Internal Administration

2.1 Duties of the Head of the Institution:

It is the duty of the Head to exercise general control of the school and connected wings (like hostel, stores, farm, shop) in his charge; to maintain discipline among staff and pupils; to organise guide, stimulate and supervise the instruction; to prescribe approved text books; to take a regular part in the teaching work especially in classes and subjects in which his personal guidance is desirable as prescribed from time to time; to arrange for the games, physical education and other extra moral activities of the pupils; to see that all registers are regularly and accurately maintained; to keep precise accounts of all money entrusted to him and to see that they are properly disposed of in accordance with the rules laid down in that regard; and generally to promote the physical, intellectual and moral welfare of the pupils under his charge.

It will be the duty of the Head of the institution to ensure that:-

(i) the Annual Confidential Reports of all the ministerial staff is initiated by him by 15th of April every year (even in those cases where the ACR forms have not been received from the concerned official after having recorded his resume of work/self appraisal). The ACRs in such cases be initiated suo-motu and submitted to the reviewing officer by 22nd April. In the case of teaching staff the reports be initiated by 15th of September every year and submitted to the reviewing officer by 22nd September positively irrespective of the fact whether self appraisal/resume of work has been recorded by the teacher concerned or not. Such ACRs may also be initiated suo motu by due date and be submitted to the reviewing officer for further action.
(ii) the monthly vacancy position and quarterly establishment returns are submitted to the Directorate and District Education Office, by 7th of the following month.
(iii) the list of staff due to retire during the year to follow ending 31st December is prepared and submitted to the Directorate in the month of January every year.
(iv) the expenditure statement for the previous year and the budget requirement for the following financial year will be submitted to the District Education Office in the month of April.
(v) the institutional and numerical data as on 30th September will be submitted to District Education Officer concerned by last week of October every year.
(vi) the scholarship forms of students complete in all respect are submitted to the Directorate and to District Education Officer wherever applicable by October end every year.
(vii) the matters relating to Courts/Tribunal/Vidhan Sabha and disciplinary matters are attended on priority and in a time bound manner.
(viii) due permission is taken to start any new subject/stream of study (Commerce, Science etc). No stream is to be started if number of students studying in that particular stream (Commerce, Science etc.) is less than 20. Similarly, no subject is to be started, if number of students opting for the study of a particular subject is less than 10. Teaching of Punjabi as an optional subject for 9th and 10th classes be started, if number of students opting is 20 or more than 20 in each class. However, in case of sub-cadre /hard area, the criteria of enrolment for starting new stream /subject shall be 50% that of mentioned herein.
(ix) the employee under transfer/promotion are relieved within the stipulated time limit and are not allowed to continue beyond such time limit under any circumstances unless extension has been granted by the competent authority for specific period and the LPCs are issued. The salaries of such staff for the following month be drawn only from their new place of posting. It will also be ensured that no staff surplus/maladjusted to the sanctioned strength is retained in the institution except in cases where specific directions from the Government/ Director of Education has been received.

(x) all the teachers maintain teacher diaries mentioning therein yearly teaching details divided in four quarters subject-wise, class-wise and get it signed from the head in the first two weeks of academic session. Teaching task accomplished in the previous month will be got signed by the concerned teacher from the head in the first week of the next month.

(xi) a calendar of school, mentioning all the activities viz. beginning of the academic session, vacations, collection of dues, dates and timings of various co-curricular activities including sports, celebration of important days is prepared and maintained.

(xii) the school holds its annual function once in a year between September to February every year.

2.1.1. Every head of institution will ensure that all the teachers are given administrative as well as other co-curricular assignments by giving at least one administrative and one co-curricular assignment to every teacher.

2.1.2. School Magazine.- Every school will make endeavour to print its own school magazine. However, it is mandatory for all the senior secondary schools to print their own school magazine every year.

2.1.3 Celebration of National Days.-It will be the duty of the head of the institution to ensure that the students of the school take part in the cultural/ sports activities/ programmes on the occasions of Independence Day, Republic Day, Children Day and other days of national importance being organised at the State/District/ Local level. The head of the institution will prepare the students for these events and ensure their participation. They will also ensure that such functions are organised in their institutions on these occasions.

2.2 Corporal Punishment Authority:
Corporal punishment in any form, for any reason, is totally banned. However, the head of institution may impose special fine not exceeding Rs. 5/- in any one case, for breach of school discipline or misconduct which shall be understood to include un-punctuality, irregular attendance, use of bad language and slovenly habits as well as breach of school rules and such delinquencies so as to set a bad example. Written report of misconduct shall be sent to parents or guardian of the student.

2.3 Expulsion, Rustication & Suspension only for Classes IX upwards:

The penalty of expulsion or rustication of a student for serious misconduct may be imposed with the approval of the concerned District Education Officer. The period of rustication or expulsion shall not exceed one academic year. The head of the institution may suspend a student temporarily for misconduct for immediate deterrent effect and this punishment will be terminated if the student gives in writing a promise of good conduct in future along with an assurance of the student's good conduct by the parent or guardian failing which, the head may recommend expulsion of the student for one year to the concerned District Education Officer.

2.4 Class Promotion:

The class promotion shall be made by the head of the institution at the close of the year, in accordance with the criteria fixed by the Education Department from time to time. It has been decided not to allow double promotion in any class.

(a) No student shall be promoted to class IX of a High/Senior Secondary School unless he/she has passed the middle standard examination.

(b) The students declared successful in the middle standard examination are awarded Board Certificates and name of such students are carried to IX class if they want to continue studies.

(c) Similar is the position in regard to failures, whose names are automatically repeated in the 8th class unless they want to discontinue their studies.

(d) The names of the students who are awarded class promotions at the end of the academic year by the head of institutions shall be automatically carried to next higher class and in the case of failure, the names shall be repeated in the same class.

2.5 Pecuniary dealing with Pupils:

Teachers are not permitted to borrow money from students or their parents nor to have any pecuniary dealings with them in a private capacity.

2.6 Extra Mural Duties:

It is the duty of all members of the staff of a school to take a keen personal interest in all that tends to contribute to the physical, intellectual and moral development of the students, in the school games, in other co-curricular activities, and in the general conduct of the pupils outside the class room.

2.7 Private Tuition:

The Teachers in Government Schools shall not undertake any private tuition. Strict vigilance shall be maintained and those who force the students to attend/enrol for private tuition shall be penalised. It is general duty of head of institution that special coaching classes for weak students may be arranged before or after school hours. Nothing is to be charged from the students on account of such special coaching. All the teachers are expected to prepare the students in such a manner so that the students attain confidence and are able to develop proficiency and pass in different subjects.
2.8 Teaching Norms in Schools:

2.8.1 School Timings:

The duration of the school timings will be of six hours daily. There will be 9 periods (5 periods before and 4 periods after the recess) daily i.e. 54 periods a week teaching work in all the schools. However, the number and duration of instructional periods will be subject to change in the curriculum by the School Board.

Distribution of daily school timing will be as under:-

Morning Assembly ... 25 minutes
1st Period ... 40 minute
2nd to 5th Period ... 35 minutes
Recess ... 30 minutes
6th Period ... 35 minutes
7th to 9th period ... 30 minutes

The attendance of staff and students in the morning assembly will be mandatory.

2.8.1.(a). Winter Closing Schools:

Every Middle/ High/ Senior Secondary winter closing schools will start at 10.00 A.M. and close at 4.00 P.M. throughout the year.

2.8.1.(b). Summer Closing Schools:

Every Middle/ High/ Senior Secondary Summer Closing Schools will start at 8 A.M. and close at 2 P.M. during summer months i.e. from 1st April to 31st August, and during winter months starting from 1st September to 31st March, these schools will start at 10.00 a.m. and shall close at 4.00 P.M.

Note.-With the prior permission of the concerned District Education Officer the Head of the Institution may change the school timing by half-an-hour.
2.8.2 Minimum Teaching work-load in schools:

(a) Principal and headmasters will teach 6 and 8 per-iods per week respectively.

(b) School lecturer will teach minimum of 30 periods per week.

(c) Each TGT and C&V Teacher will teach minimum 36 periods per week.

Head of the institution can assign any extra teaching, administrative or co-curricular work to any of the teachers.

2.8.3. Subject-wise distribution of 54 periods per week :

A. Classes 6th to 8th :

Compulsory subjcts :

English 8, Maths 8, Hindi 6, Science 6,
Social Studies 6, Sanskrit 6.

Optional Subjects :

Drawing/Home Sc./Music 6,

Non-examination subjects :

Library 1, Moral Education 1,
Physical Education 4, Cocurricular Activities 2.
Total = 54 periods

B. Classes 9th to 10th :

Compulsory subjects :

English 8, Maths 8, Hindi 6, Science 6,
Social Studies 6.
Optional Subjects-I :

Drawing / Home Sc. / Music / Economics / Agriculture / IT Education 6.

Optional Subjects-II Indian Modern Languages :

Sanskrit/Urdu/Punjabi/Tamil/Telgu 6.

Non-examination subjects :

Library 1, Moral Education 1,
Physical Education 4, Cocurricular Activities 2.
Total = 54 periods

C. Classes Plus One and Plus Two :

Students of plus one and plus two classes will offer five subject as given under :


Non-Medical Group :

1. English 2. Physics 3. Chemistry 4. Maths

Fifth subject any one of the following:

Biology/IT Education/Physical Education/ Music/ Sociology/ Home Science/ Sanskrit/Public Administration/Geography/Psychology/Philosophy.

Medical Group :

1. English 2. Physics 3. Chemistry 4. Biology

Fifth subject any one of the following;

Maths/IT Education/Physical Education/Music/Sociology/Home Science/ Sanskrit/Public Administration/Geography/Psychology/Philosophy.
Commerce Group:

1. English 2. Business Studies 3. Accountancy 4. Economics
Fifth subject any one of the following:

Maths/IT Education/Physical Education/ Music/ Sociology/ Home Science / Public Administration / Geography/ Psychology/Philosophy.

Arts Group :

1. English

And any four of the following:

1. Hindi 2. Economics 3. History 4. Political Science 5. IT Education 6. Maths 7. Physical Education

8. Any one out of the following:

Music/Sociology/Home Science/ Sanskrit/ Public Administration/ Geography/ Psychology.

2.8.4 House Examination:

There will be two house examinations in an academic year for all classes. The first house examination for under matric classes will be conducted in last week of May and last week of August in winter closing and summer closing schools respectively. The second house examination will be conducted in last week of August and first week of December in winter closing and summer closing schools respectively. For plus two classes these two house examinations are to be conducted in last week of August and in first week of December, both in winter and summer closing schools. The progress report including marksheet of the house examination of the student and detail of attendance, conduct, and turnout will be sent to the parents after each house examination.

2.8.5 Students number in class:

The number of pupils in a class or section shall not exceed that for which accommodation is available in the class room, nor shall it ordinarily exceed 60 for classes 6th to 10th, and 80 in case of Plus One and Plus Two classes. A new section should be formed only, if in the opinion of the head of institution, the total number in that class, justifies it on grounds of efficiency, economy and feasibility.

2.8.6 Attendance of Teachers:

The attendance of the teachers shall be recorded regularly and punctually in a register kept for the purpose. Teachers will not leave the school premises during school hours without the permission of the Head. Whenever, the head of the institution leaves station on official duty or on leave, he must make an entry in the order-book and assign the officiating duty to the next senior teacher.

2.9 Time Table:

A class time-table of six hours daily teaching and 54 periods in a week, showing the routine of study for each day of the week, shall be displayed in each class room and a general time-table showing the work of all the teachers and classes and time table of each teacher will be similarly displayed in the Head's room and in the staff room.

2.10 Students Attendance/Registration:

(i) The Roll shall be called at the time when the school opens, and again at the beginning of the second meeting after recess. No blank shall be left and no pupil's attendance shall be marked after the roll has been called. When a pupil leaves the school due to sickness, or any other cause before he has completed 2 hours of secular instruction, his attendance for that school meeting shall be cancelled.
(ii) Correct admission number should be entered in each class attendance register to avoid complications while issuing School Leaving Certificates. This must be got checked once in a year by the Head of the Institution and every month by the checker of the register.

2.11 Fine for Absence:

Fine for absence will be as per government instructions issued from time to time. Name of a pupil, in any government school, who is absent without leave for ten consecutive school days or is continuously on sick leave for three calendar months, shall be struck off the roll and he shall not be re-admitted without payment of re-admission fee as per rates applicable.

2.12 Late Fee Fine:

A late fee fine at the rates as made applicable from time to time shall be charged from the students. If the dues remain unpaid for 10 consecutive school days, the student's name will be struck off the rolls for non-payment of dues.

2.13 Leave Application:

Leave of absence may be granted by the Head of the Institution and also by the class teacher (subject to maximum of three days by class teacher) on written application signed or attested by the parents or guardian.

2.14 Monitor:

One student in each class should be elected by that class/nominated by the class teacher to act as a Monitor (representative) and definite duties should be assigned to him/her in connection with the discipline and proper working of that class. He/ She should be given due regard.

2.15 Payment of dues:

All the school dues viz. tuition fee, boarding house fees, science fund, other funds and fines etc. must be paid simultaneously by the 10th of the month for which they are due, if it is a holiday on 10th or for a number of days including 10th, fees without late fee shall be realised at the rates as prescribed by the government from time to time on the reopening of the institution. Fine shall be levied for each day after the 10th till the dues remain unpaid. If the dues, together with the fine or fines imposed are not paid in full by 20th of the month for which they are due, the names of the defaulting pupils shall be struck off the rolls and he/she shall not be re-admitted until all school dues, including re-admission fee is paid:

Provided that when holidays intervene immediately after the 10th, late fee fine shall be levied from the date the institution reopens and his name shall be struck off after 10 days from such reopening.

Note.-(i) It is not compulsory for students to pay their fee for the vacation months along with the fee for the current month. The students, if they so choose, may pay fees for the vacation months in two parts viz., fees for 1st month of the vacation with fees for the current month and fees for the 2nd month of vacation along with fees for the next month after vacation or pay fee for two months immediately on the reopening of the institution after vacation without payment of any delay fine. If, however, fees are not paid on the day the institution reopens a delay fine at the rate prescribed in the article, should be charged from the day of reopening and further if the fees are not paid within 10 days from that day, the defaulting pupil's name should be struck off the rolls.

(ii) Fees and funds for the whole year can be paid once a year in lump sum in advance.

Audit Ruling

A school was closed for vacation on the 11th of April, and was to reopen on 5th of May. The student could not pay his fee within 10 days after the 10th of April. A question was raised whether his name should be struck off immediately after the 20th. The Examiner Local Fund accounts held, that the name should not be struck off within the vacation but only if the fees are not paid within 10 days of the re-opening of the school.

2.16 Age limit for admission:

No pupil who has attained the age of 18 years, in a High School and 20 years in a Senior Secondary School, may be retained in the school except with the sanction of the District Education Officer for exceptional reasons, if the education of a pupil has been unavoidably retarded.

2.17 Admission Note:

Pupils from privately managed schools or getting instructions privately at home seeking admission to Class VI to VIII of a school shall be examined thoroughly in all the class subjects, by the head of the institution and placed in the class for which they are found fit. The question and answer papers of the examination so conducted and the marks awarded, shall be shown to the District Education Officer at his/her next visit to the school.

2.18 First Admission:

Application for the admission of a child to a school for the first time in 6th class must be made in the prescribed form alongwith school leaving certificate of fifth class from the primary school last attended, and signed by the parent or guardian of the child seeking admission.

2.18.1. Late Admission:

Head of institution may make provisional admission upto one month after the last date of admission in genuine cases and will submit all such cases in list form to the Secretary, School Board for approval. No case for admission will be entertained after one month of last date of admission on any account.

2.19 Transfer Certificate:


(i) A pupil leaving one school may not be admitted to another without the production of a transfer certificate in the prescribed form, issued by the last school attended. The guardians of the ward may be guided to get the School Leaving Certificate(SLC) countersigned by the District Education Officer, if he/she intends to go out of Himachal Pradesh.

(ii) In case, the SLC is not issued during the month in which the name of the student is struck off, late certificate fee at the prescribed rate will be charged.

(iii) When one SLC has been issued in favour of a student and a duplicate SLC is demanded the prescribed fee is to be charged.

The name of mother along with the name of father will be recorded in future in all educational documents e.g. admission forms, examination forms and certificates to be issued by the School Board.

2.20 Presentation for final Examination:

The Head of a Middle, High & Sr. Sec. school are required to send up the names of all the pupils, who may desire to present themselves as candidates for departmental or School Board Examination provided that:

(i) they are of good conduct,

(ii) they have attended the class preparing for the examination with 75% of the possible attendance; or in the case of candidates who failed in the previous examination, 75% of the possible attendance from the 1st day of the month succeeding that in which the results were published. For purposes of calculating this percentage attendance shall be counted up to and including the day before the submission of names. The names of such students may, however, be submitted provisionally, who fail to cover 75% of total attendance till the day of submission of names, but they shall forfeit the right to sit for the said public Examination in case they do not make good the deficiency in attendance, 15 days before the commencement of examination.

(iii) the student must obtain at least 20% marks in each subject and 25% in aggregate, in two terminal and other periodical tests held in the school before the submission of admission form, failing which he shall forfeit his right to be sent up for that particular public examination.

2.20.1 Board Examination Duties:

It will be obligatory on the part of the Head of the Institution and teachers of a school to perform duties of the School Board examinations as and when assigned by the Board authorities for conduct of such examinations. They are to ensure fair conduct of such examinations.

2.21 Correct Age Entry:

The head of the institution is required to make every endeavour to ensure that the age of a pupil is recorded with scrupulous accuracy on his first admission to a school and to make it clear to the parent or the guardian that the date of birth when once recorded will not be subsequently changed.

Some times, it may so happen that at the time of change of department/ seeking readmission/transfer of school the entries are wrongly made in the admission withdrawal register. If these are merely clerical errors, corrections should be made by the Head of the Institution instead of going into the whole of the procedure laid down for the change in the date of birth. The case of change in the date of birth is to be treated entirely different from that of correction in the date of birth.

2.22 Change in Date of Birth:

The following conditions should be fulfilled by the applicant before the case is submitted to the Head of the Institution for onward transmission to obtain the permission of the Director of Education:

(i) Extracts from the birth registers of the student concerned including that of all his brothers, sisters (obtainable) from the concerned Gram Panchayat/Chief Medical Officer/Municipal Committee, Corporation, etc., of the area where the student and his brothers/sisters were born. In case any child is dead, death extracts from the death register relating to him/her should also be enclosed.

(ii) An affidavit of the father/guardian of the student about the correct date of birth of the student (to be sworn before the Magistrate, 1st Class).

(iii) Extract from the admission withdrawal register regarding date of birth/particulars of the student when he seeks admission for the first time in the first standard at primary level together with an extract of the last entry of the admission withdrawal register of the institution.

(iv) Similar information as at serial (iii) above in respect of all the other institutions.

(v) An application form which is filled up by the Guardian/Father of the student at the time of 1st admission.

(vi) A statement showing particulars (including complete postal address) of all educational institutions attended by the student, from 1st infant class onward giving dates of entering and leaving all such institution and the brothers and sisters of the student being furnished.

(vii) Original Matriculation or equivalent certificate and other certificates in original such an Middle standard examination certificate, etc., in which date of birth of the student has been recorded.

(viii) An explanation as to how incorrect date of birth came to be recorded in the Matriculation or equivalent and other certificates and how and when it came to notice of the candidate/his father/guardian and the steps taken by him to get the date of birth entered in those certificates corrected by the issuing authority.

2.23 Final School Certificate:

Pupils who complete the High/Sr. Sec. School are entitled to a final school leaving certificate. No fee will be charged for this certificate. In awarding this certificate special importance should be attached to the entry regarding conduct and character of the student and his interest in co-curricular activities.

2.24 Holiday list and preparatory leave:

Every year, a list of holidays to be observed, shall be issued by the Director of Education. In addition to the above holidays, leave to prepare for a final examination of the School Board, may be granted not exceeding 15 days. This preparatory leave should not be given as a matter of course but only when, in the judgement of the head of the institution, the courses have already been adequately covered in class.

2.24.1 Vacation Schedule:Following vacations will be observed in the Educational Institutions in the Pradesh:-

Summer Closing Schools:-

1. Spring Break 1st April to 15th April = 15 days
2. Summer Vacation 16th July to 15th August = 31 days
3. Winter Break 26th December to 31st Dec. = 6 days

Total = 52 days

Winter Closing Schools:

1. Spring Break 1st April to 7th April = 7 days
2. Monsoon Break 1st Monday of Aug. to Saturday = 6 days
3. Winter Break 1st January to 8th February = 39 days

Total = 52 days

2.25 Examination Schedule:

Winter Closing Schools:

1. 6th to 9th Standard Examination 1st week of December
2. Matric and 10+2 examination In March
Summer Closing Schools:

1. 6th to 10+2 Examination In March

2.26 Misbehaviour:

Misbehaviour should be understood to include un-punctuality, irregular attendance, idleness, use of bad language and slovenly habits as well as breach of school rules and moral delinquencies.

2.27 Moral Instruction:

Moral instruction may be promoted at appropriate occasions in the school programme, e.g. morning assembly, celebrations of important days, etc.

2.28 Cleanliness:

Cleanliness of person and clothing must be enforced among the pupils of all schools. A pupil presenting himself in such a condition as to be unfit for admission shall be excluded from the school for that meeting and treated as absent without leave.

2.29 Smoking and Intoxicants:

The use of tobacco or intoxicants by staff and pupils, is strictly forbidden in schools. It is the duty of teachers to see that these instructions are implemented and they themselves set good examples for their students.

2.30 Physical Education:

2.30.1 Activities.- Phy sical Education and sports is an integral part of education. In order to inculcate all round development of personality of the students, the following activities pertaining to physical education are introduced and taught to students :-

(a) Indigenous Activities.- Conduct of Morning Assembly, Drill, Marching, Mass PT,
Exercise with Apparatus.- Dumble, Lazium, Tippri, Drill, Wands Drill, Hoops Drill & Free Play.
(b) Recreational Activities.- Action song, Marching song, Folk dances, Debate, Declaration, Quiz, Instrumental music, Patriotic songs, Minor Games and Bal Sabha.
(c) Games and Sports.- According to Space:- Foot Ball, Hockey, Volley Ball, Basket Ball, Kabaddi, Kho-Kho, Badminton, Wrestling, Boxing, Table tennis and Athletics (Jumping, Running & Throwing events).
(d) Gymnastics.- Vaulting Horse, Malkhamb, Pyramid, Floor exercise etc.
(e) Yoga.- Different Yoga Aasan according to age.
(f) Health and Hygiene.- Personal health habits and Moral Education.
2.30.2 Duties of PET/DPE/NDSI/YOGA Teachers.- To organise inter-mural and extra-mural competitions for students from 6th to 12th to conduct NPED (National Physical Efficiency Drive) test and maintain record, conduct of matches during District/Zonal/State level tournaments, to prepare teams and athletes for District/Zonal and State tournaments, to field attend one or two teams in District or Zonal tournaments, to keep record of sports achievements.

DPE will teach physical education, games and sports subject in +1 & +2 classes in addition to their other duties. The PET/DPE/NDSI/Yoga teacher posted in the school will be responsible for the conduct of activities mentioned above. The Head of the Institution will ensure that the activity/syllabus pertaining to physical education have been fully completed and will also keep brief record of achievements at different levels.

2.31 Curriculum and prescribed text books:

The course of study followed and the text-books used in schools shall be those authorised by the School Board/Government.

2.32 Conduct Register:

The conduct register shall be in the charge of the head of the institution. Remarks need only be entered in this register when a pupil is commended for special merit or reportedfor misbehaviour, besides achievements of a student in different subjects. If no entry is made against the name of a pupil it would be presumed that his conduct has been satisfactory. The periodical progress report sent to the parents should include remarks on the conduct, Physical Standard and regularity in attendance of the pupil concerned.

2.33 Parent Teacher Association(PTA):

It will be a non political body for better co-ordination and interaction between parents and teachers for improvement of academic standards and infra- structural facilities in the schools.
2.33.1 Objectives of Parent Teacher Association:

1. To revive the relationship between the parents and teachers.

2. To create the healthy educational environment in schools.

3. To arrange time to time discussions with the elder persons of the society and to incorporate their suggestions for the improvement of the educational standard in the schools.

4. To suggest ways so that the students education is promoted.

5. To make a collective effort to improve the conduct of the students and also to restrict the entry of anti-social elements in school campus.

6. To inform the parents/ guardians about the performance of their wards from time to time, and to make arrangements for the parents to meet the concerned staff once in a quarter.

7. To make arrangement for teachers etc. when there is shortage of staff in the institution as a temporary measure.

8. To make the parents aware of various schemes of the Govt. in the area of education and also to give information about various activities and programmes of the department at school, district and state level.

9. To make a collective effort for the overall development of the organisation and students, by arranging at least one meeting of P.T.A. executive quarterly and that of its general house once in a year, giving topmost priority to students' welfare.

2.33.2 Forming the Parent Teacher Association:

There will be a general body of PTA of which all the parents or guardians of the students studying in the school and teachers of the school will be the members.
Only two persons with technical expertise and know how and of integrity will be co-opted members of PTA and these will be adopted by the general house and will also be the co-opted members of executive council. This will be done in case none of the parents/ guardians with such expertise is available or not willing to take up the responsibility of such nature.

The general body will hold a meeting. The students will be asked to request the parents to attend this meeting for which date and time will be notified on the notice board of the school. In addition, intimation can be sent through letters/cards for which postage expenditure will be met out of PTA funds.

The general body meeting should be called on a Sunday or a Gezetted holiday. Public functions, marriages and other regional appointments should be kept in mind while deciding the date of the general body meeting. The teachers should also attend the general meeting.

The first meeting should take place under the chairmanship of the head of the institution. Once the executive council is elected, the general meeting will be headed by the President every time. The members of PTA will enter their names with signatures and the names of their wards along with class in which studying, in the register.

Membership.- Parents, guardians who are the blood relatives of the students, but not the student of the same school, teachers and head of the institution will be the members of the Association.

Membership Fees.- The membership fee, to be charged annually, is to be fixed in the general house, keeping in mind the works to be done, and the number of the students. If the membership fees has been collected before the general meeting, it should be got approved in the general meeting and the membership fee for the next session should also be decided and fixed in the general meeting.

The teachers shall also pay the membership fees and become the members of the PTA Membership fees should be taken from the students at the time of admission and a separate printed receipt of PTA fees should be issued.

General house may authorise the executive council to exempt the poor students from paying fees and donations etc. towards PTA.

Termination of Membership:

(i) If the member fails to pay the membership fees, his membership will stand terminated.

(ii) If any member acts against the objectives of the PTA and 1/3 members of the executive council vote against him, his membership will stand terminated, but he should be given 15 minutes time to reply to the allegations.

(iii) If a person is elected by the executive council and, by any chance, his ward leaves the institution, his membership will not be terminated for that particular year.

2.33.3 General House:

Right to Vote in the General House.- Each member of the PTA is a part of the general house and has the right to cast one vote for each proposal put forward. If a member fails to pay the membership fee, he will not be allowed to vote. The chairman will have the right to cast a decisive vote in case of tie.

Quorum of the General House.- The quorum for the meeting of the general house should be decided by itself keeping in mind the number of persons attending the general house meeting.

General House Meeting.- The general house meeting of the PTA will be held at least once in a year. If the quorum is not complete in within an hour of the scheduled time, it can be postponed and will be convened within a month. In case, the quorum in the re-scheduled meeting is also incomplete within half an hour of the scheduled time, members present at that time will be considered to form the quorum, but in such a case only those subjects will be discussed which were on the agenda of the postponed meeting. This norm will be followed after the first general meeting and the members present at that time will form the quorum.

Rights of General House.- Generally speaking, the following will be the rights of the General House:-

(i) To elect the executive council unanimously or by a majority vote.

(ii) To have deliberations on the audit report.

(iii) To discuss all those points which are placed before it by the executive committee.
(iv) To increase the rates of membership fee and donations etc.
(v) To elect the auditors from amongst the general members for a period of one year.

2.33.4 Executive Council:

The executive council is elected in the general house meeting by the majority a vote. Its term will be one year. For summer closing schools it can be from April to March and winter closing schools it will be March to February. In special circumstances the term can be extended by a maximum of six months.

Structure of Executive Council.- The following will be the office bearers and the members of the Executive Council:

(i) Chairman ... Principal/Headmaster of the institution
(ii) President ... To be elected from amongst the parents/ Guardian members of PTA.
(iii) Vice-Present ... Elected from members of the PTA.
(iv) Secretary ... Teacher/Lecturer from the institution
(v) Joint Secretary ... Elected from the parents/guardians.
(vi) Chief Advisor ... Elected from the parents/guardians.
(vii) Treasurer ... Elected from the parents/guardians
(viii) Members (5-7) ... (3 from teachers and rest from the parents/guardians). One female must be selected from the teachers.
(ix) Co-opted members ... Two technical experts of repute with no voting rights.

Election of Executive Council.- The members and the office bearers of the executive council are elected by general house unanimously or by majority vote.

Function of Executive Council.- The executive council will be responsible for the working of the association and can take the help of those members who have been registered during the general session of the PTA.

Filling the Vacant Posts of Executive Council.- If any post falls vacant in the executive council due to transfer, resignation or any other reason, the executive council will have the right to nominate any one from the registered members for the rest of the year. It will also have the right to accept or reject the resignation of its members. A member who is involved in a particular case, will not be allowed to vote for or against that particular case.

Rights of Executive Council.- In simple sense, following are the powers or rights of the Executive Council:-

(i) To sanction and implement the actions to be taken for the students' welfare.

(ii) To prepare and present the details of the income and expenditure and the budget for the next year in the general house.

(iii) To give special powers to the president, vice-president, secretary and chairman.

(iv) To spend the money of the association on the welfare of the school.

(v) To collect fees, donations and aids etc.

Rights and Duties of the Office Bearers.- The following are the rights and duties of the office bearers :-

(i) The chairman will be the witness to all the proceedings of PTA.
(ii) The president will be the head in all general sessions and meetings of he executive council. He will have the right to cast the decisive vote in case of ties.
(iii) The vice-president will have all the rights of the President in his absence. If, both are absent, the members can elect anyone amongst them to preside over meeting.
(iv) The chief advisor will be any of the senior and the experienced guardians to guide and suggest the proper functioning of the PTA.
(v) Secretary will take care of all the works of PTA. and will call the meeting of the Executive Council by the permission of the President. He will record the proceedings in a register.
(vi) Treasurer will work according to the orders of the executive council. The Principal and Treasurer jointly, will have the right to withdraw money from the account of PTA.

Meeting of the Executive Council.- The meeting of the executive council should be held at least once in three months or whenever the need be. The quorum will be 2/3 of the total members of executive council. If the quorum is incomplete, the meeting will be postponed, and can be held again within 10 days. The members present in the rescheduled meeting will form the quorum, but in such a case only those subjects will be discussed which were on the agenda of the postponed meeting.
2.33.5 Sources of income of PTA.-Membership fees, donations, grants and aids from Govt. and other organisations will be the source of income of PTA.

2.33.6 Audit.-The inspection of the income and expenditure of the association will be done annually by the auditor(s), appointed in the General House.
2.33.7 Non-participation in the Meetings of the PTA.-If an executive member of PTA remains absent from 3 consecutive meetings without any adequate reason, the executive council has the right to terminate his membership.

2.34 Record Keeping.-Every school must keep proper records in the form of registers, files and charts to determine how well the school is contributing to students welfare and for preserving educational information. The following types of registers shall be maintained.-

2.34(A) Cash Registers:

(i) Cash Book [T.R.4 Treasury Rules 77(i)]
(ii) Register of contingent charges (T.R.29 Tr. Rules 299).
(iii) FR-4 Register (Expenditure Register)
(iv) Bill (Control) register (Form T.R.28-A)
(v) Permanent Advance Register (Rule 90 of GFR & T.R. 502).
(vi) Register of Advance and Recoveries
(vii) Register of Festival Advance
(viii) Events Register
(ix) Treasury Challan Register
(x) Register of Income Tax Recoveries
(xi) Telephone Rent bill Register
(xii) Telephone Trunk Call Register
(xiii) Stamp Account Register
(xiv) Acquittance Roll Register (some times records of acquittance are mentioned in the office copy of the bill concerned).
(xv) G.F.R. Ledger Book
(xvi) Budget Control Register.

2.34 (B) Other Cash Registers:

(i) Amalgamated Fund Register
(ii) Building Fund Register
(iii) Fine Fund Register
(iv) Fees/Funds accounts Register
(v) Medical Reimbursement Register
(vi) T. A. Bill Register

2.34 (C) Establishment and Class Registers, etc.:

(i) Establishment Check Register.
(ii) Staff Attendance Register.
(iii) Staff Casual leave and earned leave account Register.
(iv) Order Book.
(v) Log Book remarks Register.
(vi) Staff meeting minutes Register.
(vii) Faculty meeting minutes Register.
(viii) Institution Calendar Register.
(ix) Diary Register.
(x) Dispatch Register.
(xi) Peon Book.
(xii) Form of application for admission of students in school.
(xiii) Admission and withdrawal register.
(xiv) Class Attendance Register.
(xv) Terminal & Final assessment/ examination register.
(xvi) School Leaving Register/Transfer certificate Book.
(xvii) Pupils Scholarship Register.
(xviii) Prize Distribution Register.
(xix) School Statistics Register.
(xx) General Stock Register (Consumable articles).
(xxi) General Stock Register (Non-consumable).
(xxii) Science articles stock register (Non-consumable).
(xxiii) Science articles stock register (Consumable).
(xxiv) Sports articles stock register.
(xxv) Library Books Register.
(xxvi) Misbehaviour, conduct register.

Note.- Relevant Registers/Records from among these shall be kept by all middle schools also.
2.35. Half yearly review meetings for the head of institutions:

It will be the duty of every head of institution of Sr. Sec. and High school to attend every meeting of the heads of the institutions which will be held half yearly and will be convened by the DEO of the district concerned.

2.35.1 First Half-yearly Meeting:

This meeting will be convened in the 3rd week of April every year. The points for interaction in this meeting will be as follows:

(i) Submission of expenditure statement of the previous year ending 31st March.
(ii) Projected Budget of the next year.
(iii) ACRs of ministerial and other cadres except for teachers.
(iv) Establishment return and vacancy position on prescribed proforma.
(v) Action taken report in inspections carried out in the previous year.
(vi) Inquiry, Disciplinary and legal cases, if any.
(vii) Submission of UCs of the sanctions out of any scheme during the previous financial year.
(viii) Clear cut vacancies and vacancies to be caused due to retirement in the next year of each cadre.
(ix) Status of audit reports/audit paras in schools/DEO offices and their disposal.
(x) Any other item referred to from Directorate, District and Zonal offices.

2.35.1 Second Half-yearly Meeting:

This meeting will be convened in the last week of October every year. The points for interaction in this meeting will be as follows:
(i) Submission of institutional data on prescribed proformas.
(ii) ACRs of teachers.
(iii) Expenditure statment of April, May, June, July, Aug. and September months.
(iv) Establishment return and vacancy position on prescribed proforma.
(v) Submission of scholarship forms.
(vi) Any other item from district, zonal offices or directorate.