materials, sports
materials, notebooks, writing materials for the office, and books for the library every year. The principal
must correspond with the vendors to obtain price lists, give instructions regarding the delivery of the
necessary materials, and detail all necessary entries in the bills. The principal must also give proper
instructions to the vendors to complete the necessary documents in order to receive the subsidy on the
materials purchased for the school.
2.4.13 Guardian
The principal should maintain constant contact with the parents of students in order to obtain their
cooperation in the development of their children. Correspondence is an important means of keeping in
touch with parents and informing them about their children's regular attendance, progress reports, and
participation in various activities. The principal may also send letters to parents to organize parent
meetings, celebrate parent's day in school, and encourage active participation of parents in the effective
functioning of the parent-teacher team.
Question
(1) Explain the internal communication that operates in the school.
(2) What is the mode of correspondence? State their importance.
(3) S. to the Principal. S. C/H. S. C. Correspondence with the Board regarding what matters? What
precautions should be taken in this correspondence?
(4) Explain the nature of correspondence to be conducted by the Principal with the Directorate of
Education.
(5) What kind of correspondence does the principal have to do with the Social Welfare Officer, Seva
Yojana Officer, Business Tax Officer and Income Tax Officer regarding the school?
(6) Explain the nature of correspondence to be conducted by the Principal with Co-operative Credit
Institutions, vendors and parents.

2.5 Summary

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Principals have to communicate with various people both inside and outside of the school. They can
communicate with internal entities through various means. Communication with external entities such
as government offices related to education, government offices related to finance, and parents of
students is also important. Effective correspondence involves following the rules, maintaining respect,
and addressing the concerned officer according to the subject matter, which helps to avoid delays.
Messaging is a modern and necessary tool of the times, and using available tools to communicate saves
both time and money. Communication is an integral part of the office.
2.6 Terms
Messaging, Neatness, Accuracy, Courtesy, Intimacy,

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 Unit 3: School Office Procedures
3.1 Curriculum issues: -
(1) Office and internal arrangement of the principal and other officials
(2) Original records and records
(3) Teacher's room
(4) Maintenance of schoolbooks and registers
(5) Procedures for office work
(6) Procedure for cancellation
(7) Variety of Forms
(8) Places of obtaining various forms
3.2 Objectives
After studying this Unit, you will understand the following.
✓ Ways to properly organize school notebooks.
✓ Requirement of record keeping.
✓ Principal's responsibility to maintain records.
✓ Information on various forms required by the school.
✓ Importance of elimination.
✓ Care to be taken by the headmaster in order to avoid wastage of time in the work of clerks and
Peons and to bring ease in the work.
3.3 Introduction
Considering the prevailing conditions and available resources, a well-equipped office should be
constructed using the available manpower. While doing this, the subsidy available from the government
should be used sparingly.
All necessary information should be readily available to officers/visitors entering the office. You should
be able to maintain the structure and management of the office in such a manner.
3.4 Discussion: -
3.4.1 Structure and internal arrangement of the office of the principal and other officials
In the school building constructed by the management, the headmaster should select an office in a
central location where he can control the whole school building, teachers, students and other external
factors.
However, in the name of 'modernization of the office', 'updated materials' should not be done every year.
Unnecessary materials should not be kept in the office.
If there are no separate rooms for headmaster and Clerk, then the meeting of headmaster, senior Clerk
and junior Clerk should be arranged in one room. Name plates should be installed at that place. When
the whole school is whitewashed, the office room should also be whitewashed.
After the meeting arrangement is decided, the cupboards should be designed with the principal and the
secretary. Those cupboards should be used in a double manner (wall method). Principal's room and
Clerk's room (office) should be kept separate.
The head teacher's table should be large i.e. usually measuring 4' 6" × 2' 6". There should be glass on
it. The table should have a drawer, a cupboard attached to the side. In the small cupboard, the rule
books are Secondary School Code (Revised Edition 1981), Service Condition Regulations 1981,

86
Teachers' Personal Files, Confidential Reports, S. S. C. / HS. C. Board Regulations, Schedules of
Courses, Class wise Timetable, Teacher Timetable, First Approval Letter, School Index Number Letter,
Institution Registration Certificate or It should have true copies, addresses of institute managers,
important telephone numbers, notes book, etc. and other information and books.
The principal's office should have a chair that looks good and is comfortable to sit on for long periods of
time. There should be a happy idol of Saraswati Devi on the right side of the wall. Photographs and
name plates of former principals, directors should be on one side. One wall should have photos of
national figures. There should be an attractive vase on the table. There should be nearby facilities such
as call bell, drinking water facility, fan, mirror, toilet, telephone, electricity system and a clock showing
accurate time.
There should be enough chairs for visitors and parents in front of the principal. Windows should have
curtains. A meeting should be arranged outside in the Corridor for parents and guests. Notice boards of
various rules should be placed outside the principal's classroom. From that, the parents and visitors will
know about the office procedure and their time will not be wasted.

Under the glass on the table, class-wise schedule, teacher-time sheet, toll sheet, number of students in
the school, important telephone numbers etc. should be kept.
(1) A cupboard should have the facility of 'cash box'; It should contain an entry showing details of cash.
(2) There should be a file of deadstock register, important documents and government circulars in a
cupboard.
(3) The number of cupboards should normally be 5 in a small secondary school and as per requirement
in a large school.

(4) Stationery, all forms, shall be kept in a separate cupboard.

(5) Old government decisions, circulars, previous years, all kinds of documents which are always
required, can be quickly accessed and useful should be kept in a cupboard.
(6) The old permanent record should be bound in a sling and the name and year of the material
contained therein should be written in large letters in red or black ink. These records should be kept
safe from 'wild' and other nuisance insects, animals and rodents. Create an old closet or attic and keep
all the old records in it. Disinfectants, sand powder, tar pellets should be used intermittently.
(7) There should be a glass box near the door of the office to separate the letters received by teachers
and students.
(8) The following important charts should be made and posted in the office.

★ Five-year planning of the school

★ Annual Planning - Program – Table

★ SSC / H.S.C Graphs showing the results

★ Student score graph

★ Minimum program of development

★ Principal-Programme-Table: Month, Year, Date / Meeting, Other

★ School map

★ E.B.C., P.T.W., S.T.W., Economic Fee Waiver Article

★ Names of School Committee Members and Names of Academic Committee Members

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★ List of subject-committees

★ SSC and H.S.C Names of students who secured first rank in school in examinations

(9) Prizes received by the school, teachers' awards, such as shields, cups, certificates and various
awards, etc., should be kept in a separate decorated glass cabinet.
Provision should be made for the Vice Principal and Supervisor taking into account the number of
rooms.
Clerk’s Office
All types of school offices are operated from this office. Incoming and outgoing register, daily wage
settlement, term fee settlement, deadstock register, financial transactions, entries in service book,
pension cases, examination stationery, etc. were all in this office. The 'managers' of all offices are
Clerks. The Clerk's table should be as big and tidy as the principal's. There should be a drawer and a
small cupboard on both sides of the table. There should be a glass on the table.
Rack, stapler, punching machine, tips, glue bottle, scales, fan, phone, etc. should be in the office.
Documents such as list of holidays, revised dearness allowance brochures, dates of next pay increment
of teachers, daily allowance revised schedule, etc. should be enclosed in a glass box.
Other necessary materials
(1) Marathi / English typewriter one each.
(2) Calculator (Large Size)
(3) Stand for holding stamps (with index).
(4) Stapler/Punching Machine
(5) Cyclostyling Machine
(6) Materials required for postage, for example, stamps, registered a.d. Receipts, cards, envelopes,
inland letters, postage stamps.
(7) Forms required for bank work- bills for withdrawal, payment, DD. Challan, S.S.C. / H. S. C.
Currency
(8) Treasury bill (1) Bill for payment of Government fees. For example, payment of scholarship fee,
spirit license fee, registration fee, etc
(9) Needle, thread, lacquer, seal, weight, pad ink, sketch pen.
(10) Blank paper tied to tags for rough work.
(11) 'Calendar'
Cupboards
(1) There should be a closet of clay. There should be an internal structure that can hold vertical or
horizontal files. For this, wooden or steel cupboards should be prepared by giving measurements.
(2) There should be cupboards of suitable dimensions for the headmaster and the clerk.
(3) There shall be sufficient cupboards suitable for keeping the records, registers and records to be
kept for the inspection of schools and hostels in accordance with Rule No. 83 of the Secondary
School Code, Revised Edition 1986. There should be an index of the materials kept in the
cupboards.

3.4.2 Original records and records

(a) Regarding Students
(1) General Register in the form given in Appendix Eighteen.
(2) Attendance registers for all students in the pattern prescribed in Appendix Nineteen.
(3) School leaving certificates obtained from other schools.
(4) True copies of school leaving certificates issued to students.
(5) Records of student performance / examination results.

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 (6) Records of health and medical examination of students.
(7) Previous Year Annual Examination Answer Sheets.
(8) Records of students admitted by examination before examination.
(b) Regarding Employees
(1) Service books of school employees as per Appendix Fourteen
(2) Register of attendance and leave of employees.
(3) Discharge certificates obtained from the employees employed in the school.
(4) Log-book of the headmaster (circulation, supervision, remarks, instructions given to teachers).
Written feedback regarding employees should be shown to the employees and kept in the
cupboard with signatures of having seen it.
(5) Teacher's confidential report form as per Appendix Twenty (20).
3.4.3 Teacher's Room
For the smooth functioning of a school, it is essential to have the cooperation of the headmaster, Clerk,
teaching staff, and soldiers. If any of these elements are missing, the entire system can collapse.
Maintaining cleanliness and tidiness is crucial for the success of the school, as a clean and beautiful
environment can positively impact productivity. It is important to have a community work method and
unity, as merely decorating the office with exteriors will not serve the purpose. Therefore, proper school
management and planning are urgently required, and the office should reflect the personality of all the
elements.

3.4.4 Maintenance of schoolbooks and registers

To modernize and manage the office effectively, it is essential to follow the guidelines provided in the
Secondary School Code Addendum 15, particularly regarding the maintenance of schoolbooks and
registers. This includes information about the important registers and records to be maintained by non-
government secondary schools and the duration of their preservation. The principal, Clerk, and
supervisor should be informed about this.

Name of the record Type of record Minimum period of protection

1. General (Entry) Register A Forever
(General Register)
2. Dead Stock Register of A Permanent until the register is filled.
furniture, library, laboratory Continuing with the new register
equipment, etc.
3. Circulars and order files A Forever
4. Provident Fund Accounts A Forever
Register
5. Principal's logbook A Forever
6. Cash book B 30 years
7. Pay slips, receipts and pay B 30 years
determination statements of
employees
8. Inspection Report with Audit B 30 years
Statement
9. Statistics Statement Sheets B 30 years
10. Service Books B As long as the teacher is working in
the school and for 2 years thereafter
11. Exemption certificates B Keeping with the teacher's service
obtained from appointed book along with its preservation
teachers

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12. School leaving certificates C-1 10 years
obtained from other schools of
students coming to the school
13. School Leaving 'Certificates' C-1 10 years
issued to school leavers (site
wise)
14. Fee receipt books C-1 10 years
15. Contingency register, bills and C-1 10 years
certificates
16. Register of fee recovery C-1 10 years
17. Catalog of Students and Staff C-1 10 years
(Attendance Registers)
18. Hostel room rent register C-1 10 years
19. Miscellaneous C-1 10 years
correspondence of important
nature
20. Office copies of applications C-1 10 years
for fee waiver and scholarship
and various concessions
21. Account book showing C-1 5 years
deposits and account book for
session fee
22. Incoming Register and Stamp C-1 5 years
Account
23. Answer Sheets of Annual D 18 months after the result of the
Examinations of all classes examination
(not to be returned to the
students)
24. Personal leave applications of D 18 months (new file to be opened for
teachers and other employees every year)

List: A Permanent; B 30 years; a (1) 10 years; a (2) 5 years; D- 18 months.

The principal should get information about the register numbers 1 to 24 and the documents required for
the same. Go through old files and circulars in spare time. Its records and important decisions should
be seen.
Distribution of office work among Clerks
Work must be distributed among the Clerks and other employees to bring smoothness in the office work.
It is more convenient to do it at the beginning of the academic year.
Duties of Employees
81 Schedule 'J' (Rule 22 (1)) of the Maharashtra Private Schools Employees (Conditions of Service)
Rules lays down the duties of the Peons.
Duties of Employees
81 Schedule 'J' (Rule 22 (1)) of the Maharashtra Private Schools Employees (Conditions of Service)
Rules lays down the duties of the Peons.
Duties of Principal
(1) Duties in relation to educational matters 08
(2) Duties in relation to general administrative matters 25
(3) Duties regarding financial matters 13

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 Total 46

Duties of Vice-Principal 09
Duties of Supervisors 06
Duties of a teacher 21
Duties of Clerk
(1) Duties in relation to financial matters 21
(2) Other duties in connection with the teaching class 13
(3) Duties in relation to office 12
(4) Duties in relation to student 05
(5) Student fee concessions / scholarships 03
(6) Duties in connection with Government conducted
and Secondary School Certificate Examinations 17
Total 71

The principal should divide the work between teachers and non-teaching staff and should plan their
work as the principal himself.
At the end of the month, during the monthly meeting, the work should be reviewed, and the next work
should be reminded. You should keep annual planning and five-year planning of your work. Monthly
meetings should be planned. After the meeting, the report of the meeting should be written. The minutes
of the previous meeting should be read during the next meeting. After finding the errors, teachers and
non-teaching staff should get together and complete the work in the next month.
3.4.5 Practices of office work
Office work system starts with incoming/outgoing records.
(a) Receipts Register

Sr. No. Number Whose Subject Balance Remark

Name did it Circular No Sheet
come from?

It is important to maintain a record of all incoming letters in the workbook. This includes letters from the
Principal, Education Officer, Secondary Department, Deputy Director of Education, Director of
Education, Social Welfare Officer, Recruitment Officer, H.S.C./S.S.C, Board Officers, District Sports
Officer, Collector (Small Savings), Life Insurance Corporation of India, Superintendent Pay and
Provident Fund Team, Senior Accountant, Business Tax Officer, Income Tax Officer, as well as leave
applications of teachers and non-teaching staff, grievance applications, letters and circulars from
various offices, such as parents' letters, student's statements, and organization's letters.

(a) Entries in income statement

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When a letter is received, the right corner of the letter should contain the receipt number and date. The
letter should be read, signed and sent to the headmaster for information, along with the receipt number
and date. A bag and file, closed on both sides, should be used for this purpose.
The following details should be recorded in the Inward Receipts Register: the number of the letter
received, the date on which the letter was received, the name of the office or person sending the letter,
and a brief description of the topic. The action taken on the letter, such as reply sent, date, shown to
teachers, information sent to the headmaster, etc., should also be recorded. The day on which the reply
to the letter is sent should be recorded in the balance sheet column. If a letter is only related to the
principal and the office, and no reply is expected, a horizontal line should be drawn.
(b) Outward Register
In the Outward Register, it is important to record all outgoing letters. Although there are different
methods of writing an office letter, the headmaster or scribe does the job of writing the letter. The letter
signed by the Principal as the Head of the Office is considered official. It is recommended to use school
letterhead for writing letters or sending replies. The handwriting should be neat and easy to read.

After writing the letter, it is important to record the letter in the external journal.
Outward Register

Sr. No. Date Name and Subject and Rupees

address of circular No
sender

Letters are sent out in two ways.

1. Through Plain Post, which can be received through Post Account/Under Certificate of Posting
(Postal Entry Letter)/Registered A.D., etc.
2. Hand receipts have to be kept in the local postal register. In that register, write the name of the
soldier through whom the mail was sent.
Correspondence regarding the organization should be kept separate from incoming/outgoing
correspondence. The institution has to bear the cost of postage for that purpose. If done through the
school, it is not considered eligible for a grant.
Outward Number: After writing the letter, write the date and outbound number. This is an important
number that is useful for referencing letters. Before putting the letter in the post, make a note in the
outer envelope, see the number in the outer envelope, and write it on the letter. The amount of postage
received/incurred for the said letter should be recorded in the outward receipt.
Reference Numbers
Reference number and date should be used for official correspondence of the office.
'Correspondence by writing references and referencing your letter is a good way to make work easier
and faster'. For example, Subject: Republic Day Celebration and Report
Regarding sending.

Reference no.: Government/No. A.A. / Secondary /- 3 / and 1420 / 92/93 d. 1/1/93

After celebrating the Republic Day in the school on January 26, 1993, the Principal while sending the
report to the Education Department Secondary Department wrote the subject and reference as above
that the reply sent by the Education Department, Secondary Table no. 3 and that letter is taken into
consideration. Sometimes we send letters. But when that letter is not taken into account, if you give the
reference, outgoing number and date of your letter, you can search for the said letter and find out how

92
it has been placed in the door. On some important occasions the post stamp, date, post account notes
on the envelope from which the concerned letter is received by you are accepted. This can also be part
of the context.
3.4.6 Cancellation Procedure
(a) Purpose of Cancellation
Why and for what should be done? This can be answered as follows.
(1) In order to keep the office in good order,
(2) In order to provide timely references,
(3) Of the letters received, at the proper time, in the proper respect in view of sending replies to the
authorities, and
(4) In terms of document preservation, destruction is of great use. Cancellation means 'easy access
to secondary school past papers'.
(b) Modes of Cancellation
(1) Simple file (for various subjects)
(2) Box file (for affixing vouchers)
(3) Index number file (for subject wise arrangement)
(4) A page file (current file)
(5) Two forward files (for record keeping)
(1) Simple file
This simple file should be used to store incoming letters, circulars, government decisions, letters coming
from various departments in a consolidated and sequential manner. There should be a paper with name,
year and number affixed on the file. Small secondary schools need about 50 files per subject and large
extension schools need 200 files. Their index should be prepared and kept on the inside of the
cupboard.
(2) Box file
'C' type is like a box. Easy to handle. Bills, vouchers, all grant approval documents, bank balance etc.
should be kept in this box file for the financial year from 1st April to 31st March.

The box file is indexed 'A to Z' inside and should be seen if it can be used.
(3) Index file
A file indexed 'A to Z' is called an index file. Such a file is used to organize documents by subject.
(4) One cardboard file
This file is used to keep documents safe. After reading the letters received daily by the Clerk and the
principal, they are kept in this file till the decision is taken on that letter and as soon as the work is
completed, they are kept in the file according to the subject. This batch file is also called current file.
(5) Two cardboard files
This file is used to keep records, documents, circulars for 1 year after the end of financial year from 1st
April to 31st March and to preserve the records. An index of circulars for the year should be prepared
and placed on the first page of this file.
Index

Sr. No. Subject Who did the Dated Remark

reference

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 number come
from?

Accurate reference can be obtained from this index. In some cases, xerox of the original circular should
be taken.

(e) Types of registers

(1) Leather Binding Register
Registers should be leather bound for long term storage. For example, General Register,
(2) Index Register
This register should also be of leather construction. Check out the 'A to Z' index. It is used for school
fertilizer.
(3) Simple register

1, 2 or 3 quire registers are used to hold other registers. For example, School Committee Meeting-
Reports, Vidya Committee Meeting-Reports, Annual Report of School Work, Subject Committee
Meeting-Reports, Teachers' Monthly Meetings, etc.
3.4.7 Different types of forms
As per Secondary School Code Revised Edition 1986, the names of the subject wise forms required by
the schools for the academic year and financial year are given herewith. After purchasing the said forms
(stationary) it is necessary to keep its record in the register in a specific format for audit purpose.
Secondary School Code Rule No. 3/2 All institutions should maintain a stock register for library, science,
literature, stationery, etc. in the model given below. (See chart on next page.)
Secondary schools require different forms throughout the year.
The principal should prepare a list.
(01) Admission Form (For Students)
(02) E.B.C. Forms (A Form: Preparation of Award B Form: Preparation of Bills)

(03) E.B.C. Form: Aggregation of amount

(04) Average Attendance Sheet Form b
(05) Teacher appointment letter
(06) Teacher Exemption Certificate
(07) Teacher Recognition Form
(08) Provident Fund Nomination Form
(09) Pension Nomination Form

(10) Confidential Report Form

(11) Catalogue
(12) Certificate of conduct
Stock Register – Accumulation Side

94
 Date Opening Price Purchase Number of Price Total Total Remark
Balance Date No Purchases Cost
1 2 3 4 5 6 7 8 9

Stock Register – Cost side.

Date Given Given Price Number Price Signature Signature Remark

to Number of of of
whom Balances issuing receiving
officer officer
1 2 3 4 5 6 7 8 9

(13) Certificate of Date of Birth

(14) SSC/HSC form
(15) Scholarship (Secondary Scholarship) Form
(16) Subject wise evaluation form
(17) First Semester/Second Semester Result Sheets
(18) Business Tax / Income Tax Form
(19) Account opening form, post, bank, etc.
(20) Payroll form.
Teacher Recognition Form
(1) Proforma No. 1: Schedule Approval
(2) Proforma No. 1A: workload
(3) Workload Verification Table: Schedule
(4) Form A: Information of teachers
(5) Form B: Details of hours
(6) Form C: Checklist
(7) Form D: Roster Information
Payroll
(01) Proforma no. 2 A: Full salary of teachers
(02) Proforma no. 2: Total School Salary
(03) Proforma no. 2B: Bank Balance
(04) Proforma no. 2C: If there is deduction of excess salary.
(05) Proforma no. 2 D: Provident Fund Classification/Loan Instalments
(06) Proforma no. 2 E: Income tax deduction
(07) Proforma No. 2F: Co-operative Society Loan Week
(08) Proforma no. 2C: L.I.C., R.D. / square meter
(09) Business Tax Form: Teacher's Business Tax
(10) Average Attendance Table: Class wise average attendance table
(11) Proforma no. 5: Salary arrives.
(12) Salary increments certificate: Salary increment of teachers and non-teaching staff
Written test
(13) Form no. 1: Details of income received by the school (scrap sale, bank commission etc.)
(14) Form no. 2: Details of other fees
(15) Form no. 3: Private Candidate (External Student) Collection Fee

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 (16) Form no. 4: Education fee to be recovered.
(17) Form no. 5: Schedule of Fees to be Charged.
(18) Form no. 6: Details of Miscellaneous Expenditure
(19) Form no. 7: Details of Term Fee Expenditure
(20) Form no. 8: SCHEDULE OF SALARY
(21) Form no. 9: Table of Pay and Allowances of Teachers and Non-Teachers
(22) Form no. 9 (a) Expenditure on wages and allowances
(23) Form no. 10: Information about salary paid.
(24) Form no. 11: Average attendance for each year
(25) Form no. 12: Information about the leave other than minor leave is usable.
(26) Form no. 13: Information regarding the building in use for the school
(27) Details of expenditure
School Inspection Form
(28) teacher class
(29) Change in posts of teachers since last inspection.
(30) Last year and current year class-wise and batch-wise number of students
(31) Completion of previous instructions
(32) List of optional subjects taught in school.
(33) Class Wise Names of Scholarship Holders (Progress Chart)
(34) Average attendance chart from May to June
(35) Certificate (09) Information regarding school furniture
(36) Subject wise teacher information.
(37) Annual Examination Result Brochure
(38) S.S.C. Subject wise breakdown of results

Social Welfare Account: Various Scholarship Forms

(1) Form C: Caste and Subcaste Form A, Form B, Form C, Bill Form E&N 127
Scholarship (Secondary Scholarship) Form
(1) Secondary School Scholarship Form
(2) Challan Form 4 copies (for payment of fee)
(3) Bill Form E&N 127
(4) Evidence
SSC. / H.S.C. form
(1) S.S.C. / H.S.C form
(2) Bank of Maharashtra Challan Form A, B, C, D, E.
(3) Advice Note B (Statistics)
(4) List of names of students
(5) Advice Note Accounts Form No. 1
For getting provident fund registration number
(1) Appendix 'D'
(2) Form of nomination
(3) (a) If there is a family, (b) If there is no family—
Provident Fund Nomination Form
(1) A subscriber who has a family and wants to nominate only one person.
(2) A subscriber who has a family and wants to nominate more than one person.

96
 (3) A subscriber who has no family and wants to nominate only one person.
(4) A subscriber who does not have a family and wishes to nominate more than one person.
Income Tax Check Form
(01) Form no. 49 A. 139 A Rule no. Permanent Income Tax Number (Section 114A)
(02) Form no. 49 b. Business tax deduction number section 203.
(03) Business Tax Shaping Tables
(04) Standard Chart.
(05) Total income tax revenue
(06) Total income tax payable.
(07) Certified Investments.
(08) Total Investment Division. 88
(09) Total Income Tax Deduction Rule no. 88.
(10) Total income tax payable.
Places to get Maharashtra Government Publications - Addresses

Books required for secondary schools for example Secondary School Code 1986 Revised Edition,
Service Conditions 1981, service manuals etc. Government Publications (Addresses) are given here.
(1) The Director, Directorate of Printing, Stationery and Publications Maharashtra State Netaji Subhash
Chandra Marg Mumbai-400 004.
(2) Supervisor, Government Libraries
(For Central Government & Maharashtra State Government Publications) For Local Sale Only Yusuf
Building 2nd Mala, Room No- 21 Veer Nariman Road (Near Hutatma Chowk) Mumbai-400 001.

(3) The Manager, Government Photo Zinco Press and Library, Photo Zinco Press Premises,
Yes. Z.P.O. near,
Pune - 411 001.
(4) The Manager, Government Press Library, Civil Lines,
Nagpur - 440 001.
(5) Superintendent, Government Library, Near Shahganj Gandhi Chowk,

Aurangabad- 431 001.

Authorized dealers of Maharashtra Government publications
3.4.8 Locations of Various Forms
(1) Some stationery shopkeepers in district places prepare and sell various forms required by Zilla
Parishads / Private Secondary Schools. While purchasing the forms, Headmasters should ensure
that the forms are in the pattern prescribed by the Department of Secondary Education or not (one
should carry a sample with you).
(2) Sales of various forms have been facilitated in some stationery shops in the taluka.
(3) Income Tax Practitioner, Chartered Accountant (CA) receives all forms required for Income Tax.

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Question

(1) What are the important school records? How should they be protected?
(2) Explain the importance of the office of Principal and Registrar. What changes would you suggest
making the design and internal arrangement of the office of the Principal and Registrar in your school
more efficient?
(3) What are the important aspects of office correspondence?
(4) State the importance of annihilation.
3.5 Summary
Regarding the students, teachers and other staff of the school Also, various types of records regarding
government grants and other financial matters are kept through the school office. These records and
notebooks should be filled with responsibility. The offices of the Principal and Registrar should be
furnished so that they are carefully preserved and properly maintained. The design and internal
arrangement of these offices should be carefully and planned. Offices should have comfortable and
adequate furniture for work.
According to Rule No. 83 of the Secondary School Code, original records and registers relating to
students, staff and the school should be maintained in secondary schools. How should the schoolbook
and registers be protected? And the period for which books and records should be preserved is also
guided in Appendix 15 to the Secondary Schools Code (rules 3.2 (11) and 3).
Inward / outward records are of particular importance in office work. Every letter received in the school
office should be recorded in the incoming register. Also, every letter signed by the principal should be
recorded in the outgoing register. The letters and other documents received should also be destroyed
properly.
It is very important to write reference number in office correspondence. Context makes work easier and
faster.
Proper filing is important for easy access to past school records. Types of files are simple file, box file,
index number file, one cardboard file, two forward file, skin-bound register index register, simple register,
etc.

The school requires different types of forms during the academic year and the financial year. It includes
admission application for students, e. B. C. Forms, Scholarship Forms S. S. C. / H. S. C. Forms include
teacher approval form, payslip, confidential report, provident fund, nomination form, income tax
verification form, result sheets, school inspection form, audit etc. While purchasing the forms, the
headmaster should ensure that the forms are in the pattern prescribed by the Department of Education,
Secondary Department or not.

98
 Unit 4: Tasks to be done before External Inspection
4.1 Curriculum issues
(1) School annual inspection
(1) Introduction
(2) Academic guidance
(3) Economic guidance
(4) Inspection of school records
(5) Guidelines

(2) (Staff Schedule) Check

(1) Introduction
(2) Completion of documents
(3) Forms and documents
(3) Inspection of pay bills
(1) Introduction
(2) Completion to be done for getting salary on time
(3) Forms required for pay slip
(4) Method of sending salary bill
(5) Reasons for return of pay bills.
(4) Audit of financial matters
(1) Introduction
(2) Accounts to be sent to Education Officer

(3) New variation in grant

(4) Audit/Preparation
(5) Vigilance to be taken by the principal
(5) E. B. C. - Fee waiver document verification
(1) Introduction
(2) Care to be taken while filling fee waiver form
(3) Instructions regarding preparation of award bills

(4) Reasons for rejection of form

(5) Affidavit for girls

(6) Maharashtra Provident Fund nomination letter

99
 (1) Introduction

(2) Completion of nomination letter

(3) Nomination Statement
(7) Business tax audits
(1) Introduction
(2) Preparation of form for inspection
(3) Business Tax Revised Rate Schedule
(4) Business tax exemption for teachers with disabilities
(8) Income tax audit
(1) Introduction
(2) Income tax information
(3) Reading for further reference
9) Checking of deadstock register
(1) Introduction
(2) Entries in Deadstock Register
(3) Method of keeping records of goods
(4) Purchase of goods
4.2 Objectives
After studying this Unit, you will understand-
✓ Pre-planning and preparation for school external inspection can be done.
✓ In terms of school annual inspection, planning can be done regarding office and study-teaching.
✓ Documents and certificates required by the Education Department can be completed at the time
of inspection.
✓ The need to list the documents required before the inspection and the need to arrange the
documents in order can be explained.
✓ Audited Statements, Certificates, Building Rent Certificate, Appointment Certificate, Exemption
Certificate, School Committee Resolution, etc. required for inspection can be completed.
✓ The deficiencies left after inspection and the importance of correcting the document as per the
guidance given by the concerned authorities can be said.
✓ Pre-planning can be done to ensure proper allocation of school grants.

4.3 Introduction
It is important for the principal to coordinate school planning and administration. It is not just managing
the school. Along with the numerical growth of the school, the qualitative level should be increased
through school and inter-school activities. Among the tools and factors that work for quality
improvement, along with principals, teachers, parents and students, education department officials are
also a factor, but sometimes they try to keep them away from school activities.
4.4 Discussion

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4.4.1 School Annual Inspection

(1) Introduction
Inspecting officers should act as guides for school annual inspections and give them a warm welcome
when they come to the school. The Education Officer (Secondary), Deputy Education Officer, Group
Education Officer or the Group Education Extension Officer, if authorized by the Education Officer,
conducts annual inspection of the school. At this point it is not important which officer comes for
inspection but proper preparation for inspection is important. School annual inspection is conducted
simultaneously by various authorities. They observe the following:
(1) Academic guidance
(2) Financial Guidance (Received Grant Appropriation Checks)
(3) Inspection of school records
(2) Academic Guidance
The daily study-teaching work of secondary schools is conducted in a manner, whether the teaching is
effective or not, whether the knowledge gained by the students is digested or not.
(3) Economic Guidance
The records of grant received from the Government are inspected and guided as per the guidelines laid
down by the Government (for example, Daybook, Cashbook, Voucher Bank Balance, Cash Balance,
etc.).
(4) Inspection of School Records
It is checked whether Registers 1 to 24 are kept up to date as per Secondary School Code Revised
Edition 1986. Guidance is provided on how to maintain registers.
School inspection is not only a form of visits and comments by the officials, but guidance from them is
important. Therefore, education experts are of the opinion that the annual inspection of secondary and
higher secondary schools should be conducted every year, and the inspection reports should be given
to the respective schools as soon as possible. It is customary to conduct school annual inspection in
two ways:
(1) The school annual inspection is conducted suddenly.

(2) School annual inspection is conducted by informing the schools 15 days in advance.
Panel Inspection is conducted in the batch of higher secondary schools. Some principals get confused
during the annual school inspection. There is really no reason to be confused. If the preparation for the
school annual examination is planned, then no problem arises. Generally, after the annual inspection,
some mistakes are left on our part as principals. There are some precautions to keep in mind so that
those errors or omissions do not happen again.
(5) Guidelines
(1) General Register: Every year after the end of admitting students (if before school inspection), the
principal should initial the name of each student for checking each entry in the General Register and
the signature of the Headmaster is required at the end after admission. The certificate must be signed
by the principal stating the grade admitted, register number, date. School according to the demand of
parents of students If the certificate of leaving has been given, then the certificate of leaving the school
should be filed with the application form and such entry should be made against the name of the student
in the General Register. The entries in this General Register should be reconciled twice in an academic
year. (September and March 31) because at this time the statistical information has to be sent to the

101
government. A new leaf should be used for the new year. Check whether 7 names are properly recorded
on one page or not.
(2) Government Approval: If the school has received government approval, a copy of that letter and a
xerox copy of the registration letter issued by the Charity Commissioner to the Board of Management
should be enclosed in a glass case or framed.
(3) Number of Classrooms and Area: The number of classrooms in the school building (including all
units) and the area of each classroom, etc., should be kept ready.
(4) Class-wise and Batch-wise Enrolment: A table showing the class-wise, batch-wise enrolment,
boys, girls and total, scheduled caste, tribe, nomadic tribe, other such caste-wise boys and girls should
be prepared and placed on the headmaster's table or elsewhere. Tables showing the information and
numbers of scholarship holders, students from economically weaker sections, village-wise table of
children coming, school map, etc. should always be kept ready. Changes in these maintained statistics
should be noted from time to time.
(5) Plan of School Building: Information about school building plan, number of classrooms, area,
health facilities, rent receipts, etc. should be prepared.
(6) Area of Playground: The area of playground available to the school should be drawn. It should be
recorded. Play materials should be arranged according to different types. Sports material should be
recorded in the register. The destroyed or destroyed materials should be noted by resolution and kept
in the register.
(7) Furniture and Other Materials: The headmaster should verify and record the furniture and other
materials in the inventory register every year, the records of destroyed or broken items should be
cancelled by resolution in the school committee. The same should be recorded in the register. Similarly,
regarding the furniture to be repaired, a resolution should be made and the same should be repaired
and the same should be noted in the register. A table of the furniture in the school should be prepared
and placed.
See table in next column.
(8) Library: There should be a register for the school library. Every book purchased should be recorded
in this. The task of making those records should be given to the librarian (if the librarian is not a teacher,
select a teacher). Books should be purchased separately for student-library and teacher-library.

Sr. No. Item Name Number Remark

1 Chair
2 Table
3 Benches
4 Fruits
5 Cupboards
6 Worktables
7

★ All heavy items should be marked with oil paint number and year of purchase. They should be
recorded in the registers. There should be glass shelves for keeping books. In that
Books should be arranged section-wise (for example, poetry, drama, novel, short story, autobiography,
history, branch, monologue, etc.). The headmaster should verify the books twice a year and make
comments. In the event that the books are missing or eaten by the school board, the school committee
should raise the issue and take a resolution and record the decision taken in the meeting in the register.
Receipt number, date of purchase, price, publisher's name, page number, author's name, etc. should
be recorded in the register and the headmaster should put a short signature in front of each book
purchased.

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(9) Record Registers: According to the rules of the Secondary School Code Revised Edition 1986, the
head of the secondary school must keep Register Nos. 1 to 24 up to date. All the building registers
should be endorsed and duly signed and stamped by the principal as follows. The register is of 1 to 100
pages and is paginated. In view of this, it is signed.' Inadequacy should not be found on the day of
inspection.
(10) Salary Slip: As soon as the salary is deposited in the bank, the signature of the teacher or non-
teaching staff should be affixed with the revenue stamp on the salary slip of every month. Since the
salary is paid through the bank, signatures are often not done.
(11) Attendance Sheet: The attendance sheet of teachers or non-teaching staff should be signed by
the teacher or non-teaching staff 10 minutes before the school starts. Those on leave
The school officials should record the type of leave in the case of employees in red ink and keep the
leave application in the leave file. All holidays should be marked in red ink. A Class IV employee must
also sign in front of his name.
(12) Service Books: All entries in the service books should be kept up to date (pay, leave, pay
determination, other records, medical certificate, etc.). They should be signed by the staff and the
principal.
(13) Catalogue: Class teachers should complete the entries on the student attendance sheet within the
first five minutes after the commencement of school. Fee recovery, financial discount, caste and sub-
caste, date of birth etc. should be recorded. The class teacher should put a short signature in front of
each student's name. After taking daily attendance, the average attendance should be kept, at the end
of the month, the first page and the fourth page should be filled and kept with the signatures of the
concerned.
(14) School Committee and Education Committee: The Principal being the Secretary of the School
Committee should see to it that six meetings are held in a year. After every meeting, the records of that
meeting should be recorded in the form of minutes in the school committee minutes register and the
minutes should be approved by the meeting in the next meeting.
(15) Laboratory: Care should be taken to keep the laboratory clean. The materials should be arranged
in a glass cabinet in a proper subject-wise manner. From time to time the material used for the
experiment should be cleaned and kept in the original place in the cupboard by the laboratory attendant.
Other unnecessary materials should not be kept in the laboratory. Records of laboratory materials
should be maintained.
(1) Register of materials purchased.
(2) A register for recording the materials used (register of goods used). Principal should check these
registers periodically.
The responsibility of the laboratory should be entrusted to a senior science teacher.
(16) Educational Projects: Information about various educational projects going on in the school
should be kept ready. Information about the activities such as Minority Register, Adoptive Parents
Scheme, One Child One Tree, School Group Scheme, Geet Manch, etc. should be kept ready.
(17) Result Sheets: The result sheets and answer sheets of first Unit test, first semester examination,
second Unit test, second semester examination should be kept ready. The result sheets of the
examinations conducted before the school inspection should be kept ready. Records of painting
examination and scholarship examination should be kept ready.
(18) Register of Use of Educational Materials: The register of use of educational materials should be
kept in the room of the supervisor and vice-principal. Used by every teacher during daily teaching
educational material should be recorded in it. Supervisor and Vice Principal should sign it.

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Register of Educational Material Usage.

Std Division Subject Books Name Name & Sign

(19) Office of the Principal: The following information should be kept up to date in the office of the
principal.
(01) Name board of teachers and non-teaching staff along with rank, educational qualification.
(02) Number of classes, piece wise (boys, girls and total)
(03) Village wise number of school children
(04) Result of Secondary School Examination
(05) Number graph
(06) General Schedule
(07) Category wise annual planning letters
(08) Course budget

(09) School grading

(10) Planning of various school activities
(11) Clerks' Work Allocation Sheet
(12) Allotment of work of Class IV employees
(13) Hourly schedule
(14) Logbook
(15) Map of the premises
(16) Cleaning planning sheet
There will be other unnecessary materials in the principal's office should not.
Apart from this the following documents should be shown to the inspecting officers takes.
(1) Teachers should keep books of lesson notes ready.
(2) Teacher Attendance Sheet (All teaching and non-teaching staff Their signatures should be on
it.)
(3) Schedule of the day of inspection (4 copies to be prepared.)

(4) Curriculum budget, annual planning, objectives

Other Notices About Inspection
(01) All students should wear uniform. Soldiers should have a uniform. Teachers' clothes should
not be gaudy.
(02) The Principal should assist the authorities in making the school inspection objective.
(03) Don't let confidence slip.
(04) A separate meeting of inspection officers should be arranged.

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 (05) First show the school premises and then introduce the teachers and non-teaching staff.

(06) Argument with the inspecting officer should be avoided.

(07) Don't give unknown information, avoid self-promotion.
(08) Do not fail to welcome and entertain guests properly.
(09) The features of the school, if any, should be shown to them.
(10) The members of the school committee should be invited.
(11) The preparation of teacher meeting should be done in a separate room.
(12) The education officers and their colleagues should be thanked as soon as the meeting is over.
4.4.2 (Staff Schedule) Check
(1) Introduction
Salaries of secondary school teachers and non-teaching staff were paid through the bank from 1973.
Teachers and Peons started benefiting from provident fund, pension etc. In a real sense, the teacher
got service security and financial freedom.
The post and salary of old teachers and non-teaching staff are approved at the beginning of the
academic year and till the end of August. In the case of newly appointed teachers, they are inspected
by a three-member committee. The chairman of the three-member committee is the Social Welfare
Officer and the other two members are the Service Planning Officer and the Education Officer
(Secondary). Proposals for new teachers are approved by this committee.
All the required documents should be prepared as soon as the circular is received from the Education
Officer's office in the month of June. It is as follows:
(2) Completion of document
(1) There are 4 sections of the document:
Section A/B/D for teachers and Section C for non-teaching staff have been demolished.
2 Section 'A' should show the appointments of permanent teachers in the school, backward class
teachers / non-backward class teachers appointed with probationary period but whose probationary
period has not yet completed, and backward class teachers appointed with probationary period
during the current academic year. In front of the name of the probationary teacher in the service
unit it should be mentioned appointment with probationary period from date....
3 In section B, the names of non-backward class teachers who have been appointed as candidates
from the backlog category as per the 100 points list in the institution have not been made available
even from the list sent by the office, even after applying the requirements as per prevailing rules,
should be mentioned. A copy of the action report in this regard should be sent to the District Social
Welfare Officer no objection certificate should be obtained from them. All the documents 1 to 9
should be attached and the proposal should be punched and submitted along with the original file.
The teachers in the above a/b should be given consecutive serial numbers according to seniority
(as per Schedule 'C' of service conditions). At the time of approval verification, the vacancy should
be written as vacant and before that the reason why it is vacant. Timetable and rule no. As per 21
(Secondary School Code Revised Edition 1986) assessment of workload must be equal to the total
number of teachers to be accepted and this serial number.
4 If the posts of Headmaster / Deputy Headmaster / Supervisor are not filled on a permanent basis,
the last post of teacher should be filled only after permanent appointment is made to the said post
by showing it vacant. Because the appointments made to the post of In-charge Principal/Vice
Principal are Sh. No. No. S.S.N. 2681/406 S.E. 2 d. 20 March 1985 are as per the provisions of the

105
 order. If the reason is blank like this then it should be written as blank. The appointment to the last
teacher-post is sanctioned from the date from which such post is filled on a permanent basis. Earlier
approval is not given.
5 Government Order dated 24.10 at the end of Form B. 1979 and in this regard as per the orders
sent from time to time by the Education Department as per the 100-point rules SC, ST, DT, NT,
OBC in the institution. It should be mentioned that there is a backlog of total backward classes and
as per the prevailing rules, as per the list received from the department, despite making all efforts,
the candidates from this backward category are not available, instead of them, appointments have
been made for the above mentioned non-backward classes for the academic year. This means that
all the above teachers are 'appointed against the total backward class in the institution and their
service will be terminated as soon as qualified candidates from the required backward class are
available'. In the appointment order of teachers in this department, the category-wise backlog in
the entire organization should be mentioned and it should be mentioned that 'as soon as candidates
in this category become available, their service will be terminated'. While giving the advertisement,
the subject and qualification should be given for the subject in which the seats are vacant without
giving the qualification and the backlog before it. Finally, the above posts are SC/ST, D. T. N, T/O.
B, C. In this category (according to the backlog in the organization) It should be given as reserved
for the candidate. It means that the post of particular qualification is not reserved for a particular
category, but all the vacancies are reserved for the backward class belonging to all the categories
in the organization. If the above action is not taken, then the year is not considered as recruitment
year. Excuse appointments are not recognized in respect of roster lapses as well.
6 As per the 100-point rule, the candidate in the backlog who has been dragged forward in the
previous year should be appointed on first priority. Keep this in mind at the time of appointment.
This should be shown to the inspecting officers at the time of approval inspection. If there is no
support from the principal in this regard, no approval is given by the Punishment Office.
7 Appointment of trained teachers is mandatory (other than Government Order No. dated 24 July
1990 and 20 Dec. 1990).
8 Names in form A, B should be written consecutively as per seniority guidelines. Like Principal / Vice
Principal / Supervisor / Trained Graduate Pay Scale / 25% Post Graduate Pay Scale, etc.
9 C, the non-teaching staff in the department should be shown in rank-wise order. Like, Chief
Clerk/Senior Clerk/Junior Clerk/Lab Assistant/Lab Attendant/Naik/Soldier/etc. They should be
numbered consecutively.
If the post is vacant among the sanctioned posts, write the vacancy and the reason. The last serial
number of the non-teaching posts approved by the office and the form should be the same.
According to Secondary School Code Rule No. 57.4 and 57.7, if it is felt that more posts are
approved in your school than the posts approved in the previous year, then you should request
through independent proposal and do not appoint to the post mentioned in the proposal or post
unless the said post is obtained.
At the time of appointment to the post of non-teaching staff, the backlog as per 100-point rules
should be strictly followed. Otherwise, recognition is not granted as per the provisions of Rule No.
9(9) (b) of the Service Conditions 1981.

10 If there are new appointments in place of old teachers, non-teaching staff, first the name of the old
staff should be written in red ink and detailed reasons should be given in the information and
comments. As 'resigned. This resignation has been submitted by registered post with
acknowledgment of receipt and has been approved vide Institutional Resolution No. dt. By giving
notice of the period for which resignation is required, it is necessary to state that 'notice pay amount
of Rs. The name and information of the new teacher should be written in blue ink. In such a case,
the old employee should write clearly and in detail whether he has any complaint or not.
11 Appointments on Transfer: The teacher appointed on transfer should be entered in Form 'A' if he
has been previously approved with permanent or probationary period and if for an academic year
in Form 'B'. Documents required in this regard should be produced at the time of approval.

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12 Appointments made for leave period in Form 'D' should be shown as per 11 above. Assignments
must be subject-specific. During the appointment of teachers during the leave period, if the class
10th board examination has taken place and the teacher on leave is in charge of the class 10th
class, this charge will not be available to the substitute teacher. In short, appointments should be
made only after seeing whether sufficient workload is available. Need a trooper during school
holidays? A replacement constable should be appointed after seeing this.
13 While showing the workload for optional subjects it should be ensured that the division of units is
subject wise. Detailed information about this should be given to the inspection officers at the time
of verification.
14 Only trained unqualified teachers should be appointed on trained unqualified posts. Trained
graduates should not be appointed.
15 Trained teachers should be appointed on the permanent vacant posts as well as on the posts left
vacant due to leave. While making appointments to these posts, as per the requirement of the
subject, the same qualifications provided by the concerned university and equivalent to the degrees
in Maharashtra should be appointed. Addendum No. 13 (2) (one) to the Secondary Schools Code
(Revised Edition 1986) may be referred to in this connection. Act accordingly.
16 Promotion from lower level to higher level, grant of pay promotion (like D.Ed. pay scale to B.Ed.
pay scale, trained graduate pay scale etc.), grant of benefit of pay fixation by condoning service
break, due to increase in qualification of teachers of special subjects. Proposals for giving them
higher pay scale or reclassifying them as General Department teachers as per their merits, etc.
should be submitted separately, with detailed and relevant documents.
17 While appointing Hon. No. from the Director of Education, Pune. Amasha 4180 / 38754/7 d. Orders
passed vide 9/7/1987 should be considered first. Does the school have a trained graduate working
in the postgraduate pay range? Why was he not appointed with pay promotion? Have they refused
for that? Are seats not available for them according to the need of the subject? Detailed information
regarding this should be mentioned in the form (B) at the end. In this regard, the concerned teachers
should be informed in writing if they have any complaint in this regard along with feedback and
should be shown at the time of inspection. This should also be mentioned at the end in Form (B).
25 percent of this It should be noted that it is not necessary to consider the need of the subject
while making the appointment.
Before making appointments to the posts of junior clerks, laboratory attendants, laboratory assistants
through direct entry into service, it should be seen whether there are qualified employees among the
lower grade employees. These posts are filled by promoting them. In this regard, detailed proceedings
should be mentioned in Form C at the end as in the above paragraph. See Schedule 'B' in Service
Conditions.
18. Government Decision No. G. AC / 1079/883/3037 Dated 30 July 1990 Service Conditions Page
No. 52 Keeping the above note in mind, the undergraduate / graduate ratio should be kept right. It
should be mentioned in the proposal.
19. If/if the post is vacant, first of all, whether the District Education Officer or the Secondary
Department has additional teachers, teachers or staff? Make sure of this. is binding as per statutory
provisions dated 7th July 1987.

3. Forms and documents

(a) Correct information of the items in the form
Information should be filled in all the fields in the form correctly and neatly. More paper should be used
to mention detailed information. Name of University, Major Subject, Sub Subject if any, Vocational
1. Qualification of Teacher: Degree, Date of Graduation, Degree information should be given as
above.
2. Teacher's full name and pay scale: Teacher's full name Write down under it backlog, open category,
trained graduate under it, undergraduate pay scale/25 percent undergraduate pay scale as well as
senior pay scale, etc. as appropriate.

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3. (3). Date of Appointment: If reappointment, write the date of reappointment in red ink under (1/1).
4. In Column No. 9 of the certificate, the salary of all the employees dated 1/7/19... should be given
and the date of increment should be given in the next column. This will lead to uniformity in sending
salary related information. Sr. No.. 2 in position as on 1/7/19. Write like this. In the case of Principal,
Deputy Principal, their date of appointment to this post should be written in red ink.
5. Where there are new appointments, first, old originals The teacher's name and information should
be given in red ink; Resignation, amount of notice pay, name and information of appointed teacher
should be written in blue ink in Remark. At the end detailed information about old original teacher,
non-teaching staff complaint or how Should be modified.
While doing all this, the government should be supported to save money.
(b) Forms to be submitted
(01) Schedule year 19......... / 19....
(02) Category wise, subject wise workload sheet (Form-A)
(03) Optional Subject Division Table (Form-B)
(04) Subject wise distribution among teachers (Form-C)
(05) Last year circular
(06) Roster Information
(07) Workload Verification Table
(08) Form A/Form A/Form F/Form D
(09) Last year teacher approval file.
(10) All types of original certificates of appointed teachers, including xerox copies. Medical
certificate, appointment letter, resolution, etc.
4.4.3 Payroll Inspection
1. Introductory
Since June 1973, teachers and non-teaching staff in secondary schools have been paid through the
District Central Bank, which has resulted in greater reliability and satisfaction in the education sector.
Salaries are now credited to personal accounts on time and without any deductions.

To ensure timely and accurate payment, pay slips must be prepared in four copies by the 7th of each
month and sent to the Superintendent of the Pay and Provident Fund Team. If the bills are prepared
and sent on time and accurately, employees can be paid on one date.

As the principal, it is your responsibility to ensure that teachers and non-teaching staff are paid on time,
even though the salary bills are prepared by the clerk. The following steps must be taken to ensure
accurate and timely payment:

(1) From the 1st to the 4th of each month, the clerk should prepare the salary bills and submit them
to the principal for inspection.

(2) A bank balance certificate should be obtained from the District Co-operative Bank and attached
to the bills by the 4th of each month.

(3) On the 4th, the headmaster should check the pay bills and send them by post, taking into account
the time it takes for the mail to reach the district location. During major vacations, arrangements
should be made for how employees will be paid before they go on vacation.

Past due bills should not be allowed to linger in the office for too long. A written explanation should be
sought from the superintendent pay team if necessary.

"Bonus Bills and Revised Dearness Allowance Bills" should not be withdrawn unless directed by circular
to prepare and send pay bills in this regard by the Superintendent Pay and Provident Fund Team. From
education officers to new teachers, their salaries should not be deducted without approval.

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Preparing accurate pay bills can be a complex task, but it is essential to ensure that employees receive
the correct amount. The following details must be included in the bills:

(01) No. and date of Supplementary Staff Schedule approval in case of newly appointed employees in
Form 2A of Com. No. 21 should be mentioned.

(02) Pay scale should be written in full.

(03) Business Tax Deduction Table, Income Tax Deduction Table, Provident Fund Deduction Table -
all tables should be attached with the salary bill.

(04) The number and date of the Government order by which the increased dearness allowance has
been sanctioned should be mentioned in Form 2A.

(05) A table showing the difference in salary and dearness allowance should be attached with the
supplementary bill.

(06) A table showing the difference in business tax deductions should be attached with the
supplementary bill.

(07) Order No. Form 2A of the order by which water allowance has been sanctioned. No. 21 should be
mentioned. A true copy of the order should be attached with the bill. The certificate mentioned in
the said order should be given in Form 2A.

(08) For salary increment of Principals, a salary increment certificate signed by the head of the institution
should be attached with the bill. If the principal has been given the authority to approve salary
increments of other employees by the concerned institution, the certificate of salary increment
should be signed by the principal. Otherwise, these certificates should also be attached to the
approval of the organization.

(09) Earned Leave, Commuted Leave, Sanctioning Institution Order No. 2 A of Com No. 2 should be
mentioned. Also attach the true copy of the order.
(10) When filling out Form 2A, be sure to mention the order number of any approved leave that has
been extradited and attach a copy of the order to the form. Also, be sure to include a true copy of the
Supplementary Accounts of accrued leave, along with the supplementary leave pay bill.

(11) When preparing the pay bill for transferred leave, mention all five certificates required in Form 2.
Refer to Circular No. 55 dated 14/8/1979 for more information.

(12) There is no need to deduct business tax from transferred leave pay.

(13) When filling out Form 2A for Com. No. 21, be sure to mention the number of the letter approving
the appointment of the In-charge Principal.

(14) When filling out Form 2 Co. No. 3, be sure to mention the number of the letter by which the school
has been approved for the current year. This information can be found in the letter accompanying the
previous year's academic examination report.

(15) Deduct any amount accumulated in the school's joint accounts for more than three months from
the monthly salary bill. If there is a possibility that the salary of one of the employees will be paid further,
provide detailed disclosure.

(16) For employees who have completed more than one year of service, reduce the contribution to the
Provident Fund. Refer to General Circular No. 55 dated 14/8/1979 No. 8. In the provident fund chart,
write account numbers in ascending order, for example, 2530, 2531, 2532, 2533, 2534, etc.

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(17) Leave salary is not payable on resignation from service.

(18) Determine whether summer or winter vacation pay is payable to a newly appointed teacher, taking
into account their length of service.

(19) Send T.B. and cancer-related medicine expense payments in two copies in General 6E Form 10
Medical Charges Reimbursement Bill (Non-Gazetted). Attach the original receipts for the purchase of
medicine along with the bill and keep photocopies of the receipts for written verification by the school.
Also, attach a certificate in the prescribed format signed by the District Surgeon or similar medical
officer.

(20) Send monthly pay bills to the Superintendent, Pay and Provident Fund Team by the 7th of the
respective month. For example, the bill for the month of February should be delivered to the
Superintendent, Pay and Provident Fund Team by February 7. That means it should be posted on
February 3rd or 4th. From 1992/93, all employees who are eligible for income tax due to higher annual
income in this financial year should pay income tax amount as 1/12 in the first week of every month.
Therefore, deduct income tax while submitting monthly salary payments.

(21) Arrears of dearness allowance or other similar amounts of a transferred or transferred employee
shall not be drawn in the present school beyond the period of service in the present school. The
difference must be charged to the school in which the concerned employee has worked for the term.

(22) Mention the provident fund account number of transferred and transferred employees in the table
of provident fund deductions without fail. If an employee leaves service or retires, mention it in the
provident fund deduction table.

(23) In case of the death of an employee while in service, immediately notify the Superintendent Pay
and Provident Fund Team. This way, the Payroll and Provident Fund Team can proceed to provide the
benefit of Deposit Linked Insurance if payable to the employee.

(24) A certain portion of Dearness Allowance in the Basic Pay is now being paid in addition to House
Rent Allowance. However, to check such increased house rent, show the amount of inflation wage in
column 3 of the bill.

(25) Use Wage Subsidy Bill Proforma No. 2 (Main) as the model order in the original Government Order
of the Education Department dated 29/5/1973. Do not make any alterations and avoid taking incorrect
forms when buying the form from the printing press. The principal has no right to make any changes to
the form.

(26) When levying dearness allowance or other similar arrears, levy them in one bill and preferably at
the same time for all such former Peons who have worked and are working in the school during the
relevant period. This will avoid several supplementary bills for the same period and purpose and reduce
the workload.

(27) When levying dearness allowance or similar arrears, it should be charged in one bill for all former
and current staff who worked in the school during that period. This will prevent multiple supplementary
bills for the same purpose and reduce workload.

(28) Every year in June or July, the Secondary Education Branch of Zilla Parishad determines the total
number of teachers and non-teaching staff for each school. Your bill should be charged accordingly,
and any additional staff should be immediately accommodated from other branches of your institution.
Do not charge any wages without ascertaining the additional staff. If an employee has been given
special protection by the government and becomes additional, contact the Deputy Director of Education
immediately and only then, if necessary, charge their salary through a supplementary bill.

(29) The service books of all officers and employees of the school should be kept up-to-date, and entries
should be made on time. Entries of surrendered leave pay should be taken in time in the service book,

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and the certificate of doing so should be recorded in the surrendered leave pay grant bill. Timely wage
determination should be done by the organization and verified by the District Senior Auditor. While fixing
the salary, the matters of unpaid leave, severance pay, etc. should be carefully looked at and brought
to the attention of the senior auditor.

3. Forms required for Payroll:

(01) Proforma no. 2 a
(02) Proforma No. 2
(03) Proforma No. 2 b
(04) Proforma no. 2C (If inadvertent excess salary is to be deducted)
(05) Proforma No. 2 d
(06) Proforma no. 2E (Income Tax Deduction)
(07) Proforma No. 2f
(08) Proforma No. 2 c
(09) Professional Tax Table
(10) Average Attendance Chart
(11) Proforma No. 5
(12) Wage increment certificate
(13) Bank Balance Certificate

4. Method of Sending Salary Bill

(1) Send three copies of the salary bill to the Superintendent, Pay and Provident Fund Team.
(2) Keep one copy with the school.
(3) On each set of copies, write first copy, second copy, and third copy in red ink and connect the
copies with a tag to form four separate bunches. To send to the Superintendent, Pay and Provident
Fund, collect and sort three bundles as follows:
(a) Two number copies first
(b) A number copy in the middle
(c) Three number copies at the end
Tag these three bunches (sets) again and put them in a large bag. Write the address legibly and in full
capital letters. Apply the correct postage and make sure the salary payment reaches the post by the 4th
of every month at the latest.

5. Reasons for Return of Salary Bills:

(01) Insufficient postage
(02) Insufficient address
(03) Missing signatures or rubber stamps of the principal
(04) Salary increments not signed by the Principal, Chief Executive Officer, or Chairman of the
Institution concerned.
(05) Pay slip deductions not arranged properly, including basic salary, dearness allowance, other
allowances, and various deductions.
(06) No initial signature of the principal where the pay bill is indented.
(07) Unclear figures or names in typewritten or handwritten copies
(08) Amounts in the bill not presented in round figure form.
(09) Forms prescribed by the Superintendent, Pay Squad not affixed in a certain order, and each
bunch (set) not affixed to a separate tag, making a total of three sets (Do not staple, use a
stapler pin, or tie with tag)
(10) Office column not filled in with the appropriate information.
(11) Errors pointed out by the office not rectified in time.
(12) Clerks not ordered to prepare further pay bills in the revised pattern after reading the revised
circulars from the Superintendent, Pay and Provident Fund Team as per the principal.
(13) Only official deductions should be made, and private deductions should not be made without
reason.
(14) Salary bills not checked by the principal.
4.4.4 Audit
1. Introductory

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Every year, the Department of Education's Secondary Education Accounts examines whether the
subsidy received from the government and its allocation to secondary schools is in accordance with the
set objectives or not. Out of the 12% subsidy received for the next year on the expenses incurred in the
previous year, arrangements are being made by the District Council, Education Accounts and
Secondary Department to provide the appropriate subsidy. The Financial Year Accounts (Audited
Statements) for this Education Account should be sent to the Secondary Department, Zilla Parishad
before 31st August every year, along with all the documents mentioned below.

2. Accounts to be sent to Education Officer

(1) Deposit memos for the previous year (financial year 1st April to 31st March) bearing the signature
and stamp of the Chartered Accountant should be submitted in one copy. In the said memo file, cover
no. Set to 1 so this memo will appear first when opening the file. Memos should be placed first, then
school account term fee, then development fund and then others in that order.

(2) The receipt and expenditure memo of the previous financial year should be attached. This memo
should be prepared in the usual form. A single memo should be used for school account, term fee and
development fund instead of a separate memo for each. Recurring and non-recurring receipts and
expenses are to be shown in that column in the receipt memo. The total of all memos (School, Term
Development Fund, etc.) should tally with the Receipt Expenditure Memo.

(3) After the Receipt Expenditure Memo, all the following forms should be affixed in one copy as per the
following numbers.

Form No. 1: This should give details of the income received by the school, higher secondary schools
(junior colleges) from other sources during the year 19 ... 19.

Form No. 2: Receipt Expenditure Memo Item No. 6 (P) 'C,' as well as the amount of other fees collected
and to be paid from the students who appeared as private candidates (private candidates) for the
secondary and higher secondary school examinations in the months of March and October and the
number of students (except for the examination fee) Form No. 2 should be given separately in the
sample.

Form No. 3: Information about the amount of fee and the number of students to be collected from the
students appearing for the examination as external students (private candidates) up to class 9 Form
No. To be given in 3 (Secondary School Code Rule No. 36(2)).

Form No. 4: The amount of tuition fee to be collected from the fee-paying students of the school in this
financial year should be given in Form No. 4. This information should be grade-wise.

Form No. 5: Form No. In the period mentioned in 5, the amount of tuition fees of students of all grades
that was recoverable, and the amount deposited in the actual salary bank account should be given in
that month.

Form No. 6: Details of items of expenditure allowed as vouchers in one copy Form no. 6 should be
given in the form.

Form No. 7: Details of Term Fee Expenditure Form no. 7 should be given in the form.

Form No. 8: Wage Subsidy and Wage Expenditure Information Form No. To be given in 8, the totals of
salary expenditure and subsidy received (salary) should match each other. Care should be taken that
all the columns in the form are filled.

Form No. 9 and 9A: Every teacher or non-teacher in the school Information about the actual salary and
allowances paid to the employees during the period from 1.4. 19.. to 31.3. 19.. Form no. 9 should be
given in (financial year from 1st April to 31st March) separate table should be used for each employee.

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Thereafter, a copy of the information form no. 9 should be given in A. The information of each teacher
and non-teaching staff in this form is required as per the salary bill.

Form No. 11: Average form of each class in junior college of school no. 11 should be given in the
sample.

Form No. 12: Information about the leave granted to the higher secondary school employees of the
school in the year 19 excluding minor leave Form no. Should be given in 12.

Form No. 13: The school should issue a certificate that the building rent has been paid to the building
owner as per the building rent receipt. A copy of the rent receipt should be attached. Also, the
information regarding the building rented by the school form no. To be given in 13.

4. All the above documents should be affixed in one copy according to the given number and submitted
to the office by 31st August.

(5) In the year.... or earlier in this year, the unaided schools, to which 25, 50, 75, and 100 percent
subsidy has been sanctioned, shall submit the accounts of the year... in the above specimen form to
the Education Officer. should be submitted in the office of the secondary department.

3. New change in grant

In 1967, there was a major change in the grants received by schools. Secondary School Code Rule no.
81.1 provides for the existing mode of grant.
3. New change in grant
In 1967, there was a significant change in the grants provided to schools. Secondary School Code Rule
no. 81.1 outlines the existing mode of grant, which includes the following methods:
Method of grant
(1) 100% subsidy on wages and allowances.
(2) School building rent- 100 percent subsidy is available.
(3) Ex-salary grant is 12 percent of the expenditure eligible for grant.
Additionally, the government provides 1% to urban schools and 1.5% to schools in rural areas as a
development fund for improving schools. However, the institution-managers in urban areas and 1.5%
to the institution managers in rural areas must pay an amount equal to the subsidy received to the
school development department.
The Director of Education, through circular No. Amasha/3992/39261/Salary/16 C dated 22 July 1992,
published details regarding the new formula for non-salary grant. From the financial year 1992/93, non-
wage subsidy will be given according to the developing index, replacing the old non-salary subsidy
formula.

1. School Area

In order to support the development of secondary schools in tribal areas, these schools have been given
the maximum marks. After this, schools in other areas such as rural, urban slums, etc., have been given
marks. The new scheme aims to reduce the non-salary grants to old schools in urban areas as they are
already well-developed.

2. School Age:

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Secondary schools that have been established and subsidized for more than 50 years are well-equipped
and hence given 0 marks. However, newly emerging secondary schools that are financially weak and
have been in existence for just 10 years are given 5 marks.

3. School Size:
The size of the school is based on the number of pieces. Schools with more pieces receive fewer marks,
whereas those with fewer pieces receive more marks as shown in the table.

4. Proportion of Backward Classes in Schools:

If the percentage of children from backward classes is higher in the total number of children in the
school, higher marks are given.

5. Number of Girls:
If there are more girls in a school, it is given more marks.
If you think about it closely Marks
(1) Development of tribal schools 5
(2) Development of new schools 5
(3) Less pieces 5
(4) Disability of backward class children 5
(5) Development of girls 5
A total of 25 marks are available and secondary schools that meet the above five criteria will receive
more marks and grants.

4. Audit/Preparation:
(1) If there is an expenditure budget in the headmaster's office and expenditure is planned according
to that budget, there should be no issues.
(2) Eligible expenditure items and expenses not eligible for subsidy should be listed as per the revised
list published by the education department. (See Secondary School Code Rule No. Schedule A,
B, 89. 1 (2).) School expenses should be planned accordingly.
(3) A budget for term fees should be prepared.
(4) School Development Fund:
(5) An amount equal to 3 percent of the total grant-in-aid of the school is deposited in the
Development Fund account every year.
(a) The school development fund should have a separate account in the bank. Grants sanctioned
for development funds and share of the organization should be deposited in this account and
used for the following purposes.
(b) New construction of a school or addition of rooms to an existing building
(c) Repair of building
(d) Purchase of science literature equipment
(e) Purchase of audio-visual and educational materials
(f) Sports competitions, purchase of sports equipment
(g) Purchase of books, wooden furniture materials for the library.
(See the school budget chart on the next page.)

5. Precautions to be taken by Principals:

(01) School expenditure should be spent only on subsidized items.
(02) Maintain the technique of "Do not leave unless called by the account".
(03) The travel allowance approved by the Education Department should be tabulated at the
appropriate rate and in the appropriate format with reference and added to the expenses.
(04) Changing the headings of items of expenditure while recording them technically renders the said
amount invalid.
(05) All expenses incurred for the institution shall be inadmissible.
(06) Students' school fees, other fees, and teacher's notice pay should be deposited in the respective
account (joint account Principal + Education Officer) on time.

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 (07) In case of purchases of more than Rs.500/-, quotations should be kept.

School Budget Year 19 - 19 -

12% grant expenditure:

Sr. No. Account Last Year 19 - 19 - Year Start 19 - 19 -

Name Accumulated Direct Direct Accumulated Estimated Remark
Approx Deposit Expenses Approx Cost

✓ Prepare the fee budget accordingly.

✓ Always follow orders not to use school development funds unless you have received permission from
the Education Officer, Secondary Department in case of urgency.
✓ The school committee meeting should approve the budget.
(8) Deposit the amount of junk sale in the bank.
(9) Commission for books purchased for the library should be shown in the bill at the time of purchase.
Books should be entered in the library register on the back of the bill and their numbers should be
written and signed by the principal.
(10) Signatures of the Chairman School Committee, Chairman, on the traveling allowance bill for the
traveling expenses of the headmaster.
(11) Monthly deposit should be placed before the school committee and approved.
(12) Deadstock register should be reconciled twice a year. The decision taken by the school committee
regarding non-existent items should be recorded in the deadstock register.
(13) Leave resolutions other than minor leave of teachers and non-teaching staff should be properly written.
Leave, if granted, should be recorded in the service book.
(14) Records of attendance sheet and average attendance of students should be properly maintained.
Fees should be collected from students who are constantly absent as well as those who have less
than 75 percent attendance.
(15) Entries should be made in the trunk call book like trunk call bill. Trunk Call A drunk call in a villa should
be mentioned in red ink whether it is private or school. If the money has been recovered, such a remark
should be written against the relevant entry.
(16) Expenses should be paid as per the school building rent certificate.

E.B.C. Fee Waiver Document Verification Guidelines:

1. The annual income limit for E.B.C. scheme is Rs.4800/- for secondary level and further education
and Rs.10,000/- for secondary level.
Concession of fee waiver in case of government employees, employees of local bodies (except
Municipalities), agricultural universities and secondary, college, non-teaching employees in the case of
income limit consideration of their basic salary even after raising the annual income limit to Rs.15000/
will continue.
Applications/forms for obtaining student concessions/scholarships from the concerned department
should be called for every year within the prescribed period (within 30 days) from the commencement
of the school and from the admission of the students to the school. The applications of all the eligible
students should be filled timely.

2. Care to be taken while filling fee waiver form

(1) The E.B.C. application form should be filled carefully, accurately and correctly by the parents of the
students based on the instructions given by the Education Department from time to time.
(2) The applications received from the students for concessions should be carefully scrutinized, and
the prescribed application form 'A' should be prepared along with all other statements and
information called for by the Education Department.

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(3) It should be ensured that the income certificates bear the signature, stamp and date of the proper
officer.
(4) Children and widows of soldiers should obtain a certificate from the President, District Soldiers and
Airmen's Board that they are eligible for this fee waiver.
(5) While accepting applications and documents, the date of filing should be entered on them and
recorded in the register. Applications without filing date will not be accepted.
(a) Educational concession for economically backward students Income limit Rs.4800/ and
Rs.15,000/ In respect of this scheme, the student from rural division should provide income
certificate signed by one of the following officers.
Income Certificate Issuing Officer (For Rural Students)
1. Sarpanch of a local or group gram panchayat.
2. President of Local Self-Government.
3. Gazetted Officer of State Govt.
4. Officers of the grade not below Grade III in the Revenue Department.
5. Magistrate.

(b) Civil category students are required to submit proof of income from one of the following.
1. Gazetted Officer of any department.
2. Magistrate.
3. Justice of Peace.
4. Children and widows of soldiers should obtain a certificate from the President, District Soldiers
and Airmen's Board that they are eligible for this fee waiver.

5. While accepting applications and documents, the filing date should be entered on them and
recorded in the register. Applications without a filing date will not be accepted.

6. Applications from students must be submitted to the Head of the concerned school within 30 days
from the beginning of the school year. However, for children who are enrolled after the
commencement of school, this 30-day period is to be counted from the day of their admission.
Applications received after the due date shall not be accepted under any circumstances.

7. Every application must contain the number and date of birth of the total number of siblings and
siblings of the student.

8. In case the mother/father of a student is deceased, the death certificate should be provided. If the
student is staying with the parent, an affidavit should be taken. Also, on the application form and on
the award, a remark should be made in front of the name of the student that says, "Mother/Father is
deceased". At the time of form verification program, death certificates should be kept. First, you
should check the form by following all the above instructions.

Similarly, separate forms should be filled for the following eligible students.

(1) Certificate from Group Education Officer in case of students whose parents are primary teachers
(mother or father).
(2) Forms of children of State employees (income proof of their officers)
(3) Secondary Teacher's Children's Form (Headmaster's Certificate)
(4) Affidavit (for girls only)

The students availing the benefit of this scheme should attach the income certificate of the concerned
authorities where their parents are in service. The certificate should contain the name of the parents

116
 and the annual income of the previous year. The signature and seal of the concerned authorities should
be affixed under the certificate.

Various applications for fee concessions are scrutinized by the Department of Education and then fee
concessions are accepted as per the application. The total number of applications submitted is divided
into the following categories:

(1) E.B.C Concessionary Students Class wise

(2) Children of primary teachers
(3) Children of secondary teachers and non-teaching staff
(4) Children of State Government employees
(5) Children of soldiers
(6) Girls

If some applications are rejected, the same is communicated. In this way, it is necessary to inform the
parents of the rejected children immediately. As soon as the order of approval is received, the tuition
fee of the concerned students is received from the education department, and it is necessary to prepare
and send the related bills immediately.

Instructions regarding preparation of award bills

(1) While making the award, it should start from Class I and all the students should not be together
(Batch A, B, C, D). That is, the names of the students in the classroom should be written in order.
Each category should have a separate entry in the award accordingly. Names of students from more
than one grade should be written on one page on the award.

(2) A separate award should be used for each scheme.

(3) All the items in the bill must be filled.

(4) The average attendance of each student must be at least 75 per cent.

(5) The bill should record the working days of the school and the total days of attendance of the
students.

(6) A separate certificate for each scheme should be attached to the bill. If there are no certificates,
the bills are returned. Bills are delayed.
4. Reasons for form rejection
(1) Forms are incompletely filled by students.
(2) Wrong information is filled.
(3) Income certificates signed by the Sarpanch are not submitted.
(4) Signatures of the student / guardian, mother / father are not present at the appropriate place.
(5) If the father is not alive, the 'father not alive' certificate shall not be attached.

(6) If thumb is raised at the place of signature of mother/father/guardian then 'Dastur' is required. It must
be given. 'This is the impression of the thumb of the left hand which he has made before me' should
have been signed by the witness.
(7) The date of birth of the child filling the form and the date of birth of the third child are also considered
important. The date of birth of the child coming to school should be written in the General Register.
Failed students do not get the benefit of fee waiver. Forms of such students should not be accepted.
18 . Affidavit for girls

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(1) An affidavit should be filled by girls.

(2) All fields in the affidavit must be filled in.

(3) Girls who fail or stay in the same class for more years do not get the benefit of this scheme.
(4) If there are more than 3 siblings in total, those girls do not get the benefit of this scheme.
(5) The total number of siblings should be written on the affidavit.
(6) Girls need no proof of income other than affidavit.
(7) 75 percent attendance is required.
(8) Academic progress and conduct should be good.
4.4.6 Maharashtra Provident Fund Nomination Letter
1. Introductory
The Government has prepared a regulation regarding the Maharashtra Provident Fund, and it has been
published in the form of 'Maharashtra Provident Fund Rules 1977'. The rules in this manual should be
read carefully and followed accordingly. Similarly, the provisions of this regulation should be brought to
the notice of the school staff and checked from time to time to see if they are being followed. As you
know, nomination form is very important in Maharashtra Provident Fund. According to this prospectus,
the nominee/persons can easily access the capital deposited and stored by the subscriber after the
subscriber. This is an important document and must be preserved.
The financial year for this fund is from April to March. In the last week of the month of February of every
year, the Principal should ask the Principal whether he wishes to change his subscription or how, if not,
it should be done in writing and the nomination form should also be brought to his notice and ensure
that it is correct. Mainly the following points should be noted in this regard. While requesting a new
account number, the documents should be verified and sent to this office.
2. Completion of Nomination Letter
(01) All full-time teaching, non-teaching staff who have accepted the Retirement Pay Scheme participate
in the scheme (Rule No. 2(7) of 1977 Rules)
(02) Salary Fund (as defined in Rule 2(12))
(03) Family means in the case of a male subscriber his wife Children and widow of deceased son and
his children and in case of female subscriber includes husband, children and widow of deceased son
and his children.
(04) In view of the above definition of family, it is necessary for the subscribers who are family members
to nominate the person of the family as per above 3.
(05) Subscribers who are not family members can nominate mother, father, sister, brother, etc.
(06) Item No. in Appendix 'D'. 10 Whether the subscriber has a family or not must be correctly stated as
yes/not as per the item. Actually, it depends on these matters which nomination form needs to be filled.
(07) The Headmaster's proposal must be countersigned by the Headmaster and the Headmaster's
countersignature must be attached to the school employee's proposal.
(08) No paper on the proposal shall bear corban signature of anyone (Registrar, Principal, Witness,
etc.). All signatures must be on a separate paper (copy). (as many copies as separate signatures)
(09) Witnesses should be school employees. His first signature and below his signature should be his
full name and title.

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(10) In case of death of the subscriber, the account no. The amount is payable to the person/persons
mentioned in 1. Sr no. If the person specified in 1 dies before the subscriber, the amount is payable to
the other person/persons specified in the next clause. It is mandatory for the subscribers to take
appropriate action as per the case at the right time as per the requirement.
3. Nomination Statement Letter
(1) A subscriber who has a family and only one person is to be nominated,
(2) A subscriber who has a family and wishes to nominate more than one person,
(3) A subscriber who has no family and wishes to nominate only one person,
(4) A subscriber who does not have a family and wishes to nominate more than one person, shall fill
nomination form.
Item No. in Appendix 'D'. According to 10, take the appropriate statement from the above and fill in the
information in column no.1 of that statement.
If the above B/D statements are used, it is necessary to mention the amount of share of the person to
be directed in Account No.1.
In general Madness/Divorce/After Marriage, etc., those who do not have a family should write After
Marriage in the 4th column of above A/A and 5th column of B/D.
Names of nominees should be mentioned in the 5th column of above A/A and 6th column of B/D after
the person in ear no.1 to facilitate payment of this amount to other persons. If there is more than one
person in this, the share to be given to them should be mentioned. In this, those who have a family
should mention the names of family members (husband/stepfather/children) and those who do not have
a family should mention the names of parents, sisters, brothers, etc. Sr. No.. Name in 1. Sr. No.. It
should be noted that it will not come in 5/6.
The full name of the nominee, the relationship of the subscriber to him, his complete address should be
mentioned clearly.
4.4.7 Business Tax Audit
1. Introductory
Business tax is a mandatory deduction from the monthly salary paid to teachers and non-teaching staff,
as per the government's specified rate mentioned in Proforma No. 2E. The Business Tax Officer is
responsible for ensuring that the deduction is accurately calculated and reported. If any discrepancies
are found during inspection, the employee is required to pay the missed amount along with a penalty.
2. Preparation of forms for inspection
To prepare for the inspection, the Business Tax Assessing Officer sends a letter with all the required
details. To avoid any confusion and save time, it's essential to prepare the necessary information in two
forms:
Table 1: a monthly statement form and
Table 2: A consolidated statement form for the entire year. Based on this information, the tax paid is
calculated using Business Tax Authority Form No. In 6, and a certificate is issued with the remaining
balance tax.
Sample No. 4 was issued to Mr. Principal after he appeared in response to the notices and submitted
the salary payment schedules and table in 1B.
Total Tax Payable 2412/-
Tax Paid 2412/-

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Balance payable tax empty
Send blank demand sheet.

Place Signature
Date Professional tax officer.
Stamp

The Director of Education Maharashtra State Pune, 41001 vide circular dated 3-8-1991 has ordered to
deduct business tax at the revised rate on wages.
Business tax is to be deducted at the specified stage of salary. The Government has fixed the rates of
business tax with effect from 1/4/1989 as shown below.
3. Business Tax Revised Rate Schedule
As on 1-4-1989

Sr. No. Gross salary limit per month Businessman

1 Less than Rs.800 Rs 00/-
2 Rs 800 to 1199 rupees Rs 15/-
3 Rs.1200 to Rs.1499 Rs 20/-
4 Rs 1500 to 2499 Rs Rs 30/-
5 Rs.2500 to Rs.3499 Rs 40/-
6 Rs 3500 and above Rs Rs 50/-

4. Business tax exemption for teachers with disabilities

Disabled teachers and non-teaching staff are exempted from business tax. However, they need to attach
a civil surgeon's certificate to prove the extent and reason for their disability, along with their pay slip,
and obtain approval from the department. Only then will the business tax be waived.
4.4.8 Income Tax Audit
1. Introductory
Salary bills are sent to the Superintendent of the Salary and Provident Fund Department under the
signature of the principal. The principal is responsible for all entries in the payroll. Bills are prepared and
sent as per instructions received from the Superintendent of the Pay Squad regarding amounts to be
paid into government accounts, such as provident fund, insurance premium, income tax, business tax,
loan instalments of cooperative credit societies, subscription, interest, etc.
Before the month of February, there is a circular from the Superintendent of the Pay Squad regarding
Income Tax. The income tax certificate table should be attached with the 'February Paid in March' bill;
otherwise, the salary will not be approved. In such cases, all the bills of the year have to be drawn,
including L I. C., National Saving Certificate 5 years tenure, National Saving Certificate 7 years tenure.
After summing up the amount equal to 20 percent and the amount of National Savings Certificate 87 in
such a way as to get 100 percent tax exemption, it is necessary to decide whether the teachers and
employees are eligible to pay income tax or not. From the year 1989-90, all the principals and taxable
teachers have to pay income tax every month from the salary slip. If the income tax is not paid from the
salary slip, the principal can be punished and fined as the salary drawing officer."

2. Income Tax Information

(1) Section no. 203 to get Tax Deduction Account Number as per May. Apply to the Commissioner of
Income Tax.

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 (2) After receiving the Tax Deduction Account Number, that number should be written on each invoice
(certificate, invoice).
(3) After deducting tax from salary Form No. 16, The tax deduction certificate should be issued within
one month after the end of the financial year.
(4) Details of tax deducted every month in Form No. 23 should be reported.
(5) The teachers, staff should inform the principal every month about the income received from all
the items:
(6) An employee whose total income is above Rs.50,000/ in a financial year should apply for
permanent account number before the end of the financial year.
(7) The General Register Number (GIR) given to the income tax account to the taxpayer should be
written at the time of correspondence.
3. Read on for more context
Income tax on salary Shri. or Vs. In this book, Gandhi has given detailed information about how to levy
income tax on his salary if he is a salaried person. It includes what matters should be considered while
levying income tax, what exemptions can be given in income tax on salary, and other related matters.
Principals must refer to this book for accurate income tax assessment.

4.4.9 Deadstock Register Inspection

1. Introductory
This register records the immovable and movable property of the school. The goods purchased through
school grants are owned by the government and are then transferred to the principal. This register
should contain entries for the cumulative stock of those items, total cost, date of purchase, receipt
number, 'arrangement' authorization letter, cost of recovery, and balance of stock.

2. Entries in Deadstock Register

The deadstock register can be maintained in two ways:
(1) Deadstock Register - All entries combined
(2) Deadstock Register - Entries of goods separately
Goods or goods purchased from school grants should be recorded under the same order, with their
prices presented alongside. The year and month of purchase should be noted, along with the total price.
This method allows for understanding the stock of goods in the school and its price but does not provide
details about the number of items, such as the quantity of desks, tables, or items that need repair. To
address this, entries in the deadstock register should be written according to the register serial number.
Additionally, for goods purchased through subsidy, two pages should be dedicated to each item, with
the item's name written on those pages (e.g., desk, table, chair, fruits, cupboards). Items of the same
type should be recorded sequentially under that name, and each item should be numbered (e.g., desk-
1, desk-2, desk-3). This method allows quick access to information about the quantity of items, items
that need repair, and items that have been auctioned. It also enables the calculation of the total items
in the school and their cost, and facilitates the reconciliation of goods, which should be done every six
months, specifically at the end of September and March.
Income tax on salary Shri. or Vs. In this book, Gandhi has given detailed information about how to levy
income tax on his salary if he is a salaried person, what matters should be considered while levying
income tax, what exemptions can be given in income tax on salary and other matters. Principals must
refer to this book for accurate income tax assessment.
3. Method of Keeping Records of Goods
A deadstock register should be kept in the form given herewith. Buy a printed copy or take a 200-page
quire book and draw a register but ensure that all the columns are included.
(1) Description of goods Cupboards, tables, chairs, tape recorders etc.
(2) Authority to purchase Write the right to purchase that item. Write the
designation and date of purchase date

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 (3) Number or quantity Write the number of digits.

(4) Price Desk 50, cupboards 5, etc. total cost as per cash bill
purchased (not including transport charges)
(5) Short signature of an officer of the office.
"Please make a note of the following instructions. Sections 7 to 10 require clarification regarding the
subsequent actions taken with the purchased item. Was the item arranged or disposed of? What was
its condition? Was it damaged? Subsequently, when it was sold, what transpired? Was the payment
received? Failure to receive payment may lead to concerns about bad accounts.

In accordance with the school committee's resolution for purchases, quotations are mandatory.
Similarly, any decision to arrange or dispose of an item must be proposed in the school committee by
the principal and secretary. Following a decision by the school committee, the item must be handled
accordingly. If there's a decision to sell a damaged item, it must be auctioned. The proceeds from the
sale should be deposited in the bank, and accounts should be updated from 7 to 9. If an item is lost
without payment, a resolution must be passed during the school committee meeting, and a note should
be made in the comments section, including the resolution number, date, and the total cost of bad
accounts.
Before recording the inventory balance in Sr. No. 11, all items must be reconciled. Any missing, lost,
damaged, or stolen items should be documented."

Sample Dead stock or movable goods register

Sr. Description Purchase authority Number of Price Signature initials of head of
No. of the item and date of purchase quantities Rupees Paise office
1 2 3 4 5 6

What number or Certificate The amount Amount Remaining goods in Signature Remark
quantity and type or Quantity recovered and deposited stock of Head of
of arrangement and the date of in bad Office
was made Voucher deposit in the accounts Initials
treasury
Rs Paise Amount Rs Paise
7 8 9 10 11 12 13

The school committee should keep a list of items left in the school and make decisions regarding those
items. These decisions should be noted in the resolution. The total cost of the materials left in the school
should be calculated and recorded. The principal should sign Section 12. Section 13 is crucial for the
deadstock register and the principal's responsibilities. The school committee resolutions, decisions, and
dates should be written in that column. This is important for security purposes.

Regarding the purchase of goods:

1. Purchases should align with the expenditure estimate made in June.
2. The matter should be brought up in the School Committee before making a purchase, and
purchase approval should be obtained.
3. Three quotations should be sought for the goods.
4. Orders in writing should be placed with the merchant who can supply the required goods at the
lowest price as described by us.
5. Payment for the goods purchased should be made by cheque.
6. Cash receipts should be affixed with a revenue stamp.
7. Upon the arrival of the goods at the school, they should be checked and weighed.

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 8. Deadstock should be immediately registered, and the items should be numbered with white oil
paint. The name of the school and the year of purchase should be written on them.
Question
1.State the major types of school inspection and explain what is observed during school inspection.
(2) What preparations will you make in terms of school annual inspection?
(3) How to prepare documents required for Peon acquiescence (Staff Schedule)?
(4) For what reasons are the pay bills returned by the Superintendent, Pay and Provident Fund Team?
(5) As the Principal, what care will you take to ensure timely payment of salaries to all the teachers and
staff of the school?
(6) Write the utility of deadstock register.
4.5 Summary
The education department plays a crucial role in enhancing the quality of schools. During the annual
school inspection, the department oversees:
1. Academic guidance.
2. Financial investigation.
3. Inspection of school records.
The headmaster should plan ahead for the inspection. Salaries for old teachers and non-teaching staff
are approved at the beginning of the academic year until the end of August. Newly appointed teachers
undergo inspection by a three-member committee, and all necessary documents should be completed
for this process.
The school must prepare and send salaries of teachers and non-teaching staff to the Superintendent of
the Salary and Provident Fund Team accurately and on time. Proper allocation of tasks is crucial for
sending bills by post and for the preparation of bills by the payroll clerk. The government grant received
by the school should be used for subsidized wells, and any changes in government grant formulas and
schemes should be noted.
The education department provides fee waivers, scholarships, and other concessions for E.B.C.
students. The school should collect applications from the concerned department and submit them on
time for eligible students. Business tax is deducted from the pay slip every month as per government
regulations, and this deduction is checked by the Business Tax Officer.
Principals should have detailed information about income tax on salary, including factors to consider
and items that can be exempted. The school's immovable and movable property is recorded in the
deadstock register, which is to be maintained permanently as the government owns goods purchased
through government subsidy. All account sheets and necessary documents should be submitted during
financial inspections by the Education Department, Secondary Department, and District Council.

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 Unit 5: Study of Regulations Related to School Management
5.1 Curriculum issues
(1) Secondary School Code (SS Code)
(a) Objectives
(b) Nature of Control
(c) Composition and provisions
(2) Maharashtra Private Schools Employees (Conditions of Service) Exchange Act 1981
(a) Necessity
(b) purpose
(c) Sections of the Act
(d) Regulations made under law.
(3) Secondary Schools Code and Maharashtra Private Schools Employees (Conditions of
Service) Exchange Act
5.2 Objectives
After studying this unit, you should-
✓ The need for and importance of a thorough study of the Secondary School Code can be said.
✓ The rules given in the Secondary School Code regarding the functioning of the school may be
stated.
✓ The structure of the Secondary School Code can be explained.
✓ The necessity and importance of the Maharashtra Private Schools Staff (Army Conditions)
Exchange Act 1981 can be stated.
✓ Sections of this Act may be stated.
✓ Uses of important rules in the rules framed under the law can be mentioned.
✓ Similarities and differences between the Secondary Schools Code and Maharashtra Private
Schools Employees (Conditions of Service) Exchange Act can be mentioned.
✓ Secondary Schools Code and Maharashtra Private Schools Employees (Conditions of Service)
Exchange Act can be used properly.

5.3 Introduction
From the very beginning, the government has kept its position distinct about the responsibility for
secondary and primary education in India. Primary education was considered more important.
Therefore, since primary education is the priority responsibility of the government, primary education
has been mentioned in the Constitution of India as well.
Although the government is taking the position that secondary and higher education should be available
to a maximum number of students, not all states in India have accepted the responsibility of making
secondary education universal, compulsory and free. Some states have adopted this responsibility by
law. The government has not accepted the responsibility of secondary and higher education in
Maharashtra by law. It was recommended in Wood's book (1854) that 'if secondary education is desired
by the people for their sons and daughters, the people should open schools and the government should
recognize and, if possible, give financial aid (subsidy) to those schools on certain conditions'. Accepting
this recommendation, the rules of recognition were laid down and the first 'Code' i.e. Regulations was
prepared in 1859. Sir Alexander Grant laid down well-organized rules for financial assistance and the
Grants-in-Aid Code was enacted on 21 February 1866. So far, many changes have been made to this
grant code. After the monolingual state of Maharashtra came into existence (year 1960), 'School Rules'
were unified in 1963 for all the divisions of Maharashtra. The rules and sub-rules have been added due
to the changes and disclosures made in these rules from time to time.
The Secondary School Code contains administrative instructions, orders, ordinances and acts
published by the government from time to time. But despite the existence of the Secondary School Code
to guide the ever-evolving field of secondary education, many problems have arisen with the expansion.

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In order to solve them, in order to create efficient and equitable management, the demand for an all-
inclusive law for secondary education has been going on for many years through all educational
organizations. As a result, in 1977, the Government of Maharashtra passed the Education Act,
Maharashtra Private Schools Employees (Conditions of Service) Act, 1977 (No. 3 of 1978). Hon. After
obtaining the assent of the President, this Act was gazetted on 20 March 1978. Acts framed under this
Act came into force on 15 July 1981.

5.4 Discussion
5.4.1 Secondary School Code (SS Code)
(a) Objective
Secondary education in Maharashtra is mainly managed by non-governmental organizations. The
school rules specify the conditions under which 'recognition' and 'grant' should be given to secondary
schools which have been or will be run by the private sector. This means that the regulation aims to
'regulate secondary education in all its aspects'. The principle underlying the Grants-in-Aid Code is
stated in the introductory note to the revised Secondary School Code as follows.

The grant system was started in the year 1859. Its original objective was and still is today, to encourage
private or spontaneous efforts in the field of education and reliance on local resources, regardless of
the amount of support available from state government funds. This has been stated as a basic principle
of the Grants Code. An important formula in the grant-in-aid system is that managers of government-
aided institutions should bear some of the cost burden from their funds.

(b) Nature of Control

The nature of the control of secondary education by the government today can be seen if we look at the
subjects in the secondary school code. Form of management board, service conditions of teachers,
appointment and powers of principals, school architecture and equipment, In this secondary school
code we find rules, recommendations and instructions not only about the curriculum and examinations,
holidays, disciplinary rules for teachers and students, school notebook but also about the pictures of
famous people in the school.

(e) Composition and provisions

There are four chapters in the present regulation.
Chapter 1: In the first chapter definitions are given. 19 definitions related to secondary school,
headmaster, trained teacher, etc. are given in this chapter.

Chapter 2: The second chapter consists of eight sections with a total of 56 rules. (Some rules have
sub-rules.)
(1) In section 1, rules 1 to 7 relate to recognition of schools. • It contains rules regarding the procedure
for opening a new school, conditions to be met for approval, when approval is withdrawn, who
has the authority to grant and withdraw approval, etc.
(2) In section 2, the broad rules (8 to 12) relating to management are laid down.
(3) Admission and withdrawal of names of students in Section 3. There are rules of procedure in this
regard. Principals must be aware of these rules. All these matters are technical and administrative
in nature and many responsibilities have been placed on the principal. There are many details in
this matter such as checking that the certificates of previous schools are correct and correct while
admitting students, and providing certificates while withdrawing names, procedures and records
in case of removal of a student.
(4) In section 4, there are sections Examinations and Passes and Syllabus and Textbooks. The
education department has made its model rules regarding passing. (They are given in the seventh
appendix.) Managers must use government-approved textbooks and implement government-
approved curricula in schools. Rule 45 (sub-rules 1-7) is related to religious education and aims
to keep the education system secular. Also, Rule 45 (Sub Rule 8) moral and social values by the
school Schools are required to impart the necessary education to inculcate in the students and to
develop their attitude and outlook properly.
(5) Section 5 deals with provisions to be made regarding health and medical examination of students.
(6) Section 6 deals with fees and scholarships. A list of 22 items has been given regarding the
purposes for which the 'term fee' collected from the students should be appropriated. It includes

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 medical check-ups, school periodicals, examination expenses, festival functions, educational
trips, academic competitions, sports, scouting-guiding, vocational guidance, student library,
newspapers, magazines, extra-curricular programs etc. This list guides what the school should
do for student welfare.
(7) Section 7 contains provisions relating to school sessions, daily and weekly hours of work, and
holidays. The education department expects that the schoolwork should run for 250 days in a
year, and the actual teaching work should be 195 days. (Rule 52.2)
(8) Section 8 contains rules regarding discipline. All rights in that regard are with the principal.
Aspects of student discipline include regularity, obedience, modesty, politeness in speech and
behaviour, and cleanliness of body and dress.

Chapter 3: Conditions of service of teachers and staff, office and that's what annual inspections are all
about. This chapter has four sections. This issue is especially important for teachers and principals.
Because of the appointment, service conditions, leave, severance and retirement of teachers and
employees, compensation to be claimed and received by managers if fired without cause, as well as
the appointment of principals and supervisors, discipline to be followed by teachers, etc. Rules No. 57
to 82 come in three sections. They cover more than one-third of the school rules. In Section 4, there are
rules regarding records and annual inspections.

Chapter 4: This chapter is narrow. Sections 1 to 3 of it deal with various types of grants (maintenance,
building and others). They have three appendices. It contains the details of which expenditure is eligible
for subsidy and which is not eligible for subsidy. The same section contains 1 to 25 supplies containing
samples of different tables.
For example, application for approval, certificate of leaving school, certificate of dismissal of a teacher
from service, procedure for dismissal of a teacher and inquiry thereof, table of confidential reports on
teacher's work etc. are given. Also, there is information about the salary scale and allowance rates of
teachers and staff. Appendix 7 contains the model rules for passing or promotion, Appendix 12 the
powers of principals and Appendix 3 the rules relating to the constitution and terms of reference of
School Committees and Education Committee. There are 49 appendices in this sub-section and
clarifications and disclosures of rules in the rules are given in it.
The rules have also not been structured on some special principles, with rational subject division. Rules
and sub-rules have been added as and when required.

5.4.2 Maharashtra Private Schools Employees (Conditions of Service) Regulations Act 1981

(a) Necessity
The Maharashtra Private Schools Employees (Conditions of Service) Regulations Act 1981 was passed
in response to the demand from organizations in the education sector for a comprehensive law for
secondary education in the state of Maharashtra. The aim is to establish efficient and equitable
management for secondary education. Principals of private secondary schools often encounter various
difficulties in management, leading to doubts and challenges. Therefore, it is essential for every principal
to be familiar with this law and its clauses in order to address dilemmas and problems in a fair manner.
Novice principals are particularly likely to face such challenges. Additionally, understanding this law and
its associated rules is important for seeking recourse in the courts for any perceived unfair treatment.
These rules provide safety and justice for teachers and non-teaching staff, and ensure that the
management remains strong, protected, and guided by the government, ultimately contributing to the
smooth operation of the school.
(a) Purpose: -

The Maharashtra Private Schools Employees (Conditions of Service) Exchange Act, 1981 was enacted
by the Government for the following purposes:
1. To provide stability and security in employment for the employees.
2. To regulate the service, recruitment, and terms of employment for the staff.
3. To ensure effective performance of duties towards students, parents, the institution, and society.

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4. To make the staff accountable to the management and contribute to the improvement of the quality
of education, while also defining their duties and functions in the public interest.
The Act aims to achieve the all-round development of students, parents, institutions, and society by
imposing legal regulations on institutions, teachers, and non-teaching staff.
(e) Sections of the Act
There is total fifteen sections in the Act.
Section 1: It mentions the name of the Act and that the Act is applicable in the entire state of
Maharashtra.
Section 2: The meaning of some selected word groups is explained. It includes employees, existing
private schools, school heads or there are definitions of Head, Management, Minority School.
Section 3: It states that the provisions of this Act shall apply to all schools i.e. aided or non-aided
schools. Also, information has been given regarding the provisions of service admission in minority
schools and other schools.
Section 4: This is about the terms and conditions of service of the employees.
Section 4 (a): It mentions the power of the Director of Education to hold an inquiry or to order an enquiry.
Section 5: Relates to Obligation on Management.
Section 6: Regarding the obligation on the principal.
Section 7: Regards Resignation of Employees.
Section 8: Composition of Tribunal The Tribunal shall consist of only one member.
Section 9: Filing an appeal to the Tribunal. This section deals with filing an appeal to the Tribunal
against such order where the management has dismissed an employee or reduced the status of a Peon,
demoted him or promoted him to another employee.
Section 10: This section contains the power and procedure of adjudication.
Section 11: It deals with the powers of the Tribunal.
Section 12: It mentions that the decision of the Tribunal shall be final.
Section 13: This section deals with punishment after conviction for failure to comply with the directions
given by the Tribunal.

Section 14: This article deals with the presence of lawyers.

Section 15: It deals with transfer of pending appeal.
Section 16: It mentions that the Government can make rules under this Act and the cases in which
these rules can be made.
(e) Regulations made under law
The Government of Maharashtra has issued regulations to provide further clarification in accordance
with the provisions of the Act. These regulations are explained through a total of 43 rules, covering
important elements and categories such as:
1. Qualifications and appointments, duties and discipline of Principal, Deputy Principal, Supervisor,
and Teacher.
2. Scale of pay and traveling allowances.
3. Categories of employees and seniority list.

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 4. Service book and confidential report.
5. All forms of leave.
6. Transfers, discharge certificate, termination of service, resignation.
7. Pension, provident fund, superannuation, re-service scheme, subsistence allowance.
8. Private tuition for full-time and part-time teachers.
9. Inquiry committee.
10. Procedure of inquiry committee, suspension, procedure for filing appeal, legal professional
presence before Tribunal.
11. Fines and penalties along with their types.
5.4.3 Secondary Schools Code and Maharashtra Private Schools Employees (Conditions of
Service) Exchange Act
The Maharashtra Employees of Private Schools (Conditions of Employment) Regulation Act, 1977 was
approved as Act III of 1978 and came into force on 15 July 1981. It is important to note that the
Secondary School Code has not been repealed despite the existence of rules framed under the relevant
Act. The rules governing the management of secondary schools are based on law and must be followed.
While there are similarities between the guidelines in the Secondary School Code and the regulations
framed under the Act, any differences should be resolved by following the provisions of the Act. The
Secondary School Code should be referenced for matters not clarified in the regulations.
Principals face various challenges in managing day-to-day operations of the school. They should use
the regulations and the secondary school code to make appropriate decisions regarding teacher
supervision, employee leave approval, logbook entries, employee misconduct, student and teacher
discipline. It is advisable to refer to the latest version released by the government and consult with
lawyers for further clarification on important issues.
Question
(1) Discuss in detail the statement 'Principals should thoroughly study the Secondary School Code and
the Maharashtra Private Schools Employees (Conditions of Service) Exchange Act, 1981 for efficient
management of secondary schools'.
(2) Explain the structure of the Secondary School Code.
(3) What are the important elements of a statutory regulation?
(4) Secondary Schools established in accordance with the Code and Act How to use the rules?
5.5. Summary
The management of secondary schools and the running of the school are guided by the Secondary
School Code and the Maharashtra Private Schools Employees (Conditions of Service) Exchange Act.
The Secondary School Code provides guidance based on various norms in four chapters. The
Education Act, 'Maharashtra Private Schools Employees (Conditions of Service) Exchange Act, 1977
(No. 3 of 1978) was passed by the Government of Maharashtra on the demand of educational
associations. This act consists of fifteen sections and aims to achieve holistic development of students,
parents, administrators, and society. The government has published regulations for the implementation
of the law.
Principals should study the Secondary School Code, and the rules framed under the law. Copies
published by the government should be archived. The Secondary School Code and regulations framed
under the Act are guiding and useful for the efficient running of secondary schools.

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