Standard Operating Procedure - Queen Mira International ...

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Event Co-ordination

Cafeteria

FileRoom

FrontOffice Travel

Co-ordination

ControlRoom

HouseKeeping

Maintenance

PRM

PRO

SickBay

SystemAdmin

SecurityOffice

Transport

Standard Operating Procedure

Finance

Stores

HR

IN DEX

General Instructions

Ensure that the Cafeteria space is clean and tidy always.

Do not permit students inside the Cafeteria apart from the scheduled timing.

Do not sell anything apart from the list approved by the SLT.

Any new proposed item should be duly sampled, tested and approved by SLT.

Sale of the products should be only as per the approved pricelist. Over charging or

undercharging should not be done.

Always check the expiry date of the goods. NEVER be careless in checking the expiry dates.

Dispose the expired goods accordingly giving due communication to the SLT.

Key Handling, MenuMaterial Planning

Key Handling

Collect the Cafeteria key from the MD’s room and hand over the same by end of the day.

Menu List and Vendors

Discuss with the SLT and get the approved Menu List and the Menu - wise Vendors.

Material Planning

Plan the materials as per the approved menu list.

Take stock details and place order with the approved vendors.

Categorise the material requirements as – Daily Requirement, Short term (upto 2 weeks) and

long term (1month).

Categorise the items that should be procured after raising Purchase Order and that can be

procured through direct cash payment.

The requirement list and get it approved by the authorised signatory.

Prepare the PO where necessary mentioning the terms and conditions and the approved

payment mode.

On approval of Director Academics the PO can be sent to the respective vendor.

Display

Arrange the goods in the appropriate allotted place.

Items that need to be refrigerated should be kept in the refrigerator.

The items for regular usage – tea, coffee powder, sugar, salt, utensils etc should be kept

separately. Labelling should be done for easy identification.

All the food products should be labelled and displayed in the counter for sale.

Sale Procedure

Sale for the students should be done only during the break time, lunch time and school dispersal

time.

Sale for the staff can be done at the counter.

Only during official meetings, refreshments have to be served at the respective venues.

The members have to pay at the counter and collect the bill.

Food / Snacks / Refreshments should be served on collecting the bill.

Approved charges should not be altered by own choice.

Get the approval of Director Academics if any new offer in sale is proposed.

Cleanliness and arrangements

The Cafeteria should be clean and tidy always.

With the help of the housekeeping team the area should be swept and mobbed frequently.

The dust bin should be cleared and avoid over dumping.

The tables and chairs should be cleaned after usage.

Foods that are spilled over the tables should be removed with dry towels and then cleaned with

wet towels.

In case of dry spilling, clean using broomstick and the do floor mopping. For any wet spilling

mopping should be done immediately.

Hygiene and Safety measures during inhouse preparation Check the quality of raw materials used in the cooking process.

Always wash your hands before and after preparation.

Prepare healthy snacks.

Use gloves where necessary.

Use Bouffant caps

Breakfast Supply Procedure

SLT members will provide the approved menu list for the breakfast.

PRM will coordinate with the vendor on the count and ensure supply of food as per the

approved list.

Any change in the menu should be intimated to Director Academics immediately.

The breakfast should reach the campus at 08:15am.

On arrival of food, check the menu and confirm count.

Display at the Cafeteria counter.

The food should be tasted by the Principals / PET Director / Student Council – Food Minister.

Based on the approval, the food can be served to the students.

Attendance register has to be maintained.

Mark the attendance and update the attendance details through PRM to Director Academics.

Ref: Breakfast Attendance Register

Format: Breakfast Attendance Register

S.No | Name |Grade |Section | Present / Absent | Payment Status | Total Present | Total Absent

Utensils cleaning procedure

Plates and Tumblers:

The school follows a three step cleaning process for plates and tumblers used by students post

breakfast .Thereby imparting an awareness and discipline among the students. This cleaning

process is arranged with three tubs with following washing ingredients:

Normal water

Soap water

Potassium Permanganate Solution

The plates and tumblers are dipped in the respective tubs one by one and cleaned.

As a thorough cleaning process, the plates and tumblers are finally washed by the housekeeping

team and sun dried.

Arrange the plates and tumblers after drying.

Coffee Machine

Coffee machines vent are soaked in hot water and then cleaned with brush and kept for drying

at the end of the day.

Other Utensils

Wash with plain water.

Use dish wash and scrub well.

Wash thoroughly with water.

Let dry completely and place it in the appropriate place.

In-house refreshments preparation procedures

Get the list of items approved for in-house preparation.

Prepare the items on time and it should be readily available for sale during the break time, lunch

time and during school dispersal.

In case of readymade (like frozen items), keep the necessary stock in the refrigerator.

Lunch ordering and distribution

Every day the students and staff should place their lunch order at the Front Office before 10:00

am.

The money should be collected at the Front Office.

Entry should be done in the Lunch Note.

Total lunch count will be consolidated and ordered with the Vendor.

Packed lunch should reach the campus by 12:15 pm.

The members will collect the lunch at the Cafeteria.

If need be the lunch will be sent to the student in the respective class.

Ref: Lunch Note

Format: Lunch Note

Date | S.No | Name | Grade | Section | Lunch Menu | Amount Paid| Total count – Menu Wise |

QMIS count | Lunch Menu | Count| Count| Amount | Sign | Finance sign

Breakfast \ Lunch Handling

Breakfast \ Lunch surplus handling

As per the direction from Director Academics the surplus breakfast or lunch can be sold to the

staff or given free of cost to the support team.

Breakfast \ Lunch Shortage handling

In case of food shortage, immediate sourcing of food from reliable food outlet should be

arranged.

Intimation to SLT member should be provided along with the reasons for shortage.

After School Activity Refreshments Distribution

Get the approved list of refreshments for each day from Director Academics.

Get the final list of students for the After School Activity Refreshments from PRM.

Plan for the materials in advance and prepare the refreshments on time.

The food is prepared and the quality check is done by the Principal and PET team before

distributing to students and the same is updated in the register.

Serve the refreshments as per the specified quantity.

Ref: After School Activity Cafeteria Refreshment Audit Note

Format: After School Activity Cafeteria Refreshment Audit Note

S.No | Date | Name of the Refreshment / Snack | Cooking in-charge Name | Signature of

Cooking in-charge| Inspected By | Inspected By - Signature

School Events and Meetings

Collect the monthly calendar from PRM.

Need to confirm if the food requirements are to be supplied from In-house preparation or if the

supply is from the external vendor.

Based on the events that is organised, plan the requirements and get it approved by Director

Academics.

In-House food arrangement

Plan the additional materials and equipment required for the event.

If any new items are proposed, than the price should be finalised and approved by Director

Academics.

Prepare the menu card and display at appropriate places.

Arrange for additional manpower to support the Cafeteria operations.

Plan special counters and distribution means on need basis.

External vendor stall @QMIS

Finalise on the vendor for additional refreshment stall.

Plan the list of items to be sold.

Finalised and get the rates approved by the SLT.

Provide the venue and the internal manpower support.

Follow-up with the vendor and ensure that the stall and the preparations are done on time.

After the event, consolidate the total sales with acknowledgement of the vendor.

External food supply arrangement

Once the event is scheduled, collect the staff count from the HR team and the count of other

guests / parents / students from the event Co-ordinator.

Finalise on the vendor, menu list and the rates with the SLT.

Follow up with the food in-charge on food arrival timings, transport.

If the transport has to be arranged from the school’s end, follow up with the Transport Manager

and arrange vehicle and support team.

Plan for internal manpower to support food serving.

If any additional utensils are required then plan accordingly.

Allot the venues and plan the appropriate placcards.

Arrange for drinking water facility (bubble tubs), dustbins, tissue paper.

Ensure that the food is available at the school campus as per the specified timing.

Check the food as per the menu list on arrival and inform the event co-ordinator.

Ensure that all the items pertaining to the external vendor is taken by them. Do not mix the

internal and external materials.

With the support of the House – keeping team ensure that the area is cleaned.

Refreshments Serving for External Guests

Keep the vessels ready for serving the refreshments a day in advance.

Refreshments have to be served within 10-15 minutes from the time of guest arrival.

The refreshments should be presented with clean serving plates, cups, spoons, Tissue papers,

and all the glasses / cups should be covered with coasters.

In case of any guest arrival without prior notice, get the requirements from SLT and serve within

10 minutes.

After refreshments consumption by the guests the plates and cups should be removed within 10

minutes.

Always serve the guests first and then to the host members.

Vendor Payments(Credit and Cash Payment)

For any credit purchase, the PO is issued to the vendor with agreed terms and conditions.

On goods receipt, the bill should be sealed and signed by the Gate 1 Security, Cafeteria in charge

(receiver), and by the Director Academics before submitting to the Finance team.

The Finance team then verifies the bill and then releases the payment as per the terms agreed in

the PO.

In case of cash purchase, the finance team will make the payment from the suspense account as

per the requirement and the in charge has to submit the bill for the goods purchased.

Daily Account Closure

Every day, the cash collected from the sale of foods items is submitted to the finance team along

with the bills by EOD.

3 copies of bills are generated at the end of the day and a copy of the bill is submitted to the

Finance team and the other two copies are filed for reference.

The bill should have proper denominations and the signature before submitting it to the Finance

team.

The finance team verifies the cash against the bills and closes the account for the day.

Refreshments served for the guests should be acknowledged by the respective members who

have arranged it.

Any sale that is done post the account closure has to be accounted for the next day.

After School Activity Students Payment

The After School Activity Refreshments charges should be approved by the SLT.

The approved charges should be communicated to the Finance team.

Co-ordinate with the Finance team and have a follow up on the payment status of the students.

Ref: After School Activity Payment Note

Format: After School Activity Payment Note

Date | For the Month of | Name of the Student | Amount paid | Finance Team Signature


Reporting time:

Control Room Officer I - 07:30 am - 04:30 pm

Control Room Officer II - 09:00 am - 06:00pm

Check if all CCTV cameras are functioning properly.

Monitor the audio working condition in the respective rooms.

Ensure safety in the campus by being very vigilant in CCTV monitoring and reporting of any act

of suspicion, act of theft, vandalism or any other crime immediately to Manager-Admin and

respective level Principal.

Do not allow other members to enter into Control Room for purposes like - having lunch,

requesting to check the CCTV without approval from authorised persons.

At any cost, control room shouldn't be left out without the incharge persons. Always ensure that

at least one of the in-chargers should be present all the time.

Maintain confidentiality.

Ensure to monitor all the venues everyday.

Intimate immediately to the Manager Administration if any student / staff / support team is

found to be alone in any room or area.

CCTV MonitoringClass Room Monitoring

Ensure all teachers reach the class on time as per the Time Table slots and the cover duty

schedule. If all teachers are on time, inform the same in Walkie Talkie stating - ‘Team All Well’.

Make entry in the Observation report:

Y - If the teacher reports to class promptly

L - If the teacher reports to class late

N - If the teacher has not attended the class

In case if any teacher is not present in the classroom, inform immediately through Walkie Talkie

mentioning the Floor and the Classroom Number. The coordinator / Assistant Vice

Principal / Principal will ensure that the teacher is sent immediately.

On time presence of the Physical Education Trainer , Martial Arts and Performance Arts

Instructors in their respective venues should be monitored.

Transition time of 5 minutes is permitted. Beyond 5 minutes, it should be marked as Late.

Not reporting / Late reporting of the teacher should be entered in the register.

Ensure to get an explanation from the respective teacher for late reporting or not reporting to

the respective class on the same day itself.

Observation report and Not Reporting / Late reporting registers must be acknowledged by the

respective level Principals on a daily basis.

Ref: Daily Report

Format: Daily Report - Observation Report

S.No | Grade | Period | Break Time | Lunch Time | Period

Format: Daily Report - Not Reporting / Late Reporting

S.No | Date | Time | Grade | Period | Name of the Teacher | Reported Time| Late Duration

(Mins) | Reason for Delay | Teacher’s sign | Co-ordinator / AVP Sign | Principal Sign

CCTV MonitoringGeneral Monitoring

During random general CCTV monitoring, if any unacceptable act are observed act as per the

case may be - give intimation through walkie talkie immediately, contact the concerned

authority and brief the situation.

Record the observations in CCTV Monitoring Record - Issues Note Book and get the signature.

Ref: CCTV Monitoring Record - Issues Note Book

Format: CCTV Monitoring Record - Issues Note Book

Date | Venue | Employees Name | Issue | Action Taken | Signature of the Concerned Authority

Classroom Audio Checking

Monitor the audio working condition in all rooms.

Everyday listen to the audio in any 4 rooms covering the classroom, staff room, activity areas in

the morning session and 4 in the noon session.

If any unwanted, unparliamentary words or unnecessary talk happens anywhere it has to be

reported immediately to Manager Administration and respective Principals.

Get the acknowledgement of the Principals.

Ref: Daily Report

Format: Daily Report - Classroom Audio List

S.No | Date | Time | Venue | Remarks | Action taken | In Charge Sign

Playback Monitoring

Playback can be checked only based on complaints or issues represented by the individuals and

duly acknowledged by the authorised signatories (Acknowledged by the levelwise Principal,

Joint Director Administration and the Director Academics) .

Login for access to playback will be done only by the Joint Director Administration.

During playback monitoring only the respective member who requests and Joint Director

Administration can be present to view.

The video can be copied in CDs only with approval of Joint Director Administration and Director

Academics and then hand over to the Discipline Committee for their filing purpose.

The playback details must be noted with complete details in the playback register.

Ref: Playback Register

Format: Playback Register

S.No | Date | Time | Requested by | Venue | Title of the Song | Issue | Viewed footage date |

Viewed footage time | Duration(From-To) | Footage Copied(If any) | Remark | Signature of the

Requestor | Signature of the Control Room Officer | Signature of the Joint Director Administrator

| Signature of Director Academics

Audio Playlist

Any announcements made through the PA System has to be documented:

Moola Mantra - At Reception, all the rooms in Admin block. Morning Session 08:30am -

12:30pm. Noon Session 01:00pm - 04:10 pm

Thirukkural (Staff Presentation) - Entire campus (12.40pm - 12.50pm)

Thirukkural (Recording) - Reception, all the rooms in Admin block (12.50 pm - 1.00pm)

Sai Baba songs - Reception, all the rooms in Admin block (4.10pm - 6.00pm)

Other announcements on need basis

Water bell - (10.00am,11.00am,12.00pm,1.30pm,2.30pm and 3.30pm). Document the bell

timing in the Water Bell Notebook.

Ref: Audio Playlist

Format: Audio Playlist

S.No | Date | Time | Playlist | Venue | Volume Level | Master Volume Level | Signature of

Control Room Officer | Signature of Vice Principal - Administration

Note: The volume level must be 0.5 and master volume level must be 3.

Ref: Water Bell Notebook

Format: Water Bell Notebook

S.No | Date | Time | Volume Level | Master Volume Level | Signature of Control Room Officer |

Signature of Principal

Note: The volume level must be 4 and master volume level must be 5.

School Transport Camera Monitoring

Monitor the cameras of all the vehicles to ensure the decorum of the students and staff while

traveling.

Incase of any unacceptable act noticed in the vehicle intimate immediately to Transport

Manager and the Manager - Administration.

Document the first student pick up and last student drop in the Students Trip Report.Ensure the

same through phone call from the respective route conductors.

If any student / staff are not seated while traveling or boarding in steps, call the conductor

immediately and inform them to be seated properly.

Ref: Daily Report

Format: Daily Report - Student Trip Report

Morning Trip:

S.No | Route no | Student Name | Grade | Location | Pick up time | Conductor Name | Signature

of Control Room Officer

Return Trip:

S.No | Route no | Student Name | Grade | Location | Drop time | Conductor Name | Halt Time |

Halt Location | Signature of Control Room Officer

GPS Register

Track all the vehicles through GPS application during the morning and evening trip everyday.

Note down the distance travelled by each vehicle for the morning and evening trips in the GPS

notebook.

Note down if the vehicle stops at any boarding point beyond the permitted time of 1 minute.

In case of vehicle delay, get the reason for delay from the respective conductor and inform the

Transport Manager.

Record the speed of the vehicles if it crosses the permitted speed limit of 50 Kms/Hr.

In case the GPS of a particular vehicle is not functioning properly,immediate intimation should

be given to the Manager Administration and Transport Manager.

Record the nature of complaint in the GPS complaints notebook.

The TAT for GPS service is 24 hours.

Once it is rectified mention the status and closure date and time.

Record the movement of vehicles outside the campus apart from the regular trip based on the

information given by the Security Officer of Gate 1.

Monitor that the vehicle reaches the intended destination and record the distance travelled and

the speed limit.

Once the vehicle reaches the campus counter check the distance travelled and enter in the GPS

note.

Ref: GPS Notebook

Format: GPS Notebook

S.No | Route no | Late duration | Pick up trip(Kms) | Max Speed (Kmph) | No.of times(Max

speed) | Drop trip (Kms) | Driver Sign | Conductor Sign | Transport Manager Sign

Ref: GPS Complaints Notebook

Format: GPS Complaints Notebook

S.No | Date | Route no | Nature of Complaint | Signature of the Control Room Officer |

Signature of the Maintenance Officer | Complaint Rectification Date | Signature of the Control

Room Officer | Signature of the Maintenance Officer | Signature of the Transport Manager

Camera Maintenance Register

In case if any camera or audio is not functioning then mention the issue in the Complaints

Register and immediately intimate to the Manager Administration and Maintenance Officer.

Do not disclose the non functioning of the camera / audio to any other staff members.

The TAT for the service of camera and audio is 48 hours.

Enter the particulars in the Maintenance Register and get the acknowledgement from the

Maintenance Officer.

Ref: Camera Complaints Note

Format: Camera Complaints Note

S.No | Date | Viewed Camera | Total Camera | Blinking | No View | Signature of Control Room

Officer | Signature of Maintenance Officer

Ref: Camera Maintenance Register

Format: Camera Maintenance Register

S.No | Date | Venue | Nature of Issue | Previous Issue (if any) | Action Taken | Work Done by |

Material Cost | Labour Cost| Bill Details | Work Closure Date | Signature of Control Room Officer

| Signature of Maintenance Officer

Event Monitoring

Based on the event schedule received from the Principal’s / event coordinators monitor the

event venue. Incase of any issue identified immediately mention it in the walkie talkie. Record

the observation in the Event Monitoring Note.

Ref: Event Monitoring Note

Format: Event Monitoring Note

S.No | Date | Event Name | Venue | Remarks | Signature of Control Room Officer

Solar Application Monitoring

The solar application must be opened by 7.45am

As per the timing of the time table slots (ending hour) , mention the solar reading in the Solar

Report.)

Maximum demand per day should be noted down in the solar report

As per the time table slot, verify with the maintenance officer whether the ACs, lights, systems

and projectors are turned off when the students are not in the class.

Ensure that the solar is not operated while Genset is ON.

Ref: Solar Report

Format: Solar Report

S.No | Time | Overall Reading | Solar Reading (Kw)| EB Reading (Kw) |Reading in Application |

Reading in Gate 2 Panel | Unit | AC Off Schedule | Max demand per day | Classroom (AC Off

during Demand alarm)

Escalation Matrix

In case of any observation of unacceptable act, non - adherence of procedure follow the Escalation

Matrix as below:

• Students / Teaching Staff (Regular / Part - time)

Level 1 : Level wise Principal - Up to 3 intimations no action taken contact Level 2.

Level 2 : Director Academics - Up to 2 intimations no action taken contact Level 3.

Level 3 : Managing Director

• Non Teaching / Support Staff

Level 1 : Manager Administration - Up to 3 intimations no action taken contact Level 2.

Level 2 : Joint Director Administration - Up to 2 intimations no action taken contact Level 3.

Level 3 : Director Academics / Managing Director


Event Coordinator must be designated for conduct of all the events.

The Event Coordinator must involve in the entire planning and ensure smooth execution of work

by the respective staff incharges assigned for the stipulated work.

Create a whatsapp group for that event for timely updation and follow up.

Duty Chart & AgendaPreparation

Duty chart must be framed by the Event Coordinator and it has to be reviewed and

acknowledged by Principals.

Particulars of the tasks should be clearly defined so that it is self-explanatory for the staff

members.

Appropriate staff should be allotted with duty for the respective task.

Duty Chart should be prepared 1 week prior to the event and the same has to be approved by

Director Academics and Managing Director.

Briefing on the duty chart should be done to the team and signature from all concerned should

be obtained.

Incase of non acceptable act or non cooperation of staff , then immediately escalate to the

Director Academics / Managing Director and remove them from the duty incharge and make the

necessary replacement.

Agenda of the event should also be prepared and issued to all concerned members – Guests, SLT,

Event Co-ordinators, MC incharge etc.

Ref: Duty Chart

Format: Duty Chart

S.No | Responsibility | Name of the Staff | Supporting Non -Teaching Staff | Scope of Work |

Signature

Ref: Agenda

Format: Agenda

S.No | Time | Event

Materials Planning &Rates Approval

Material Planning

Event Coordinator must plan the material requirements for the respective event.

Receive the requirements from the incharge staff and review the same to understand the

genuine need for the material.

Avoid planning unwanted or excess material. However plan wherever required a buffer quantity

as may be required to avoid shortage and to meet the need of the situation.

Verify the material in stock and plan for purchase accordingly.

Wherever applicable the material cost should be compared with the earlier bills and the correct

charges should be paid.

If there are variations / revisions in the rates in comparison with the earlier bills or approved

rates then the revised rates should be approved by Director Academics / Managing Director.

Finalise the confirm the payment terms for the respective vendors.

All the materials needed should be procured 3 days in prior to the date of event.

As and when the materials are procured update the same in the Event Wats App group.

All the procured materials should be stored in appropriate place and distributed to the

respective members as and when required.

Ref: Requirements List

Format: Requirements List

S.No | Items | Quantity | Remarks | Available Inhouse | To be Procured | Status – Available /

Pending

Materials Rates Approval

Any hired materials from external agencies should be finalized and approved which will be

applicable for the next 1 year.

Academic Year 2020-2021 Requirements CostsAny vendors the following materials must be provided in the following mentioned cost

Chair : Rs.3

Chair Cover : Rs.8

Round Table : Rs.150

Carpet (Per Sq.Ft) : Rs.3

Shamiyana (Per Sq.Ft) : Rs.3

Arabian Tent (20x20) : Rs.2500

Stage (Per Sq.Ft) : Rs.16

Barricades (Per Sq.Ft) : Rs.20

Buffet Counter : Rs.500

Wash Basin : Rs.500

LED White Light : Rs.100

LED Multi Color Light : Rs.150

Cordless Mic : Rs.200

Podium Mic : Rs.200

Singer Mic : Rs.500

Collar Mic : Rs.200

Fan : Rs.200

Air Cooler : Rs.300

Subwoofer : Rs.2500

Power Amplifier

Amplifier (1500watts) : Rs.500

Amplifier (3000watts) : Rs.800

Speakers

Speakers Double 12* (2*12) : Rs.800

Speakers Double 15* (4*12) : Rs.1000

Speakers Double 15* with HF(4*12) : Rs.1500

Audio Mixer

Studio Master 16 Channel : Rs.500

Sound Craft 16 Channel : Rs.800

Studio Craft 22 Channel : Rs.1000

Internal Events

The Event Coordinator should communicate to the respective members through the duty chart

and ensure that the arrangements are made in the respective venues on time .

Arrangements by Housekeeping - Furniture, Water tubs, Dustbins and campus cleanliness

should be done and ensured by the Housekeeping Supervisor.

Arrangements by System Admin / External Supplies Incharge - PA System, Projector, other

system related tasks, LED, Live Stream arrangements, Stage, Speakers, lights, Carpets etc should

be ensured.

On completion of every arrangement the images of the same should be shared by the Event

Coordinator in the Event WhatsApp group.

Event Coordinator and staff incharges has to ensure all arrangements are ready 2 days before

the date of event.

Ref: Events List

Format: Events List

Venue | Event Name | Event Date | Event Time | Event Incharge | Guest 1 | Guest 2 | Number of

Audiences

Signatures:

Event Incharge | Venue arrangement Incharge | Event Coordinator | Principal Junior School |

Principal Senior School

External Events

If an event is planned to be organized outside the school campus then the planning has to be

done a month before the date of event.

Materials moving out of the school campus have to be done as follows - Materials which will

be received back after the event should be entered in Returnable Pass and materials which will

not be received back must be entered in Non Returnable Pass

Event coordinator must visit the venue at least 15 days in advance ,measure the area and take

necessary picture and share in Event WhatApp Group.

Arrangements at the venue should be ensured 2days in advance to the date of event.

General procedures as on conduct of the event remains as mentioned above.

The washrooms, parking area and the entire venue must be audited to ensure safety.

Ensure that the venue is kept clean and all the materials are removed and returned back to the

school campus on the same day itself.

PostEvents

Once the event is completed, all the materials from internal source must be replaced

immediately at the respective areas.

Materials hired from external source should be returned on the same day or the next da after

duly checking the materials.

Cleaning the venues, washrooms should be done within 24 hours and ensured that it is ready

for use for the next day.

Event Coordinator must get the feedback about the arrangement and conduct of the event from

the incharges, from Director Academics and Managing Director.

All the necessary papers, duty chart, requirement list, bills, minutes of the meeting, expenses

list, sample references, feedback should be filed in the event file.

The event file should be placed in the File Room.

Ref: Event File

Payment to Vendors

Ensure that all the staff incharges has submitted the bills with 2 hours on receipt of the same.

On receipt of the bills, the same should be verified by the incharges, acknowledged by the Event

Coordinator, Manager Administration, Finance Officer.

Event Coordinator should ensure that the payment to all the Vendors should be done promptly

as per the agreed payment terms.

Incase of any unsatisfactory service / shortage / damage, with held the payment get the

approval from Director Academics / Managing Director and then release the payment

accordingly (reduction in payment or in full).

Safety Audit

Safety Audit has to be done for all the events after completion of all the arrangements.

The audit has to be done 6 hours before the event.

Members to be present for the audit - Health and Safety Committee member, House Keeping

Supervisor, Maintenance Officer, Child Safety Officer and Event Coordinator.

All the power sockets has to be checked with multimeter to ensure proper power supply

Proper earthing has to be done, Maintenance Officer have to ensure the same.

During audit, any tasks that has to be rectified or done must be be noted in the action plan.

On an immediate basis those tasks has to be completed and the same has to be mentioned as

completed in the action plan

The overall completion details of the action plan must be submitted to the Managing Director

Ref: Safety Audit Action Plan

Escalation Matrix


Matrix as below:



Ensure proper maintenance and movement of documents in the file room.

Allot appropriate space in the file room for placing the files / documents of the respective

department.

Place correct labels on the allotted place for easy identification of files / documents.

Replace the files / documents in the correct place and do not misplace the documents.

Do not permit anybody to enter inside the room without any purpose.

Do not permit anybody to access any file without proper approval of the authorized members.

Taking an image of the documents in a mobile phone should not be permitted.

The Mobile phone of the File Room Officer should be submitted at the front office.

The file room should never be kept open without the File Room Officer.

The file room should be closed if the File Room Officer is moving out for lunch, break or assigned

with any other tasks.

The system and the printer available in the file room should be used only for the file room

purpose and common access by other staff members should be strictly avoided.

File Room Key Handling

The file room key should be placed in MD’s room in the allotted place.

Make an entry in the key register on the time of collecting and submitting the key.

Ref: Key Register

Format: Key Register

S.No | Date | Collecting Time | Signature of File Room Officer| Submitting Time | Signature of

the File Room Officer

New Files Entry

Below are the steps for any new file / document to be placed in the file room

Files / documents only from the authorised persons should be collected and placed in the file

room.

Ensure that the papers / documents are properly filed and labelled. Do not accept any loose

papers.

Fix the filled in label on the front of the file.

Make entry in the New Files Entry Register.

Place the file in the appropriate place allotted.

Ref: Label

Format: Label

File Name | Folder Name | Document Number | Document Name | Received Date | Received

By | Scanning done

Ref: New Files Entry Register

Format: New Files Entry Register

S.No | Date | Time | Name of the File | Signature of the Authorised Person | Signature of the

File Room Officer

Movement of Files

Permit only authorised persons to access the files in the file room.

Make entry appropriately in the Issue Register and get the signature from the person taking the

files / documents.

The TAT for returning the files should be maximum of 3 days from the date of issue. In case if it is

required for a longer period, the File room incharge should renew the date for next 3 days.

Only 3 renewals are permitted. In any special cases if there is a need for longer extension , then

approval from the Senior Leadership Team is required.

Following documents must be accessed for taking photocopy or taking original file outside file

room with the approval of Managing Director in the permit pass.

Trust Documents

Property Documents

Legal Documents

PWD - Documents

Bank Files

Following documents must be accessed for taking photocopy or original file outside file room

with the approval of Director Academics in the permit pass.

School Documents - CBSE files, TN - NOC, Fire Safety, Stability Certificate, Land Certificate.

Agreement Copies with Academic Vendors.

CIS files

Following documents must be accessed for taking photocopy or original file outside file room

with the approval of Joint Director Administration in the permit pass.

HR Files - Salary Statement, Bank Statement, EPF and ESI.

Original Certificates / documents of employees

Transport Files

Control Room - Playback file.

Movement of Files

Access to other documents can be done as per the hierarchy mentioned below if it is only for

photocopy purpose :

Administration

Manager - Administration

HR

Manager - HR

Finance

GM - Finance & Finance Officer

Academics

Principal

Ref: Permit Pass

Format: Permit Pass

Date | Time | Name of the Person | Name of the File Accessed | Photocopy / Original file |

Signature of the Authorised Member

Ref: Issue Register - Returnable

Format: Issue Register - Returnable

S.No | Name of the Person | Name of the File Accessed | Date | Time - Out | Date of Return (3

days from the date of issue) | Signature| Date | Time - In | Signature | Purpose | Signature of File

Room Officer

Incase of movement of document as per the above procedure on the nature of non returnable,

Example - Original certificates / documents of relieving employees, entry has to be done in the

Issue Register - Non Returnable.

Ref: Issue Register - Non -Returnable

Format: Issue Register - Non - Returnable

S.No | Name of the Person | Name of the Documents | Date | Time - Out | Signature| Remarks

| Signature of File Room Officer

New Files Entry

Important documents on need basis as per the instructions of the following members have to be

scanned:

Principals

Joint Director - Administration

Director - Academics

Managing Director

The scanned documents have to be mailed to the respective members with cc to Executive

Assistant - Director’s Office - Remote, Director Academics, Managing Director.

Maintain proper record of scanned copies - both soft copies and manual register.

Soft Copies: Open new folders and save the scanned documents. Name the files and folder

appropriately. The folders should be password protected.

Ref : Scanned Documents Register

Format: Scanned Documents Register

S.No | Date | Time | Mail sent to | Subject of the Mail | Particulars of the documents | No. of

Pages | Signature of the File Room Officer

Every Friday get the manual registers acknowledged by the Manager - Administration. The same

should also be sent as Weekly Report in excel format (New Files Entry Register , Issue Register -

Returnable, Issue Register - Non -Returnable, Scanned Documents Register) to Admin Manager

and cc to the following members:

Vice Principal - Administration

Principals

Executive Assistant - Director’s Office - Remote


Director Academics and

Managing Director

Any documents issued and not returned beyond the stipulated date of return should be

immediately escalated to Manager - Administration and Joint Director - Administration.

Escalation Matrix


Matrix as below:




Preface

The Guide for Standard Operating Procedures is a document that outlines the business practices

that is approved by the Queen Mira International School - It is intended to be used as a reference

manual by administrators and any staff members having financial responsibilities. Its purpose is to

provide an efficient control and accountability system that will help assure appropriate use of

“Funds”. It must be understood that the principles of this manual are based on “Generally Accepted

Accounting Principles” and rely on an assumption that individuals have a general understanding of

the financial process of a School System. For this program to operate at optimum efficiency there

must be a spirit of cooperation, teamwork and communication within the team members.

The Standard Operating Procedures will detail the practices and controls concerning:

Accounting

Cash Management

Budget Process

Position Control

Vendors

Planning / Preparation

Financial Planning

At the beginning of every year financial planning is done on a comparative basis with the

previous year for all the source of income and expenditure to foresee and manage the funds in

an effective manner.

A discussion is done with the finance department and the SLT.

A work sheet is prepared in concurrence to the financial planning for the entire year.

Once the worksheet is finalized, the complete data is transferred in an excel format.

Based on the approved budget comparative statements are prepared on a monthly, quarterly

and yearly basis in accordance with the actual.

Monthly Expenses Budget Preparation

A monthly budget is prepared on the basis of the annual budgeting which is estimated in the

beginning of every year.

In the monthly chart other than the recurring expenses, other expenses according to the

resilience may be revised according to the fund position.

The prepared budget for the next month should be approved and acknowledged by the SLT by

the end of the current month.

Once the budget is approved, expenses should be contrived according to the budget in order to

be in track.

Preparation for recurring payments and income:

The regular expenses like Vehicle EMI and Bank Interest Payment cheques and vouchers should

be prepared in advance and kept in track by making the payment within the due date to

maintain the standard culture of promptness which is the key to eliminate uncertainty.

Cheques and vouchers are to be prepared towards the vendor payment after the approval of the

Managing Director as per the logistic chart prepared on a monthly basis.

If incase the payment is not done on the same month due to fund management the logistic chart

has to be revised with the consultation of Logistics Head, Joint Director – Administration and

Director Academics and acknowledged by the Managing Director.

Admission

Admission walk-ins will be attended by the designated admission team faculty, a registration

form is filled with all the mandate details.

In order to issue the application the next process is initiated by creating the student profile in

the software.

Once the profile is initiated, application is issued to the parent; the application form will be filled

and submit to the school.

During the time of fee payment the initiated student profile will be approved by the principal.

After the approval, the student name will be clicked by admit in the software, the fee will be

assigned to the student with the respective fee heads with the corresponding grade.

Hence the student count is added as in class.

Fee collection can be processed for the student

The mode of payment for fee collection can be in the form of cash / cheque / online / card for

the respective terms.

Fee Collection

At the beginning of every year the student strength will be verified in the software and the

academic team acknowledged by the principal on a monthly and quarterly basis to keep track of

the demand.

Fee Collection

At the beginning of every year the students strength has to be ascertained once the student

strength is finalized the fee under various heads like Tuition fee for 4 terms, Book fee for 2 terms,

Transport fee for quarterly and GPS fee in the first term has to be assigned according to the grades,

once the fee is assigned for all the grades then the demand has to be checked with supporting

excel working to ensure that the assigned fee for each student is right

Concession Management

The concession list has to be a prepared for the students eligible under the following heads;

o Sibling concession – The Academic Team PRM Finance

o Academic concession - Principal Director Academics Finance

o Staff welfare concession – HR Manager Finance

o Deposit scheme - Finance Manager

o Management concession – Management Finance

o Sports concession – Physical Education Director Director Academics Finance

o Any other concession within the discretion of the level heads will be forwarded with the

recommendation for the approval to process it.

Concession has to be initiated in the software from the finance department and approved by the

SLT.

Once the approval is done, concession will be applied for the eligible students.

Fee Collection

Fee Circular

The first and foremost thing even before the fee collection is, preparation of fee circular which

will be prepared by the finance officer, circular has to be prepared for each student stating the

respective term, amount, outstanding dues if any and the due date for paying the fee should be

duly verified and acknowledged by the Finance Manager will be circulated to the parent through

the academic team.

The circular will be written in the third week of a term’s previous month and verified. (Example

the collection month for Term I fee is May, circular will be prepared and verified in the third

week of April and in the fourth week of April circular will be circulated.)

A reminder SMS has to be sent to the parent for reminding the parent stating that the due date

has started by the academic team as per the action plan.

Fee Counter

In order to prevent kayos and not to keep the parent keep waiting, three fee counters is been

setup with a desktop, printer and the required stationeries.

Receipt Generation

During the fee collection recipes have to be generated by the accountant under the respective

student head, term and fee head.

Cash Deposit

Depending on the fee collected by cash under various fee heads, amount has to deposits in bank

under the respective accounts by 3 PM.

Bank Statement

Bank statement and E- Fee report has to be collected from the bank everyday within 10.30 AM

by the Finance officer and receipts has to be made for the NEFT, IMPS, RTGS and Gateway

payment in the respective student head.

Fee Collection

Cheque Receipts

The fees that are paid by cheque have to be remitted for clearance and regular follow up has to

be done until it is credited in the account.

In case if any cheque bounces, it has to be intimated to the parent insisting on cash payment and

the issue has to be rectified at the earliest.

Reissue of cheque will not be accepted if the cheque bounces.

Online Payment

Every term fee under the respective fee head for all the students has to be prepared by the

finance officer, counter verified by the finance manager and sent to the bank for uploading in

the online fee portal before 10 days of the beginning of the respective term.

The bank has to upload the fee data in the portal within 24 hours and revert.

Once the intimation is received pertaining the fee upload, the portal has to be verified by the

finance officer and counter verified by the finance manager and clearance has to given to the

SLT.

Communication to be passed on to the academic team.

Paid & Unpaid list

The paid and unpaid list of the various fee head has to be prepared in an excel format to keep a

track of the fee defaulters.

The list has to be circulated everyday to the academic heads and level coordinators once the

stipulated due date is barred.

The fee follow up team as designated by the SLT should have a close follow up with the parent

and collect the fee outstanding for the smooth functioning of the school.

TC Issuance

Before issuing the TC to any student on the request basis, the status of fee dues has to be

confirmed by the finance department.

The fee database has to be verified in the software by the finance officer duly acknowledged by

the finance manager; incase if the fee is cleared under the respective fee heads for all the terms,

then NOC has to be issued by the finance manager; further the TC will be issued to the student

by the principal.

Once the TC is issued, relieving of the student will be initiated from the academic end for the

next process from the finance department.

In case of TC issuance in the middle of the academic year, the fee cancellation for the

discontinued terms will be initiated and approved by the SLT to relieve the student from the

student database.

Further the student relieving process is completed.

If there is any fee outstanding NOC will not be issued and TC will be withheld until the dues are

cleared.

RECEIPTS

Manual receipts should be prepared for any miscellaneous income other than the regular fee

collection.

In case if there is a technical problem in the software the regular fee collection can be made in

the manual receipt book.

The fee received via manual receipt book has to be accounted in the respective temporary

ledger heads.

Once the technical issue is sorted out the actual entry can be made by reversing the temporary

entry that was made earlier.

The other income has to be accounted in the respective income heads.

Bills Receivable

All the invoice receivables will have an entry at the gate in the inward register.

The bills will be received by the logistic team dealing with the transaction.

The logistic team will get the approval from the SLT with the acknowledgement of the head of

the department according to a slab that is fixed.

o Joint Director – Administration - will approve for the bills of Rs: 5,000/- and below; (Director

Academics & Managing Director can also approve) in case of absence.

o Director Academics - will approve the bills of Rs: 5,000/- and above upto Rs: 10,000/-.

(Managing Director can also approve) in case of absence.

o Managing Director - will approve any bills above Rs: 10,000/-.

Further the bill is submitted to the finance department by making an entry in the Invoice

register.

The Bills with the approval of the SLT is booked in the software.

The Bills are been filed in the respective file named Bills with GRN & Bills without GRN.

According to the credit period, financial planning and fund availability the payment against the

bills are settled.

Payments

Voucher Preparation

For any payment via Cash / Cheque payment, voucher has to be prepared with the mandate

details in the voucher by the accountant.

The signature of the prepared by, Accountant, Finance officer, Approved by and received by is

mandatory.

The voucher will be prepared with the supporting bills aligned to the expenses made.

The bills should be duly acknowledged by the head of department according to the teaching and

non teaching faculty.

Approval to release payment

Only if the signature of any one of the SLT is made the payment will be released. The approval to

release the payment depends on a slab fixed by the SLT;

o Joint Director – Administration - will approve the payment voucher up to a sum of Rs:

10,000/-.

o Director Academics - will approve the payment voucher up to a sum of Rs: 15,000/-.

o Managing Director - will approve the payment voucher up to a sum of Rs: 15,000/- and

above.

Only if the voucher is approved by the SLT according to the slab, the payment will be released by

the cashier.

Suspense Voucher

Suspense amount will be issued only to the list of approved Teaching faculty & Non Teaching

faculty;

Any expenditure which cannot be closed immediately can be issued as suspense and it can be

settled with the corresponding bills aligned with the acknowledgment of the department head.

It is brought in practice as in any expenditure / bills aligned with suspense to be promptly settled

/ closed within 7 working days.

Voucher entries in software (Edusparrow)

Once the amount is paid by any mode of payment towards the vouchers prepared, all the

vouchers have to be entered in the software on a daily basis by the accountant.

The income and expenditure has to be debited and credited in the respective ledger heads with

the reference of a data forwarded to the finance department describing the nature of heads and

ledger heads which is revised every year by the Managing Director.

After making the entries the system generated voucher number has to be noted in the

corresponding vouchers.

The entries made in the software (Edusparrow) by the accountant have to be duly verified by the

finance officer, double verified by the finance manager should be forwarded for approval to the

SLT.

The software is designed in such a way that any entries made and approved cannot be deleted in

case of wrong entries, instead adjustment entries are made to rectify the errors.

Voucher Approval

The vouchers have to be arranged by the accountant according to the system generated voucher

number that is noted.

The voucher has to be duly verified by the finance officer and double verified by the finance

manager as in, if the voucher is attached by proper supporting documents, signature and

approval is done where ever required.

The vouchers have to be taken for approval in the software to the SLT.

The approval will be given by checking all the vouchers and entries that are made.

Once the approval is processed, the cash book has to be verified as in if the cash is tallied.

If the cash book is not tallied with the physical cash in hand, the mistake has to be identified and

corresponding correction entry has to be made on the same day and should be tallied.

Once the cash is tallied then the daily report has to be prepared by the accountant.

DailyReports

The daily report is prepared by incorporating all the bank accounts, daily fee collection, other

income, expenditure and demand as on date for the years of outstanding with respect to the

term in which the day is into.

Bank Column: All the cheque issued and collection deposited in the respective account should

be derived with the support of the cheque register to ascertain the bank balance as on date.

Collection Column: All the income that is collected under different heads should be entered,

arriving at the total collection of the day.

Demand Column: The demand outstanding as on date with relevance to the term of occurrence

and year, which will determine the income yet to receive.

Expenses: By comparatively calculating the previous day’s daily report with the current day’s

daily report the difference arrived will be the expenses made for the day.

Once the difference is arrived all the expenses made for the day to be listed and the difference

arrived comparatively calculating the previous day’s report and current day’s report should be

equal to the expenses made.

Behind the daily report, the paid and unpaid list from Term I to the current Term to be updated

and enclosed.

The report has to be verified by the finance officer and double verified by the finance manager

and endorsed before the verification of the SLT.

The report is duly verified by the SLT every day as a two step verification process to eliminate

potential errors.

Based on the daily report a three months report is prepared by the finance officer and double

verified by the finance manager in order keep a track the term fee collected and the expenses

aligned to it.

Finally the daily expenses are verified by the Managing Director to keep the budget in track.

This report is prepared to ascertain the daily financial position in order to manage the funds in

an effective manner for the smooth functioning of the school.

Dispersementof salary

Based on the salary statement and the abstract prepared by the HR team salary cheques and

vouchers are prepared in the required format within the first week of every month by the

finance officer and double verified by the finance manager.

EPF / ESI payments are also initiated.

Based on the suspense clearance, bills pending and prime document salary is released.

The salary is withheld for the list of faculty who has not cleared the above said list.

InternalAudit

An internal audit is conducted every month by an authorized person by the SLT.

Identifying the transaction in parallel with voucher audit & cash handlings.

Measuring the cost along with the market trends and calculation ratification.

Two step verification process coupled with similar transaction and reflected in the respective

ledger heads.

Recorded in the books systematically along with the supporting vouchers & receipts inputted in

the software.

Analyzing if everything is in track with the levels of authorization.

Summarizing various reports that are fostered on a daily, monthly and quarterly basis inflaming

cost management and distinctive decisions making.

Interpreting the audit report to the management.

NOC

At the beginning of every month the previous month’s complete income, expenditure and

supporting files and documents is prepared by the finance officer and double verified by the

finance manager will be verified by the SLT. This process is done to maintain accuracy and to

avoid manipulation and potential frauds.

o In an excel workbook monthly reports are prepared date wise in three different sheets

namely monthly receipts, monthly expenses and an abstract of the same.

o Another workbook is prepared in different sheets, the extracts of other income, other

expenses, vendor payment, vendor outstanding details, Assets and Liabilities based on the

monthly report.

o Collecting the bank statement of the previous month and combining the statement of the

corresponding bank account in a single PDF file by the finance officer by the 3rd day of every

month.

o Preparation of fee collection report in comparison with the daily report and the software

(Edusparrow).

o An excel workbook is prepared towards loan details chart with the vehicle EMI and bank loan

outstanding.

o Day book for the entire month is prepared by the accountant verified & endorsed by the

finance officer and double verified & endorsed by the finance manager.

o All the updated corresponding files for verification are prepared.

o Analysis of the cheque register, software (Edusparrow) and bank statement by the authorized

internal auditor.

o Bank reconciliation statement is prepared by the finance officer and double verified by the

finance manager.

o The balance of the temporary ledger heads like Fees 2020-21, Book Fee 2020-21 and Fee

Suspense have to be closed by the last day of every month.

NOC

o Comparative statement for the previous month is prepared in comparison with the

forecasted income & expenditure and the actual income & expenditure. This statement is

prepared to ensure that preventive measures in case of non forecasted expenditure and to

tighten the track of income for the smooth functioning.

Once the NOC verification is completed all the vouchers are bundled and kept as confidential

data in the file room

All the above said documents are verified by the SLT and once the verification is completed the

salary of the finance department is released.

Cafeteria

The cafeteria expenses and income is vouched and accounted on a daily basis.

The same has to be entered in the cafeteria notebook on a daily basis.

The cafeteria accounts are closed by the end of every month, analyzing the monthly income and

expenditure determining the returns.

External Audit

An external audit is performed to validate, or provide reasonable assurance and accuracy of

financial reports from the organization annually.

This audit is conducted by the external auditor for statutory purposes formulating a realization

that we are legally responsible for the accuracy in the financial statements and reporting the

state of affairs and operations for the period.

The purpose of external audit is to verify that the annual accounts which provide a true and fair

picture of the organization’s finances and the use of funds is in accordance with the aims and

objects as outlined.

External audit is performed in the month of April for every year by complying the statutory filing

and IT returns is filed and closed.

Further more if any scrutiny is emphasized by the central government, the external auditor is

liable to submit the required documents to the government on behalf of the school. The

required documents will be provided by the finance department duly acknowledged and

endorsed by the SLT.

List Of Teaching and Non Teaching Faculty Approved for suspense

Teaching Staff Non Teaching Staff

S.No Name Department S.No Name Designation

1 Sujatha GupthanDirector

Academics1

Josephine Anne

Sheebha Aruldass

Joint Director-

Admin

2Kalpana Karthick

SomasekarPrincipal - Level I 2

Bharath Kumar

Radha KrishnanAdmin - Manager

3Christinal Shanthi

Theodre Luther Principal - Level II 3

Komala

PadmanabanHR - Manager

4Ezhil Roja Siva Muruga

Raman

Asst. Vice

Principal4 Beena Varghese Finance - Manager

5Matchipirai Malika

Kather Oli

Asst. Vice

Principal5

Vaiyapuri

GurusamyPRO

6Shalini Muruga

Pandian

Asst. Vice

Principal6

Jenifer Stella

ManikandanPRM

7 Aysha Siddika Feroze Asst. Vice

Principal7

Sutha

Arunachalam

Admin Asst -

Principal's Office

8Gayathri

Somasundaran Co-ordinator 8

Alangaram

Joseph DominicCafeteria Incharge

9Jainool Fatima

AlameenCo-ordinator 9

Jeyakumar

Selvam

Maintenance

Officer

10Shantha Kumari Arun

DakshinamoorthyFacilitator 10 Vijay Murugan HK Supervisor

11 Rohini Nethaji Co-ordinator

12 Anita Rajesh English

13 Ajith Kumar IT

14 Karthick Thirupathi Raj PET

15Aravindapandian

SoundarapandianPET

16 Murugan Mariyappan PET

17 Selvi Balasubramanian Librarian


The mobile and the walkie talkie should be collected from the Security Office everyday

morning at 08:30am.

Check whether the mobile, walkie talkie, intercom , landline, system, fans, lights are in proper

working condition.

Ensure that the following in the Front Office Area:

All lights should be ON.

Fans should be ON if the visitors are seated on the couch.

Flowers should be placed on the photographs

The awards and accolades are arranged properly.

Moola Mantra is audible.

Cleanliness of the front office area should be ensured always with the support of the

housekeeping team.

Do not allow the parents / visitors beyond the atrium area without approval from Principal /

Vice Principal - Administration / Manager - Administration.

At any cost, the Front Office shouldn't be left out without the person in charge. Always ensure

that proper replacement is done during lunch, breaks and the time of performing any other

assigned tasks.

HandlingVisitors

Receive all the visitors / guests by greeting them.

Ensure that they are wearing the appropriate visitor’s tag (Pink).Insist to wear the tag if they are

not wearing.

Receive the intimation from the respective member regarding the visitor.

Intimate to the appropriate person about the visitor / Guest if it is a planned visit.

Incase of an unplanned visit, collect the inputs from the visitor and ask them to visit after fixing

an appointment.

Visitors regarding academics to be directed to Vice Principal - Administration and on need

basis to the Principal.

Visitors regarding logistics and publishers to the Librarian.

Vendors regarding housekeeping, transport , maintenance and other service providers

should be directed to respective supervisors and on need basis to the Manager -

Administration.

Visitors from banks, insurance, vendors, should be directed to the Finance Officer

Visitors regarding job enquiry and training agencies, consultants, Ex- QMIS staff should be

directed to the HR Manager.

Enter the visitors details in the Visitors / Guest Report and get the acknowledgement from Vice

Principal - Administration.

Ref : Visitors / Guest Report

Format : Visitors / Guest Report

S.No | Date | Time In | Name of the Person | Designation | Company | Contact Number |

Purpose of Visit | Planned / Unplanned | Person to Meet / Attended | Remarks | Time - Out

Handling Admission Enquiry Parents

• Receive them with a pleasing smile.

• Offer the Admission Enquiry form.

• Call for the member of the Admission Bureau to attend to the admission enquiry parent.

• Enter the details in the Admission Enquiry Walkin Format and get the acknowledgement

from PRM by end of the day.

Ref: Admission Enquiry Walk in Format

Format: Admission Enquiry Walk in Format

S.No | Date | Enquiry for (Grade) | Attended by | Time - In | Time - Out | Signature of PRM

HandlingPhone Call

Calls through Intercom:

• Receive the information from the person calling and act accordingly.

Handling Calls through Mobile / Landline:

Incoming Calls:

• Receive the call and be attentive while listening.

• Note down the details of the calls in the Incoming Call Register promptly.

• Ensure that the concerned members are informed on the communication through Message

Confirmation Slip.

• Any calls pertaining to parents concern / complaints should be directed to the PRM.

Outgoing Calls:

• Staff can be permitted to use the school phones for making official calls.

• The employees can be permitted to make personal calls on need basis. Example - To inform on

late closure or to have any other follow up tasks.

• Students can be permitted to make calls after obtaining the duly signed Call Permit form from

the authorised signatories.

Note: The calls entry have to be incorporated in edumerge.

Ref: Call Register - Incoming and Outgoing Call Register

Format: Call Register - Incoming and Outgoing Call Register

Incoming Calls:

S.No | Date | Contact Number | Call From Name of the person | To Whom | Status

Outgoing Calls: (For Employees)

S.No | Date | Contact Number | Call by Name of the person | To Whom | Status

Ref: Call Permit Form (For Students)

Format: Call Permit Form

Name | Grade | Reason | Contact Number | Signature of Class Mentor / Coordinator

Handling of Letters from Parents

• Receive the letters from the parents and hand over them to the appropriate members and get

the acknowledgement in the Letters from Parents - Issue Note as below:

Leave Letters : Respective Level Coordinator

Bonafide Certificate Request : Principal Office - Office Assistant

TC Request : Respective Level Coordinator

Request to send the student with guardian / driver : Get acknowledgement from the

Principal, call and counter check with the parent and file the letter in the Parents Request

Letter File.

Ref: Letters from Parents - Issue Note

Format: Letters from Parents - Issue Note

S.No | Date | Time | Letter from | Letter To | Signature of the Front Office Officer | Issued Date

| Issued Time | Issued To | Signature of the Receiver | Signature of the Principal (end of the day).

Ref: Parents Request Letter File

Handling of Couriers / Posts

• Receive the letters / parcels from courier / posts.

• Check the “To” address to ensure that the letters / parcels are for the school.

• On receipt of the letters / parcels acknowledge the courier / registered post form with school

seal and signature on need basis.

• Do not accept the parcels under the following conditions:

If the letters / parcels have a different address.

If the letters / parcels are received in the name of an ex-staff .

• If any parcel is received in the name of the individual staff on personal grounds, then intimate

the same to the Vice Principal - Administration.

• Make entry in the courier / post register.

• Handover the letters / parcels to the respective members and get the acknowledgement from

the Vice Principal - Administration within 24 hours.

• In case of absence of the respective member to receive the letters / parcel, the same has to be

handed over to the Vice Principal - Administration. Based on the urgency, the Vice - Principal

Administration can open the letter and escalate the information to the Director Academics or

Managing Director.

• Letters / Parcels on top priority are those from CBSE Office, CEO, EPF, ESI and any other

Government Office has to be handed over to the respective member immediately on receipt.

Ref: Courier Register

Format: Courier Register

S.No | Date | Time | Letter from | Letter To | Signature of the Front Office Officer | Issued Date

| Issued Time | Issued To | Signature of the Receiver | Signature of the Vice Principal -

Administration (end of the day).

Maintaining Contact Details Database Register

It is essential to maintain a database of the contact numbers of the following members in the

Contact Details - Database Register:

• Inter com numbers and their departments

Students

Teaching Staff

Non Teaching Staff

Part - Time Staff

Support Team (Transport, Housekeeping, Securities)

Route wise - Transport contact number

Vendors

External bodies - CBSE Office, CEO, Other Government Offices,Hospital, Hotels, Police

Station, Local Primary Health Centre, Emergency contact numbers.

Ref: Contact Details - Database Register

Format: Contact Details - Database Register - Intercom

S.No | Intercom Number | Department

Format: Contact Details - Database Register - Students

S.No | Name of the student | Grade | Section | Contact Number 1| Contact Number 2

Format: Contact Details - Database Register - Employees

S.No | Name of the Employee | Department | Designation | Contact Number 1| Contact Number 2

Format: Contact Details - Database Register - Transport

S.No | Route No | Vehicle No | Driver Name | Conductor Name | Mobile Number

Format: Contact Details - Database Register - Vendors (Maintain separate list for Academic and

Administration scope)

S.No | Name | Designation | Company Name | Contact Number 1 | Contact Number 2

Format: Contact Details - Database Register - External Bodies

S.No | Company Name | Contact Person | Department | Designation | Contact Number 1 |

Contact Number 2

Employees / Students Movement

• Any employee or student leaving the school campus for any reason during the working hours

should be issued with a gate pass.

• The gate pass details should be filled by the Front Office Officer along with the carbon copy

and signature from the authorised person should be duly obtained.

• The purpose of the visit should be specified in detail for the employees moving out (Mention

the area of visit and the expected time of return)

• The gate pass slip should be handed over to the respective member leaving the campus.

• The members getting the Gate Pass should leave the campus in 5 minutes. If for any reasons it

is delayed, then new Gate Pass only should be given .

• Maintain separate gate passes for the students, employees going on permission or leave,

employees going on official visits.

• When the employee returns back to the school, after official visit mention the in time in the

carbon copy of the gate pass.

• In case of emergency, gate pass is not necessary for moving out. However, the entry has to be

done immediately after the person leaves in the emergency gate pass and the same has to be

intimated to the Director Academics.

• In case of students moving on ailment , the gate pass need not be issued. But the

students permission form should be duly filled and acknowledged by the respective class

mentor and the form should be ready by the time the parents / guardian comes to pick the

student. Do not make the parents / guardian wait to pick up the student in ailment.

Handling School Information

• Be aware of the events and announcements of the school.

• Get to know the information through authentic sources - Principal’s Office, Joint Director

Administration, Director’s Office.

• Collect the monthly calendar and the circulars issued to the students from the Principal’s office

and file them. Convey to the enquiring parents on request.

Ref: Circulars File

Phone Complaints Register

• In case if the phone instrument or mobile is not functioning then mention the issue in the

Complaints Register and immediately intimate to the Manager Administration and PRO.

• The TAT for the service of mobile is 24 hours and landline is 48 hours.

• Enter the particulars in the Maintenance Register and get the acknowledgement from the PRO.

Ref: Phone / Mobile Complaints Register

Format: Phone / Mobile Complaints Note

S.No | Date | Instrument ( Landline / Mobile ) | Nature of complaint | Closure Date | Remarks |

Signature of Front Office Officer | Signature of PRO

Ref: Front Office Maintenance Register

Format: Front Office Maintenance Register

S.No | Date | Nature of Issue | Previous Issue (if any) | Action Taken | Work Done by | Material

Cost | Labour Cost| Bill Details | Work Closure Date | Signature of File Room Officer | Signature

of Manager Administration

Escalation Matrix


Matrix as below:

• Students / Teaching Staff (Regular / Part - time)




• Non Teaching / Support Staff




• External Members

Category : Visitors / Vendors (Related to Administration) - Manager Administration / Joint

Director Administration

Category : Visitors / Vendors (Related to Academics) - Level wise Principal / Director

Academics

Category : Police, Press, Government Officials - PRO / Manager - Administration

Category : Bureaucrats - Managing Director


The Housekeeping department comprises Housekeeping Inchargers, Housekeepers and Janitors

The duty time of the House keeping inchargers, janitors and housekeepers is 8.00am to 5.30pm

The timing will differ during Events. The timing will be intimated in prior to the team members

The venues for janitors and housekeepers will be allotted by the housekeeping inchargers

The inchargers must be in continuous rounds to ensure the proper cleaning of all allotted areas

The caution board must be positioned in the area of cleaning(If water mopping)

The cleaning chemicals should be distributed only by the housekeeping incharge

HousekeepingInchargers

To have a continuous and vigilant monitoring of the housekeeping team,to ensure proper

cleaning in all areas.

The duty allotment must be on a rota basis.

Ensure cleaning tasks are carried out at required frequencies

For the new recruits, proper orientation of Job description with demo(Cleaning procedures and

usage of chemicals) has to be given and the new recruits checklist should be filled and

acknowledged by the Housekeeping Supervisor. Also an observation report of the new recruit

should be submitted by the Housekeeping Supervisor to The Manager Administration.

Proper orientation of Job description with demo(Cleaning procedures and usage of chemicals)

has to be given to the entire team once in a term.

Ensure the correct piece of equipment are used on the various surfaces involved

Ensure to provide safety materials(Safety Goggles, gloves)

The requirement list has to be submitted to Manager Administration 15 days prior to the

complete usage of materials

Allot a separate place and holders to keep the cleaning material in all floors. Educate the team

members to take and place it again in the ear marked areas

JOB cards must be framed and the same has to be followed without lapses

Daily report has to be submitted to Manager Administration on a daily basis

Star of the month parameters must be filled on a daily basis and the same has to be submitted

to the HR department. Every saturday the same has to be acknowledged by the Manager

Administration

Star of the Month Procedure

Collect the Star of the month Score sheets from the HR department daily morning at 08:30am.

Enter the inputs for the individuals in the Star of the Month Sheet (separate for Janitors and

Housekeepers) everyday evening at 05:30 pm and get it signed by the individual member and

handover to the HR- Executive.

Marking on the score sheet as below:

1 - Job done as required.

0 - Leave / Did not perform the job as required.

* - Did not assess / job not assigned.

Enter the remarks were necessary if marked as 0 in the score sheet.

The score sheets after calculating the total and percentage have to be submitted to the HR

Manager for the next process of announcing the Star of the Month.

Ref: Star of the Month Score Sheets - Annexure 1

CleaningReports

Cleaning Checklist verification report

The cleaning reports have to be duly filled after the rounds.

Cleaning Reports - Rooms (Floor wise), atrium and elevation area, quadrangle area, washroom.

Marking on the reports as below:

Tick mark - if the task is done.

X mark - if the task is not done.

Daily Cleaning report

The format should be placed in an appropriate location in all venues - rooms / washrooms. For

the quadrangle area , maintain a separate register.

The cleaning reports have to be duly filled after the cleaning process by the floor incharges.

Time in , Time Out, Name of the Housekeeping support member.

The Housekeeping Supervisor should verify the cleaning process and acknowledge the report.

Ref: Daily Cleaning Reports – Annexure 2

Ref: Daily Cleaning report - Month Wise

Format: Daily Cleaning report - Month Wise

S.No | Date | Name of the Housekeeping Support Team | Time In | Time Out | Signature of the

Floor In charge | Remarks | Verified by - Signature of Housekeeping Supervisor

AuditProcedure

• The housekeeping cleanliness rounds have to be done by the Manager Administration once in a

month.

The housekeeping staff members are required to mandatorily carry out their work in the

below mentioned areas of the organization.

o Entrance Cleaning

o Atrium & Elevation Area

o Admin Offices and Board room

o Class rooms

o Director’s Cabin

o Hall Ways & Stairs

o Washrooms

o Cafeteria

o Ground

o Laboratories

o Musical Studio and Dance Studio

o Natarajar Statue Area

o Deep Cleaning

o Mat & KG Bed Spreads Washing

o Furniture Cleaning

o Fans Cleaning

AuditProcedure

Entrance Cleaning: (1/Daily)

Take the cleaning materials from the ear marked area.

Sweep the areas in and out of gate.

Sprinkle the water in the swept area.

Draw a very simple and neat Rangoli.

Clear all the dusts and leave in the garbage area.

Position the cleaning materials again in the respective place.

Atrium & Elevation area: (1/Daily)

Clear the dust in the front desk area.

Removal of cob web in the atrium.

Trophies in the reception desk must be dusted.

Take the cleaning materials from the year marked area.

Sweep the atrium and elevation area.

Mopping must be done with the water added with floor cleaner.

If stain found on wall, it has to be cleared immediately.

Spray the Colin in window glass and wipe with paper.

Fill the cans with drinking water in the office rooms.

Dust the photo frames and keep flowers.

Dustbin must be cleared and dusts should be left in garbage area.


AuditProcedure

Admin Offices , Board room, Staff room: (1/Daily)


Remove the old flowers and replace the fresh flowers.

Dust the furniture, computer systems and TVs.


Turn on the lights.

Sweep the floor with broom.


If stain found on wall or door, it has to be cleared immediately.

Switch boards must be wiped with soap water.

Removal of cob web must be done in alternate days.

Fill the cans with drinking water in the office rooms.

The calendars must be changed monthly wise.


Classroom: (1/Daily)


Wipe the board with duster.

Dust the system tables, keyboard, CPU, UPS and Amp.

Wipe the window grill with dry towel.

Spray water in window glass and wipe with dry towel.



Dust the cubby holes.

Arrange the furniture and wipe with towel.





AuditProcedure

Director’s Cabin: (1/Daily)



Dust the furniture, computer systems and TV

Turn on the lights.


Mopping must be done with the water.


Switch boards must be wiped with a wet towel.

Walkie talkies must be left on the directors table with minimum volume.

Removal of cob web must be done in alternate days.

Fill the cans with drinking water.

The calendars must be changed monthly wise.

News paper: Sealed from library

Ensure that the following items are always available at the side table:

Incense Stick

Match Box

Kumkum

Thiruneer

Incense Stick – Stand

Ensure that the following items are always available:

Hand Towel – On the side table

Hand Towel – Washroom

Hand Wash - On the washbasin

Pond’s Talcum Powder – On the washbasin

Floor Mats – 1 No outside MD room, 1 No near the entrance of the washroom (near the

washbasin)



AuditProcedureHall Ways & Stairs: (1/Daily)




Dust the rails with the dry towel.

Wipe the RO unit with wet towels.

Place a bucket under the RO unit to collect spilt water.



Weekly once the photo frames at stairs and hallways must be dusted.



Washroom: (3/Daily)

Collect the stipulated quantity of harpic, freshener, surf powder dustbin covers from the stores.

Cleaning materials must be placed in the washrooms.

Complete water wash must be done.

Apply harpic in the ceramics (Washbasin, urinal tanks and toilet bowls) and leave it for 10 mins.

Scrub it completely and wash thoroughly with water.

Apply surf powder and sweep with stick broom and clean it with water.

After complete water wash the freshener to be sprayed.

Mopping should be done after all the above process.



Removal of cob web is done weekly once.

Buckets, mugs and taps are cleaned weekly once (Salt deposits are cleared).

Weekly once (When there is no students movement) acid is used to clean the stains.

After cleaning, the materials must be positioned in the ear marked area.

Washroom cleaning must be completed 15 mins before morning break.

Thrice in a day water wash must be done and also as and when required.

Every one hour mopping must be done.

After dispersal in the evening the floors must be cleaned with the floor cleaner.

AuditProcedureCafeteria: (1/Daily)


Sweep the areas in and out of cafeteria.

Sprinkle the water in the swept area.

Draw a very simple and neat Rangoli.

The plates must be kept ready before students come for breakfast.

Three tubs must be positioned at the back side of cafeteria.

Tub 1:Plain Water, Tub 2: Soap water and Tub 3: Potassium permanganate. Ensure kids dip in Tub

1 first next in tub 2 and finally plates to be washed in tub 3.

All the plates must be cleaned after breakfast and dried in sunlight.

All the machines (Coffee, Fryer and popcorn) must be wiped with dry towels.

The machines must be turned off when not in use.

Snacks must be orderly arranged in the racks.

The expiry dates of the eatables and beverages must be checked weekly.

Washbasin must be cleaned with harpic.

The furnitures should be dusted properly.

The utensils should be washed properly.

Spray water in window glass and wipe with dry towel.




The sweeping must be done 4 times in a day. On need basis sweeping should be done more

times.

The vessels used for cafeteria purpose must be washed then and there.

Ceiling lights and fans must be dusted every fortnight.

Removal of cob web should be done weekly once.



AuditProcedure

Ground: (1/Daily)

Basket Ball Court / Tennis Court / Volley Ball Court


Sweep completely.

Spray water using ooze water pipe.

Wipe the water using wiper.

Play Area: (3/Weekly)

Remove the cobweb.

Spray water using ooze water pipe.

Apply soap oil with sponge and rub gently.

Wash thoroughly with water.

Wipe with dry towel.

The stagnant water should be wipe off using wiper.

Track / Open Ground / Cricket Net Area / Bus Parking Area: (3/Weekly)

Take the stick broom from the year marked area.

Complete sweeping must be done in every nook and corner of the ground.

Weekly once water path way pits in the ground must be cleaned.

Trimming of grass and trees should be done monthly once or on need basis.

Unwanted materials must not be placed in ground area.



AuditProcedure

Laboratories [Physics, Chemistry, Biology and Cyber]: (1/Daily)


Sweep all the areas of the labs.

Mopping must be done by water mixed with floor cleaner.

All the materials placed in the labs must be dusted neatly and should be positioned in the same

place.

The disposal of chemicals must be done by the proper guidance of the lab incharge.

All the furniture must be arranged properly and should be dusted.




Spray the Colin in door glass and wipe with paper.



Musical Studio and Dance Studio:(1 / Daily)



Dust Mobbing alone should be done.

Avoid mopping with water as it is wooden flooring.

Clean the glass per the glass cleaning procedure daily.



Weekly once the photo frames must be dusted.


AuditProcedureNatarajar Statue Area: (1/Daily)



The statue must be cleaned with brass cleaning powder once in a week.

After applying brass cleaning powder, wipe the statue neatly with wet cloth.

Cleanse the lamp and fill oil.

Sweep the classical studio area completely.

Sprinkle the water in floor and mopping should be done.

Simple neat Rangoli should be drawn.

Place flowers on Natrajar Statue.

Ensure that the following items are always available at the Natarajar statue.

Camphor ✓ Incense Stick

Match Box ✓ Deepam Oil

Sandal Powder ✓ Thiri

Kumkum ✓ Thiruneer

Kola Podi ✓ Incense Stick – Stand

Camphor Stand ✓ Aarathy plate

Every Monday purohit has to do special pooja. Ensure that the following materials along with

the above mentioned items are available.

Garland

Banana

Coconut

Beetal Leaves

Prasadam (From MD’s house or purchase outside)

One member from the transport team has to procure the above items in the afternoon and

ensure it is available before 03:00pm.

Once pooja is over a janitor has to distribute prasad to staff.



AuditProcedureDeep Cleaning: (1/Month)

Once in a term the deep cleaning has to be done during school holiday.

Wipe the board with wet towel.

Window grills must be dusted.

After dusting, soap oil should be applied with scrubber and cleaned in the following areas:

Door

Wall

Cubby holes

Floor Corners

After applying soap oil, completely wipe the door , wall and cubby holes using a wet cloth. Pour

water on the floor and sweep completely with stick broom and use wiper to remove excess

water(applicable for Ground floor).For the classroom in other floors wipe the floor using a wet

mob.

Cob web is removed everywhere.

Spray Colin on glass and wipe with newspaper in all applicable areas.

Furniture Cleaning: (1/Month)

Couch

Dust the couch with towel.

Wipe thoroughly with wet towel dipped in soap oil and cleanse.

With the dry towel wipe and leave it to dry.

Wooden Tables

Dust the tables with towel.

Wipe thoroughly with wet towel dipped in soap oil and cleanse.

With the dry towel wipe and leave it to dry.

Plastic Chairs & Moon Tables:

Complete water wash has to be done.

Soap oil is applied and rub with scrubber thoroughly, leave it for 10 to 15 mins for soaking.

Rinse it completely with water.

Wipe with dry towel and dry it in sunlight.

AuditProcedure

Mat & KG Bedspreads Washing: (1/Week)

KG bedspreads and mats must be cleaned once in a month.

Mats and bed spreads should be soaked in the soap water (Surf powder mixed with water).

Rub properly till the stain goes away completely.

Rinse in the water three to four times.

Squeeze well and dry it in sunlight.

Fans Cleaning: (1/Month)

With the help of Electrician, dismantle the fan.

Water wash the wings and the metal grill.

Wipe completely with dry towel.

With the help of Electrician, assemble the fan and place it at the respective area.

Cleaning Material Checklist

Grass Broom (All rooms, stairs and hallways)

Stick Broom (Washrooms and outer areas like front area, play station area, transport area and

ground area)

Mob (All rooms, stairs and hallways)

Towel (Glasses, Staff room furniture and laboratories)

Scrubber (Hallways and classrooms painted area)

Sponge (Wading pool drying and wash basin drying)

Metal Scrubber (Wash basin ceramics)

Cobweb Removal Stick (Cobweb removal)

Toilet Cleaning Brush (Urinal and toilet bowls)

Dust Mob Stick (Music and Dance studio)

Acid (Washrooms)

Vim Bar (Cafeteria)

Dish washing Powder - Sabena (Cafeteria)

Detergent Powder – Surf (Mats, bedspread and towel wash)

Detergent bar (soap) - Rin (Mats, bedspread and towel wash)

Colin – Glass cleaning solution (Glass cleaning)

Pitambari Powder (Water Bottle cleaning and pooja items cleaning)

Garbage bag (Small size-All rooms, Medium size-Ground area and Large size-Cafeteria and during

events)

Soap oil (All rooms, Laboratories, stairs and hallways)

Harpic (Washroom ceramics)

Room Freshener (Admin rooms, Principal cabin and all staff rooms)

Potassium Permanganate Powder (Cafeteria-Plate cleaning)

Dettol – Hand Wash (All KG classes-Kids hand wash)

Stain Removing Procedure

Tiles

Apply soap oil.

Scrub well using the scrubber.

Wipe well with wet cloth.

Wood

• Wipe the stain with wet cloth.

• To remove the glued tapes, remove them carefully using a putty knife.

• Wipe the floor with water and soap oil to remove the stickiness.

• Wipe well with clean wet cloth.

• Add few drops of oil in a cloth and rub on the wood.

Wall

• Apply soap oil.

• Scrub well using the scrubber.

• Wipe well with wet cloth.

Glass Cleaning Procedure:

• Spray Colin (Glass cleaner).

• Wipe it with neat cloth.

• To remove any glued tape, slightly apply thinner.

• Wipe completely with neat cloth.

Stain Removing Procedure

Salt Deposit – Ceramic, tiles, plastic bucket and mug

Wash with water

Apply acid on the area and leave it for half an hour.

Using a scrubber rub the area and wash thoroughly with water.

Cobweb Removal

Using cob web stick brush remove the cob web in all the wall ceiling, windows, rails, frames etc.

Acid Cleaning

Wear gloves.

Wear the mask. Do not directly inhale the fumes of the acid.

Have the windows and doors wide open for good ventilation.

Collect the acid from the stores before cleaning.

Use the acid either directly or diluted as needed.

“DO NOT USE” sticker should be placed on the door while cleaning.

Wash the area thoroughly with enough water.

Wash your gloves and hands with soap / hand wash.

Acid cleaning should be strictly done only during a school holidays or during the absence of

students.

Do not leave any left over acid inside the washroom.

Cleaning Material Collection

For washroom cleaning the following has to be procured from stores,

Harpic: 300ml (Daily)

Surf powder: 2Table spoon (Daily)

Freshener: 50ml (Daily)

Dustbin cover: Need basis (Daily)

Mop stick: 1 (Monthly once)

Toilet bowl cleaning brush: 1 (Once in term)

Wash basin cleaning brush: (Once in a term)

Scrub: 1 (Weekly once)

Hand glove: 1set (Monthly once)

For classroom cleaning the following has to be procured from stores,

Floor cleaner: 60ml (For 4 classrooms-Daily)

Room freshener: Need basis

Mop stick: 1 (Monthly once)

Scrub: 2(Weekly once)

Bed Sheet Washing

Collect the bed sheets / quilts from the Kindergarten classes.

In a bucket / tub put 2 spoons of detergent powder and add water till 3/4th of the bucket.

Mix well to dissolve the detergent.

Soak the bed sheet for a minimum of half an hour.

Using detergent soap clean the bed sheet and work on the lather.

Use the brush for cleaning if needed.

Wash thoroughly with water (minimum 4 times or till the lather is washed completely).

Squeeze the bed sheet and drain the excess water.

Dry the bed sheet / quilt under sunlight.

Once dried, fold and place it in the respective classroom.

Garbage Disposal

Collect the wastes from the respective colour dustbins (Green - Wastes that can be decomposed.

Red - Wastes that does not decompose).

The collected wastes have to be placed in Gate 3 daily at 05:30pm to be collected by the Trash

man.

S.No Parameters [1 or 0] 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30Actual

ScoreTotal Remarks

1 Attendance

2 Puntuality

3 Dress Code

4 Grooming

5 Duty Rotation

6 Proper Utilisation of Equipments/ Materials

7 *Atrium and Elevation Cleaning

8 *Classrooms Maintaining

9 *HW & Stairs

10 Cobweb Removel

11 Emptying Dustbin

12 Switch board cleaning

13 Room Freshner

14 Work Completion reporting

QUEEN MIRA INTERNATIONAL SCHOOL

Janitor Name :

Total

Manager - HR Manager - Administration Joint Director - Administration Director - Academics

Signature of the Janitor

HOUSE KEEPING DEPARTMENT PERFORMANCE APPRAISAL - Month / Year

From dd/mm/yy - To dd/mm/yy

Singaure of the Supervisor


ScoreTotal Remarks

1 Attendance

2 Puntuality

3 Dress Code

4 Grooming

5 Duty Rotation

6 Ground

7 Cleaning of Toilet Bowls

8 HW & Stairs

9 Emptying pedal bins

10 Cobweb Removal

11 Doorlock Checking

12 Tap Closure

13 Classrooms Maintaining

14 Room Freshner

15 Switch Board Cleaning

16 Wash Basin Cleaning


Total


HOUSE KEEPING DEPARTMENT PERFORMANCE APPRAISAL - Month / Year

House Keeper Name :


Signature of the Housekeeper

Singaure of the Supervisor

S.No Date 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Remarks

1 Sweeping

2 Mopping

3 Window Glass Wiping

4 Sofa Cleaning

5 Cob Web Removal

6 Toilet & Washbasin

7 Furniture Arrangement

8 Dustbin

9 Doors - Wiping

10 Furniture - Wiping





GUEST ROOM CLEANING REPORT - Month / Year

Employee Name:

Floor & Room No:

Checked By

Verified By

S.

NoDate 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Remarks

1 Sweeping

2 Mopping


4 Board - Wiping

5 Cob Web Removal

6 System - Dusting

7 Furniture Arrangement

8 Dustbin

9 Doors - Wiping

10 Furniture - Wiping





ROOM CLEANING REPORT - Month / Year

Employee Name:

Floor & Room No:

Checked By

Verified By

S.

NoDate 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Remarks

1 Cleaning of the Toilet Bowls

2 Cleaning of Tiles & Floors

3 Emptying the Pedal Bins

4 Cob Web Removal

5 Door Lock Checking

6 Tap Closure

7 Room Freshner


9 Wash Basin Cleaning




WASHROOM CLEANING REPORT - Month / Year

Employee Name:

Floor & Wing:

Checked By

Verified By

S.No Date 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Remarks

1 Sweeping

2 Mopping


4 Cob Web Removal

5 Washbasin

6 Dustbin

7 Doors - Wiping

8 Rack Cleaning

9 Telephone Cleaning


Verified By



CAFETERIA CLEANING REPORT - Month / Year

Employee Name:


Checked By

S.No Date 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Remarks

1 Front Ground Sweeping

Sweeping

Mopping

Cob Web Removal

Stairs Wiping

Sweeping

Sofa Cleaning

Mopping

Cob Web Removal

Window Glass Wiping

Rails Wiping

Switch Board Cleaning

Stain Removal on Walls

Sweeping

Mopping

Cob Web Removal

Stairs Wiping


2 Elevation

3 Atrium

4 Courtyard


QUANDRANGLE CLEANING REPORT - Month / Year

Employee Name:

Checked By

Verified By


S.No Date 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Remarks

1 Play Area Sweeping

Sweeping

Emptying Dustbin

Wiping

Sweeping

Emptying Dustbin

Sweeping

Emptying Dustbin

Wiping

5 Cricket Net Sweeping

6 Gate 3 Sweeping


GROUND CLEANING REPORT - Month / Year

Employee Name:



Basketball Court

Football Court

Throwball Court

2

3

4

Checked By

Verified By

ManpowerPlanning

Manpower requirement for the following academic year has to be done in the month of

December every year.

Obtain the service continuation confirmed from every employee. Through email from teaching

and admin staff members and through service continuation forms (Tamil) for the support team

members.

List the number of members continuing and number of members unable to continue.

Accordingly, calculate the % of retention and attrition in each category of employees.

Collect the inputs on manpower requirement from the Principals and the respective department

heads.

Prepare the staff planning chart (for all departments) based on the inputs received and arrive at

the number of existing members and the members to be recruited to meet the demand.

Maintain separate staff planning chart for academics and non-academics category.

The staff planning chart has to be reviewed and acknowledged by the Director Academics.

Ref: Service Continuation Form (Tamil). Annexure HR1

Ref: Staff Planning Chart. Annexure HR2

Recruitment DriveSourcing

Applications invited through advertisements in leading newspapers

Draft the content for the advertisement – positions, staff benefits, salary package along with the

last date for applying, email id, full school address.

With the support of the designer get the content designed within the prescribed size of the

advertisement.

Get the content and design approved by the Managing Director.

Plan for the publishing of the Ad during weekends.

Contact the incharge person of the newspaper and finalize on the rate per sqcm.

Get the rate approved by the Managing Director.

Once the Ad content is ready send the content for publishing through mail along with the signed

Release Order.

Ref : Release Order. Annexure HR3

Contact Arts and Science Colleges and B.Ed Colleges

Send request letters to the Principals of Arts and Science and B.Ed Colleges to conduct campus

interviews at a mutually convenient date and time.

On need basis the final year students from the colleges can be called to the school campus on a

mutually convenient date and time for the interview.

Get the date and time approved by the Managing Director.

On the date of the campus interview ensure that the Manager HR along with Principal / Vice-

Principal / Coordinator reaches the college campus on time.

Make a brief demo about the school to all the interested candidates.

On completion of the interview, update the details of shortlisted candidates to the college

placement incharge and the Principal.

Send a Thank You note to the Principal of the college for their interest and support extended.

Recruitment DriveSourcingAdvertisements in school websites and job portals

Draft the content for the advertisement – positions, staff benefits, salary package along with the

last date for applying , email id, full school address.

With the support of the designer get the content designed within the prescribed size of the

advertisement.

Get the content and design approved by the Managing Director.

Once the Ad content is ready send the content for publishing through mail to the website service

provider and get it published.

If it is to be published in the job portal, then get the rates approved by the Managing Director

and publish on the agreed terms and conditions.

Referrals from the existing members

Inform through internal meetings to the existing employees to refer candidates for openings at

school.

Collect the resume and fix a mutually convenient date and time for interview.

Consulting / Placement Agencies

Contact the placement agencies and understand the terms and conditions of service. If it is

agreeable then get it approved from Managing Director.

Collect the required database from the placement agencies and call for the interview on a

mutually convenient date and time.

Communicate to the placement agencies on the interview status.

If the candidate is shortlisted, then arrange for the payment as per agreed terms on receiving

the invoice

Recruitment DriveSourcing

Resume Database Maintenance

Copy the entire resumes and save them in separate folder department wise.

Maintain an excel sheet mentioning the basic details of the candidate for easy reference.

Take hard copies of the resumes received through all the sources and file them separately based

on their department.

Prepare a list of resumes department wise and have the total count of the resumes.

Ref: Resume Database Excel. Annexure HR4

Recruitment DriveTeaching Category A mass interview to be conducted preferably on a Saturday.

The date has to be finalized on discussion with the Principals, Director Academics and the

Managing Director.

Plan a schedule for the recruitment drive as below:

Phone calls for the candidates should be made to inform the date and timing for the demo /

interview.

Based on the number of departments and the number of candidates confirmed to attend the

interview, plan the number of classrooms for the demo and written exams.

With the consent of the Principals and Director Academics finalize the panel members for

conducting the interview. Panel members can be a combination of internal and external

members or only internal members.

External Panel Members for conducting the demo / interview:

Finalise on the remuneration for the external panel members and get it approved by the

Managing Director.

The total budget on remuneration to external panel members have to be communicated to the

Finance team through mail so that it will be budgeted and the cash covers will be made ready.

Contact the external members – subject expertise - Professors of colleges and get their consent

and confirmation through mail.

Prepare a spreadsheet on the demo / interview schedule along with the time slots and venue.

Prepare the duty chart for the recruitment drive, orient the respective members involved and

get it signed.

Plan the refreshments / lunch for the candidates / panel members / inchargers / SLT members.

Label the venues and place placards where necessary.

Give the information in Security Information Note and orient them on entry and issuance of tags

for the candidates.

Ref: Recruitment Drive Spread Sheet. Annexures HR5, HR6, HR7

Recruitment DriveTeaching CategoryConduct of Recruitment Drive

Entry should be done by the Security Officer on the candidates list given by the HR Manager.

At the Front Office, the candidate should fill in the registration form.

School events photos and videos should be played in the waiting lounge.

The candidates should be greeted well and handled politely.

The candidates should be called and directed to the respective venue for the demo / interview.

Ref: Registration Form

Format: Registration Form. Annexure HR8

A group discussion can be scheduled depending upon the number of walkins and on need basis.

The topic for the group discussion will be given to the members on the spot.

The candidates should take a demo session in the presence of the respective panel members.

The language candidates will be asked to take up an written test to check their language

proficiency.

The comments of the demo and the panel members’ recommendations have to be written in

the Interview Status Sheet and it should be attached to the resume.

Candidates under shortlisted / waiting list category should be made to wait for the next level

personal interview with the SLT members.

Candidates not selected should be asked to leave without waiting.

All the shortlisted candidates should be oriented briefly about the school, the staff welfare

measures , broad policies and mandatory requirements – Police Verification Certificate, Signing

of MoU, submission of original certificates.

If the shortlisted candidates are interested and agree to the terms then they can proceed for the

Personal Interview.

Recruitment DriveTeaching Category

If the shortlisted candidates are interested and agree to the terms then they can proceed for the

Personal Interview.

The personal interview with the Senior Leadership Team will be conducted in the Managing

Director’s cabin.

Candidates selected after the personal interview with the Senior Leadership Team will be given

an offer letter with the signature of the Managing Director.

Get the acknowledgement from the candidate and handover the original offer letter to the

candidate and file the photocopy in their personal file.

Ref: Group Discussion Format. Annexure HR9

Ref: Interview Status Format. Annexure HR10

Ref: Offer Letter. Annexure HR11

Ref: Appointment Order [English, Tamil]. Annexure HR22

Recruitment DriveNon-Teaching Category

The first round of interview will be personal interview with the Manager – HR and the

department incharge.

However, based on the department requirements, a written test and practical tests should be

conducted as in the case of Finance department, System Admin and test drive for the drivers.

The second round of interview will be the personal interview with the Senior Leadership Team.

Candidates selected after the personal interview with the Senior Leadership Team will be given

an offer letter with the signature of the Managing Director.

Get the acknowledgement from the candidate and handover the original offer letter to the

candidate and file the photocopy in their personal file.

JoiningFormalities

On joining, the new recruit should agree and complete the following

1. Memorandum of Understanding

To ensure effective functioning of the school, a mutually agreed MoU is signed between the School

and the employees. This valid for a period of one academic year.

Enter the details as required in the format along with the passport size photo of the new recruit.

Signature of the new recruit should be got over the revenue stamp and on the photo.

Signature of the School representative along with the school seal should be done.

The complete filled in MoU should be notarized and filed in the employee’s personal file.

On service continuation, new MoU has to be signed at the start of the next academic year.

Ref: Memorandum of Understanding Format. Annexure HR12

2. Contract of Service

An agreement is made with the teaching staff who on employment agrees to serve in the school

on the terms and conditions as mentioned in the byelaws of CBSE. (Applicable only for teachers)

The Contract of Service content from the byelaws of CBSE should be copied and printed in the

school’s letter head.

The details as mentioned should be entered and signed by the new teacher and get the

signature of Chairman.

Ref: Contract of Service. Annexure HR13

JoiningFormalities3. Police Verification Certificate Online Application

Have the following documents ready prior to applying:

Photo

Aadhar Card

Mobile Phone

Debit card or Credit Card

The photo and the Aadhar card should be scanned and saved in Jpeg format. Ensure that the

image size is 50kb.

Open the website https://eservices.tnpolice.gov.in/CCTNSNICSDC.

Select Citizen services and click new request.

https://eservices.tnpolice.gov.in/CCTNSNICSDC

JoiningFormalitiesPolice Verification Certificate Online Application

Select Self Verification under Service type.

Enter the mobile number.

Enter the code as given in the Secure Code and click “Send OTP”.

OTP number will be received in the mobile number entered.

Enter OTP and enter the secure code as given and click submit.


Enter the details in all the fields. Attach the photo and address proof. Click save after files

upload.

Ref: Conduct Certificate. Annexure HR23


Enter details in payment process and the below payment receipt will be displayed.

To view the certificate select citizen services and then view status.

Take print out of the certificate and file in the employee personal file.

JoiningFormalities4. Conduct Certificate

As a part of employment terms it is obligatory to receive a character reference certificate for all

employees. The authorization can be obtained from any one of the following members residing in

your locality.

Any Government Service Doctor (No retired doctors).

Notary Public Advocate.

Gazetted Officers – Any Department (State / Central).

Any Ex-Servicemen in the rank of Officers and above.

The content is given below which should be typed / written in the letter head of the signing

authority.

To,

The Manager – HR,

Queen Mira International School,

Aravindhar Nagar, Melakkal Main Road,

Kochadai,

Madurai – 625019.

This is to certify that Ms / Mr. ………………. S/D/W/O……………………… residing at ……………………… is

known to me personally for the past …….. years. His / her character and conduct are good to my

knowledge and belief.

Signature and Seal

The printout of the above content should be given to the employees for reference and the signed

conduct certificate should be collected and filed in the personal file of the employees.

Ref: Conduct Certificate. Annexure HR21

JoiningFormalities

5. Reference Checks

For those new recruits with earlier experience, a reference check has to be done with the

previous employer.

Call the concerned previous employer and enquire about the new recruit.

The details of the telecom should be registered in the Reference Check Form and duly signed by

the Manager – HR.

The filled in form should be filed in the respective employee’s personal file.

In case, if any unsatisfactory report is given by the earlier employer, then immediately represent

the issue to the Senior Leadership Team and take the necessary action as per their

recommendation.

Ref: Reference Checks Form. Annexure HR14

6. Creation of Job Description

Ensure that all the positions have defined job descriptions.

If any new position arises, then draft the job description with the support of the respective

department head.

Get the content of the Job description approved by the Senior Leadership Team.

Brief the job description to the employee.

Get the Job Description signed by the employee after briefing and file it in the personal file.

Handover the copy of the job description to the employee for their reference.

JoiningFormalities

7. Edusparrow ID Creation Procedure

Step 1. Login to www.queenmira.com

Step 2. Select the Login (Q’s e-platform)

Step 3.Enter the username and password of the Manager – HR.

http://www.queenmira.com/

JoiningFormalities


Step 4. Select Staff → Add New Staff

Step 5. Enter the details under each tab and select Save.

JoiningFormalities


Step 6. Select Approve New Staff

Step 7. Select Approve Appointment Request

JoiningFormalities


Step 6. Select Approve New Staff

Step 7. Select Approve Appointment Request and Select OK

JoiningFormalities


Step 8. Enter Comments as Approved and Select Approve

Step 9. Select Manage Staff

JoiningFormalities


Step 10. Select Appoint under Actions

The status should be Appointed

JoiningFormalities


Step 10. Select Appoint under Actions

The status should be Appointed

Step 11. Share the edusparrow number to the staff. The default password will be the date of birth

with the format dd/mm/yyyy.

Daily Attendance

Maintain separate attendance register as below

o Teaching Staff

o Non Teaching staff and support team

o ECA Staff

Attendance Register Entry

o Mention the names of the teaching staff along with the designation and their qualification.

o For non-teaching staff, support team, mention the names and their designation.

o For ECA members, mention the name, their subject / activity and the days of reporting.

o Mark all the Sundays and holidays in red colour with a line.

o Ensure that the name entries and markings are done for the following month on 29th of every

month.

o At the last page for the respective month fill in the summary details daily as per below

parameters:

o Total (Strength)

Present

Night Duty

On Duty

Weekly Off

Term Leave

Medical Leave

Absent

Relieved

Male

Female

Daily Attendance

Cover the attendance register and label it appropriately.

All employees should sign and enter the in time and out time.

HR department should check the attendance register and ensure that all have filled it.

If any signature is missing call the employee and ask them to sign it immediately.

Prompt the employees to regularly sign the attendance register.

If an employee repeatedly fails to sign more than 3 times, then mark as leave in the attendance

register.

Mark the permission and late in red colour.

Attendance updation note book entry:

o Maintain a separate Attendance updation note book.

o Verifying the attendance register enter the list of absentees category-wise.

o Also mention if any employee is On Duty.

o Calculate the leave percentage based on the number of absentees to total strength of

employees category wise.

o The snapshot of the leave details should be sent to team in WhatsApp – Admin group at

10:00am everyday.

o Cover and label the notebook accordingly.

Ref: Attendance Updation Note

Format: Attendance Updation Note

Date | Day| List of absentees - Teaching / Non Teaching | Leave Percentage - Teaching / Non

Teaching

Salary StatementPreparation

The following details should be ready before preparation of salary statement:

Attendance updation in the register should be complete ( Leave / absent, permission, late) for all

the employees.

Suspense accounts list should be collected from Finance team on 27th of every month.

No bills pending list should be circulated to team between 27th – 30th of every month confirming

that there are no bills pending for approval dated 25th of that respective month.

Prime documents (applicable for non-teaching staff only) should be signed by the respective

authorized signatory.

Prime documents list should be collected by the respective non teaching staff from the HR

department and get the signature of the mentioned authorized signatory.

Mail approvals / confirmation for any consideration or request on discretion of the Director

Academics / Managing Director should be got.

Enter the details in the salary statement as below:

o Permitted Permission duration per month – 1 hour for teaching and 2 hours for non-

teaching.

o If the availed permission exceeds the permitted duration it should be considered as leave.

o Late: 3 late comings are subject to half a day salary deduction. It will be calculated in the

multiples of 3days.

o Leave : 3 days term leave is permitted for a term(1 term is 3 months). Leave taken in that

respective month should be entered in the CML.

o If the current month leave is exceeding the term leave then salary has to be deducted for per

day.

o Absent : If leave is availed without proper notification / approval then the availed leave will

be treated as absent even if term leave is available.


o Absent : If leave is availed without proper notification / approval then the availed leave will

be treated as absent even if term leave is available.

o Leave availed in the previous months during that term should be mentioned in the PL.

o Loss of pay: Enter the number of days for deduction.

o Basic salary is calculated @45% of Gross Salary.

o Actual Salary is Gross Salary – leave deduction.

o Employees Contribution EPF:12% of basic salary.

o Leave deduction: Gross Salary / number of days X loss of pay.

o Transport deduction to be done based on the users and applicable transport fees.

o Salary Advance / Loan: Loan availed – current month deduction = balance payable amount.

Entry of the deduction should be entered in the Salary Advance note book and signed by the

Manager HR.

o Tax Deducted at Source (TDS) – Deduction as per the guidance of internal auditor for the

applicable members.

o Uniform deduction has to be done for the applicable support team members.

o Mention any other deduction done on need basis.

o Employees Contribution ESI:0.75% of actual salary.

o Net Salary = Gross Salary - PF – Leave deduction – Transport deduction – advance deduction –

TDS – ESI.

o QMIS Contribution: PF - 13.01% of Basic salary and ESI – 3.25% of actual salary.

o Remarks

Mention date of Joining and Gross Salary for the new recruits.

Salary advance / loan details : Total / Paid / Current month deduction / balance yet to pay.

Also refer the page number of the Salary Advance note book.

Any other comments or information that has to be highlighted.


Salary Calculation for ECA members

ECA members are categorized under 3 heads:

o ECA Regular

Performance and Martial Arts members who report to school on full time on all week days. Salary

is calculated for full month. Leave deduction to be done only if the member avails leave. School

declared leave will be payable. Any additional classes conducted (for events) will not be charged

extra.

o ECA – Part 1

Members will report to school only for the applicable duration and on the specific days. Salary is

calculated for full month. Leave deduction to be done only if the member avails leave. School

declared leave will be payable. Any additional classes conducted (for events) will not be charged

extra.

o ECA – Part 2

Members will report to school only for the applicable duration and on the specific days. Salary is

calculated for the number of days / hours. Leave deduction to be done if the member avails leave

and also during school declared leave.

Salary calculation is based on the No.of allotted classes and No.of classes taken .

Have separate worksheet for salary calculation as per the below:

o Teaching

o Non Teaching – Admin

o Drivers

o Conductors

o Securities

o Housekeeping

Salary Cheque Preparation and Approval Process

The following items should be made ready:

Final salary statement duly signed by the members.

3 months salary comparison (attached as the last page of salary statement)

Bank Statement

o Prepare a separate excel sheet with S.No| Name| Account Number (Salary Account)|

Amount( Net Salary).

o Incase if the salary is credited to other bank accounts then the IFSC details should be included

in the excel.

o Using letter head – one set of bank statement with as per the above list has to be made ready

with the contents as “Kindly remit the moth / year salary in their accounts as per the details

below from Queen Mira International School account”.

o These sheets have to be signed by the Joint Director Admin along with the seal.

o Using letter head – one set of bank statement with as per the above list has to be made ready

with the contents as “The salaries for the month /year for the following staff members as

below are paid by Queen Mira International School account (A/C #.......................) through

Name of the Bank – Branch to their respective accounts.

o In case if there is any tasks deviation / delay and salary has to be withheld then separate

bank statements have to be prepared.

Submit a Monthly sheet as per the below format duly signed by the Manager – HR to the

Finance department for Cheques preparation.

Ref: Salary Calculation – Monthly Sheet. Annexure HR35

Salary Cheque Preparation and Approval Process

Assist Finance team in cheques filling and Vouchers filling.

The filled vouchers have to be signed by the Manager – HR.

Ensure that the Finance team has filled the Cheque Register.

EPF and ESI payment initiation has to be done by the Manager – HR.

During salary statement signing by the Managing Director, the following has to be taken for

reference:

o Previous month salary file

o Prime documents

o No bills pending list – Signed

o Suspense accounts pending list – signed

o Salary advance note

Salary Dispersal

Once the salary statement and the cheques are signed by the Managing Director, the cheques

and the kindly pay bank statements should be sent to the bank for salary credit along with the

salaries paid set of bank statements.

The soft copy – excel sheet of the employees list with their account details and amount should

be sent to the respective bank through e-mail by the Manager – HR.

The salaries paid bank statements should be duly signed by the bank authority with seal and

filed in the salary statement file.

Prepare the acquaintance register and get the signature from the respective members with

revenue stamp.

File the following in the salary statement file:

o Approved Current month – Salary Statement

o Prime documents

o No bills pending list – Signed

o Suspense accounts pending list – signed

o Signed Bank Statements

Salary Advance /Interest Free Loan –Availing Procedure

EPF Account Opening

Ensure to collect the following KYC documents from the employee before opening an EPF account.

Aadhar Card

Bank Account

KYC Details Entry

Along with the Aadhar details ensure to fill in the bank account number. The date of birth should be

in the format dd/mm/yyyy and not the year only. Incase if the date of birth in the Aadhar card is

only with the year then the employee should be directed to revise the Aadhar card.

Step 1. Open the website : https://unifiedportal-emp.epfindia.gov.in/epfo/

Step 2. Login: Enter the establishment’s User Id and Password. Then enter Sign In.

https://unifiedportal-emp.epfindia.gov.in/epfo/

EPF Account Opening

Ensure to collect the following KYC documents from the employee before opening an EPF account.

Aadhar Card

Bank Account

KYC Details Entry

Along with the Aadhar details ensure to fill in the bank account number. The date of birth should be

in the format dd/mm/yyyy and not the year only. Incase if the date of birth in the Aadhar card is



Step 2. Login: Enter the establishment’s User Id and Password. Then select Sign In.


EPF Account Opening

Step 3. Select the “Member” tab and then “Select the Register Individual”.

Step 4. Fill in the details as required in the respective fields and then press “Save”

EPF Account Opening

Step 5. Select Member and then select Approvals for new enrollment.

Step 6. Select the names from the list and then click “Approve”.

EPF – Monthly Contribution Calculation

As per the existing guidelines, 12% of the PF wages should be deducted from the employee and

12%+1.01%(Administration Charges) to be paid from employer’s end.

EPF is applied for members drawing gross salary of less than Rs.15,000/-.

Do the deduction as per the above guideline for the applicable members in the salary statement.

Extract the EPF calculation for the enrolled members alone from the Salary statement following

the below format.

The above excel format should be converted to CSV format while saving the file.

UAN

Number

Staff

Name

Gross

Salary

EPF Salary

for EPF

Contribution

EPF Salary

for EPS

Contribution

EPF Salary

for EDLI

Contribution

Employee

Contribution

Employer

Contribution

(8.33%)under

Pension Scheme

Employer

Contribution

(3.67%) EPF

Monthly

Contribution


Open the CSV format file in notepad as below

The details of the excel will be displayed as below while opening with notepad.


The comma in the display should be replaced with #~#.

Save As the above file. Select Save As option in File Menu. It will be by default saved as Text documents in Save as Type

EPF Monthly Contribution Uploading Process


Step 2. Login: Enter the establishment’s User Id and Password. Then enter Sign In.

Step 3. Select “Payment” and then ECR Return Filing.



Step 4. Click ECR Upload.

Step 5. Select ECR File Upload.


Step 6. Choose the text file as below.

Step 7. Enter the respective fields and upload.


Step 8. Further proceeding is possible only if there is - File Validation is successful.

Step 9. Select Verify.


Step 10. Select “Prepare Challan” after ECR verified successfully.

Step 11. Summary of uploaded Electronic Challan cum Return (ECR) should be filled in.


Step 12. From EPF wages calculate 0.5% as Administration charges. Enter the total number of employees and excluded employees (if any). Then select “Generate Challan”.

Step 13. Once challan details are saved successfully, click “Finalise”.


Step 14. Once challan is finalized. The next step will be the pay option.

Step 15. Enter the bank login details and proceed.

Step 16. Take a screen shot for reference on the payment request successful.

Step 17. Final payment has to be done from the Checker end – Managing Director’s Id.

Step 18. The Hot Payment Successful screen shot should be filed for the proof of payment

reference.

ESI Account OpeningEnsure to collect the following KYC documents from the employee before opening an ESI account.

Aadhar Card

Bank Account

KYC Details Entry

Along with the Aadhar details ensure to fill in the bank account number. The date of birth should

be in the format dd/mm/yyyy and not the year only. Incase if the date of birth in the Aadhar card is


Step 1. Open the website : https://www.esic.in/ESICInsurance1/ESICInsurancePortal/PortalLogin.aspx

https://www.esic.in/ESICInsurance1/ESICInsurancePortal/PortalLogin.aspx

ESI Account Opening

Step 2. Login: Enter the establishment’s User Id and Password. Then enter Login In.

Step 3. Click “Register New IP”.

ESI Account Opening

Step 4. Check if the employee already has IP number from previous employment.

If Yes, enter the previous IP number and the date of appointment and then submit. Fill the

current employer details and then submit.

If No, then select “NO” and click continue.

Step 5. Fill the details as required in the respective fields and then click submit.

ESI Account OpeningStep 6. Employee e-pehchan card will be generated.

Step 7. Fill the details as required in the respective fields and then click submit.

Step 8. For permanent ESI card approach the ESI Zonal Office at Palanganatham or the Sub –Regional Office near Law College, K.K.Nagar .

ESI Monthly Contribution Calculation

As per the existing guidelines, 0.75% of the gross wage should be deducted from the employee

and 3.25% to be paid from employer’s end.

EPF is applied for members drawing gross salary of less than Rs.15,000/-.

Do the deduction as per the above guideline for the applicable members in the salary statement.

Extract the ESI calculation for the enrolled members alone from the Salary statement following

the below format. This is only for verification of ESI contribution amount while data entering in

ESI website.

Login ESI website as per mentioned procedure.

Step 1. Select File Monthly Contribution.

S.NoName of the

Staff IP Number

Working

days Gross Salary

ESI

Calculation


Step 2. Select the month and year and click “Submit”.

Step 3. Enter the no.of working days and the salary in the format. Save the data and check the preview.


Step 4. Select Pay option if the preview is OK. Then click Pay Online

Step 5. Select the bank. Enter the bank login details and proceed.

Take a screen shot for reference on the payment request successful.

Final payment has to be done from the Checker end – Managing Director’s Id.

The Hot Payment Successful screen shot should be filed for the proof of payment reference.

Staff Welfare Benefits

Interest Free Loan

On 1 year completion all staff members (teaching, non-teaching and support team) are eligible

to avail interest free loan up to 3 months’ salary repayable in monthly installments.

Staff Kids Concession

The teaching staff’s children at QMIS are eligible for the tuition fees concession as per the below

slabs:

o 1st year – 25%

o 2nd year – 50%

o 3rd year – 75%

o 4th year onwards – 100%

Consolidate a data on the details of the staff kids studying in QMIS at the start of the Academic

year.

Counter verify the data collected on the grade of the staff kids with the Finance team.

Based on the years of experience as per the policy mention the staff kids’ concession %

applicable for the respective members.

Staff kids’ concession is applicable for one child.

Tuition fees alone will be covered as concession. Any other fees – Admission fees, book fee,

uniform, transport fee etc are payable.

This list should be acknowledged by Manager HR and sent to Finance for applying concession.

Ref: Staff Kids Concession List

Format: Staff Kids Concession List

S.No| Name of the Staff| Department | Date of Joining | Name of the Child | Grade | Concession %


Medical Insurance:

The teaching staff members are benefitted through Medical Insurance coverage. Based on the

years of service this benefit is extended to the individuals and their family members as below:

o 1 year completion – Individual Coverage – 25 % of the premium contribution by QMIS.

o 2 years completion – Individual Coverage – 50% of the premium contribution by QMIS.

o 3 years completion – Family Coverage – 100% of the premium contribution by QMIS.

Collect best quote (premium and benefits covered) from various medical insurance companies.

Suggest and get the approval of the SLT on the medical insurance company for the staff

members.

Collect the details of the individual and the details of the family members (for eligible members

alone) and send it to the medical insurance company for the premium calculation.

Make the full payment to the medical insurance company and deduct for the applicable

members from salary in 2-3 installments as per the staff request.

Collect the id number for the respective staff from the medical insurance company and share it

to the staff for their reference.

On completion of 1 year the medical insurance have to be renewed appropriately.

Medical Benefits

Contact the hospital suggested by the SLT for availing benefits in health care services for the

employees and their dependents to sign a Memorandum of Understanding.

The existing benefits are as below with Aristo Multispeciality Hospital:

o Covering full range of outpatient and inpatient health care services.

o To provide Cardiac Master Health Check Up for Rs.2500 per head.

o 20% off in outpatient bill (excluding pharmacy bill) and 10% on in patient bill (excluding

pharmacy bill).


The members can produce their ID cards at the hospital billing section and avail the applicable

discounts. On need basis, a letter from the school can also be issued for the above purpose.

For the Master Health checkup the school offers a benefit of availing the discount on the basis of

their tenure in QMIS as shown below:

o 1 year completion – 25% contribution from QMIS.

o 2 years completion – 50% contribution from QMIS.



Staff Tour

Staff tour will be planned yearly once.

As per the yearly calendar note down the month of travel.

Suggest places of visit to the SLT.

On finalization of the destination, send circulars to the team asking for their willingness / meals

preference / accompanying child if any.

Furnish the staff list details along with their contact numbers to the transport team.

Support the transport team by providing the details required for obtaining the permit and for the

travel data preparation.

Have a follow up with the risk assessment team and ensure that their reports are positive for

visit.

Prepare a Travel -checklist and ensure that all items are available.

Work on a budget – toll charges, fuel charges, meals other charges etc and suggest to the SLT.

On need basis, collect the cash (suspense accounts)and make the necessary payments.

On the day of travel ensure things as per checklist.


Take attendance as per the format and report to SLT.

Soon after the trip on the next working day settle the suspense accounts.

Ref: Circular

Format: Circular

S.No | Name of the Staff| Willing | Not Willing | Veg | Non Veg| No.of accompanying children

and their names| Signature

Ref: Travel Checklist – Annexure

Ref: Staff Attendance

Format: Staff Attendance

S.No| Staff Name | Designation| Attendance | Time Reported| Staff Count |Children Count

|Total Count

Staff Movie

Staff Day Out – Movie watching will be organized once in a year.

As per the yearly calendar note down the month of movie watching.

Along with SLT finalise on the date, movie, theatre and the show time.

Send circulars to the team to know their willingness.

Give the total count to the SLT and coordinate in tickets procuring.

Along with the Transport Manager plan the vehicles to the theatre.

On the day of movie ensure ontime reporting of the staff members.

Take attendance and give the count to SLT.

Assist the staff in dispersal from the theatre.


Ref: Circular

Format: Circular

S.No | Name of the Staff| Willing | Not Willing | No.of accompanying children and their names|

Signature




|Total Count

Transport Usage

Teaching staff members are eligible for free school transport usage.

On request this benefit will also be extended to the non – teaching staff members based on the

discretion of the SLT.

If any staff (new / existing) wants to avail the school transport, then guide them to Transport

department and collect the Transport Form.

The filled in Transport Form should be submitted to the Transport Manager.

After formal intimation to the transport team (respective route driver & conductor) and by

including the staff name in the route wise transport attendance register along with the boarding

point and contact number the staff can be permitted to use the school transport.

The nearest boarding point should only be finalized by the Transport Manager.

The transport team should not extend / alter the boarding point based on the personal request

of the staff.

Any change in boarding point or cancellation should be intimated to the Transport Manager

through a letter and filling the transport form (in case of change of boarding point).

Ref: Transport Request Form. Annexure HR15


Gratuity Benefits

All teaching staff members are eligible for gratuity benefit upon completion of 5 years and above

as an end of service benefit.

The gratuity amount depends upon the tenure of service and last drawn salary.

It is calculated according to this formula: Last drawn salary (basic +DA) X Number of completed

years X 15/26.

If any teaching employees are getting formally relived on completion of 5 years and above,

calculate the gratuity amount and forward the same to SLT for approval.

The cheque should be prepared by the Finance team and the same should be credited in the

employees account.

Maternity Benefits

Female teaching staff members are eligible for 3 months paid salary as Maternity benefit (If not

covered under ESI).

This benefit is applicable only if the staff reports to duty after 3 months maternity leave. If any

case the leave is extended then this benefit cannot be extended.

Allot the salary for 3 months and have the cheques in Finance department.

The accumulated cheques should be dispersed along with the regular salary at the end of the

reported month (fourth month).

Staff Dinner

An exclusive dinner for the staff will be organized once in a year.

As per the yearly calendar note down the month of staff dinner.

Along with SLT finalize on the date, time and the menu.

Send circulars to the team to know their preferences of menu.


Personally call the part time staff members and invite them for the dinner.

Co-ordinate with the Physical Education Team and ECA team and make the necessary

arrangements – stage flex, seating arrangements, PA system, Video / Camera, arrangements for

food distribution etc.

Follow up with the event Co-ordinator and get the Agenda of the event finalized by the SLT.

Follow up with the caterers and ensure on-time deliverance of food.

Discuss with the Transport Manager and plan school transport for staff drop after the dinner.

On the eve of staff dinner, take the attendance and update to the SLT.

Ref: Circular

Format: Circular

S.No | Name of the Staff| Veg | Non Veg| No. of accompanying children and their names|

Signature




|Total Count

Bonus

Bonus is applicable only for non-teaching members and support team members.

Period covered for bonus calculation – October 2018 to September 2019.

Number of working days calculation – Month wise deduct Sunday and other school declared

leave.

Staff Welfare Benefits Members joined in the month of October will not be eligible.

Per day salary calculation: Gross salary / Total number of working days. Eg: Rs.15000/291=Rs.51

Leave Calculation

o Number of permitted leave – 1 day salary deduction for 1 day leave.

o Memo – 1 day salary deduction for 1 memo

o Suspension – 2 days salary deduction for 1day suspension.

o Absent – 2 days salary deduction for 1 day absent (till May 2019) and 1 day salary deduction

for 1 day from June 2019 to September 2019.

o Special / Medical Leave – 1 day salary deduction for 1 day leave.

Bonus Calculation

o Total leave = Permitted Leave + Memo + Suspension + Absent + Special / Medical Leave.

o Payable days = Number of working days – Total leave.

o Bonus Amount = Payable days x Per Day Salary

o The bonus calculation sheet should be signed by the following members:

Manager - HR

Joint Director - Admin

Director Academics

Managing Director

o As a front sheet mention the general instructions pertaining to the calculation workings for

bonus and special consideration if any.

o Front Sheet : Link the total of the respective working sheet.

Front Sheet Format

S.No| Category |No.of Employees – Employees above 1 Year of Service / Employees below 1 Year

of Service | Bonus Amount – Employees above 1 Year of Service / Employees below 1 Year of

Service | Total Amount

Staff Welfare Benefits Bonus Cover Preparation

o Collect cash in various denominations.

o Plan the cover based on the amount. Write the name and denomination on the cover.

o Prepare a payment voucher.

o The payment voucher should be signed by Manager – HR , Finance – Officer and the respective

employee.

Payment voucher Format:

Date| Paid To (Name) | Designation | Amount in (Rs) | Amount in Words| On Account Of |

Number of working days for Calculation

Bonus Dispersal

o The male employees should bring their family members especially their wife or mother to collect

the bonus.

o The courtyard should be arranged for the gathering and refreshments should be served to all.

o A casual interaction with the family members will be done in the courtyard.

o Bonus will be distributed by Chairman in the presence of Manager – HR, Joint Director – Admin ,

GM – Finance, Director Academics and Managing Director.

o Get the signature of the employee in the Payment Voucher after distributing the bonus.

o File all the payment vouchers in the Salary Statement file along with the Bonus sheets.

Compensation Leave Procedure

If any staff member (teaching / non-teaching) except support team member works on a holiday or

school declared leave, then it can be compensated for 2 days leave.

Maintain a separate register for compensation leave.

Have individual sheets for each employee.

It the term leave is exceeded, it can be adjusted in the compensation leave.

Unavailed compensation leave is can be considered for leave encashment. However, for 1 day of

working it will be encashed for one day only.

Ref: Compensation Leave Register

Format: Compensation Leave Register

Date | Purpose of work | Authorised Signatory | Compensated date 1|Compensated date 2 |

Signature of Manager - HR

Leave Encashment

Any unavailed term leave can be considered for leave encashment.

Any unavailed compensation leave can be considered for leave encashment.

Verify the attendance register and the salary statement and prepare the list of leave taken term

wise along with the unavailed compensation leave.

Total leave applicable for encashment = Term leave - Total availed leave

Grand Total for encashment = Total term leave applicable for encashment + Compensation leave

applicable for encashment.

Calculate the per day salary: Gross Salary / 30 days.

Earned leave encashment = Grand Total for encashment X Per day salary.

The leave encashment calculation sheet should be signed by the following members:

o Manager - HR

o Joint Director - Admin

o Director Academics

o Managing Director

As a front sheet mention the general instructions pertaining to the calculation workings for leave

encashment and special consideration if any.

Front Sheet : Link the total of the respective working sheet.

Front Sheet Format: S.No| Particulars (Category of employees) | No.of staff | Amount

The leave encashment should be calculated before June 30th of every year.

This budget has to be submitted to Finance team for their financial planning.

The leave encashment will be credited to the respective members salary account.

The procedure for bank statements is same as in salary procedure

Leave Encashment

Any unavailed term leave can be considered for leave encashment.

Any unavailed compensation leave can be considered for leave encashment.

Verify the attendance register and the salary statement and prepare the list of leave taken term

wise along with the unavailed compensation leave.

Total leave applicable for encashment = Term leave - Total availed leave

Grand Total for encashment = Total term leave applicable for encashment + Compensation leave

applicable for encashment.

Calculate the per day salary: Gross Salary / 30 days.

Earned leave encashment = Grand Total for encashment X Per day salary.

The leave encashment calculation sheet should be signed by the following members:

o Manager - HR

o Joint Director - Admin

o Director Academics

o Managing Director

As a front sheet mention the general instructions pertaining to the calculation workings for leave

encashment and special consideration if any.

Front Sheet : Link the total of the respective working sheet.

Ref: Front Sheet Format

S.No| Particulars (Category of employees) | No. of staff | Amount

The leave encashment should be calculated before June 30th of every year.

This budget has to be submitted to Finance team for their financial planning.

The leave encashment will be credited to the respective members salary account.

The procedure for bank statements is same as in salary procedure

Performance Appraisal

The teaching staff members are periodically assessed to ensure progressive performance among

staff and also to avoid any performance hindrances at the end of the assessment period.

The teachers will be assessed term-wise based on the parameters mentioned below and the top

scorer will be awarded as the Star of the Term.

The overall rating of a teaching staff member is based on the AOP and Updation scores

respectively.

AOP Score (Audition, Observation and Presentation)

o Audition is a manually note book audit done by their immediate superiors.

o The teaching staff member will be subject to class observation by any two members from the

constituted assessment team consisting of Principal, Vice principal and Manager – HR

respectively.

o The teachers as a part of appraisal are to make a power point presentation elaborating on

their contribution to QMIS during the assessment period.

Updation Score - The Updation score is the average of the teacher updation made in

Edusparrow as listed below:

o Attendance

o Homework

o Mail Acknowledgement

o Star of the month

o Lesson plan

o Attendance register

o Worksheet report

The above parameters are the same for a teacher to be evaluated for the Annual Performance

Review.

Performance Appraisal

Star of the Term

The scores of the above parameters will be sent by the respective level Principals to Executive

Assistant – Director’s Office (Remote).

Executive Assistant – Director’s Office (Remote) will compile all the scores and send it the

Director Academics with a cc to Managing Director, Joint Director Administration and Principals.

Director Academics, Joint Director Administration and Principals will together finalize on the Star

of the Term awardee level-wise (for both the categories – Teachers and Co- ordinators) .

The coupons for dinner from a star category hotel should be arranged and kept ready for the

Star of the Term awardees. (Covering 2 Adults and 1 Kid).

As per the instruction from SLT, Star of the Term should be announced and the hotel coupons

should be handedover.

The photos of the Star of the Term Awardees should be displayed in the website.

Ref: Staff Appraisal PPT format. Annexure HR28

Star of the Year Awardee

Based on the scores throughout the year on discussion with the Principals and Director

Academics finalize on the Star of the Year – Teachers Category and Co-ordinators .

The Star of the Year awardees will be honoured on stage during Sangamam.

The awardees can enjoy a family tour and claim the amount (As approved and in practice at that

time of claim) by submitting the bills pertaining to stay and transport.

On receipt of the bills, acknowledge and forward to Director Academics and Managing Director

for approval.

On approval of the bills, forward the same to Finance department and ensure payment to the

staff.

Procedure for Annual Performance Review

Those potential staff members who continue their tenure for the next academic year will be

eligible to undergo Annual Performance Review.

The staff members have to present a PPT based on the template given to them on their

contributions under the following heads to the panelists as constituted by the Senior Leadership

Team.

o Student Development Activities

o School Development Activities

o Self Development

o Areas of Improvement

Ref: Staff Appraisal PPT format. Annexure HR24

The ratings of the panel members will be entered in the Staff Appraisal Score Sheet.

Ref: Staff Appraisal Score Sheet Format. Annexure HR25

Ref: Consolidation of Presentation Scores Format. Annexure HR26

The overall score sheet will be the total of AOP and Updation scores

Ref: AOP Score Sheet and Updation Score Sheet Annexure HR27

The increment for the members is based on the overall rating and number of years of service.

The following category of non-teaching staff members will be subject to periodical review (term-

wise).

o Finance

o Maintenance

o House Keeping

o PA to Principal

o Executive Assistant – Director’s Office


For Finance Officer and Accountant – GM Finance will do the evaluation acknowledged by

Director Academics and Managing Director.

For Maintenance and Housekeeping - Manager Administration will do the evaluation

acknowledged by Joint Director Administration, Director Academics and Managing Director.

For PA to Principal - Principals have to do the evaluation and the same will be acknowledged by

Director Academics and Managing Director

For Executive Assistant – Director’s Office - Director Academics will do the evaluation and will be

acknowledged by Managing Director.

After obtaining the signature of all concerned members, the evaluation sheets should be filed.

Ref:

Teachers Evaluation Form. Annexure HR29

Co-ordinators Evaluation Form. Annexure HR30

Finance Evaluation Form. Annexure HR31

Maintenance Evaluation Form. Annexure HR32

House Keeping Evaluation Form. Annexure HR33

PA to Principal Evaluation Form. Annexure HR34

Executive Assistant – Director’s Office Evaluation Form. Annexure HR34


The following category of support team members will be subject to periodical review (monthly).

o Transport

o Housekeeping

The respective supervisor should give the scores on the Star of the Month Score Sheets on a

daily basis.

Ensure that the entire support team member signs the score sheet daily.

On 1st of the following month, collect the filled scores sheets.

After acknowledgement of the Manager HR, Manager – Administration and Director Academics

the Star of the Month Awardees should be finalized by 5th of every month.

The top scorer in the respective support team category will be awarded as “Star of the Month”.

Assemble the team members and announce the Star of the Month awardee and hand over the

cash prize for each category as approved to the respective members.

Star of the Year

Based on the scores throughout the year on discussion with the Joint Director – Administration

and Director Academics finalize on the Star of the Year for the respective categories – Drivers,

Conductors, Janitors, Housekeepers.

The Star of the Year awardees will be honoured on stage during Sangamam - Annual Day

Celebration.

IncrementCalculation The increment slab for the respective category employees will be fixed by the Senior Leadership

Team. However, it is noted that the minimum increment meets the prevailing National Gross

Domestic Product (GDP) rate.

The following data will be required during increment finalization:

o Staff List – Comments – Merits and Areas of Improvement (Collected from the level-wise

Principals)

o Increment List – Staff’s increment received in the previous years.

o Increment calculation for the individual based on the approved slab.

Ref : Increment calculation Format – In General

S.No | Name| Existing Salary | AOP Scores | US Scores | Base Increment Slab | 70% of Base

Increment based on AOP Scores| 30% of base Increment based on US Scores | US Scores

based Increment Amount | Total Increment Amount | Revised Salary (Existing +Total

Increment Amount) | Final Salary | Actual Increment Amount | Remarks

o If there are any deduction for TC, then apply the deduction as per the approved deduction %.

o Calculation for the teachers handling grades X & XII should be done separately based on the

% of class average obtained.

Ref : Increment calculation Format – Teachers Handling Grade X & XII

S.No | Name | Existing Salary | Increment Amount | Final Salary | Classes Handled | % as per

the slab - 70-75% | 75-80% | 80-85% |85-90% | 90-95% | 95-100%

o Calculation for the Co-coordinators should be done separately. Also include the Principals and

AVP’S in the same list.

Ref : Increment calculation Format – Coordinators

S.No | Name | Existing Salary | Co-ordinator’s Score - T1 / T2 / T3| Average Co-ordinators

Score (A) | Individual Score - T1 / T2 / T3| Average Individual Score (B) | Average Score of (A)

& (B) | Rating Slab | Senior Grade Allowance | Total Increment | Revised Salary | Final Salary

| Actual Increment | Remarks

IncrementCalculation

o Calculation for the Physical Education Trainer should be done separately.

Ref : Increment calculation Format – Physical Education Trainer

S.No | Name | Existing Salary | Increment % - % for Regular Increment | % for After School

Activity Increment | Total Increment | Revised Salary | Final Salary | Actual Increment |

Remarks

o Calculation for the non-teaching staff / support team category –wise based on the approved

slab should be done separately.

o Prepare a separate list for Category wise revision as per the below format.

Ref : Increment calculation Format – non-teaching staff / support team

S.No | Category – Teaching Staff (PKG – Grade IX) / – Teaching Staff (Grade X & XII) / Principals

/ Assistant Vice Principals & Co-ordinators / PE Team / ECA | No.Of Employees | Existing

Salary | Increment Amount | Revised Salary |% Increase in Salary

S.No | Category – Non Teaching – Admin Staff / Support Team – Housekeeping / Support

Team – Driver| Support Team – Conductor |Support Team – Security Officer | No.Of

Employees | Existing Salary | Increment Amount | Revised Salary |% Increase in Salary

Salary comparison details – Category wise – Number of employees – Average Salary - Gross

Salary in the previous year and current year – Difference and % hike in salary.

The employees will be called personally and their increment based on their scores will be

informed with inputs for improvements.

Training and Development

Training of the employees takes place at 2 phases:

o Induction programs

o On the job training – during the course of the academic year

General Training Schedules

o Introduction about the Management members

o Introduction about the Advisory Board members

o General Code of Conduct

Ref: Code of Conduct. Annexure HR16


For the Teaching Staff Members

The following training sessions are conducted to ensure that the faculty is equipped for effective

and efficient teaching delivery.

XSEED / Supplement Training

Pedagogical training sessions for staff are conducted with resource persons arranged through our

knowledge partners XSEED and other service providers - Reynolds Handwriting, School Cinema,

Think labs.

Educomp Training

The teaching members will be guided on how to incorporate and effectively use the modules for

the better understanding of the students. This is done with the inputs to staff on accessing,

projecting and other effective use of digital modules (2D/ 3D animations, graphics, audio-visual)

emphasizing more on visual deliverables of concepts to the students

IT Skills Training

Teachers are trained for them to use MS – Office application enabling them to prepare reports and

make presentations. In addition the staff are oriented on ICT (Information and Communication

Technology) tools to enable them to impart knowledge to become technology demonstrators.

Edusparrow Orientation

Edusparrow is an online school management software that bridges the communicative gap

between the school – parent relationship.

Since the school is an IT enabled campus, the school makes it mandatory that every year the new

recruits and the existing staff members are provided with ample and comprehensive training on

Edusparrow.


Staff members are required to be technically equipped to acquaint with the below aspects for

effective day to day operations:

o Internal Mail Communication

o School – Home Communication

o Homework update

o Attendance Update

o Class Test and Exam Update

o Leave and Permission Requests

Orientation on HR Practices

Staff members are given insights about the following:

o Recruitment formalities and compliances

o Staff Welfare benefits

o Professional Development Plan

o Leave policies and the procedures

o Performance Appraisal System

o Helmet Policy

o Grievance Handling Cell

o Exit Procedures

Orientation on Academic deliverables

o Micro level Teaching

o Pedagogical approaches

o Year plan

o SD goals based Lesson Plan preparation


o Registers and records maintenance

o Bulletin Board updations

o Conduct of School Assembly

o Students movement procedure

o Logistics and periodical requirement plan

o Question Paper setting

o Note Book correction

o Student’s performance evaluation and assessment

o Progress Report prepartion

o PTC – Parent Teacher Conference

o Aligning students performance and teaching

o Handling parents

For the Non - Teaching Members

Training for the non teaching staff is initiated at the time of joining by the immediate superior by

orienting on the job description and mentoring about the activities pertaining to their scope of

work.

Professional Development Plan

Discuss with the Academic heads and finalise on the topic for PDP sessions in reference to the

training need requirements.

Mention the same in the monthly calendar.

Encourage the individual representation to attend subject based seminars / workshops /

conferences , etc.

Ensure that to collect the reflections after the training session in the Journal.

Finalise on the suitable resources (internal / external) for conducting the PDP sessions well in

advance atleast 7 days prior to the session.

Arranging resource persons for the Sessions: Send mail to the resource persons on the topic,

duration, date, time and remuneration if applicable. Have a follow up and ensure that the

requirements for the session as needed by the resource person are made available – Projector,

system, charts, sticky notes, markers, other stationaries, white board etc...

On completion of the session, send a thank you note to the resource person. Where required for

the external members an attendance certificate of acknowledgement as required should be

provided.

Ref: Journal. Annexure HR17

Exit Formalities

Exit of any employee is not encouraged during the middle of the academic session. However if an

employee is intending to exit for any other reasons then a proper relieving procedure has to be

ensured.

Submission of a relieving request well in advance (3 months’ notice) will facilitate proper

replacement and handover.

Need to ensure that the tasks assigned are up to date and no pending while handover.

The Manager – HR should handover the exit forms to the relieving employee.

The relieving employee should duly fill and get the authorization from the appropriate authority

in both the Exit forms.

Exit Forms

o Exit Checklist

o Exit Questionnaire – This serves as an input to identify the reason for leaving and to improve

the work environment and employee retention.

The signed exit form should be filed in Exit form file.

The final settlement will be initiated only after the completion of the exit forms. In case of

improper relieving, the terms as agreed upon in the Memorandum of Understanding will be

followed.

Ref: Exit Checklist. Annexure HR18

Ref: Exit Questionnaire. Annexure HR19

Disciplinary Actions Procedure

Disciplinary action on an employee is taken where

He / she is charged with misbehavior towards any parent, student or employee of the school.

He / she is charged with a breach of any other Code of Conduct.

He / she may be charged on non-compliance and unmet workplace standards.

The disciplinary procedures are followed as below:

Warning: For charges as may be applicable, the employee will be called for an enquiry asked for

an explanation and warned for the act. An apology letter or explanation letter on need basis

have to be submitted by the employee. This is done in the presence of the immediate superior

and the Manager – HR.

Memo: For charges as may be applicable, the employee will be called for an enquiry asked for an

explanation and may be issued a memo. If the memo is issued then it is also considered as loss

of pay (1day salary is deducted for 1 day). If an employee receives the third memo for various

reasons, the Senior Leadership Team can terminate anytime without notice. Memo will be

issued by the Manager – HR, acknowledged by the immediate superior, Principal(where

necessary)Joint Director - Admin, Director Academics and Managing Director.

Suspension: For charges as may be applicable, the employee will be called for an enquiry asked

for an explanation and may be suspended from duty. Under suspension it is treated as absent (2

days salary deducted for 1 day).Suspension will be issued by the Manager – HR, acknowledged

by the immediate superior, Principal(where necessary)Joint Director - Admin, Director

Academics and Managing Director.

Termination: For charges as may be applicable, the employee will be terminated from duty

without any notice as the case may be. The immediate termination is as per the decision of the

Senior Leadership Team. However, proper handover of the charge is mandatory.

Disciplinary Actions Procedure

Make sure that the complaint is an authenticated information.

The letter issued for any of the above reasons should be filed in the employee personal file.

Also an excel on Staff Disciplinary Record should be maintained.

Ref: Staff Disciplinary Record Format

Format: Staff Disciplinary Record Format

S.No | Name of the Staff | Designation | Department | Warning – Date & Issued by| Memo –

Date & Issued by | Suspension – Date & Issued by | Termination – Date & Issued by

Grievance Handling

Ensure that the grievances of the employees are addressed without fail.

Maintain confidentiality.

The Grievance Cell Team should be constituted with the representatives from various

departments.

In order to facilitate speedier redressal and to avoid any untoward situations it is necessary for

the employees to represent any grievance within 48 hours of occurrence.

The grievance applicant can approach the HR department and collect the Grievance Application

Form and submit it to the Manager HR within 24 hours.

Manager – HR should initiate the grievance redressal along with the respective members within

48 hours.

Depending upon the magnitude of the issue the grievance redressal should be closed between

48 hours and 7 working days.

In cases where the grievance applicant and the Grievance Cell team do not come to a consensus,

then the issue can be escalated to the Senior Leadership Team for further action.

In case if the grievance applicant is not convinced with the recommendations from the Senior

Leadership Team then the terms as agreed upon in the Memorandum of Understanding will be

applied with the directions of the Senior Leadership Team.

If the grievance is against any one of the Grievance Cell Team member then the Senior

Leadership Team can constitute the Grievance Team accordingly or handle the issue directly as

the case may be.

Ref: Employee Grievance Form. Annexure HR20

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S.No Status KGGrades

1 & 2

English &

Camb &

HW

Maths Hindi Tamil French Japanese Science Social IT Accountancy Business

StudiesEconomics

Physical

Education

Librarian /

Asst

.Librarian

Lab AsstSchool

CounselorTotal

1 Required 0

2 Required with Buffer 0

3 Existing 0

4 To Be appointed 0

5 Identified 0

6 Yet to Identify 0

Queen Mira International School

Projected Teacher Requirements for Academic Year ………………………

Particulars KG Grades 1 & 2 MathsEnglish ScienceJapaneseFrench

Existing

Identified

Hindi Tamil

Social IT A\cty Bus.Stu Eco PHE Lib


Projected Teacher Requirements for Academic Year ………………………

RELEASE ORDER

Ref.No:No/YYYY Date:

DD/MM/YYYY

To,

The Advertisement Manager,

Name of the Newspaper Publisher,

Madurai.

Dear Sir,

Kindly insert the advertisement given by us in your publication.

Publication Date : DD/MM/YYYY

Edition : Madurai only (or) Madurai + other districts

Size : (width)x(height)cms

Printing : Black & White (or) Colour

Page : First Edition

Rate : Rs……. per Sq Cm

Trade Discount: : ….%

Special Discount : ….%

GST : …..%

Thank You.

Yours Truly,

Abinath Chandran

Managing Director

S.No Name Qualification Positon Address E-mail Contact No. 1 Contact No. 2Date of Receipt of

Resume

1

2

3

4

5

6

7

8

9

10

S.No Subject Count

1

2

3

4

5

6

7

8

9

10

Resume - Database - Year

Resume Count

Total Count

Name Designation Institution

1

2

3

4

5

6

7

Recruitment Drive YYYY - External Panel Members

S.NoSubject /

Department Time

External Member

Name Designation Institution

1

2

3

4

5

6

7

8

9

10

Total

Recruitment Drive - Year - Interview Venues

Venue Incharge No.Of Candidates TimeS.NoSubject /

Department

External MemberInternal Member Venue

S.No Responsibility Name of the Staff Supporting Non Teaching

Staffs Scope of work Signature

3 Ushering

6 Refreshments

1 Parking & Security

2 Registration

Venue Arrangements7


RECRUITMENT DRIVE - DUTY LIST - DD/MM/YY

4 Venue Incharges

5

Venue Incharges

(Written Test) For English,

Hindi and Tamil candidates

only

S.No Responsibility Name of the Staff Supporting Non Teaching

Staffs Scope of work Signature


RECRUITMENT DRIVE - DUTY LIST - DD/MM/YY

8 Technical Support

10 Genset Incharge

Manager - Administration Joint Director - Administration Director-Academic Managing Director

9

MD Room - Venue

Co-ordination 11

Lunch

S.No Name Contact No: 1 Contact No: 2 In-Time Signature

1

2

3

4

5

Registration Format

Subject

S.No Name Contact No: 1 Contact No: 2 In-Time Signature

1

2

3

4

5

Subject

Language Body Language

1

2

3

4

5

6

7

8

9

10

Assessed by:

Remarks

Signature:

S.No Name of the candidate Ability to Lead

CommunicationTotalClarity of

thought Ability to

Listen

Queen Mira International School Group Discussion (Rating 1 - 3)

Date :

Interview Status

Name : Comments on Demo :

Department :

Designation :

Expected salary :

Suggested salary:

Final salary :

Date of joining :

Status :

Manager-HR JD-Admin Director – Academics Managing Director Chairman

Interview Status

Name : Comments on Demo :

Department :

Designation :

Expected salary :

Suggested salary:

Final salary :

Date of joining :

Status :

Manager-HR JD-Admin Director – Academics Managing Director Chairman

Selected Waiting

List

Rejected

Selected Waiting

List

Rejected

Remarks:

Interviewer:

Director – Academics / Managing Director:

Chairman:

Remarks:

Interviewer:

Director – Academics / Managing Director:

Chairman:

Code of Conduct

School Executive Routine:

Punctuality is the watch word of the campus.

School timing: 8.30am -4.30pm

Post your e-mails on leave request well in advance (at least 3 days).

Sending the mail does not ensure leave approval. Get the consent mail and

proceed.

Eligible permission in a month is one that too based on the discretion of the

sanctioning authority.

Plan your family itinerary in such a way that it does not cross the school

routine.

Leaves on special occasions will be considered as absence.

Leave mail at the nick of the moment is not accepted and considered as

absence.

Informing leave / permission over phone / SMS are not considered. In case of

unavoidable circumstances when informed over phone, it should be confirmed

in writing by the subsequent day.

Unavailed leave will be encashed at the end of the academic year.

Parents /spouse informing the leave are strictly not encouraged.

Extension of availed leave should also be planned in advance.

Private or any other tuition shall not be undertaken by the staff without prior

permission in writing from the Principal.

“It is ultimately what teachers think and do determines the destiny of a nation in the

classroom”.

Transport:

Be at your boarding point 5 minutes before the allotted time.

Care of kids should be taken in the bus.

Avoiding having snacks / food in the bus.

Avoid using mobile in the school transport when kids are accompanying.

Communication:

Proud to be a bi linguistic – English @your workplace and vernacular @ home.

Address every one by Mr./Ms. So & So

Make the children also to address you in the same manner.

Avoid grouping and chatting in the hallways.

Direct instruction cross departments should be avoided, should be routed only

through the heads of the department.

We encourage you to have a good inter-personal relationship by effective use

of mailing system. “Be a tech savvy”.

Dress Code:

Saree is the outfit for the women staff.

Avoid dazzling clothes which is the cause of eye-popping and students

distraction.

Normal sleeves makes you look more dignified rather than sleeveless

and mega sleeve or full sleeve blouses.

Drape your saree with 3 or 4 pleats, so that it facilitates a comfortable

movement for you.

Wear neutrally toned hosiery.

Women staff is expected to come with top knot.

Avoid bleaching or colouring hair for style.

Avoid having many strings of flowers.

Minimal oil in your scalp is sufficient to have a shiny and healthy

looking hair.

Foot wear should be really a comfortable one.

Avoid pointed heels as it may not support your profession which

demands more hours of walking inside the classroom and standing.

Avoid wearing rubber/ bathroom slippers.

Jewelry should be simple and minimal.

If you prefer to wear anklets, wear the one without any beads.

Avoid using dangling earrings.

Bangles if they are to the maximum of two are sufficient to beautify

you.

Keep your make up subtle. Of all make up, the best one that would suit faces of

all ages is the sweet smile that you wear in your face. Have a natural smile that

comes naturally with your involvement.

Formal trousers and shirt is the outfit for Men staff with neatly trimmed hair

style and neatly polished shoes with clean socks.

Collegial Atmosphere:

Be friendly, professional and polite to all.

Keep your voice at acceptable level.

Be symbiotic at work place.

Avoid involving in idle gossips and mocking.

Handling of Children:

It is the prime responsibility of every staff to ensure safety and well being of

the students at all times.

Use of corporal punishments in any degree at any circumstances is not

accepted.

Any information about the child should be shared to other members only on

grounds of professional forum.

Ensure that no child is hurt emotionally, mentally and physically by your words

or actions.

Do not criticize the child for not being able to cope with academics and co-

curricular activities. Initiate and get guidance from the superiors and extend the

necessary support to the child.

The staff should be bold enough to intervene and stop any person who is trying

to sexually / physically abuse the child and immediately report to the Child

Safety Committee members.

The school will follow stringent disciplinary actions on members for any act

which is against child safety and protection.

Staff should not discriminate any child on grounds of caste, colour, place of

origin, physical appearance etc.

Selling any objects or materials to students is strictly not permitted in the

school.

Parent – Teachers Resonance:

Be polite during your discussion.

Discuss the positive of the child and put the negative as an apprehension.

Give the clear picture of the child.

Criticize the problems of the child not the child as the problem.

Avoid sharing your personal contact numbers / details.

Avoid being rude to the parents.

General:

Be active and alert.

Be with the children during the break and lunch time.

Avoid sitting in the classroom during teaching /activities.

Avoid criticizing the confidential matters of school / students in Public.

Avoid being unbiased / inconsistent in implementing norms of the school.

I understand and will have a profound influence in the young minds, reveal our

individual personality and help in establishing the credibility in their hearts.

Date : Conducted by:

Topic / Activity:

Summary of the Activity:

My Learning from the activity:

Name of the Teacher Signature

EXIT INTERVIEW DETAILS

Name of the Employee : Interviewed by :

Department : Date of Joining :

Designation : Date of Exit Interview :

Grade : Date of Relieving :

Objective of the Check List:

It should be verified and ensured that the school property and material has been returned.

S.No

Properties to be Handover

Status

Remarks

In charge

Signature

1 Resignation Letter

2. Mobile SIM Card

(if applicable)

3. Laptop (if applicable)

4. Suspense Accounts

5. Loans/Deductions

6. Keys

7. Library Books

8. Acknowledgment Return of

Original Certificates

9. Handover of files

(List as applicable)

1.

2.

3.

4.

5.

Verified By: Authorized by:

Please ensure that the respective particulars are authorized as below:

Please mention the appropriate status in the respective column. * NA- Not Applicable, *Submitted, * Pending

Item

Number

Authorized

Signatory

1 Principal

2,3,6,8 HR Manager

4,5 Finance

7 Librarian

9 Immediate Superior

Kindly provide your honest answer for the question below. All the information provided will be

treated confidential.

1. Please mark all that applies as the prime factors in your decision to leave the school

Remuneration

Conflict with supervisor

Family /Friends related issues

Career Development

Benefits

Conflict with management

Commuting

Lack of Job Satisfaction

Working Environment

Spouse Transfer /Moving away from

area

Conflict with Colleagues

Working Hours

Lack of prospects

Others

Please specify comments if any

EXIT INTERVIEW QUESTIONNAIRE

Name of the Employee : Interviewed by :

Department : Date of Joining :

Designation : Date of Exit Interview :

Grade : Expected Date of Relieving :

2. Please answer the following question pertaining to your job history.

a. What factors led you to accept the job with our school?

b. Did your job duties turnout to be as you expected?

c. What were your best and worst experiences here?

d. If a friend asked you, would you recommend that they take a job here?

3. Please answer the following questions pertaining to training and performance evaluation.

a. Was the training you received sufficient enough to enable you to meet our performance expectations? If not

what additional training should have been provided to you?

b. Did you receive adequate support to do your job?

c. Did you receive sufficient feedback about your performance between evaluation reviews?

d. Were you satisfied with this school appraisal process?

4. Please answer the following questions pertaining to Compensation and work culture.

a. Were you satisfied with your pay and other benefits?

b. Based on your experience, what do you think it takes to succeed at QMIS?

c. Did any school policies or procedures make your job more difficult?

d. What do you like the most and the least in this school?

e. If you could change anything about how our school operates, what would it be?

5. Please answer the following questions pertaining to retention.

a. How is your new job different from this and what motivated you to join there?

b. Could the school have done anything to encourage you to stay?

c. Did anyone in this school discriminate against you, harass you or cause hostile working conditions?

6. Do you have any other suggestions or comments?

Employee

Manager - HR Joint Director - Admin Director – Academics Managing Director

Employee Grievance Form

Name : Date :

Designation : Department :

Date, time and place of the event leading to grievance

Description of the Issue (along with evidences):

Remedy Requested:

The signature below indicates that you are filing a grievance, and any information of this form is true.

Employee Signature: Date:

Received by: Date:

TAMIL NADU POLICE

POLICE VERIFICATION REPORT

PVR No. : S5951900080939

19-06-2019Date of Issue :

This is to certify that PUSHPA NANDHINI W/o VINOTH KUMAR is currently residing at 9B, FIRST FLOOR,

2ND STREET CHOKKALINGA NAGAR,,BYE PASS ROAD, MADURAI, MADURAI CITY District, 625016.

She is not found to be involved in any criminal case as per the records available with Police department.

“To whomsoever it may concern”

Remarks of the Approving Authority :

No Remarks

NIC-TNSU Report taken on: 19/06/2019

Tamil Nadu Police Department

Issued by

2. The authenticity of the document can be verified by scanning the Bar code or through

3. The verfication has been conducted based on the records available with TN Police.

Disclaimer :

(www.eservices.tnpolice.gov.in) and does not require signature.

1. This is an authentic system generated report from the official website of TN Police

'Verify' option on the website.


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STAFF APPRAISAL

PROFILE• Name :

• Age:

• Qualification: School and College education details.

• Department:

• Overall experience:


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Year No. of year/months

Institution Grades Handled

Subjectshandled

Year Course Institution Place Percentage

Personal Details• Family Details:Members present in the family and their occupation.

• About the children:Name:

Gender:

Age:

Grade:

Name of the School:


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Personal Details• Native Place:

• Current Residence Location:

• Distance from QMIS to home:

• Mode of Transport to QMIS:


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Personal DetailsMy Goal:

• Goal in next 2 years:



• Goal for life:


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At QMIS• Date of Joining:

• Designation: Grade:

• Star of the month:

• Grades Handled:

• Subjects Handled:

• Years of experience:


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STUDENT DEVELOPMENT

ACTIVITIES


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02468

10

FA1 FA2 FA3 FA4 SA1 SA2

No

. Of

stu

de

nts

Levels of assessment

Grade - Subject

A +

A

B

C

D

SCHOLASTIC PERFORMANCE OF STUDENTS

(separate slides for each grade/subject)

INITIATIVES - ACADEMICSAdditional initiatives/ strategies taken to enhance the students

performance.

• Remedial teaching

• Bridge classes

• Preparation of level appropriate worksheets


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INITIATIVES – LIFE SKILLS Steps taken to enhance the soft skills of the

students.


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INITIATIVES–CO CURRICULARSInvolvement in various club activities and co –

activity session.


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CREDENTIALS – STUDENTS /

PARENTSAny specific comments / appreciations received

from students/parents.


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SCHOOL DEVELOPMENT ACTIVITIES• Contributions to Yagna/any write-ups

• Coordinating events/programs

• Involvement in admissions

• Reference - Staff/student

• Mentoring new staff

• Knowledge sharing

• Bulletin board activities etc.,


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AREAS TO BE IMPROVEDAssessment for self development.


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SELF DEVELOPMENT (BODY)• Exercise:

• Walking:

• Yoga:

• Dance

• Annual Medical Check up:

• Dental check up:

• Any other activities followed to maintain body fitness.


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SELF DEVELOPMENT (SOUL)• Involvement in social activities like blood donation, coaching/tuition

etc.,

• List the free time activities – Daily, Weekly, Monthly and Yearly.

• Hobbies:

• Tours: National and International Tours.

• Time Spent along with the family members:

• Average Sleeping hours:

• Other activities for relaxation, enjoyment, get together etc.


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SELF DEVELOPMENT (MIND)Any activity that the teacher partakes beyond the school

hours to update / to enhance his/her skills.

• Participation in any seminars/training programs.

• Books /magazines /websites/ newspaper.

• No.of library books borrowed from QMIS in 2015 -16:

• Books / magazines subscribed by you.

• Additional course – academics and others.


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SOCIAL LIFEList any 5 important / influential persons in society apart

from family members.

• Source of Contact / Relationship:

• Brief note about that person:

Note: If you wish to list any of your family members mention

as separate list in addition to the above list.


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LIFE AT QMISFeel free to express your views on following:

• What have I learnt at QMIS?

• How QMIS has helped/supported me in my career?


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SELF RATING OF THE STAFF• Evaluate your performance in a three point rating scale.

3- Excellent

2- Satisfactory

1- Needs Improvement


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IMMEDIATE BOSS RATING OF THE STAFF • For teachers / senior teachers - Facilitator’s rating• For Facilitator – Co-ordinator’s rating• For Co-ordinators – Principal’s rating

Rating in a three point rating scale 3- Excellent2- Satisfactory1- Needs Improvement


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S.No NamesDepartment /

SubjectIntroduction

StudentDevelopment

Activities

SchoolDevelopment

Activities

SelfDevelopment

ActivitiesLanguage

BodyLanguage

Clarity ofVoice

Clarity ofThought

Total

Queen Mira International SchoolStaff Appraisal Score Sheet

3 Scale Rating: (3- Excellent , 2- Satisfactory , 1- Unsatisfactory)

Assessed by:

Signature:Date:

Overall comments:

Queen Mira International SchoolTeaching Staff Performance Appraisal Presentation Score Sheet - Academic Year

S.No Department Grade

Presentation Scores

Total Average RankName of the

Staff

3 Point Scale Rating (3-Excellent , 2-

Satisfactory, 1-Needs Inprovement)

Panel Member 1

Panel Member 2

Panel Member 3

Panel Member 4

Panel Member 5

Updations Submission Audition ObservationName of the Staff

Average ofInternal

Scores (A)

Average ofScores (A+B)

Average ofPresentationScores (B)

Queen Mira International SchoolTeaching Staff Performance Appraisal Consolidated Score Sheet - Academic Year

Rank

3 Point ScaleRating (3-Excellent ,

2-Satisfactory, 1-Needs Inprovement)

Department Grade

Internal Scores (A)

S.No

S.No Name of the Staff

Bul

letin

Boa

rd (3

Poi

nt)

Hom

ewor

k (3

Poi

nt)

Issu

es (3

Poi

nt)

Cir

cula

rs (3

Poi

nt)

Que

stio

ns (3

Poi

nt)

Star

of t

he M

onth

(1 P

oint

)

Mar

ks U

pdat

e (1

Poi

nt)

Les

son

Plan

(3 P

oint

)

Att

enda

nce

Reg

iste

r (3

Po

int)

Not

eboo

k/W

orkb

ook

Aud

ition

(3 P

oint

)

Exa

m P

aper

Aud

ition

(3

Poin

t)

Cla

ssro

om O

bser

vatio

n

(3 P

oint

)

Wor

kdon

e R

epor

t (3

Poin

t)

Ove

rall

Scor

es

S

um (D

: P)

3 Po

int S

cale

((

Ove

rall

Scor

es /

Tot

al

Poin

ts) x

3)

Queen Mira International SchoolTeaching Staff Star of the Term - Consolidated Score Sheet : Term / Year

1

Teacher Teaching Position

Observer Designation

Pre–Conference___/___/___ Formal Observation ___/ ___/ ___

Final Conference ___/___/___

Excellent:

1. Teacher’s performance clearly and consistently exceeds normal expectations in the achievement

of objectives in day-today functions of the job.

2. Teacher

a. Takes on extra projects and tasks.

b. Anticipates problems and takes appropriate actions.

c. Minimal direction and review is necessary

d. Seeks improvement

e. Shows leadership in cooperative and building – level initiatives

3. Demonstrates professionalism when interacting with administration, colleagues and

families.

4. Demonstrates exceptional knowledge of subject matter and effectively differentiates

Instruction for all learners.

2

Satisfactory:

1. Teacher’s performance is acceptable in the achievement of objectives and day-to-day functions of

the job.

2. Teacher:

a. Requires direction and review.

b. Is willing to implement suggested strategies/techniques

c. A good team player

3. Demonstrates professionalism when interacting with administration, colleagues, parents and

students.

4. Demonstrates knowledge of subject matter and effectively differentiates instruction for all learners.

Unsatisfactory:

1. Teacher consistently performs below normal expectations and improvement is required.

2. Teacher requires frequent supervision, checking and review.

3. (Tenured)An improvement plan needs to be established to assist the teacher in correcting

deficiencies.

4. (Non-Tenured) May be grounds for non-renewal

3

TEACHER EVALUATION SCORE SHEET

S.No Evaluation Criteria Score

A Planning and Preparation

A.1. Teacher has materials, supplies and equipment ready at the start of the lesson or instructional activity.

A.2. Teacher is prepared to present the lesson and gets students on task quickly at the beginning of each lesson or instructional activity.

A.3. Teacher has instructional plans which match objectives, learning strategies, assessments, and student's needs at the appropriate level of difficulty.

A.4. Teacher effectively plans with support personnel.

A.5. Teacher provides adequate plans and procedures for substitute teachers.

B The Classroom Environment

B.1. Has developed and communicated basic rules for classroom conduct.

B.2. Enforces classroom rules and school procedures.

B.3. Frequently monitoring the behavior of the students in class and reacting consistently to the inappropriate behavior without wounding the sense of self respect.

B.4. Maintains a stimulating learning environment by displaying correlated bulletin Board and / or student work.

C Instruction Rating

C.1. Teacher maintains a high level of student time-on-task.

C.2. Teacher uses spoken/written language and vocabulary which are clear and age appropriate.

C.3. Teacher asks appropriate levels of questions which students handle with a high rate of success.

C.4. Teacher shows enthusiasm for curriculum content and conveys the importance of that content.

C.5. Teacher links content to the students' prior knowledge and experiences.

C.6. Teacher utilizes strategies and resources to promote engaged learning.

4

C.7. Teacher uses a variety of instructional strategies to meet the needs of a variety of learners. (Slows down of presentation or activity whenever / wherever necessary)

C.8. Teacher makes transitions between lessons and between instructional activities within lessons efficiently.

C.9. Teacher maintains clear and reasonable work standards and due dates.

C.10. Teacher disseminates throughout the classroom to check student performance.

C.11. Teacher routinely uses verbal, written and other work products to check student progress.

C.12. Teacher utilizes assessment data which include formative and summative techniques to monitor student progress.

C.13.Teacher provides timely feedback which is of consistently high quality and specific to each student and to develop appropriate remediation activities.

C.14.Teacher effectively utilizes support personnel in the instructional process.

D Professional Responsibilities

D. 1. Teacher maintains accurate records to document student Performance.

D. 2. Teacher is involved in professional growth activities.

D. 3. Teacher adheres to established laws, policies, rules and regulations of the school.

D. 4. Teacher attends committee meetings and other sessions relative to curriculum and instructional activities.

D. 5. Teacher is punctual in duties, committee assignments, supervisory assignments, Teacher assignments and parent-teacher conferences.

D. 6. Teacher provides a climate which facilitates communication with parent / guardian and students.

D. 7. Teacher develops and maintains relationships which demonstrate support and cooperation with colleagues.

D. 8. Teacher works with other professionals as an advocate for students to ensure all students have an opportunity to succeed.

D. 9. Teacher maintains appropriate dress code.

D.10. Teacher effectively copes with the demands and stresses of teaching.

5

D.11. Demostrates interest beyond required responsibilities.

D.12. Accepts, evaluates and acts upon criticism and suggestions positively.

OVERALL SUMMATIVE RATING OF EVALUATION CRITERIA

a. Planning and preparation

b. The Classroom Environment

c. Instruction

d. Professional Responsibilities

Final Rating

EXCELLENT: If the overall evaluation has all excellent ratings, the overall rating is

Excellent.

SATISFACTORY: If the overall evaluation has one satisfactory rating, the overall

rating is Satisfactory

UNSATISFACTORY: If the overall evaluation has one unsatisfactory rating, the

overall rating is Unsatisfactory

Signature of the Observer

6

Review Pro forma

COMMENTS OF THE ADMISNISTRATOR:

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

COMMENTS OF THE TEACHER:

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

Signature of the Teacher Signature of the Administrator

Co-ordinators Assessment

Name of the Co-ordinator: For the Period:

Name of the Evaluator: Designation:

1.Cummulative Staff Scores:

2.Co-ordination with Vice Principal:

(Rating from the Vice Principal)

3.Leadership skills: The coordinator trains and/or leads subordinates or others, directs their

activities,guides their development by mentoring.


4.Functional Coordination: The coordinator understand the rules and regulations, policies, procedures,

practices, and functional relationships of the job.

Staff scores on reporting time:

Staff scores on closure time:

Staff scores on leave:

Staff scores on task completion:

Comments (if any):

Comments (if any):

Comments (if any):

5.Coordination with other departments:


6.Concerns received:

(Data from the Principal, Executive Assistant, Vice- Principals,Front Office and other staff ).

Less than 5% - 3

6 to 7.5% - 2

Above 7.5% - 1

7.Ingenuity in addressing the concerns:


Any other comments:

Signature of the Coordinator Signature of the Evaluator

Comments (if any):

Comments (if any):

Comments (if any):

1

Evaluation Form – Finance Department

Name Position


Formal Observation ___/ ___/ ___

S.No Evaluation Criteria Scores

Planning

1

Effectively handles the planning activities of the department: Monthly

Budgets, Statements as may be required for financial institutions, auditor's

office, vendors and lendors.

Execution

1 Due reminders are given to team and ensures suspense accounts closure by

month end.

2 Follow up with team to ensure credit bills submission on time after it is duly

authorised.

3 Bank Reconciliation Statement verification and entry in edusparrow

4

Prompt updations are done with regard to:

Ledger verification and updation (Manual & Edusparrow)

Vendor Payment verification and updation

Bank Document verification and updation if any.

(Jewel loan, Track records and any other documents as may be required.)

Expenses and Receipts verification and updation

Documentation

1 File maintenance of bills - With GRN and Without GRN

2 Bank statements (Scanned copy + File maintenance)

3 Vehicle track record (Scanned copy + File maintenance)

General

1 Dependability: Complies with instructions and ensures closure of tasks.

2

Leadership: Delegates and co-ordinates department tasks effectively and

ensures work completion.(To be rated for GM - Finance and Finance

Manager / Finance Officer)

3

Communication: Provides relevant and timely information to management ,

co-workers, vendors and institutions by means of all official mode of

communication.

4 Team Work: Shows co-operative spirit and gets along with fellow employees.

2

OVERALL SUMMATIVE RATING OF EVALUATION CRITERIA

a. Planning

b. Execution

c. Documentation

d. General

Final Rating

Review Pro forma

COMMENTS OF GENERAL MANAGER - FINANCE:

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

COMMENTS OF MANAGING DIRECTOR:

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

COMMENTS OF THE STAFF:

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

Signatures:

Staff General Manager - Finance Managing Director

Scores: 3- Excellent, 2- Satisfactory, 1- Needs Improvement

1

Evaluation Form – Maintenance Officer

Name Position



S.No Evaluation Criteria

Scores of

Health &

Safety

Committee

Scores of

Managing

Director

Service and Maintenance

1

Updations of the following documents:

Genset Service Report (Excel)

AC Maintenance Service Report (Excel)

EB Reading (Manual Note)

CCTV Rectification Report (Manual)

Electrical Maintenance Inspection Checklist (Manual)

Furniture Report (Excel)

Projector Report (Excel)

Systems Report (Excel)

Lights Report (Excel)

Sanitarywares Report (Excel)

RO Service Report (Manual & Excel)

Civil

1 Follow up and closure of civil activities.

General

1 Coordination with other departments ( to be rated by Manager HR)

2 Shows willingness to learn and improvise the performance.

2

OVERALL AVERAGE RATING OF EVALUATION CRITERIA

a. Service and Maintenance

b. Civil

c. General

Final Rating

Review Pro forma

COMMENTS OF HEALTH AND SAFETY COMMITTEE:

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

COMMENTS OF MANAGING DIRECTOR:

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________


______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

Signatures:

Staff Health and Safety Committee Managing Director


1

Evaluation Form – House Keeping Supervisor

Name Position



S.No Evaluation Criteria

Scores of

Health &

Safety

Committee

Scores of

Manager

- HR

Housekeeping

1 Daily verification of duty allotment of the Janitors / Housekeepers

2 Briefing of the job scope once in a term.

3 Daily verification of the Star of the Month score sheets.

4

Maintainance of the following documents:

Quadrangle Cleaning Report

Washroom Cleaning Report

Rooms Cleaning Report

General

1 Coordinate with the HR department regarding manpower planning

and training for the members of the respective departments.

2 Coordination with other departments

3 Shows willingness to learn and improvise the performance.

2

OVERALL AVERAGE RATING OF EVALUATION CRITERIA

a. Housekeeping

b. General

Final Rating

Review Pro forma

COMMENTS OF HEALTH AND SAFETY COMMITTEE:

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

COMMENTS OF MANAGER HR:

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________


______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

Signatures:

Staff Health and Safety Committee Manager HR


EXECUTIVE / PERSONAL ASSISTANT EVALUATION REPORT – TERM

Purpose of Evaluation: The primary goal of Executive / Personal Assistant evaluation is to encourage growth of personnel for the purpose

of enhancing performance @ QMIS

The general purpose of Executive / Personal Assistant Evaluation is to:

Ensure effective performance

Foster positive attitudes towards school procedures

Maintain professionalism

Ensure understanding, acceptance and carrying out of responsibilities

Ensure growth of employees

Plan for successful performance and build confidence

Recognize strengths and contributions to team effort

Evaluate employee skills

Executive / Personal Assistant’s Name :

________________________________________________________

Evaluated By : _________________________________________ Evaluated On : ________________

A. Work Habits E

xce

llen

t

Sati

sfact

ory

Nee

ds

Imp

rovem

ent

1. Planning and Organization

The ability to plan ahead, accomplish tasks effectively, maintain accurate records system 3 2 1

2. Flexibility and ability to prioritize

The ability to adjust to changing conditions, procedures, job interruptions, deadlines 3 2 1

3. Time Management

Ability to accomplish tasks in a timely manner 3 2 1

4. Attendance

Reports to work on time, Gives prior notice in case of leave, follows work schedule 3 2 1

5. Commitment

Enthusiasm for work, professional ethics 3 2 1

6. Teamwork

Maintain positive relationships with peers. The ability to delegate and redirect 3 2 1

7. Honesty

Level of integrity and truthfulness 3 2 1

8. Initiatives

Self Interest or enthusiasm for new initiatives 3 2 1

9. Follow Up – In Person

Giving due reminders and having a close and a personal follow up on tasks with respect to

oneself / their superiors and team members associated with the task assigned to them.

3 2 1

10. Follow Up – In Mails

Ensure an effective usage of Schooler App by oneself / their superiors and team members. 3 2 1

B. Knowledge / Proficiency

Ex

cell

ent

Sa

tisf

act

ory

Nee

ds

Imp

rov

emen

t

11. School Procedures

Performing and understanding of school procedures 3 2 1

12. Quality of Work

The level of thoroughness, accuracy, neatness of work which is produced 3 2 1

13. Technology

The ability / level of comfort with technology (Mailing system, WhatsApp, basic MS

applications)

3 2 1

C. Co-ordination E

xce

llen

t

Sati

sfact

ory

Nee

ds

Imp

rovem

ent

14. Communication Skills

The ability to exchange information accurately and effectively both verbally, in mails or in

written form

3 2 1

15. Professionalism - Superiors

The degree of cooperativeness and consideration displayed in working with superiors, The

ability to interact effectively and harmoniously with superiors.

3 2 1

16. Professionalism - Peers

The degree of cooperativeness and consideration displayed in working with peers, The

ability to interact effectively and harmoniously with peers.

3 2 1

17. Professionalism - Parents

The degree of cooperativeness and consideration displayed in working with parents, The

ability to interact effectively and harmoniously with parents.

3 2 1

18. Professionalism- Public

The degree of cooperativeness and consideration displayed in working with public, The

ability to interact effectively and harmoniously with public.

3 2 1

19. Student Needs

Have ability to establish and maintain positive relationships with student body (Genuine

rapport)

3 2 1

20. Confidentiality

Maintain confidentiality related to students, their families and staff and all matters

concerning school

3 2 1

D. Behaviour

Ex

cell

ent

Sa

tisf

act

ory

Nee

ds

Imp

rov

emen

t

21. Has a positive attitude 3 2 1

22. Demonstrates respect 3 2 1

23. Open to suggestions/feedback 3 2 1

24. Willingness to learn 3 2 1

25. Overall Rating (average of the above scores) : Score (Excellent / Satisfactory/Needs Improvement)

26. The strengths of our Executive / Personal assistant are:

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_________

27. Things I would like our Executive / Personal assistant to work on:

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_________

28. Things our Executive / Personal assistant wanted to talk about:

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_________

Evaluator’s Signature with date : ______________________________________________

I have read and understood the above evaluation : _______________________________________________ Executive / Personal Assistant’s Signature with date


Maintenance Officer should support the day to day running of the school by ensuring that

ongoing maintenance is carried out promptly.

The Maintenance Officer must hand over a copy of the contact details pertaining to the various

vendors / service personnel’s of respective division vendors to Front Office Officer, Manager

Administration and Joint Director Administration.

Maintenance Officer must ensure to have a close monitoring of the labours from external

sources.

Daily report has to be submitted to Manager Administration/Joint Director Administration

Every Saturday the excel reports must be mailed to Manager Administration, Joint Director

Administration, Director Academics and Managing Director

The payment to vendors must be closed on time as per the agreed payment terms.

ElectricityBoard

Maintenance officer must check the transformer 3 phase line(Red,Yellow & Blue) at Gate 2 EB

panel.

If there is any difference in the normal reading, contact the EB wireman/foreman immediately

and necessary action must be taken.

Everyday evening between 5.30 to 6.00 pm the EB reading from Gate 2 EB panel must be noted

down in the EB Reading note. In the absence of Maintenance Officer, the Security Officer must

note down the EB reading.

During school working hours if the indication at EB panel exceeds 100kWh, immediately the

Security on duty at Gate 2 has to inform the Maintenance Officer.

If the reading reaches 104kWh EB power will be OFF automatically. The Maintenance officer

must turn OFF the Air Conditioners in 3 classrooms for 10 mins to cut down the power usage.

In the absence of the Maintenance Officer, House Keeping Supervisor will take incharge to turn

OFF the Air Conditioners in the classrooms.

The number of times maximum demand reached, the list of Air Conditioners turned OFF / ON

must be noted in the daily report.

If there is a power cut in EB, the Security must inform the Maintenance officer. Immediately

Maintenance officer has to call and check with EB office.

End of every month AE or Lineman will come to school to take EB readings. Maintenance Officer

and Security Officer must verify the reading.

Ref: EB Reading Note

EB Bills Processingand Payment

EB bill has to be downloaded from the TNEB online portal.

Understand the EB calculation as per the bill and also make a comparison with the previous bills.

The EB bill verification must be done by Manager Administration/Joint Director Administration

and Director Academics.

After approval from the Managing Director, the Finance department has to pay the respective

amount as cash or DD to the EB office.

After the EB bill payment, the original copy has to be filed by the Finance department and the

photocopy will be handed over to the Maintenance Officer.

Ref: EB Bills File

Genset

Everyday morning by 8.45am check the diesel level and water level.

Weekly once oil level has to be checked.

Yearly once the oil service has to be done for the Generator.

Details on the service date and the engine running hours have to be noted down regularly in

Genset Service History .

If the genset does not function, the Security Officer has to intimate immediately to the

Maintenance Officer and in his absence to the Manager Administration.

JN Machinery should be called for service.

Issues pertaining to Genset have to be rectified in 24hrs.

Genset ON Procedure:

During Power cut ensure to turn off the solar panel(Gate 2)

Genset should be turned ON.

At Gate 2, Change over from EB connection to Genset must be done.

Time of switching ON the generator must be noted in the Genset ON / OFF Note.

Genset OFF Procedure:

Once the Power reverts, change over from Generator to EB connection should be done

(Gate 2)

After the above mentioned change over, the generator should be allowed to run for 2

minutes and then turned OFF.

After change over the Solar panel should be turned ON only after 10 minutes.

When the Generator is running, every ten minutes the temperature should be checked by the

Security Guard.

If the temperature exceeds above 80 degree Celsius, it has to be immediately informed to the

Maintenance Officer.

Genset

The diesel level must be noted down and the diesel filling incharge should be done by the

Security Officer in the presence of the Maintenance Officer/Security Officer.

When power cut prevails for more than an hour after 11 pm, the Security Officer should keep

the Maintenance Officer informed without turning ON the Genset. The Maintenance Officer

should call the EB wireman and verify on the expected time of power supply. Upon

confirmation if it is delayed then the Genset can be turned ON by the Security Officer.

During night hours if the power cut prolongs for more than one hour, the genset should be

turned ON for 1 hr and then turned OFF for the next 1 hour. The time of Genset ON / OFF should

be entered in the Genset Note Book.

Ref: Genset Note Book

Ref: Genset Service History

Format: Genset service history

S.No | Date | Company | Nature of issue | Engine Running Hours | Complaint date | Rectified

Date | Bill No | Service center | Spares | Spare parts cost | Service cost | Total | Overall

Expense

Solar Panel

Ensure that the solar application is kept open by the Control Room Officer by 7.45am everyday.

As per the timing of the time table slots (ending hour) , enter the reading in the Solar Reading

Report.

Maximum demand per day should be noted down in the Solar Reading Report.

As per the time table slot, the Maintenance Officer has to turn OFF the Air Conditioners, lights,

systems and projectors when the students are not in the class.

Ensure that the solar is not operated while Genset is ON.

Every day evening by 5-6pm the overall unit consumption must be noted by the Maintenance

Officer in the Solar Calculation Note Book.

Once in two months the solar panels have to be cleaned by water. Entry has to be done in the

Solar Cleaning Checklist.

If the Solar Panel / Application does not function, the Maintenance Officer must call the vendor

for further service. Any issue has to be rectified within 48hrsEntry has to be done in the Solar

Service Format.

Ref: Solar Reading Report

Ref: Solar Calculation Note Book

Ref: Solar Panel Cleaning Checklist

Ref: Solar Service Format

Solar Bills Processingand Payment

Maintenance officer must get the Solar bill from the vendor, the same has to be verified with our

solar reading.

The cost per unit is Rs.7.50, overall unit must be noted and the total cost must be derived.

The verification must be done by Manager Administration / Joint Director Administration and

Director Academics.

After approval from the Managing Director, Finance department has to pay the respective

amount as Cash or DD to the vendor.

After the Solar bill payment, the original copy has to be filed by the Finance department and the

photocopy will be handed over to the Maintenance Officer.

Ref: Solar Bills File

Air Conditioners

Not all Air Conditioners should be operated at a time.

The students should not be permitted to operate the AC remotes.The standard temperature of

24 degree should be set.

If any complaint in AC arises, steps should be taken to rectify it immediately.

If any major complaint arises the external service person should be called for and the same has

to be rectified within 48 hours.

The rectification done has to be entered in the AC Maintenance Excel.

Once in three months general cleaning service must be done by the external service agency .

Dry/Wet cleaning service must be done once in six month by the external service agency.

AC Bills Processingand Payment The bills have to be verified with previous bill rates and acknowledged by the Maintenance

Officer.

The complete bill details of the service must be noted in the AC Maintenance excel sheet.

Further verification of bill must be done by Manager Administration/Joint Director

Administration

After approval from Joint Director Administration(Bill amount less than Rs.10000), Finance

department has to pay the respective amount

If the bill amount exceeds Rs.10000 and below Rs.15000 then approval will be done by Director

Academics.

The Managing Director will give approval if the amount is more than Rs.15000.

After approval from the Managing Director, Finance department has to pay the respective


After the AC Service bill payment, the original copy has to be filed by the Finance department

and the photocopy will be handed over to the Maintenance Officer.

Ref: AC Bill File

Ref: AC Maintenance Excel

Format: AC Maintenance

S.No | Date | Venue | Bill No | AC type | Ton | Remarks | Service Centre | Amount

The following division will cover, Remarks | Service Centre | Service Cost | Total expenses

Indoor Unit:

Coil ✓ Fan motor ✓ Fan blower

Swing motor ✓ Power control board ✓ Water Line hose

Fan Capacitor ✓ Fan Motor Bush ✓ Swing blade

Display ✓ Filter ✓ Compressor

Outdoor Unit:

Coil(Evaporator coil) ✓ Fan motor ✓ Starting Capacitor

Running Capacitor ✓ Fan Capacitor ✓ Gas

Single phase conductor ✓ Fan blade ✓ General service

Wet service ✓ Dry service ✓ Others

Reverse Osmosis Unit

Everyday morning the RO unit has to be turned ON in all floors before 08:30am.

Before 09:00am the Total Dissolved Solids (TDS) and potential of Hydrogen (pH) value must be

checked by housekeeping incharge and the same has to be verified by any one nominated

Physical Education (PE)Staff.

The PE staff must post the TDS and pH value in official whatsapp group before 9.30am.

If there is any complaint in any RO unit, the issue has to be attended to immediately and

rectified within 24 hours. The service details have to be entered in the RO Service History.

Standard: TDS – 0-500 milligram per liter of water. pH value – 7.5.

RO Bills Processingand Payment

• The bills have to be verified with previous bill rates and acknowledged by the Maintenance

Officer.

• The complete bill details of the service must be noted in the RO Service History.

• Further verification of bill must be done by Manager Administration/Joint Director

Administration

• After approval from Joint Director Administration (Bill amount less than Rs.10000), Finance

department has to pay the respective amount

• If the bill amount exceeds Rs.10000 and below Rs.15000 then approval will be done by Director

Academics.

• The Managing Director will give approval if the amount is more than Rs.15000.

• After approval from the Managing Director, Finance department has to pay the respective


• After the RO Service bill payment, the original copy has to be filed by the Finance department

and the photocopy will be handed over to the Maintenance Officer.

Ref: RO Bill File

Ref: RO Service History

Format: RO Service History

S.No | Date | RO Number | Venue | RO Cabinet(Body) | RO Pump | RO Membrane | RO

Membrane Hose | RO Inline filter(Pre-Carbon) | RO Inline filter(Post-Carbon) | RO Inline

filter(Sediment Filter) | Spun filter | Solenoid Valve | Ac/Dc Adapter | ¼’ Tube | ⅜’ Tube | ¼’

Inlet valve set | ⅜’ Inlet valve set | Double side L bow | Single side filter L bow | Pre filter Hose |

Float set | FR (Flow Reject) | UV Lamp set | Membrane Hose | Ball | Pre filter clamp | RO system

stand | ⅜’ L bow | ¼’ L bow | ⅜’ to ¼’ L bow | Service charge | Total

GardenMaintenance

The gardener will be reporting on a daily basis from 09:00am to 06:00pm.

The entry of the gardener must be noted in the Daily Register Note at Gate 1.

The Maintenance officer must allot duty for the gardener.

Watering the plants should be done daily.

The fertilizers should be stored in the 4th floor and only the Gardener should be permitted to

access the same.

Any fertilizer requirement should be handed over 15 days in advance to the Maintenance

Officer by the Gardener.

Through the Stores department ensure that the required fertilizers are sourced on time.

Below is the list of fertilizers to be applied:

Earthworm manure

Urea

Dimate (1 Liter)

All mixed fertilizer

Earthworm manure has to be applied every Saturday.

Chemical fertilizers have to be applied only when it is a holiday for the students.

Every Saturday weekly payment has to be done to the Gardener on verifying the attendance

as per the Daily Register Note.

Verification must be done by Manager Administration/Joint Director Administration and the

salary will be paid to gardener by Finance department.

Civil

The Civil work comprises the following divisions:

Construction

Electrical

Plumbing and

Painting

If the nature of work is small and the number of labour is only two then it can be handled by the

Maintenance Officer and the task closure should also be ensured.

If a major work is planned, then the approval has to be given by the Managing Director.

Ensure that the external members are always wearing the Orange colour visitor pass all time

inside the campus.

Maintenance Officer must supervise and allot the task to the external labours.

The work details and the number of members visiting the school have to be intimated to

Security officer in advance.

In case if the laborers extend their work then it has to be noted in Security Information note.

For work pertaining to construction the material requirements will be brought by the external

vendors. On need basis after approval from Managing Director requirements have to be

purchased by Maintenance Officer.

For work pertaining to other divisions, material requirements will have to be arranged from the

school end. The list of items should be obtained from the vendor and the Maintenance Officer

should get quotations from minimum 3 source .

After verification by Manager Administration and Joint Director the quotation has to

be approved by the Manager Director.

Payment for the external labours have to be settled every Saturday based on the agreed charges

acknowledged by the Manager Administration and Joint Director Administration.

CCTV

Attend to the complaints of Camera and Audio raised by the Control Room Officer

immediately.

Any issues that can be rectified internally should be closed within 24 hours.

Any issues that have to be rectified with the support of external vendor should be closed within

48 hours.

Enter the service details in the CCTV Service History

Ref: CCTV Bill File

Ref: CCTV Service History

Motor ON / OFF

The Motor ON/OFF schedule should be available with the Security officer, Manager

Administration and Joint Director Administration

The gardener should be oriented and he has to do the ON/OFF as per schedule

Separate Motor ON/OFF schedule has to be framed for Events at school

Ensure that the water is available in the tank all the time.

Any complaints in the motor, should be rectified within 24 hours.

Entry should be done in the Motor Service History.

In case of emergency, water should be sourced from external source. Ensure that the water

reaches the campus within 1 hour.

The contact number of the external water source should be shared to the following members -

Front Office , Security Office, Manager Administration and Joint Director Administration.

Ref: Motor Service History

PestControl

The pest control spray should be done on all days covering all places in the school campus.

The entry and exit of external member from Pest Control should be entered by the Security

Officer at Gate 1.

Maintenance Officer should monitor the pest control spray being done.

Payment to the Pest Control Vendor have to be done after verification of the monthly

attendance by Manager Administration / Joint Director Administration and acknowledgment by

the Director Academics and Managing Director.

Wading Pool Maintenance

The gardener should be oriented on chemical usage and cleaning of wading pool.

The water in the pool must be cleaned before and after usage.

Add 200mg of chlorine weekly once

Suction sweep the floor with the telescopic handle, broom hose and broom head

On a daily basis clean the filter bag(Membrane)

Weekly once scrub the wall with telescopic handle and wall brush.

The pH and chlorine level must be checked everyday morning by House Keeping

Supervisor and the same has to be verified by PE staff.

Enter the details in the Wading Pool Maintenance Sheet.

Any issues have to be attended to immediately and rectified within 48 hours. Entry has to be

done in the Wading Pool Service History.

The chemicals must be collected from the Stores and should be away from the reach of

students.

If the pool is dirty or the chemical level is high, immediately it has to be informed to Principals

by the Maintenance Officer and the students should be permitted to use it.

Ref: Wading Pool Maintenance Sheet

Ref: Wading Pool Service History

Escalation Matrix


Matrix as below:

Level 1 : Manager Administration / Principal - Up to 3 intimations no action taken contact

Level 2.



CONSTITUTION


Maintain a high level of confidentiality.

Maintain the decorum and professionalism while dealing with the parents.

Do not share any Students / Parents details to any unauthorized members.

Ensure not to receive any gift or material from

parents

Issues raised by Parents Handling

Issues raised in School Online Management System

All issues from Parents should have a default cc to the PRM.

Send an acknowledgement mail for the receipt of the issue on the same day.

Ensure that the issue is addressed and replied by the respective member within 24 hours.

Incase of issues that require time to be addressed, then the status has to be promptly

communicated to the parent in consultation with the respective member.

Have a follow up and ensure that the issue is closed and enter in the Issues Register.

Issues Represented by visiting the school

If it is a scheduled meeting, then call for the respective member and coordinate the meeting.

If it is an unscheduled meeting, receive the parent and understand the nature of the issue.

Depending upon the nature of the issue, either pass on the inputs to the concerned member

and ensure that the issue is closed on the committed date or make the parent wait and call the

concerned member to address the issue.

Once the meeting is over, make the entry in the Issues Register. The parent and the concerned

member can enter the status on closure.

Issues Represented through letter

Understand the nature of the issue , make the entry in the Issues register and handover the

letter to the concerned member on the same day itself.

Scan the letter and send it to the concerned member via mail in 24hrs.

Confirm on the date for closure and ensure that it is done by the concerned member.

Issues raised by Parents Handling

Issues Report

Generate Level wise Monthly Issues Report and get it acknowledged by the respective level

Coordinators, AVP’s and Principal.

This report has to be mailed to the Director Academics and Managing Director by 5th of every

month.

Note: If any issues are delayed without valid reasons it has to be escalated immediately to Director

Academics for Academic Concerns and to Joint Director Academics for concerns

under Administration departments.

Ref: Issue Register

Format: Issue Register

Date | Issue Received through Edumerge / In person / Letter | Issue Received from | Nature of

Issue | Acknowledgment of issue (Date) | Status (Closed / Open) | Action taken | Addressed by |

Action Acknowledged by | Closure Date | Expected Date of Closure | Reason |

Ref: Level wise Monthly Issue Report

Format: Level wise Monthly Issue Report

S.No | Level | Total Number of Issues - Edumerge / In person / Letter | Closed Count | Pending

Count | Expected date of closure for pending | Reason

LettersTracking and Closure

Letters received other than concerns are generally under the following heads:

Bonafide Certificate Request

TC Request

Fees paid Certificate for IT purpose

Other Requests - Transport - Change of boarding point, cancellation. Finance - Extension for

fee payment.

Bonafide Certificate:

Make the entry in the Letters register and handover the letter to the concerned member - Admin

Assistant - Principal Office.

Scan the letter and send it to the concerned member via mail.

Ensure that the Bonafide Certificate is issued within 24 hours with the authorized signature of

the level wise Principal.

Get the acknowledgement from the parent in the Certificate Issue Register.

Transfer Certificate:

Make the entry in the Letters register and handover the letter to the concerned member - Level

wise Principal.


Facilitate the parent in filling the Exit Form.

Exit Form should be duly acknowledged by the levelwise Principal.

Exit Form should be acknowledged by the Finance Officer on no dues.

Inform to the Admin Assistant - Principal Office, to initiate the TC only after NOC from Finance

Officer.


Ensure that the Transfer Certificate is issued within 24 hours with the authorized signature of

the level wise Principal.


If no NOC is obtained from the Finance department due to pending fee payment under any of

the categories, then the TC initiation has to be with held.

Communicate to the parent in person / over phone call and send a mail via edumerge to clear

the pending payments immediately for issuing the TC.

On clearance of the pending payments and obtaining the NOC from Finance Officer, TC can be

issued as per the procedure.

Fees Paid Certificate - For IT Purpose

Make the entry in the Letters register and handover the letter to the concerned member -

Finance Officer.


Fees details as paid will be furnished by the Finance Officer.

The certificate will be made ready by the Admin Assistant - Principal’s Office which has to be

acknowledged by the Finance Officer.

Ensure that the Fees Paid Certificate for IT purpose is issued within 24 hours with the authorized

signature of the level wise Principal.


Other Requests - Transport - Change of boarding point, cancellation. Finance - Extension for fee

payment.

Understand the nature of the request , make the entry in the Letter register and handover the

letter to the concerned member.



Confirm on the date for closure and ensure that it is done by the concerned member.

Note: If any issues are delayed without valid reasons it has to be escalated immediately to Director

Academics for Academic Concerns and to Joint Director Academics for concerns

under Administration departments.

Ref: Certificate Issue Register

Format: Certificate Issue Register

S.No | Date | Certificate Type | Request Received Date & Time | Issued Date & Time | Received

By - Name | Signature of the Receiver | Signature of the PRM

Ref: Letter Register

Format: Letter Register

Received Date | Received Time | Nature of Letter | Scanned mail date | Forwarded to | Letter

received by | Signature of the Receiver | Signature of the PRM

Parents Profile Maintenance

Based on the details from the Students Demography , maintain a database separately on Parents

occupation / Bureaucrats and share it with the SLT members. This data can be used for parents

engaging with the school - resources for PDP session, resources for students sessions and

consultation for school activities. The point of contact for specific Bureaucrats will be PRO/

Admin Manager / Joint Director Administration / Director Academics / Managing Director as may

be decided.

Ref: Parents Profile

Format: Parents Profile - Occupation wise

S.No | Student Name | Grade | Section | Parent Name | Occupation | Designation | Location

Ref: Parents Profile

Format: Parents Profile

Bureaucrat Name | Grade | Section | Parent Name | Occupation | Government Department |

Designation | Location

Admission Enquiry Walkin Details Updationand Consolidation Update the admission enquiry walkin status through Whatsapp to SLT members in the

prescribed format periodically and as when there is a walkin. Periodical update time 12:30pm

and 05:30pm.

Update the admission enquiry walkin details as on that date in the White Board in Director’s

Office at 05:30pm everyday in the White Board Update Format . Also update gradewise / day

wise enquiry status in excel format.

Update the walkin particulars as entered in the Registration form in the Admission Enquiry

Walkin updation - Excel File daily and forward as mail to SLT EOD.

Submit the Admission Walkin registration forms in the Director's Office at 05:30pm.

File the Admission Enquiry Registration Form in Admission Enquiry File.

After the admission enquiry student completes the Entry Level Assessment, the assessment

sheets should be filed in the Entry Level Assessment File.

Ensure that the application form is completely filled by the parent and the

Authorized Signatory (Principal / Director Academics) has approved the admission.

Attach the entry level assessment sheet in the application form and file the same in the

Applications File.

Complete the entry in the Student database after the receipt of the filled in application form.

Ref: Admission Enquiry Walkin Updation - Whatsapp Format

Format: Admission Enquiry Walkin Updation - Whatsapp Format

Date | Time of Update | Walkin - Count | Application - Count | Admission – Count

Ref: Admission Enquiry Walkin Updation - White Board Format

Format: Admission Enquiry Walkin Updation - White Board Format

Month | Walkin (Year wise comparison) | Application (Year wise comparison) | Admission (Year

wise comparison) | Overall Total | Status as on date : Walkin - Count | Application - Count |

Admission - Count

Coordination - Parent Satisfaction Survey

Ensure to distribute the Parent Satisfaction Survey Form to the parents in the month of August

and February every academic year.

Follow up and collect all the filled in forms and collate the details with the support of the class

mentors.

The consolidated reports (Excel Format & Graphical representation ) have to be sent to SLT for

review.

If a follow up circular is being sent to the parents as a response to the Satisfaction Survey form ,

ensure it is distributed through the students as per the stipulated date.

Collected Parent Survey Form should be filed in the Parent Survey Form File. Also file the copy of

the - circular sent as response to parents, copies of the consolidated reports. Maintain separate

file for the month of August and February.

Ref: Parent Satisfaction Survey Form

Ref: Parent Satisfaction Survey Form File

Satisfaction Survey through Phone Calls

Call parents randomly (Levelwise 1 parent ) daily. Total calls per day : 4.

Level 1: KG , Grade 1 & 2

Level 2 : Grades 3 - 5



Discuss with the parent on their familiarity on the school procedures and new initiatives and get

their feedback on the following heads:

Academics

Sports / ECA / ASA

Initiatives - E+ / BFIT / STEAM

Administration and others - Transport / Housekeeping / Front Office / Cafeteria / Securities

/ Finance / School Online Management System / Others

If the parents express familiarity on the above, get their feedback.

If the parents express non familiarity in any initiatives / operation then escalate the issue to the

respective level coordinator and ensure that the parent is provided with the details or orientated

on the same within 7 working days.

Everyday reports on the phone calls have to be filled in the excel format and sent as mail to the

SLT and Principals with cc to the AVP’s and Coordinators.

Coordination Parents Meeting

All members of the school should ensure that any parents meeting should be scheduled only

through the PRM.

Members - Teachers, Coordinators, AVP’s, Principals, Transport Manager , Finance Officer, HR

Manager, Manager - Administration , Joint Director - Administration, Director Academics,

Managing Director.

Members enter the details of the Parents Meeting Purpose in the Parents Meeting Register.

PRM should call the parents and fix the meeting accordingly.

Ensure that overlapping of meeting timing do not happen.

Always ensure arrange the meeting at Board Room / Director’s Office.

Do not permit any parents meeting in the atrium.

After the conduct of the meeting understand the status of the meeting and update the Parents

Meeting Register and the Issue Register (where applicable).

Arrange for refreshments for the parents meeting (only as directed by the respective members)

Ref: Parents Meeting Register

Format: Parents Meeting Register

S.No | Date | Meeting Requested by Member | Parent of Student Name / Grade / Section |

Purpose of meeting | Meeting Date Requested | Meeting Time Requested |Date and Time - Call

to Parent | Status (Meeting confirmed / No answer ) | Meeting Purpose Status (Closed / Yet to

Close)

Parent Engagement

Ensure that the parents are prompt in attending the sessions / orientations / events being

organised in the school for the benefit of their children.

For every event collect the attendance data from the Front Office.

Understand the reason for the absence of the parents through a phone call if they have given

consent to attend and are unable to report.

Note down the reasons of the persons who have expressed already as not attending in the

consent form.

Have a track of the data and take a list of parents who have not attended consecutively for 3

sessions / orientations / events being organised in the school.

Call those parents and share the data with them and insist them to attend the sessions.

Get the support of the Co-ordinators / AVP’s and Principal where necessary in making phone call

follow up with the parents.

Discuss with the Coordinators, AVP’s , Principals and frame initiatives to make the active

participation by the parents with the acknowledgement of the SLT.

Ref: Parents Attendance Sheet - Event wise

Format: Parents Attendance Sheet - Event wise

S.No | Grade | Expected Strength | Present Strength | Present Percentage | Absent Percentage

Open House Schedule

Circular to parents on conduct of Open House along with consent form will be sent by the

Academic team.

Consolidate the consent forms submitted by the parents.

Get the time table slots approved by the level Principals and Director Academics

Call the parents and schedule the Open House.

Grade and section of the parents own child should not be allotted. Allot the class one grade

higher or other section.

In case if the parent requests for change of date and time, reschedule accordingly with the

consent of the Academic team.

Send follow –up SMS on the previous day of the visit and Welcome SMS in the morning.

Obtain the feedback of the Open House session form the parents without fail.

Ref: Open House Schedule

Format: Open House Schedule

S.No | Grade | Name of the Student | Existing Student / New Student | Contact Number | Call

date | Status | Appointment Date | Day | Time | Subject | Subject Staff Name | Rescheduled

Date | Day | Time | Subject | Subject Staff name

Escalation Matrix


Matrix as below:

• Academics



• Administration





Maintain good rapport with the external members - Government Officials / Press and Media

personnel / other in-charges.

Maintain a high level of confidentiality.

Understand the protocol of approach in every Government department and accordingly contact

the appropriate officials.

Keep updated on the details of the officials - contact number, designation. Should be aware ,if

there are any change of persons in the respective office.

Procedure for obtaining Stability Certificate

Certificates to be submitted for obtaining the Stability Certificate are as below:

School FMP

School Land Tax Receipt (Current)

School height from Ground Floor

Fire NOC (Current)

Building License (Current)

Sanitary Certificate (Current)

List on Fire Cylinders

TN / Central Government approval copy

Note: Certificate from District Collector Panel approved Engineers

Procedure for obtaining Building License

Certificates to be submitted for obtaining the Building License are as below:

School FMP

Land Tax Receipt (Current)

Sale Deed Copy

Fire NOC (Current)


Stability Certificate (Current)

TN / Central Government approval copy

CBSE Affiliation Copy

Rs.3000 collector office challan receipt

Note: Through West Thasildhar

Procedure for obtaining Fire - No Objection CertificateCertificates to be submitted for obtaining the Fire - No objection Certificate are as below:

School FMP


Previous Fire NOC

List of Fire equipment

Stability Certificate (Current)

Building License

Form IV – Challan Fill-up list

List of Students Strength

School Affiliation Copy

Note: Through Madurai SFO – Thidir Nagar Fire Station from District Fire Officer (DFO)

Procedure for obtaining Sanitary Certificate

Certificates to be submitted for obtaining the Sanitary Certificate are as below:

School FMP

List of Urinals / Toilet – Boys and Girls

List of Fire equipment

Sanitary Certificate (Previous)

Fire NOC

Building License

Stability Certificate

Rs.1000 Collector Office Challan Receipts, Thiruparankundram

Note: Through Block Health Supervisor from AD - Health , Viswanathapuram

Procedure for obtaining Cafeteria License

Certificates to be submitted for obtaining the Cafeteria License are as below:

Sanitary Certificate

Building License

Fire NOC

Stability Certificate

Rs.500 Government Treasury Challan Receipt (in favour of QMIS – Cafeteria)

Previous Certificate Copy

School Affiliation Copy

Passport size colour photo of Managing Director - 2 Nos

Aadhar Card Photocopy of Managing Director

Ration Card Photocopy of Managing Director

Note: Certificate from District Health Officer / Food Controller Officer – Viswanathapuram

Liasioning with

Police Department

Our school is under the jurisdiction of Nagamalai Pudukottai Police Station.For any issues

pertaining to students / staff / school first level of approach should be with the Nagamalai

Pudukottai Police Station.

Second level of contact should be with the Deputy Superintendent of Police - Samayanallur and

Third Level of contact with the Superintendent of Police - Madurai Rural.

Incase of any important events at school, invitation should be given to the Inspector and on

need basis police personnel should be called for protection.

Police Department

Our school is covered under Achampathu Village.

For tasks pertaining to Land tax, Property tax, West Thasildhar should be approached.

Other officials in this department are Village Administration Officer, Revenue Inspector.

Health Department

Our school is covered under Keelamathur Primary Health Centre which is under

Thiruparankundram Block. The Health Supervisor heading the Thiruparankundram Block will be

positioned in the office located in Valayankulam.

The next level of authority is the Assistant Director - Health whose office is located in

Viswanathapuram.

This department has to be approached for tasks pertaining to Sanitary Certificate, Drinking

Water Certificate and Cafeteria License.

Regional Transport Office

For tasks pertaining to Road Tax, Permit, Fitness Certificate procedures Regional Transport Office

(RTO) - South office has to be approached.

The authorised head is the Regional Transport Officer - South.

Liasioning with

Electricity Board

For tasks pertaining to obtaining new service, issues in EB reading, line cut etc - Assistant

Engineer in Keelamathur Office should be approached.

Next level of escalation is Assistant Director - Vadipatti Office, and the next level being the

Executive Engineer - Samayanallur.

Public Works Department

For tasks pertaining to land and its disputes, contact the PWD Office located in Thallakulam.

Office Officials Hierarchy - Assistant Engineer - Assistant Director - Executive Engineer -

Superintendent Engineer.

Highways Department

For tasks pertaining to setting speed breakers, barricades , signage the Assistant Engineer should

be contacted at the Keelamathur Office.

The next level of escalation is Assistant Director and the next level being Executive Engineer.

Postal Department

The nearest Main Office is located in Arasaradi.

The posts to school are directed from Arasaradi Office then to Nagamalai Pudukottai Post Office

and then to Thuvariman Office.

If any important posts are expected then need to follow up the same contacting the respective

post office.

If any posts are to be sent by the school then the same has to be collected from the respective

incharges and handover at the post office (usually the Registered Post with Acknowledgement

Card / Registered Post - Speed Post).

The registered post receipt has to be handedover to the incharge person promptly.

Where necessary, track the parcel / post and keep the concerned members informed.

On need basis, contact the Post Master at Arasaradi and arrange for the students field trip.

Liasioning with

Press

Contact the press for the school’s need - Advertisements , Press Meet, Press Release.

Collect the approved contents from the respective incharges / Event Coordinators and have a

follow up with the press people on the release as per the scheduled publishing date.

Extend invitation to the press for major events at school as per the directions of the Managing

Director.

During the events, receive the press people and make them to be seated in the allotted place.

Provide them with refreshments,and ensure that the necessary inputs about the events are

provided to them collecting from the respective incharges.

Existing Press Contacts - The Hindu, Indian Express, Dinamalar, Dinathanthi, Dinamani.

District Educational Office / Chief Educational Office

As may be required the required documents / file have to be submitted for authorisation to the

District Educational Office located in Thirumangalam and the Chief Educational Office located at

Thallakulam.

Attend the meetings along with the concerned staff organised by CEO office.

CBSE - Regional Office

For any tasks pertaining to students name change, follow up on informations from the office

should be done at CBSE - Regional Office located at Annanagar, Chennai.

Directorate of School Education

For tasks pertaining to school NOC, State Government Recognition follow up with the

Directorate of School Education Office located at College Road, Chennai.

Liasioning with

Passport Office

For tasks pertaining to applying new passport / renewal of existing passport should be done as

per the directions of the Managing Director.

Follow up on the status of the Passport and track the same till it is received by the concerned

member.

The Passport Office - Seva Kendra is located in Melakkal Road, Kochadai.

The Regional Passport Office is located at the Bharathi Ula Road, near Thamarai Thotti bus

stop.

Hierarchy for follow - up : Public Relations Officer (PRO), Assistant Regional Passport Officer

(ARPO), Regional Passport Officer (RPO).

Legal Team

For any tasks as directed by the Managing Director, contact the legal team and have follow up

till the closure.

Others

Hospitals: Get appointments, accompany the members on need and ensure payment

settlement.

Banks: Visit banks for any deposits / withdrawals or any other follow up. Also accompany the

accounts team on need basis.

Temples / Places of visit: Accompany the guests and VIP members to temple and other

places of visit by obtaining proper and special permission for the visit.

Hotels: Follow up with the hotel personnel on arrangements for the guest stay

Escalation Matrix


Matrix as below:



The Securities department comprises the Child safety officer(CSO), Security officer(SO) and

Securities(Guards).

Securities must report in proper attire and shoes.

Day duty timing : 8.00 am to 8.00 pm | Night duty timing : 8:00 pm to 8:00 am

During day duty CSO must be available. In his absence SO has to take incharge.

One SO must be available for night duty , If SO is not available CSO has to continue the

duty(Night)

Day duty:

Gate 1 : 2 Securities

Gate 2 : 2 Securities

Gate 3 : 1 Security

The CSO has to frame the duty chart on a weekly basis. Director Academics has to acknowledge

on a daily basis and Managing Director will acknowledge the same on a weekly basis.

On a rota basis, the CSO should ensure one week day duty followed by one week night duty for

SOs and guards.

The securities will be reporting directly to the Managing Director.

Always ensure that SO or Guards are appropriately positioned in the respective venues. At any

cost the Gates should not be left without any securities.

Donot permit anybody with arms and ammunition inside the campus.

Teaching/Non Teaching(IN & OUT)

The IN time and out time of all employees must be monitored vigilantly and noted in the Staff IN

/ OUT Register maintained separately for the Teaching and Non Teaching members.

Once an employee gets inside the campus, they are not permitted to go out unless they hold the

gate pass duly signed by the respective members. Security has to ensure that the employee

leaves the campus within 5 minutes from receipt of the gate pass or in case of delay, must be

issued a new one.

The Security has to get to know the reason for availing gate pass and must immediately note

down the same and intimate the same to the front desk in charge through walkie talkie. Security

must ensure that the members mentioned in the gate pass alone move out of the gate.

Cross verification to be done by the Security with the front office in charge in case of name

corrections or addition of names done on the received gate pass. In case of any malpractice

found, it has to be immediately escalated to the Joint Director Administration.

If any member moves out on permission (official/personal), the Out and In time must be

intimated to the front office in charge.

Entry of members should be through Gate 1 and Exit through Gate 2. Gate 3 should be used only

for entry and exit of school transport, fuel filling vehicle and for the parking of

employees vehicles.

Issue trainee ID card for the candidates on observation or new recruits.

Ref: Staff In / Out Timing Note

Format: Staff In / Out Timing Note (Separate for Teaching and Non Teaching members)

S.No | Name | Date | In Time | Out Time

External Service Vendor

Regular and vigilant monitoring of external service teams to be done and noted in the

respective registers.

External support team comprises of Civil workers, carpenters, electrician, plumber, vehicle

mechanic, air conditioner mechanic, RO mechanic, Genset serviceman, CCTV serviceman,

Turnstile, boom barrier, wading pool service person, printer machine service person, painters,

coffee maker service person, event - material providers and others.

Any external support team member who enters the campus should intimate first to the CSO.

Details regarding the number of external members, their whereabouts and from which

contractor they have been sent should be duly collected and noted.

Orange tags should be provided to the external support team members.

Security should use the alcohol consumption detector during the entry of the external support

team. If the member is found to have consumed alcohol, he should not be permitted inside the

campus.

In case the external support team member holds tobacco or other stuff while the security does a

thorough check, the properties must be ceased and kept at the Security gate itself and the same

should be noted down.

Security must ensure that members are thoroughly checked when they leave the campus.

In case a service provider enters the campus uninformed, he must be stopped at the security

gate, upon confirmation from the respective department incharge only, he must be allowed.

The gate pass for the external support team member has to be signed by the Manager

Administration upon confirmation from the department in charge.

In Time/Out time should be noted down in the External Service Vendor register maintained by

the Security.

Distribution of keys

All the keys will be available at Gate 1 except (File room key, finance room key and cafeteria key

which will be placed in MD’s room)

Security to ensure proper entry of keys taken and returned in the Key Register.

Handover the key to the respective member after entry and key register and get the

acknowledgement from them .

If there is a problem with the lock, the same should be rectified immediately on the same day.

Keys to be returned on the very same day.

In case of non deposit of the key at the appropriate time ( same day) or if the key is misplaced a

fine of Rs. 500/- will be levied upon the defaulter.

If the key is misplaced the same should be notified immediately to the Admin Manager.

The following members are in charge to have access to the respective department keys:

MD Room

o Morning - Housekeeping In-charge

o Night - SO

Library - Librarian/Assistant Librarian

Stores - Store Keeper

Laboratories - Concerned Lab in-charges (Concerned in-charges should not deposit or collect

the keys through students)

Fourth Floor Yellow Wing / Green Wing / Motor Key, Wading Pool / Cylinder Room / Power

House (on the ground floor of both wings) - Maintenance Officer (in the absence of

Maintenance Officer, Housekeeping Supervisor)

PE Room - Any of the Physical Education teachers

Guest Room – CSO / SO

Ref: Key Register

Format: Key Register

S.No | Date | Venue | Key Collected by | Time - Out | Signature of the SO | Time In | Signature

of the SO

Generator Operations Orientation to be provided by Maintenance Officer & CSO on the operations of Generator(on/off

procedures)

Generator On Procedure:

During Power cut ensure to turn off the solar panel(Gate 2)

Generator to be turned on

At Gate 2, Change over from EB connection to Generator must be done

Time of switching On the generator must be noted

Generator Off Procedure:

Once the Power reverts, Change over from Generator to EB connection should be done (Gate 2)

After the above mentioned change over, the generator should be allowed to run for 2 minutes

and then turned off

After change over the Solar panel should be turned on only after 10 minutes.

When the Generator is running, every ten minutes the temperature should be noted down

If the temperature exceeds above 80 degrees Celsius, it has to be immediately informed to the

Maintenance Officer

The diesel level must be noted down and the diesel filling in-charge should do the filling in the

presence of Maintenance officer/SO

When power cut prevails for more than an hour after 11 pm, the SO should keep the

Maintenance Officer informed without turning on the Generator. The Maintenance Officer

should call the EB wireman and upon his confirmation of the delay of current supply, the SO can

turn on the generator

During night hours if the power cut prolongs for more than an hour, the generator should be

turned on for 1 hr and then turned off for the next 1 hour

If the generator does not function, the same has to be intimated immediately to the

Maintenance Officer and in his absence to the Manager Administration.

Ref: Genset Note

Format: Genset Note

Date | Day | On Time | Off Time | Total Hours | Switched ON by | Switched OFF by | Signature of

the SO | Signature of the Maintenance Officer

Date | Day | Diesel Filling Quantity | Signature of the SO | Signature of the Maintenance Officer

Bills & Goods Received

Security has to check the delivery address and the invoice of goods received.

The quantity specified in the invoice should be counter checked with the quantity received and

must hand over the goods to the respective department in charge.

If the goods received is in bulk, the goods should be sent to the respective department/venue,

the store keeper / department in-charge should have a physical check of the goods received in

the respective venues.

Any bills received at Gate 1 should be handed over to the respective department in charges. The

in-charges should acknowledge the same on receipt of the bills

If goods received does not match the invoice quantity, the same should be notified to the

concerned Level Principal (for Academic Goods) & Manager Administration (for Admin Goods)

Every Friday get the Material Inward Register acknowledged by the Finance Officer.

Ref: Material Inward Register

Format: Material Inward Register

Date | Brought By| Invoice Number | Material Received Number | Vendor name | Description |

Quantity | Amount | In Time | Signature of SO | Signature of CSO

Transport Movement

Only school vehicles must be allowed in Gate 3.

Entire movement of the vehicles must be noted down.

Morning Trip

When the vehicle moves out for trip 1 and trip 2, the time must be noted down.

After the trip 1 when the vehicles enter gate 3, SO must get inside the vehicle and must do a

physical check and note down the students count, teachers count and AC temperature

reading.

After the trip 2 when the vehicle enters gate 3, SO must get inside the vehicle and must do

a physical check and note down the students count and AC temperature reading.

Return Trip

When the vehicle moves out for trip 1, SO must get inside the vehicle and must do a

physical check and note down the students count and AC temperature reading.

After trip 1, when the vehicle enters inside the campus the time must be noted down.

Again when the vehicle moves out for a trip 2 , SO must get inside the vehicle and must do a

physical check and note down the students count, teachers count and AC temperature

reading.

Halt Vehicles Entry: The securities must be aware of the halt vehicles venue. Morning

vehicle start time and after drop the vehicle park time at evening must be noted down in

the transport movement note.

Apart from the trips, for any reason if the vehicles are moving out, complete details

(Purpose, venue, persons, out time and in time) must be noted in the transport movement

note. Gate pass is mandatory.

If the vehicle is moving out with any materials, securities must send the vehicle only if

returnable/non returnable pass issued.

Transport Movement

Ensure securities must do a physical check inside the vehicles before leaving the campus

and also after entering the campus.

The security must be positioned in the road to support (Clearance of traffic) the vehicles,

when moving IN and OUT of the campus.

Ref: Vehicle Trip Details

Format: Vehicle Trip Details

Morning Trip 1 (Pick up)

Date | Route No | Vehicle Number | Driver’s Name | Conductor’s Name | Time Out | Time In |

Teachers Count | Students Count | Total Count | Temperature

Morning Trip 2 (Pick up)


Students Count | Total Count | Temperature

Return Trip 1 (Drop)



Return Trip 2 (Drop)



Fuel Filling Vehicle Movement

Weekly thrice the fuel filling vehicle will enter our campus in gate 3

Every time when the vehicle enters IN, the same has to be informed to the CSO

The vehicle number must be noted down

The security must monitor the fuel filling, and should note down the OUT time of the vehicle

In the absence of the Transport in-charge and Transport manager, SO must note down the fuel

filled for each vehicle

Material Movement Returnable & Non Returnable

Any materials of school moves out of the campus should be noted down in the Material

Movement Register.

If any materials which will be taken out for service or any other purpose which has to be

returned must be noted down in the Material Returnable Register.

Returnable things must be taken out after getting acknowledged by respective department in-

charge, Store keeper and manager administration.

Expected date of return must be noted in the respective format.

Store keeper must ensure upon the return of the material on the expected date.

If the materials are not returned, it has to be intimated immediately to Manager Administration.

Even if the respective department in-charge, informs about the extension of date, that should be

noted and the same has to be informed to Manager Administration.

CSO must ensure the count of the materials moving out and the list enclosed tallies.

The material which goes out and returns back to the campus must be noted down in the

returnable register

If any materials taken out of school which will not be returned back to the campus again has to

be noted down in Non returnable register

Respective department in-charge, Store keeper and Manager administration must acknowledge

in the register, later before those materials move out of the campus, CSO/SO must have a

counter check of the counts and acknowledge the same in the Non returnable register.

Walkie Talkie Maintenance

Walkie Talkie has to be put in charge at the Gate 1 Security Office.

Idle Charging Duration: 8 hours. Charge time - 10: 00 pm - 06:00pm.

Donot over charge the walkie talkie, that will damage the battery life.

Maintain the Walkie Talkie List.

Issue the walkie talkie to the respective members only.

In the morning hand over the Walkie Talkie and get it acknowledged in Walkie Talkie Note from

the respective member.

In the evening collect the Walkie Talkie and get it acknowledged in Walkie Talkie Note from the

respective member.

While issuing and collecting it back check the working condition of the Walkie Talkie.

If found any issue then immediately escalate it to the Maintenance Officer and get the

acknowledgement of Manager Administration and document the same in the

Maintenance Register. TAT for Service of walkie talkie is 48 hours.

In case of any damage / or lost of walkie talkie then escalate the issue immediately to Manager -

Administration. A penalty of Rs.8,500 /- have to be levied to the concerned member.

If anybody fails to handover the walkie talkie, then inform the same to the Manager

Administration. It should be ensured to collect the walkie talkie on the same day itself.

Ref: Walkie Talkie List

Format: Walkie Talkie List

S.No | Walkie Talkie Number | Person In-charge

Ref: Walkie Talkie Note

Format: Walkie Talkie Note

S.No | Date | Walkie Talkie Number | Issued To | Issue Time | Remarks | Signature of the Person

| Signature of the SO

Other Maintenance

Issues pertaining to the following have to be escalated immediately to Manager Administration

and document the same in the Maintenance Register:

Lights

Fans

Furniture

Torch

Umbrella

Raincoat

Chargers

Any other material used in the Security Office - Gate 1 , 2 & 3.

Ref: Maintenance Register

Format: Maintenance Register

S.No | Date | Nature of Issue | Escalated to | Closure Date | Remarks |Signature of the

Maintenance Officer| Signature of the SO | Acknowledgement of Manager - Administration

Security Night Rounds Duty

Get the inputs if any from the day duty securities.

The night duty securities should follow the below schedule for night rounds:

Schedule for 3 securities on duty:

First Round

o Gate 1 - SO should ask the gate 2 security guard to come to gate 1.

o After gate 2 security guard reaches the gate 1, SO should start for the night rounds.

o Route : Through Gate 2,cafeteria, basketball court , athletic track, along the compound

wall to Gate 3.

o Report at Gate 3 and SO have to return back to Gate 1 through the cultural studio and

complete the building rounds.

o In building rounds , visit all the floors and ensure that the necessary lights are alone

switched on.

o Complete the building rounds and report at Gate 1 .

Second Round

o After the SO reaches Gate 1 , Security guard of Gate 2 should start the round till Gate 3

as above procedure and halt at Gate 3.

o Gate 3 Security Guard should do the night rounds in the same route in reverse and report

at the Gate 1.

Third Round

o After Gate 3 Security Guard reports to Gate 1, Gate 1 SO should again follow the rounds

as above and reach Gate 3 and back to Gate 1.

Fourth Round

o Gate 3 Security Guard should start the above route and reach Gate 3.

Fifth Round:

Security Night Rounds Duty

Fifth Round

o After reaching Gate 3 Security Guard reaching Gate 3, Gate 2 Security should start from 3

and reach Gate 1 as per the above route in reverse. After reporting at Gate 1 , he has to

move back to Gate 2.

During the night rounds, it is mandatory the following should be carried:

Torch

Walkie Talkie

Lathi

Inform the reporting time reaching at the respective gate through walkie talkie. Security at Gate

1 should make the entry in Night Rounds Note which should be acknowledged by the CSO and

Manager Administration.

It is essential that the CSO should have night duty weekly once.

Manager Administration should come for an unannounced audit during night duty once in a

term.

Ref: Night Rounds Register

Format: Night Rounds Register

Date | Rounds Number | Name | Gate 1 /2/ /3 | Start Time | End Time | Signature of the Security

| Signature of the SO

Visitors Pass / Tag

Visitor pass and tag have to be issued to the following members:

When our employees are on leave and visit the school for some purpose.

When the parents / guardian fail to bring their Id card.

When the parents walkin for an admission enquiry.

All visitors - consultants, resource persons, external examiners, inspection personnel, press

members, EB flying squad, Officials from Government department, vendors after checking their

business cards / ID cards.

Visitor pass need not be issued but tag has to be issued to the following members through the

in-charge persons

PRO

Vice Principal – Administration

Manager – Administration

Vice Principal - Administration

If they are informed guests of Chairman and Managing Director.

If they are Bureaucrats

Director of School Education

Assistant Commissioner and above category from Corporation,

Panchayat President

District Education Officer – DEO

Chief Education Officer – CEO

Village Administrative Officer – VAO

Revenue Inspector

Deputy Thasildhar

Thasildhar

Visitors Pass / Tag

Local Police Station - Sub Inspector and above

PWD - Assistant Engineer and above

Highways Department - Assistant Engineer and above

Fire Station Officer

Health Department

Judicials - District Magistrate and above.

The visitors pass duly signed by the person in-charge should be collected at gate 2 without fail

along with the visitors tag.

Security at Gate 2 should note down the time out in the visitors pass.

The collected visitor pass and tag at the gate 2 have to be handed over at the Gate 1 at 12:30

pm, 04:30 pm and 07:00pm.

The visitors pass should be punched and filed in Visitor pass file.

Ref: Visitor Pass

Format: Visitor Pass

Pass No | Date | Name | Reason | Contact Person | Time In | Time Out | Signature of the SO |

Approved By

Guest Handling

A three step information will be ensured for handling guests referred by the Chairman and

Managing Director and Bureaucrats (With prior information).

Level 1 - Vice Principal Administration / Manager Administration

Level 2 - Front Office

Level 3 - Security Office

Collect the name and designation.

Number of members accompanying the guests

Expected time of arrival

If already known note the vehicle number.

Based on the instruction of the Management members

The vehicle of the guest should be permitted to be parked inside the school campus.

The driver of the guest can be permitted inside the school.

Under special circumstances like major events at school, the CSO and specified SO will also act

as an escort to the guest.

Receive the guests with a salute.

Incase any guests of Chairman or Managing Director arrives without any information, then

intimate immediately to Vice Principal - Administration / Manager Administration.

Tamil Nadu Electricity Board (TNEB) Members Visit

Entry of any members from TNEB and their visit for EB reading checking or to attend to any

other need should be done in the presence of any one following member and the CSO / SO on

duty in Gate 1.

Maintenance Officer

PRO

Manager – Administration


Make the entry in TNEB Register.

Ref: TNEB Register

Format: TNEB Register

S.No | Name | In-Time | Out –Time | Designation | Contact Number | Ourpose of Visit | CSO /

SO Signature


Any employee or student leaving the school campus for any reason during the working hours

should be issued with a gate pass.

The gate pass details should be filled by the Front Office Officer along with the carbon copy and

signature from the authorized person should be duly obtained.

The purpose of the visit should be specified in detail for the employees moving out (Mention the

area of visit and the expected time of return)

The gate pass slip should be handed over to the respective member leaving the campus.

Separate gate passes for the students, employees going on permission or leave, employees

going on official visits will be issued.

When the employee returns back to the school, after official visit mention the in time in the

gate pass and also inform in the walkie talkie to the Front Office.

In case of emergency, gate pass will not be issued immediately. Collect it later from the Front

Office.

In case of students moving on ailment , the gate pass need not be issued. But the

students permission form should be duly filled and acknowledged by the respective class

mentor and the form should be ready by the time the parents / guardian comes to pick the

student. .

Information Note

Any happenings of the school should be received as information from the concerned persons

and documented.

Get all the information acknowledged by the following members - PRM, Joint Director

Administration, Director Academics , Managing Director.

Information pertaining to Academics should be acknowledged by the levelwise Principal.

Where necessary attached the list of students / staff / duty chart etc along with

the information.

It is the responsibility of the CSO to pass on the information to all the SO and Security Guards

and get their acknowledgement.

Act as per the instructions provided in the information note.

During school leave / holidays get the possible FAQ’s from the Manager - Administration to

respond to phone calls or visitors.

Daily Entry Monitoring

Security Attendance

As per the duty allotted by the CSO, Securities must report to duty ON time and sign in the

attendance register.

If failed to sign the attendance ON time, it will be marked as absent.

Ref: Securities Duty Chart

Format: Securities Duty Chart

S.No | Date | Name of the SO / Guards | Time In | Time Out | Signature of the member | Venue

Pest Control Attendance

Pest control-external member will be reporting on a daily basis.

The IN and OUT time must be noted in the Pest control attendance register.

Ensure to make an entry and provide an orange tag.

Do make a note of the chemicals they bring. At any cost it shouldn't be kept inside the school

campus.

Ref: Pest Control Register

Format: Pest Control Register

Date | Name of the Person | Chemical | Time In | Time Out | Remark | Signature of the SO

Newspaper Receipt Note

Librarian is the in-charge for the newspapers and bundles receiving.

On all working days when the students are available, 8 papers and 2 bundles will be received at

gate 1.

Saturdays, Sundays and other holidays when students won't report, only 8 papers will be

received at gate 1.

Daily Entry Monitoring

The same has to be entered in the News paper receipt note.

Ref: Newspaper Receipt Notebook

Format: Newspaper Receipt Notebook

Date | In Time | Description | Quantity | Paper | Name of the SO | Signature of the SO |

Signature of Librarian

Helmet Note

On the safety aspect, it is mandatory for all employees to wear helmets.

Employees who report to school by two wheeler must wear helmets.

Pillion riders must also wear helmets.

If anybody fails to wear a helmet, security must make a note of it in Helmet note

The helmet note should be acknowledged by Manager - HR everyday.

Ref: Helmet Note

Format: Helmet Note

S.No | Name of the employee | Date (Mark appropriately)

✓Mark - Helmet worn

X Mark - Helmet Not worn

- Mark - Did not come by two wheeler

Courier Receipt Note:

Receive all the courier, make an entry in courier note and forward the same to the Front office.

Ref: Courier Note

Format: Courier Note

Date | Courier (name)/ Post | Quantity ( parcel / cover) | Signature of SO

Escalation Matrix


Matrix as below:





Reporting time for School Nurse is from 9.00am to 6.00pm

The nurse must be in proper uniform

The nurse must always be available at the sick bay

Medicines – Stock Maintenance and Handling

All the medicines must be kept safely out of reach from kids

Ensure all the medicines and basic equipment as required is always available.

All Medicines requirement list has to be planned 15 days in advance and handed over to

Physical Education Director with the acknowledgement of the Principal.

Avoid informing after the medicine gets over.

On receipt of the medicines, check the expiry date and note it down in the Stock Register.

On issuing the medicines on need basis, the same has to be entered in the Stock Register.

Immediately discard the medicines if found to be expired or tampered or not in usable

condition.

Strictly do not permit other members to handle the medicines.

Medicines – Stock Maintenance and Handling

Get clear inputs, understand the issue and treat accordingly if any student/staff is injured or

sick.

If the injury / sickness can be treated in the school campus then the member should be

attended and entry has to be made in the Injury / Sickness Register.

If the injury / sickness cannot be treated in the school campus then the member should be

immediately taken to the hospital. However, ensure that the member is given the necessary first

aid. Entry should be made in the Injury / Sickness Register along with the remarks.

Injection of any nature should not be used for the students without getting the consent from the

parents.

In case if it is essential to know the previous medical history of the student then contact the

Class Mentor and obtain the same.

On need basis, if the student / staff is required to take rest after first aid or medication, then

they have to be admitted in sick bay. Entry has to be done in the “Admission in Sick Bay” Column

(Time In & Out) in Injuries / Sickness Register.

Everyday the Injuries / Sickness Register should be acknowledged by the Physical Education

Director.

Ref: Injury / Sickness Register

Attending to Injuries / Sickness of Students / Staff Get clear inputs, understand the issue and treat accordingly if any student/staff is injured or

sick.

If the injury / sickness can be treated in the school campus then the member should be

attended and entry has to be made in the Injury / Sickness Register.

If the injury / sickness cannot be treated in the school campus then the member should be

immediately taken to the hospital. However, ensure that the member is given the necessary first

aid. Entry should be made in the Injury / Sickness Register along with the remarks.

Injection of any nature should not be used for the students without getting the consent from the

parents.

In case if it is essential to know the previous medical history of the student then contact the

Class Mentor and obtain the same.

On need basis, if the student / staff is required to take rest after first aid or medication, then

they have to be admitted in sick bay. Entry has to be done in the “Admission in Sick Bay” Column

(Time In & Out) in Injuries / Sickness Register.

Everyday the Injuries / Sickness Register should be acknowledged by the Physical Education

Director.

Ref: Injury / Sickness Register

Communication to Class Mentors / Parents / Guardians The School Nurse should communicate the Injuries / Sickness details of the student to the

respective Class Mentor / Coordinator.

The Class Mentor / Coordinator should sign in the Injuries / Sickness Register as an

acknowledgement of attending the student.

Only the Class Mentor / Coordinator should communicate the Injuries / Sickness details of the

student to the Parents / Guardians.

The School Nurse should never directly call the Parents / Guardians of the student and

communicate about their illness. Also should not give the mobile phone to the students to make

phone call.

Nurses Support on School Events

The School Nurse should be present during all the events at school. Prior information on the

same will be communicated by the Physical Education Director / Event Coordinator.

For major events at School, it is a necessity that Ambulance from Aristo Multi Speciality Hospital

should be positioned in the school campus.

Disposal –Medicines / Syringe

Have a separate dustbin for disposing the medicines and syringe.

While disposing the needle ensure that the needle point is not open and does not harm anybody

during disposal.

Escalation Matrix


Matrix as below:

Level 1 : Physical Education Director / Principal - Up to 3 intimations no action taken contact

Level 2.


GeneralInstructions

Any purchase has to be done through stores department.

Every IN/OUT of each and every material has to be entered in the respective register.

The stores must not be kept open in the absence of storekeeper and entry of others is strictly

prohibited.

Issue materials only to the authorised members.

The store internal area has to be kept spacious for easy access.

Materials Planning

Materials pertaining to the following categories are planned periodically – Yearly, quarterly and

monthly.

o Academics

o Non – Academics

During events in school, materials as required authorised by the event Co-ordinator will be

planned and procured then and there.

Material Requirement List

The requirements will be prepared by the individual member. The same will be authorised by

respective immediate superior. For all the academic requirements the level - wise Principal has

to acknowledge. For all non – academics requirements the Joint Director – Administration has to

acknowledge.

Prepare the requirement list under the respective heads - like stationery, housekeeping,

cafeteria, pooja items, electrical, civil, maintenance.

Quote the price for the materials based on the previous bills.

Sign the Requirement list after duly entering all the data.

Approval Matrix:

o Order value up to Rs.5,000 - PRO or Principal

o Order value up to Rs.10,000 – Joint Director Administration

o Order value above Rs.10,000 – Director Academics

o Order value above Rs.15,000 – Managing Director

Ref: Requirements Note

Format: Requirements Note

Date| Sub: Requirement of S. No.| Name of the Material | Material specification (if any) |

Quantity | Price | Total| Signature of Store Keeper | Signature of Principal |Signature of Director

Academics | Signature of Managing Director

Purchase

Purchase Co-ordination:

Consolidate the list of items for purchase.

Prioritise the materials order list.

Provide the product details and specifications for purchase. Where necessary, provide the approved

samples for reference.

Co-ordinate with the purchase in-charge and ensure that the right materials are purchased in right

quantity and at the right time.

Purchase Procedure:

Based on the nature of goods and value the purchase can be in the following options:

o Cash Purchase

o Credit Purchase

Cash purchase:

Collect the Cash from the Finance department and handover to the Purchase Incharge.

Ensure collection of bill receipts for every purchase.

The balance cash should be returned to the Finance Department.

If in case, the bill value exceeds the budgeted amount then get additional amount sanctioned from

the Finance department through the authorised member.

For any orders, amounting to Rs.2,000/- and above , issue a Purchase Order .

Prepare the Purchase Order, in the prescribed format and get the approval based on the approval

Matrix.

Credit Purchase:

Understand the terms and conditions of purchase, payment terms and mode for the respective vendor.

Document and mention all the necessary inputs in the Purchase Order.

Prepare the Purchase Order, in the prescribed format and get the approval based on the approval Matrix.

The Purchase Order will be sent by the Managing Director to the vendor.

Have a close follow-up and ensure that the goods reach the campus as per the schedule.

Ref: Purchase Order. Annexure ST1

Materials Receipt

When any goods are brought into the campus at any time , the entry in Material Inward Note

has to be done in the Security Office in Gate 1.

With the support team of the support team members, shift the materials from the Gate 1 to the

stores.

Ensure that the invoice and delivery challan is given during the material delivery.

Ref: Material Inward Note

Format: Material Inward Note

Date |By| Invoice no.| MR. No.| Vendor Name| Description| Quantity| Amount |In time|

Signature of the SO on duty

Materials Verification

On receipt of the goods, the quality and the quantity have to be checked.

Verify the bills on the product specification and the rates during delivery of goods. Also ensure

that the security seal is done on the bill.

If the goods are accepted, then proceed with the next process of entering the GRN and

arranging in appropriate place / issuing to the respective department / member.

If the goods are not accepted for any reasons like – damage, variations order quantity, wrong

goods delivered, different quality etc.

Contact the vendor and proceed with returning the goods and arrange for replacement

immediately. Withheld the payment if any, till the goods are replaced.

If the goods received does not match the invoice quantity, escalate it immediately to Manager –

Administration / Joint Director Administration / Director – Academics.

Ref: GRN (Goods Receivable Note )

Format: GRN (Goods Receivable Note )

GR No.| Date | Supplier Name | Bill No. | Bill date| S.No.| Description | Quantity | Remarks |

Ledger Folio No.| Total no. of items | Signature of the Store Keeper | Signature of the Authorised

Signatory

MaterialsArrangement / Storage

Segregate the products received based on their category and count.

Broad Segregation of items can be – Stationery, Housekeeping items, Pooja Items, Electrical

items, Civil items, Plumbing items etc.

Arrange in the respective racks with proper labelling.

Follow the storage precautions as per the product requirements.

Store the hazardous items separately.

StockEntry / Updation

Goods received have to be updated in the stock register (Excel).

Updation should also be done during issuance of the goods.

The count of the items issued and the available stocks has to be updated regularly.

Any surplus or deficit has to be noted and necessary action should be initiated.

In case of surplus items, discuss with the respective department and decide on stocking /

returning / exchanging the goods.

In case of deficit, requirements have to be discussed with the respective department and follow

the procedure for procurement.

Ref: Stock Register.

Materials Issue

Issue the goods as per the requirement list to the respective department / member.

Make entry in the issue note and get it acknowledged by the receiver.

Ensure to do the stock register Updation after material issuance.

Ref: Store Issue Note

Format: Store Issue Note

Date| S. No| Description | Quantity | Consumption Details | Signature of the Receiver | Total

No. of items | Signature of the Store Keeper | Signature of the HOD / Principal

MaterialsMovement

Any material movement In and Out of the campus should be recorded appropriately in the

respective Gate Pass.

Material movement is classified as – Returnable and non-returnable.

Materials taken out of the campus for the purpose of service or any other usage but will be

returned back to school should be entered in the Material Returnable Gate Pass.

Get the acknowledgement from all concerned – department in charge, Store keeper, Manager –

Administration, Joint Director – Administration / Director – Academics.

Ensure that the Security Officer on duty is making an entry in Material Returnable Register

maintained at the Gate 1 Security Office.

Expected date of return must be noted and ensure that the materials are received back as

scheduled.

If the materials are not returned / delay, it has to be intimated immediately to Manager

Administration.

During the return of the materials, returned details should be entered in the Material Returnable

Register maintained at the Gate 1 Security Office.

Ref: Material Returnable Register

Format: Material Returnable Register

Date| Gate Pass No | Taken By | Material Name | Quantity | Out Time| Signature of CSO/SO | In

Date | In Time| Returned Quantity | Returned By | Signature of CSO/SO

If any materials taken out of school, which will not be returned back to the campus again has to

be noted down in Non-returnable register

Ref: Non-Returnable Register

Format: Non-Returnable Register

Date | S.No | Material Gate Pass No | Description | Quantity | Details of the Destination |

Remarks| Total No. of Items| Driver Name | Vehicle No | Signature of Storekeeper | Signature of

the Security Officer |Taken by Sign| Authorized Signature | Contact Number of Material Receiver

Removal of Obsolete Materials

Constantly follow the FIFO (First IN First Out) method while issuing the items. The oldest stock

has to be cleared first.

An item that needs to be rejected has to be judged properly.

Any items that is rejected or not recommended for usage has to be kept in a separate place.

After the SLT team checks and approves, these items can be discarded.

Never dump and stock unwanted items.

InternalChecking

Physical checking of the available stock in terms of their count, condition and shelf life should be

done.

Determine the usage and maintain the required stock.

If there is any loss of items – identify the reason for loss and escalate the issue to the Manager –

Administration immediately.

Perform the internal checking every month and send the stock details on 30th of every month.

Ref: Stock Details

Format: Stock Details

S.No | Name of the Items | Order Quantity | Rate per item | Total Value | Issued Quantity |

Balance

Safety, Security And Cleaning

Safety Measures

Safety for the members and materials inside the stores should be ensured.

All the hazardous products have to be kept separately.

Educate the members on safe usage of the materials like chemicals, acids and heavy tools.

Wear safety kits – like gloves, mask etc while handling with chemicals.

Security Measures

Unauthorized entry should be restricted inside the stores.

Movement of materials should be documented properly and tracked.

The store should not be kept unattended, in such cases, the stores should be locked.

Stock audit has to be done and keenly watched in order to avoid theft and malpractice.

The stores key should be handled with care and should be handed over to the Joint Director –

Administration by end of the day.

Cleaning

Cleanliness should be ensured in the stores always.

Rejected stocks and wastes have to be frequently checked and removed from the stores.

Stocks have to be placed in such a way that they are visible and can be cleaned.

Chemicals and other cleanliness items have to be replaced in the appropriate location.

Escalation Matrix


Matrix as below:




Date

To

Dear Sir / Madam,

Sub:

S.No Particulars Rate Quantity Amount

Total

Regards,

ProcurementBulk Purchase

Step 1: Preparation of requirement list.

Step 2: Get the quotation from three vendors based on past experience.

Step 3: Comparison of received quotations.

Step 4: Discussion of compared quotations with MD, DA and JD to choose the vendor for buying.

Step 5: Preparation of Purchase Order including the mode of payment and other details.

Step 6: Send PO to MD through email.

Step 7: Follow-up with the vendor till the receipt of product(s).

Step 8: Make an entry pass at the Gate1 to receive the product.

Step 9: Inform to MD about the receipt of the product(s).

Step 10: Check the received materials as per the PO.

Step 11: Enter the GRN details of new product(s) in Stores.

Step 12: Enter the details of new product(s) in IT Stock register.

Step 13: Placement of the new product(s) at the required venues.

ProcurementNeed basis Purchase

Step 1: Requirement is identified by the System Administrator.

Step 2: Estimated amount for the product as per the old bills is informed to the Joint Director.

Step 3: Get the suspense amount from Finance as approved by Joint Director.

Step 4: Buy the product within 24 hours from the time of received suspense amount.

Step 5: Make an entry pass at the Gate1.

Step 6: Enter the GRN details of new product(s) in Stores.

Step 7: Enter the details of new product(s) in IT Stock register.

Step 8: Replacement of the new product(s) at the required venues.

Step 9: Send the old product(s) to the E-Scrap room.

Step 10: Get the approval for the bill(s) received from Joint Director.

Step 11: Submit the bill to the Finance.

Step 12: Close the suspense amount in the Finance within 7 working days.

Ref: Bill copy

Format: Not Applicable

Usage and MaintenanceNetwork - Local Area

Usage

All the computers are connected to the Local Area Network to provide Interconnectivity, file

sharing and internet services. The network uses wired connections to link the computers to

each other and to a variety of peripheral devices such as routers, switches, printers, scanners,

photo copiers, cameras, public address system and voice recorder.

Maintenance

Step 1: Check the Gateway, Router(s), Switches and Cables on a daily basis.

Step 2: Alternate connection should be provided whenever a failure occurs by the System

Administrator.

Step 3: Fix the cable or connection error within 48 hours.

Step 4: Providing a new connection or extending a connection is carried out within 24 hours.

Step 5: General cleaning of all the network devices once in a month.

Ref: IT Complaint Register

Format: IT Complaint Register

S.No | Date | Complaint Details | Location | Call Logged by | Signature | Call Closed Date |

Incharge | Action Taken | Signature

Usage and MaintenanceNetwork – Wi-Fi

Usage

It allows devices such as desktops, laptops, smart phones, wearables, printers and video

cameras to interface with the Internet. It allows these devices to exchange information with one

another by creating a network. Internet connectivity occurs through a wireless router. When we

access Wi-Fi, we are connecting to a wireless router that allows WiFi compatible devices to

interface with the internet.

Maintenance

Step 1: System Administrator should have a regular touch with the vendor like once in a week.

Step 2: Ensure the Wi-Fi internet connectivity must be regularly provided in the campus during

school timings.

Step 3: The speed of the net must be noted by the System administrator on a daily basis.

Step 4: Ensure the Wi-Fi bills should be paid on time by System administrator.

Step 5: Any connectivity issue and/or device failure found, it has to be rectified immediately by

the Systems Administrator. The connectivity issue has to be closed within 24hours. If not, it

should be informed to the vendor after the approval from Admin Manager.

Step 6: The service person is allowed in Gate 1 to enter the campus.

Step 7: He fixes the problem and the connectivity issue is resolved within 24 hours.

Step 8: An entry has to be made in ‘Goods Returnable Register’ at Stores, a gate pass is issued

and the faulty device is sent with the service person.

Step 9: The corresponding entry is made in the ‘Goods Returnable Register’ at Stores.

Step 10: The repaired device is received back in Gate 1, the System Administrator checks for the

repair and the device is fixed back to its place.

Step 11: System administrator must check the bill and get verification from Admin Manager,

Joint Director Administration and close the bill within a week time by the Finance department.

Ref: Bill copy and Wi-Fi Speed Test

Format: Wi-Fi Internet bill

S.No | Bill date | Bill No | Vendor | Net Usage month [From - To] | Amount | Payment status

Format: Wi-Fi Speed Test

S.No.| Location | Router | Time (AM/PM) | Download speed (mbps) | Upload speed (mbps)

Usage and MaintenanceUPS – Cyber Studio

UPS

Usage

An Uninterruptible Power Supply is an electrical apparatus that provides emergency power to a

load when the input power source or main power fails.

UPS - Cyber Studio

Usage

• There is a unit of online UPS at the Cyber Studio to provide the power backup for all the

electronic devices. It has ten batteries each has a capacity of 12V with 42Ah provide four to five

hours of backup power facility.

Maintenance

Step 1: Ensure to check the input and output voltage in the UPS by its LED indicator every day in

the morning.

Step 2: Ensure to check the voltage (12V) of all the ten batteries once in six months viz. June and

December.

Step 3: If any of the batteries found to be less than 12 V, it should be replaced. And it is

informed to Admin manger.

Step 4: It is confirmed by the vendor for the replacement(s).

Step 5: Follow the ‘Need basis purchase’ as given in 1. Procurement.

Step 6: The usage of the Computers at the Cyber studio should be reduced with the permission

of System Administrator till the replacement of new batteries.

Usage and MaintenanceUPS – Staff room, Administrative Area, Class room, Library, Stores, File room

Usage

Each computer is powered with a help of Tower type portable UPS that has a built-in battery. It

has a capacity of 12V with twenty to thirty minutes of power backup facility.

Maintenance

Step 1: Ensure to check the voltage (12V) of all the battery in the above mentioned rooms once

in every beginning of the term viz. March, July and November.

Step 2: The user(s) informs about the lessened back up facility to the System Administrator.

Step 3: If the voltage of the battery is found to be less than 12 V and/or the backup time is less

than fifteen minutes, it should be replaced. And it is informed to Admin manger.

Step 4: Follow the ‘Need basis purchase’ as given in 1. Procurement.

Step 5: The computer is powered up with continued status of the UPS till it is replaced.

Ref: UPS Battery Replacement Details

Format: UPS Battery Replacement Details

S.No | Replace Date | Replaced Location | Vendor | Battery Model | No of items | Bill Number |

Bill Date | Status | Warranty

Usage and MaintenanceComputers – Cyber Studio

Usage - Cyber Studio

It is designed as six cubicles each connecting six computers. These computers are used by students

for their IT practical lab and Computer Science practical lab sessions.

Conduct of IT and CS practical classes for students

Step1: Prepare the list of lab exercises as per the prescribed text book.

Step2: Check the installation of necessary software in all the computers.

Step3: The teacher enters the login register with the details of students.

Step 4: The instructions and demonstrations of lab exercise(s) is done by the teacher(s).

Step 5: The students practice the lab exercise(s) as per the instructions of the teacher.

Step 6: The teacher monitors and helps the students to complete the lab exercise(s) as per the

lesson plan.

Conduct of Faculty Development Programmes, Seminar, Workshop and Webinar

Step 1: The action plan for the programme is received from the department of Human

Resources before three days of the programme.

Step 2: Prepare the details of attendees and chief guests as per the action plan before two days

of the programme.

Step 3: Install/Configure any special software/tool needed before two days of the programme.

Step 4: Make photocopies of necessary materials if any.

Step 5: Collect stationary from stores as per the action plan.

Step 6: Inform the house keeping team members to follow the general cleanliness and arrange

the furniture as per the action plan.

Step 7: Inform the electrical team members to check the lighting and air conditioning of the

studio.


Step 8: Arrangement of Public Address System if required. Keep spare batteries if required.

Step 9: Stick the Do not disturb notice on the door of the studio.

Step 10: Keep the barricade near the studio.

Step 11: Keep the white board ready with markers and duster if required.

Step 12: Keep the HDMI cable ready if needed before one day of the programme.

Step 13: Check the projector, display, web camera and the connected computer before one day

of the programme.

Step 14: Connect wireless keyboard and wireless mouse for ease of use by the chief guest.

Step 15: Greet the chief guest with a welcome note.

Step 16: Distribute the materials/login details if any.

Step 17: Help to conduct the programme as expected.

Step 18: Photography and Videography is taken during the conduct of the programme and the

same is saved in the respective folder of the server.

Step 19: Feedback is collected from the attendees.

Step 20: Inform the housekeeping team to carry out the general cleanliness after the

programme is over.

Step 21: All the stationary is returned back to the respective department after the programme is

over.

Conduct of Inter House Competitions for students

Step 1: The action plan for the programme is received from the coordinator of the competition

Step 2: Prepare the details of participants and categories if any required as per the action plan

before three days of the programme.

Step 3: Install/Configure any special software/tool needed before two days of the programme.


Step 4: Make photocopies of necessary materials if any.

Step 5: Check the projector, display, web camera and the connected computer before one day of

the programme.

Step 6: Connect wireless keyboard and wireless mouse for ease of use by the chief guest.

Step 7: Distribute the materials/login details if any.

Step 8: Help to conduct the programme as expected.

Step 9: Photography and Videography is taken during the conduct of the competition and the

same is saved in the respective folder of the server.

Conduct of online assessments from Genius Corner and XSEED

Genius Corner

Step 1: Username and password will be given to the particular student.

Step 2: Students will log in (through Genius corner app) to the particular subject for their

assessment.

Step 3: Once they completed the test, Click submit button.

Step 4: Result will be generated to the resource person.

X-Seed

Step 1: Username and password will be given to the particular student.

Step 2: Students will log in (through xseed online portal) to the particular subject for their

assessment.

Step 3: Once they completed the test, Click submit button.

Step 4: Result will be generated and send through XSeed parent app.


Conduct of CBSE for Computer Science Practical examination

Step 1: Practical exam schedule is received from the Principal's office.

Step 2: The Internal examiner makes a call to the External examiner for the confirmation of

exam date.

Step 3: Delete all programming related files as per the Internal Examiner - teacher’s instructions.

Step 4: The administrator login details are provided by the System Administrator.

Step 5: Login the computers with Administrator’s privileges if necessary.

Step 6: Inform the house keeping team members to follow the general cleanliness and arrange

the furniture as per the action plan.

Step 7: Inform the electrical team members to check the lighting and air conditioning of the

studio.

Step 8: Stick the Do not disturb notice on the door of the studio.

Step 9: Keep the barricade near the studio.

Step 10: Keep the white board ready with Examination information like date, subject code,

subject, mark distribution and instructions to students

Step 11: Keep all the documents and stationary as required by the Internal and External

examiners the previous day of the exam.

Step 12: Keep the sets of question paper ready as instructed by the external examiner.

Step 13: Allow the students to write the practical exam after checking as per the CBSE.

Step 14: Greet the External examiner and Observer.

Step 15: Login to the CBSE site to update the batch details of the students.

Step 16: Conduct the practical examination with the invigilation of an Observer as appointed by

the CBSE committee..

Step 17: The practical records and project reports are signed by the External and Internal

examiners.


Step 18: The examination scripts are evaluated by the External examiner and marks are updated

in the CBSE website.

Step 19: The examination scripts are packed in the cloth envelope then it is sealed.

Step 20: The marks statement is packed and sealed.

Step 21: The external examiner acknowledges the scripts and marks statement packets.

Step 22: The Principal issues the attendance certificate and other related documents to the

External examiner and the Observer after the completion of the whole examination as expected

by the CBSE.

Creation, Storage and Printing of Report cards for students using Report bee

Administration

Step 1: Exam schedule will be planned and it will be framed in the report bee portal.

Step 2: Class mentors will update the internal marks, Attendance and comments for each

student in the report bee.

Step 3: Automatically the report which was updated by the class mentor will be generated and

it will be acknowledged by the principal's after which the print will be taken.

Teachers Access - Entering Marks

Step 1: Login to Report Bee by entering your User Id and Password.

Step 2: Click on All Products (9 dots) Records

Step 3: Click on Exam Plan and Select Grade / Section.

Step 4: Click on Academics and Choose the Exam plan for which you are going to enter mark.

Step 5: Now enter the mark subject wise.


Teachers Access - Attendance


Step 2: Click on All Products (9 dots) Attendance

Step 3: Select Grade / Section.

Step 4: Click on Term/Exam Attendance and select the Term for which you have to enter the days

of Present.

Teachers Access - Comments


Step 2: Click on All Products (9 dots) Records

Step 3: Click on Exam Plan and Select Grade / Section.

Step 4: Click on Academics and Choose the Exam plan for which you are going enter

Usage and MaintenanceComputers – Rooms

Usage - Class Room

Each class room is equipped with a computer connected to its projector. It is used as a teaching

learning tool to enhance the understanding process for the students. It is used to display

contents, videos and animations from the computer or from the internet. It is used to

demonstrate the execution of computer programs.

Usage - Staff room

• Each staff room is equipped with three computers connected to the Local Area Network. They

are used by all the teaching members to prepare for their classes, worksheets and question

papers. It is also used to enter attendance details and create, update the class mark registers.

Usage - Library

• The Library is equipped with a computer connected to the Local Area Network. It is used to

maintain the details of books, magazines, newspaper(s) and other administrative documents.

Usage - Stores

• The Stores is equipped with a computer connected to the Local Area Network. It is used to

maintain the details of Stock, In-Out register, Issue register and communication related to

procurement and maintenance.

Usage - File room

• The file room is equipped with a computer connected to the Local Area Network and a

Photocopier. It is used to create, scan, copy and maintain the details of Academics, Curricular

and Extra- curricular activities. No faculty members are allowed to use the computer other than

the in charge person.

Usage - Administrative Area

The administrative area is equipped with a computer connected to Local Area Network. It is

used to maintain the details of Students contacts list, Phone call list, summary of Parents

Satisfactory form and all the mail communications related to ‘Reception’ department.

Usage and MaintenanceProjectors

Types of projectors used in our school premises

Benq DLP

Acer

Viewsonic

Hitachi

Usage

Each class room is equipped with a projector connected to its computer. The projector’s remote

is provided in the class room to operate it.

It is used as a teaching learning tool to enhance the understanding process for the students.

It is also used to display contents, videos and animations from the computer or from the

internet.

Cyber studio is equipped with a projector that is used for conducting IT lab practical classes to

grades KG to 10, Computer Science lab practical classes to graders 11 and 12.

It is used to conduct Professional Development Programmes, Semiars, Webinars, Workshops and

Online training sessions to teaching and non-teaching members.

Maintenance:

Step 1: It should be cleaned every month.

Step 2: It should be checked for its projections, brightness and brightness at display.

Step 3: The maintenance details should be entered in the excel file.

Step 4: If there’s a fault, it should be repaired by the Systems Administrator with technicians’

team within 24 hours. If not, go to Step 5.

Step 5: If the fault is not fixed in house, it should be brought to the notice of Admin Manager.

Step 6: A returnable gate pass is issued from Stores after making an entry in the ‘Returnable’

register.

Usage and MaintenanceProjectors

Step 7: It should be sent to the Vendor for the repair.

Step 8: The repaired item is received at Gate 1.

Step 9: The details of repair(s) such as type of repair ,projector name and model number should

be verified.

Step 10: The details of returned item is entered in the ‘Returnable register’ at Stores.

Step 11: The required item is fixed back to the place from where it is sent.

Step 12: Update the excel sheet about the problem, details of repair and returned status.

Step 13: The payment is received from Finance and paid to the concern company.

Step 14: The bill is approved and signed at the backside by System Administrator, Admin

Manager and Principal.

Ref: Floor wise maintenance Sheets – Annexure 3

Usage and MaintenancePrinters - Managing Director’s Cabin and Principal’s PA Office

There are four printers in our school premises at the following places:

MD cabin

Principal PA

Finance

HR Admin

Managing Director’s Cabin and Principal’s PA Office

Usage

• The colour printers are placed at MD cabin and Principal PA office. It is used only to take

necessary colour prints outs of all school related documents. If there are more number of b/w

copies them the printer at the file room is used. If there are more number of colour copies then

it is taken from outside and the bill is approved by

Maintenance

Ensure the card ridge ink at both printers once in a week and plan to refill the same. The new

card ridges/refill has to be carried out based on future needs.

Replace the card ridge when it is empty using proper guidelines.

Enter the details in card ridge replacement and alignment sheet.

If there is a fault in the printer(S), it should be informed to the admin manager.

Call up the service person.

If it’s not required a returnable gate pass is issued from stores after entering its details and the

part(S) are taken for repair by the service person.

A returnable gate pass is issued from Stores after making an entry in the ‘Returnable’ register.

It should be sent to the concern company for the repair.

Usage and MaintenancePrinters - Managing Director’s Cabin and Principal’s PA Office

The repaired item is received at Gate 1.

The repaired part is fined back in the printer.

Update the details of repair in ‘printer maintenance note’.

Update the card ridge replacement details in ‘printer maintenance note’.

The bill for the repair is approved and signed at the backside by Admin manager and Principal.

The bill for the card ridge refill or new card ridge is approved and signed at the backside by

System Administrator.

The payment is received from finance and paid to the concern company.

Ref: HP Cartridge Purchase and Replace Details

Format: Purchase

S.No | Date | Bill No | Description of Goods | Black | Color | Total Qty | 1 Cartridge price | Total

Replace

Date | Location | Black | Color | Total Qty | Avail Stock | Black | Color | Total Stock

Usage and MaintenancePrinters - Finance and HR

Finance and HR:

Usage

• The name of the printer is CANON4800 all in one. It is used to print, copy and scan all the

documents of finance department. The name of the printer is TVS Gold 250 Dot Matrix that is

placed in the Administrative area – Cash counter. It is used to print the invoice for the various

Fee payment. This printer is hired from Shine Printers on a daily basis. The hire details will be

sent to Shine Printers for every term before the beginning of the term.

Maintenance

Make a note of total count of prints twice in a month.

A toner is capable of printing 12000 copies.

The toner powder can be filled only twice. The drum & blade has to be newly replaced during

the third refill of toner.

Shine printers should be contacted for all types of maintenance.

After the maintenance work, get the real from gates in the bill.

The details of refill and current reading is written at the backside of the bill and the same is

updated in the excel sheet.

The bill is approved and signed at the back by SA, AM & principal.

The photocopy of the bill (both sides) is filed in ‘shine printers’ file.

It is instructed to all the personnel of Finance department that printer should be switch off after

its daily usage.

The maintenance for the TVS Gold 250 Dot Matrix printer can be referred with the maintenance

record of its attached computer.

Usage and MaintenancePhotocopier – Cyber Studio

There are two photocopies in our school premises at the following places.

1. Cyber Studio

2. File Room

Cyber studio

Usage

The name of the photocopier is Konica Minolta 206. It is used to print class notes, class

materials, worksheets, question papers, circular and photocopy of academic related documents.

It is also used to scan the same. The print and scan services can be taken by the respective

subject mentor/class mentor. If the number of copies are more than 5, then the “print approval

“procedure is followed type from page 10

The phot copier is operated only by the in charge person. He / She is instructed to update the

excel sheet for print, photocopy and scan details on a daily basis.

Maintenance:

Step 1: Note down the reading value once in the morning and once in the evening.

Step 2: He/She is instructed to update the excel sheet for print, photocopy and scan details on a

daily basis.

Step 3: All the users are instructed to switch off the photocopier when not in use.

Step 4: Ensure the availability of toner on need basis.

Step 5: A new toner is to be planned and bought based on the total count. A toner is capable of

printing from 12000 to 15000 copies, accordingly. The in charge person should ensure the pre

availability of toner in place.

Step 6: Ensure the seal of Toner while receiving a new/refill one and the corresponding bill.

Usage and MaintenancePhotocopier – Cyber Studio

Step 7: The details of refill and current reading is written at the backside of the bill and the same

is updated in the excel sheet.

Step 8: The bill is approved and signed at the back by SA, AM & Principal.

Step 9: Ensure cleaning of toner’s part and roller after every two replacements.

Step 10: If there is a fault, it should be brought to the notice of admin manager.

Step 11: The fault should be informed to ‘Reva Tech Copier Care and get is serviced/repaired

within 24 hours from the time of fault.

Step 12: If there is any part should be replaced, they may do so with an approval from admin

manger.

Step 13: It is directed to replace drum, DC blade, and developer and roller bush after taking

10000 copies after approval of the quotation either from Director- Academics or from Managing

director.

Step 14: Ensure the received parts at gate 1 and the bill payment has to be carried out as

mentioned in the quotation.

Step 15: All the photocopies of quotations and bills are filled in ‘Professional marketing service’

file.

Step 16: It is instructed to the in charge person that the closing count of the day should be noted

down and the power of the photocopier is shut down for the day.

REVA TECH COPIER CARE (Cyber Studio Photocopier Maintenance Excel)

Ref: Cyber Studio- Printer cum Xerox- Service and Maintenance Report 2018-2020 (Reva Tech)

Format: Cyber Studio- Printer cum Xerox- Service and Maintenance Report 2018-2020 (Reva Tech)

S.No | Date | Drum Change | Developer | DC Blade | Spacer | Toner | Others | Starting Count |

Closing Count | Toner Yield | Qty | Invoice Date | Invoice No | Labour Cost | Tax | Total Cost |

Payment Status

Usage and MaintenancePhotocopier – File Room

Usage

The name of the photocopier is Konica Minolta 206. It is used to print class notes, class

materials, worksheets, question papers, circular and photocopy of academic related documents.

It is also used to scan the same. The print and scan services can be taken by the respective

subject mentor/class mentor. If the number of copies are more than 5, then the “print approval

“procedure is followed.

PRINT APPROVAL FORM

Ref: Print Approval Form – Annexure 4

The photo copier is operated only by the in charge person. He / She is instructed to update the

excel sheet for print, photocopy and scan details on a daily basis.

Maintenance

Step 1: Note down the reading value once in the morning and once in the evening.

Step 2: He/She is instructed to update the excel sheet for print, photocopy and scan details on a

daily basis.

Step 3: All the users are instructed to switch off the photocopier when not in use.


Step 4: Ensure the availability of toner on need basis.

Step 5: A new toner is to be planned and bought based on the total count. A toner is capable of

printing from 12000 to 15000 copies, accordingly. The in charge person should ensure the pre

availability of toner in place.

Step 6: Ensure the seal of Toner while receiving a new/refill one and the corresponding bill.

Step 7: The details of refill and current reading is written at the backside of the bill and the same

is updated in the excel sheet.

Step 8: The bill is approved and signed at the back by SA, AM & principal.

Step 9: Ensure cleaning of toner’s part and roller after every two replacements.

Step 10: If there is a fault, it should be brought to the notice of admin manager.

Step 11: The fault should be informed to ‘Reva Tech Copier Care and get is serviced/repaired

within 24 hours from the time of fault.

Step 12: If there is any part should be replaced, they may do so with an approval from admin

manger.

Step 13: It is directed to replace drum, DC blade, and developer and roller bush after taking

10000 copies after approval of the quotation either from Director- Academics or from Managing

director.

Step 14: Ensure the received parts at gate 1 and the bill payment has to be carried out as

mentioned in the quotation.

Step 15: All the photocopies of quotations and bills are filled in ‘Professional marketing service’

file.

Step 16: It is instructed to the in charge person that the closing count of the day should be noted

down and the power of the photocopier is shut down for the day.

Usage and MaintenanceIdentity Card Printer

Usage

ID Color Card Printer – FARGO DTC1250E FD-BIS

It is used to print the Identity cards for Students, Parents/Guardian and Staff. It should be

operated only by the in charge person.

Step 1: Contact the photographer through Mr. Kannan, Sun Electronic to take the photos of

students and staff during the March month.

Step 2: Save the photos folder in a specific computer at the Cyber studio – ID Card System with

ID Card printer on the same day.

Step 3: Contact the designer for the ID card template during the March month.

Step 4: The designed template is expected to receive within two days.

Step 5: Take the three samples each for Parent, Student and Staff for the approval of template’s

design.

Step 6: Get the approval from Director Academics and Managing Director for all the three

samples.

Step 7: Preparation of Circular to parents requesting to fill up the Demography form along with

photographs.

Step 8: Collection of Demography form along with Photo of the Parents/Guardian and those

students who missed during March.

Step 9: The Demography forms along with the photographs are received by the respective class

mentors.

Step 10: The photos are scanned by respective class mentors and saved in the specific computer

at the Cyber studio.

Step 11: The Class Mentors will enter the student’s data in Excel Sheet using the Demography

form details from parents/guardians.


Step 12: The in charge person will enter the staff’s data in Excel Sheet using the Demography

details received from Human Resources department.

Step 13: Transfer from the Excel to Access by the in charge person.

Step 14: Export from Access sheet to ID Flow software for every card using the approved design

template.

Step 15: The Proof Checking will be done by Class Mentors with reference to Excel sheet.

Step 16: After the Proof checking, the process of printing will be initiated by the in charge

person.

Step 17: The issue of ID cards will be initiated in parallel with the printing of cards by the in-

charge person.

Step 18: The class mentors will help in issuing the ID cards to respective students and

parents/guardians.


Maintenance

Step1: Ensure the cleaning process of ID card printer once in a year preferably March.

Step 2: Ensure the printing quality of ID card with a sample card that is available with the printer.

Step 3: If the printed sample card is not up to the expectation, contact the service person with

the help of System Administrator.

Step 4: When the ribbon is cut during the printing, open the printer, take out the ribbon and join

the two pieces the roll again into the ribbon drum and fix the printer.

Step 5: The ribbon will also be cut if the card is printed in yellow shade, then thrash the card and

follow step 4.

Step 6: If the number of cards printed is beyond 2000, the cleaning kit will be received from

Logistics department and it will be cleaned. The cleaning kit contains cleaning swab and card

cleaner.

Step 7: The in charge person with the help of System Administrator will clean the printer.

Ref: Demography Form

Format: Demography Form

S.No | Photo ID | Name of the Student | Grade | Section | Date of Birth | Blood Group | Photo

ID | Sibling Name | Photo ID | Father Name | Photo ID | Mother Name | Photo ID | Guardian

Name | Contact No.1 | Contact No.2

Ref: Grade wise – Access sheet

Format: Grade wise – Access sheet

S.No | Photo ID | Name of the Student | Grade | Section | Date of Birth | Blood Group | Photo

ID | Sibling Name | Photo ID | Father Name | Photo ID | Mother Name | Photo ID | Guardian

Name | Contact No.1 | Contact No.2

Usage and MaintenanceDSLR Camera

Usage

The name of the camera is CANON D 1300. It is used to take video graphs of all functions and

assessment in the classroom. The camera can be used outside the school campus to take videos

and photographs of off campus events, camping etc, with a holy visit, farm visits, camping etc

with an approval from the principal. These photographs are stored in a specific computer at the

cyber studio. They can be used for any report /evidence purpose with a prior approval from

principal. All the usage details are updated in excel sheet such as name of the event, name of

chief guest, count of photos and count of videos.

Maintenance

Step 1: Ensure the charging of batteries for camera and flashlight on the previous day.

Step 2: It is instructed that the in-charge person can only operate the camera.

Step 3: The photograph and video graph are suited with proper directions using flashlight if

needed

Step 4: The video(s) and photo(s) files should be stored in a specific computer at the cyber

studio and free up the memory card for future use.

Step 5: The lens of the camera should be handled with proper handling instructions like ensure

no finger prints on it.

Step 6: The lens and the battery of the camera should be removed and kept safely in a specific

bag after every usage.

Step 7: If there’s any fault, it should be in form to the admin manager.

Step 8: A returnable gate pass should be issued to in charge person for the camera to suit off

campus events with the prior approval of principal.

Step 9: Ensure the lens and battery of the camera while returning after the off -campus event.

Usage and MaintenancePublic Address System

The following items are available in our school premises.

One Samsung adapter with two speakers.

One assemble 250 adapters with two assemble speakers.

One audio mixer

One assemble 350 adapters.

One power adapter with 2 new speakers.

Usage

Step 1: They are used for all the events at the school campus.

Step 2: A request application is filled up by event organizer and is approved by the principal

before 2 days of the event.

Step 3: The details of event such as type, number of expected participants, duration, and

number of chief guest should be mentioned and approved by principal.

Step 4: According to the above mentioned details the items for PA system in addition will be

hired from KSM audios and sun electronics.

Step 5: The bill for the same is checked and approved by programme organizer and principal.

Step 6: The same is submitted to the finance department and bill is settled as per the advance

payment.

Ref: Requirement List

Format: Requirement List

S.No. | Items | Quantity | Remarks

Ref: PA System

Format: PA System

S.No. | Items | Quantity | Remarks

Usage and MaintenanceFiles at Shared System

Usage

The name of system is lab3. The Each faculty is allowed to create one folder in that system. The

teacher creates the necessary files related to Academics and Administration and are stored in

this folder. It is used to share and maintain the files related Academics, Co-curricular and Extra-

curricular activities by all the teaching and non-teaching members. The hard disk is partitioned

into four drives in which two drives namely D drive and E drive are dedicated to maintain this

File Shared System. This system is shared to all the computers in the campus via Local Area

Network connection. It is instructed to maintain their files and folders at their own risk. The

manipulating activities like accessing, creating sub folders, renaming or deleting others files

and/or folders is punishable.

Maintenance

Step 1: Switch on the system after switching on the UPS.

Step 2: No one is allowed to operate the system except the System Administrator.

Step 3: Inspect the usage of hard disk capacity once in a week.

Step 4: Each user’s folder is tagged by a folder number.

Step 5: Enter the usage details of every user with respect to their folders in the Excel sheet.

Step 6: The folders of the staff who left from our institution is backed up to another system and

that should be maintained at least for next three months. Then they may be deleted/removed

from the system.

Step 7: If there occurs a hardware or software failure, it should be informed to Admin manager.

It should be rectified immediately or other alternative procedures to be followed if need be.

Step 8: If there need be a replacement of an item in the system, the same can be purchased

using ‘Suspense amount’, and it will be settled with the Finance department after the approval

from Admin manager and Principal.

Step 9: The same details are entered in the Excel sheet.

Step 10: The system should be shut down after the school timings or as per the usage of

administrative works.

Usage and MaintenancePassword

Class Room, Office Room, Staff Room and Cyber Studio

Usage

There are two users such as Admin and Staff is created for each of the computer in the Staff

room and Office room. There are two users such as Admin and Student is created for each of

the computer in the Class room and Cyber studio. The ‘Admin’ user is for the purpose of

installing the software, changing the system settings and trouble shooting. The ‘Staff’ and

‘Student’ user is for the purpose of making use of the system for works related to Academics,

Co-curricular and Extra-curricular activities.

Complaints and Troubleshooting

The following simple guidelines are provided to all the users as a first step self-trouble shooting.

Step 1: It is to check for power or loose cables and then restart the machine.

Or

Step 2: It is directed to conduct a virus scan, run disk defragmenter, and check for Windows

updates. If there is a Windows Update while you are shutting down, you are instructed to

choose ‘Update and Shut down’.

Or

Step 3: It is instructed to research the error message using the Internet, check for software and

driver updates, inspect for recently installed programs or updates, study the computer hard

drive to determine if storage space is limited, or look at the amount of RAM to see if there is a

memory problem.

Or

Step 4: The issue is taken to the notice of the System Administrator.

Step 5: Make an entry about the nature of complaint in the ‘Complaint register’.

Step 6: It should be rectified within 24 hours.

Step 7: On failures of any hardware, follow the procedure in ‘1. Procurement – Need basis

purchase’

Step 8: On failure of OS or any software, either the procedure of reinstallation or running the

cracks should be executed.

Ref: Complaint Register

Format: Complaint Register

Date | Complaint Details | Location | Call logged by | Signature | Call close date | Action taken |

In charge | Signature

Periodic Monitoring and Checklist

Step 1: System Administrator must ensure to label all the devices in all the venues by following

the proper numbering structure.

Step 2: Venue wise code and number has to be allotted and the label is to be stuck at

appropriate place.

Step 3: If any replacement is done in any of the venue, the label(s) should be stuck again.

Step 4: The following check list is used to monitor by the System Administrator daily evening.

Staff Room

Class Room: Ground Floor, First Floor, Second Floor

Class Room: Third Floor

Step 5: Make a note in the ‘Remarks’ if any item is dismantled or not working or missing or

misplaced.

Step 6: Ensure to inform to the respective class mentor and the coordinator for the same.

Step 7: If any item to be replaced, follow the procedure in 1. Purchase – Need basis.

Social MediaFacebook

Social Media Password

The ‘Password’ for all the Social Media is reserved with Managing Director, Director Academics,

Joint Director, Technology Integration Specialist and Executive Director Office Remote.

Social Media - Facebook

Page: queenmirainternationalschool

To add photos or videos to an existing album:

Go to your profile and click Photos.

Click Albums and select the album you'd like to add to.

Click + Add to album, then click Upload Photos or Videos.

Choose photos or videos to add, then click Open.

Click Post.

How to upload Facebook cover photos

Navigate to your Facebook business page and mouse over the cover photo space at the top.

Click Add a Cover in the top left corner.

Click Upload Photo/Video and select the photo you'd like to upload.

A preview of your photo will appear in the cover space. ...

Click Publish.

Social MediaYoutube

Social Media - Youtube

Channel Name: queenmirainternationalschool

How to upload a video to YouTube

Log in to school’s YouTube account.

Click on the video icon at the top right hand side of the window, which can be found next to your

user icon, messages, apps, and notifications.

Click ‘Upload Video.’

Then, press ‘select files to upload’ to find the video file saved on your computer. Or, you can drag

and drop it into the window.

An optional step is to choose the privacy settings on your video (but more on that below). If you

choose to stop after this, you will technically have achieved what this article is all about. Namely,

you video will now be on YouTube. That said, it will be lacking a proper description and tags,

which are crucial if you want your content to be found by the community of viewers. Also, if you

don’t change the name of your video, it will automatically be rocking the same file name as

when you uploaded it from your computer. To avoid that (and to properly finalize the process),

you’ll need to fill out the following sections:

Add an SEO friendly title so that it’s more easily discoverable via search engines.

Add a description of the video so people know what your content is about before watching it.

Add tags, which act as tools to help the discovery of your video.

Social MediaYoutube

Broadcast (Live Streaming) at You Tube channel

Access Your YouTube Live Dashboard

Step 1: Go to Live dashboard by clicking the plus icon.

Step 2: Click on Live Streaming in the left sidebar menu.

Review the Live Streaming Checklist

Set up encoding software

Add stream info

Optional features wherever applicable.

Step 3: To start streaming, start your encoder. The status bar will indicate when you are live.

Step 4: To enable, live chat option, check the option box ‘The video is not suitable for child’.

Step 5: Add Event Details in the Information Box

Set the live event title, description, ability to schedule the live stream, category, and privacy

options as below.

Social MediaYoutube

Step 6: Open Broadcast Software needs your URL and stream key.

To connect Open Broadcast Software to YouTube Live, you’ll need to find the information found

in the Encoder Setup box. Enter the following information into your Open Broadcast Software

settings as well.

Step 7: Click on Start streaming in streaming software.

Step 8: Click on ‘Go Live’ in the You Tube channel.

Step 9: When the event is completed - YouTube Live stream, click the stop streaming button at

the bottom right to stop the streaming session.

Step 10: When logged in, the viewers of your channel will see your stream and chat box to the

side. While streaming, can look at the Analytics box to see how many people are online

watching your stream. Copy the live URL to share for the future purpose.

Step 10: Analytics are available while streaming. Once the YouTube Live event has ended, this

video will be added to our regular video uploads and available to YouTube viewers, based on the

privacy settings that configured while setting up the event. While clicking on one of the event

videos, the Analytics button beneath the video will be appeared. Clicking on it takes to the

analytics of engagement of viewers during the live streaming event.

Step 11: Also, there are options to download event videos as MP4s and share them to other

networks such as Facebook, SlideShare, etc.,

Social MediaInstagram

Social Media - Facebook

Username: qmis_cis

How to Upload a Picture on Instagram

Step 1: Touch Instagram App on Screen. Find the light brown Instagram App on your screen and

select it.

Step 2: Select Blue Square at Bottom of Screen.

Step 3: Take Picture.

Step 4: Select Desired Effects.

Step 5: Write Caption.

Step 6: Tag People.

Step 7: Post Picture.

Step 8: Wait for Picture to Load.

Audio Visual Editing Process

Step 1: According to the events making of posters, audio visuals and brochure will be done with

the following software.

Corel draw

Photoshop

Filmora

Adobe pro

Step 2: The cutting and merging of audio and video will be done for the required events using

Filmora video editing app.

Ref: Cyber Studio Entry Register

Format: Cyber Studio Entry Register

Date | User Name | Purpose of Work | In Time | Out Time | Sys No | Signature

Escalation Matrix


Matrix as below:




S-1 S-2 S-3 S-4 S-5 S-6 S-7 S-8 S-9 S-10 S-11 S-12

1 Ups

2 Cpu

3 Monitor

4 Keyboard

5 Mouse

6 VGA cable

7 Net cable

Remarks


SYSTEM ADMIN MONITORING CHECKLIST - STAFFROOM

Date dd/mm/yy

DetailsS.No

1st Floor 2nd Floor 3rd Floor

S.No Details CR1 CR2 CR3 CR4 CR5 CR6 CR7 CR8

1 Projector

2 Amp

3 CPU

4 UPS

5 Keyboard

6 Mouse

7 P-Remo

8 Speaker

9 VGA cable

10 Net cable

11 St-cable

12 Receiver

Location: Ground Floor / First Floor / Second Floor Date dd/mm/yy

Remarks


SYSTEM ADMIN MONITORING CHECKLIST - CLASSROOM

S.No Details CR1 CR2 CR3 CR4 CR5 CR6 CR7 CR8 CR9 CR10

1 Projector

2 Amp

3 CPU

4 UPS

5 Keyboard

6 Mouse

7 P-Remo

8 Speaker

9 VGA cable

10 Net cable

11 St-cable

12 Receiver


SYSTEM ADMIN MONITORING CHECKLIST - CLASSROOM

Location: Third Floor Date dd/mm/yy

Remarks

Dept: Designation:

S.No Date In-charge Description Acknowledgement with date

1 Worksheet / Circular No.

2 Print Initiation

3 Content Approval

4 Quality Approval

5 Print Approval

6 Printing Process


PRINT APPROVAL FORM


Print Initiator:

Print Submision: Date dd/mm/yy Print Proposed to Issue: Date dd/mm/yy

1 Side Copy - No. of copies 2 Side Copy - No. of copies


The transport department comprises Transport Manager, Transport Supervisor, drivers and

conductors.

The reporting time for drivers and conductors is 06.30am at school.

The drivers and conductors for halt vehicles must report between 06.30am and 06.45am

based on the location.

Transport team should be groomed well and in Uniform.

The mobile phones must be fully charged when boarding the vehicle.

Ensure all the documents(Photocopy) is available in all the vehicles.

Be ethical and have a decent and soft approach to parents and students.

Ensure proper cleaning and maintenance of the vehicle.

Front office, Transport Manager, Supervisor, Manager Administration and Joint Director

Administration must hold the contact details of all vehicles, drivers

The Driver and conductors details must be available with transport manager and supervisor

Ref: Transport Team Joining Details

Format: Transport Team Joining Details

S.No | Name of the Driver / Conductor | Date of Joining | Total years of Experience

Ref: Transport Contact Numbers

Format: Transport Contact Numbers

S.No | Route Number | Vehicle Number | Mobile Number | Name of the Driver | Name of the

Conductor | Mobile Number of Transport Supervisor / Manager

Procedures before starting the vehicle

After reporting, the drivers must clean the front glass, mirrors and tyre rims

The conductors has to sweep and completely clean the vehicle inside

Driver has to check the following: Tyre, AC functioning, Water level in the radiator, Engine oil

level.

Before starting the trip sheets has to be filled

Trip Sheet Entry Procedure

All the vehicles must have trip sheets.

The drivers must maintain the trip sheets.

The start time, kilometers and the area must be noted before starting the vehicle and during the

closure of the trip. This procedure should be done during any vehicle movement.

Ensure to fill the trip sheets before and after each trip

The Transport supervisor will check these sheets daily and the Transport Manager will check

once in a week.

Manager Administration will audit the same once in a month.

Attendance Register Maintenance - Student/Staff

The conductors must take attendance of students and staff at the time of pick up and drop.

Ensure Proper maintenance of the registers. Clear inputs must be in the attendance register (Full

name with initial, Grade and section, Contact numbers and the residential area of the child and

staff)

Details should be written in a legible manner.

Transport supervisor and Transport Manager must ensure clear and neat maintenance of the

attendance register

Unannounced audit will be done by Manager Administration and Joint Director Administration.

The attendance register must be verified and signed by the Transport Supervisor daily and by the

Transport manager once in a week.

Cleaning

Ensure proper cleaning in and out of the vehicle.

After the morning trips, the drivers and conductors have to clean their assigned vehicle

completely.

Drivers will clean the exterior and the conductors have to clean the interior.

Transport Supervisor have to ensure that proper cleaning is done everyday.

Complaints Register Maintenance

If any issues arise in the vehicle,the driver / conductor have to note down the nature of the

issue in the Complaints note.

Entry should be done even if it is a small issue.

Any issues related to Tyres,Brake,Engine,Indicators lights and AC are to be treated as high

priority.

If any other issues occur, attend to it immediately and the same has to be documented in the

Complaints Register.

Transport supervisor must check the complaint register on a daily basis.

Any issues mentioned in the register must be rectified immediately. High priority on the same

day(24Hrs),Medium Priority in two days(48Hrs) and Low priority within a week.

Fix the priority based on the nature of complaint and the opinion of Transport Manager and

Transport Foreman.

Closure of the work should also be mentioned on time in the register.

Procedure for Fitness Certificate

The Fitness Certificate (FC) is mandatory and has to be obtained periodically.

If the vehicle is less than 8yrs, FC has to be taken once in 2 years.

If the vehicle is above 8yrs, FC has to be taken every year.

The following tasks have to be done before the vehicle goes for FC inspection.

Tingeing

Welding

Water wash

Pasting

Painting

Stickering

Electrical work

Speed governor

Pollution certificate

First aid kit positioning

Fire extinguisher

Driver license

Conductor license

Vehicle book

The above should have been completed 24hrs before the vehicle moves to RTO office.

Transport manager and Transport supervisor must maintain a good liasioning with RTO

department.

Insurance

Insurance premium (yearly) for all the vehicles must be paid on time.

Initially, quotations from various insurance companies should be obtained. Make a comparison

on the premium amount and the other features offered. On approval from Managing Director,

proceed with that Insurance Company.

The original Insurance copy should be filed in the Transport file maintained at the File Room.

The photocopy of the same must be in the documents file maintained in all the vehicles.

PermitPermanent / Temporary

Permanent Permit

Permanent permit has to be taken once in 5 years

The procedure for obtaining the Permit should be initiated one month prior to the validity date

closure.

The following should be arranged - Requisition letter from Managing Director, the form for

permit duly signed with seal by Managing Director, copies of the vehicle documents including

copy of insurance and pollution certificate.

If the vehicle doesn't have a pollution certificate, a pollution certificate must be taken prior to

getting the Permit.

Transport manager and Transport supervisor must have a proper and regular follow up with the

RTO till receiving the permit.

Temporary Permit

On need basis if school bus moves out of Madurai district, it is mandatory that we must get a

temporary permit.

The temporary permit process must be initiated 10days prior to the scheduled date of travel.

The following must be produced(2 copies) to RTO office - Requisition letter from Principal, name

list of students and staff, complete details about the travel -Date of travel and time, No.of

students, No. of Staff, Place, date and time of return, copies of the vehicle documents including

the copy of driver’s license.

The RTO form must be duly signed with seal by the Principal.

Ref: Temporary Permit

Format: Temporary Permit

Route Number | Vehicle Number | Seat Capacity | Tax % | TP Amount | RTO Commission |

Broker Commission | Total

Road Tax

The road tax renewal can be done yearly once or once in three months.

The road tax has to be applied online by the Transport manager.

The renewal has to be done on time.

Ref: Road Tax

Format: Road Tax

S.No | Route Number | Vehicle Number | Tax Amount for 3 Months | Tax Amount Per Year |

Paid Date

Pollution Certificate

The pollution certificate is mandatory for all vehicles and it should be ensured that it is available

when a vehicle goes to get Permit and FC.

Transport Manager and Transport supervisor must ensure the vehicle has pollution certificate.

It has to be obtained from authorised centres referred by the RTO officials.

The validity for pollution certificate is 6 months.

Recharge and Maintenance (GPS, Cameras and Mobiles)

All the vehicles must have 3 cameras, GPS and a mobile

The GPS has to be recharged once in a year by Transport manager

If there are any issues in GPS it has to be immediately informed to the Transport manager and

Transport supervisor. The issue has to be closed in 48hrs

The camera must be recharged on time every month by Transport manager

If there are any issues in cameras it has to be immediately informed to the Transport Manager

and Transport supervisor. The issue has to be closed in 48hrs

Every vehicle must have a mobile phone which will be maintained by the conductor.

If any issues arise in mobile it has to be rectified immediately in 24 hrs

The mobile must be charged.

Procedure for Transport Requirements

Any materials requirement has to be entered in the Requirement register and acknowledged by

Manager Administration.

If the amount is less than Rs.3000, the Transport Supervisor / Transport Manager can get as

suspense.

If the value of the requirements is more than Rs.3000 upto Rs.10,000 has to be approved by the

Joint Director Administration.

Any emergency situation intimation has to be given to the Managing Director and can proceed

further, later the same has to be entered in the Requirements register.

Fuel Filling

Weekly thrice Fuel filling vehicle will visit school campus.

The Transport Manager has to call at 10:00am to the Fuel Filling Incharge and confirm on the

visit.

The IN time will be noted by the Security Guard at gate 3.

The Security Officer will supervise the vehicles fuel filling along with the Transport Supervisor /

Transport Manager.

Transport Manager or Transport Supervisor has to note down the quantity of fuel and amount

for each vehicle. The kilometer reading during the previous fuel filling and the kilometer reading

during the current fuel filling should be noted down

Once the fuel filling is done for all buses, fuel for cars and genset (in cans) should be filled.

Payment for the fuel has to be made once in a month. By 31st or 30th of every month Transport

Manager will receive the overall bill.

Payment has to be done within three working days after complete verification of the bill with

our records by the Transport Manager.

Using Myfleet smart card the payment will be done.

Transport Manager and General Manager finance must hold the ID and Password

Ref: Fuel Consumption Details

Format: Fuel Consumption Details

S.No | Route Number | Vehicle Number | How many days once diesel filling | Per time fuel filling

in litres | No. of diesel filling in a week | No. of diesel filling in a month | Per month diesel filling

in litres | Per month diesel filling Price

Ref: Fuel Chart - Vehicle wise

Format: Fuel Chart - Vehicle wise

Date | Rate per Litre | Total Litres | Amount | Kilometers (At the time of Filling) | Total

Kilometers | Mileage

Halt Vehicles

The vehicles which travel for a long distance have to be parked in a safe place in the respective

areas.

The venue of the halt vehicle must be inspected by the Transport Manager.

Transport Manager must negotiate the rent of the halt place, must take pictures of the place

and share the proper address of the halt venue to Manager Administration,Joint Director

Administration and Managing Director.

Transport Supervisor and Transport Manager must ensure the safety of the vehicle in the halt

venue having periodical visits to the halt venues - once in a term.

The rent for the halt venues should be paid through the Transport Supervisor / Manager and

proper acknowledgement should also be obtained from the halt venue incharge.

Breakdown Details

If a vehicle gets breakdown during a trip, the information should be given to the Transport

Manager immediately by the driver / conductor.

SMS must be sent to the parents of the respective route stating the tentative duration of time

delay.

Based on the nature of the issue the Transport Manager can decide whether the rectification

task can be done immediately or the spare bus has to be arranged or rental vehicle has to be

arranged.

On a need basis rental vehicles must be sent immediately to pick up or drop kids. The details of

the vehicle(Vehicle number, Colour) must be sent to parents through SMS.

The driver / conductor of the respective route should accompany the students in the rental

vehicle to ensure that all the students are picked up / dropped safely at the correct boarding

points.

Payment to the rental vehicle has to be paid on the same day itself after the trip.

If the breakdown vehicle can't be rectified by our team members, the mechanic has to be taken

to the spot. Transport Supervisor / Manager should be present at the spot to ensure prompt task

completion.

If the nature of the issue is serious, immediately inform the Manager Administration, Joint

Director Administration and Managing Director.

TyreMaintenance

New tyre Capacity

50,000 kilometers - Cars

35,000 kilometers - Bus and Tempo.

Rebutton Tyre

Only for bus tyres we will do a rebutton.

After rebutton a tyre can run unto 25,000 kilometers

Maximum 2 rebutton is advisable

Proper entry has to be done in the Tyre History excel.

When changing the tyre, the old tyre will be fitted in the back and new tyres in the front

Ref: Tyre History

Format: Tyre History

S.No | Vehicle Number | Date | Amount | Kilometer | 3rd Time Rebutton | Date | Kilometer |

New Tyre Number | Kilometer | Date | Year - New / Km | Kilometer at Tyre Replaced | Total

Running Kilometer

Battery Maintenance

Each vehicle must have 2 batteries

One for AC functioning and the other for self and other functioning

AC battery(100Amps) and Self battery(80Amps)

Excel has be maintained for effective usage of batteries

Proper orientation has to be given to drivers about Engine and AC ON/OFF time by Transport

Supervisor and Manager

Ref: Battery Maintenance Report

Format: Battery Maintenance Report

S.No | Battery Number | Battery Make | Durability | Shop | Cost | Vehicle Number | Nature of

Issue | Purchased date | Remarks

Bus Plying DetailsArea Allotments(Start of Academic year) Transport Manager, Supervisor and all drivers must sit together with the school transport

students list and finalize the area allotments at the start of the academic year.

The new / good mileage vehicles have to be allotted for long distances.

Tempos to narrow streets.

The Transport Supervisor / Manager should go for checking the routes.

If there are new boarding points requested then the feasibility of extending to that area has to

be verified and confirmed by the Transport Manager.

Once the allotment is done the same has to be acknowledged by Manager Administration, Joint

Director Administration, Director Academics and Managing Director.

Call and keep the transport users informed on the route number, timing and the conductor’s

contact number.

Star of the Month Procedure

Collect the Star of the month Score sheets from the HR department daily morning at 08:30am.

Enter the inputs for the individuals in the Star of the Month Sheet (separate for Drivers and

Conductors ) everyday and get it signed from the individual member on the next day morning at

10:30am and handover to the HR- Executive.

Marking on the score sheet as below:

1 - Job done as required.

0 - Leave / Did not perform the job as required.

* - Did not assess / job not assigned.

Enter the remarks were necessary if marked as 0 in the score sheet.

The score sheets after calculating the total and percentage have to be submitted to the HR

Manager for the next process of announcing the Star of the Month.

Ref: Star of the Month Score Sheets - Annexure 5

Saturday / Holiday Trip Requirement

Follow the Saturday schedule as per monthly calendar and plan the trips accordingly. Regular

trips if it is a regular working day , combined trips or special trips if only a few grades will be

reporting to school or during certain events.

The schedule will be confirmed by the Principals to Manager Administration.

The Manager Administration should pass on the communication to the Transport Manager and

Transport Supervisor.

Students / Staff Transport Request Form Maintenance

Issue the Transport Request Form to the students / staff requesting for the same.

Ensure that all the required details are completely filled by the requestor.

Get the approval from the Managing Director on the new boarding points.

File the filled in forms in the Transport Request Form File.

Ref: Transport Request Form File

Ref: Main Bus Plying

Format: Main Bus Plying

Date | School Working Days | Route wise Full day / Special Trip (Single)

Escalation Matrix


Matrix as below:

Academics



Administration




Emergency

In case of any emergency contact the Managing Director immediately and also keep the

Manager Administration and Joint Director Administration informed.

Based on the necessity the PRO, Manager Administration along with the Transport Supervisor /

Manager have to attend to the issue.


ScoreTotal Remarks

1 Mileage

Maintanance

Puncture

Grooming

Utilisation of Resources

Vehicle Damage

Speed Control

Discipline

Punctuality

Dress Code

Grooming

Interpersonal Skill

Duty Rotation

Disciplinary Action

Record Maintenance

Trip Sheet

Driver Name : Vehicle Number :


TRANSPORT DEPARTMENT PERFORMANCE APPRAISAL - Month / Year


Singaure of the Transport Manager


2

3

4

Total

Signature of the Driver

S.No Parameters [1 or 0] 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Actual Score Total Remarks

Maintanance

Grooming

Utilisation of Resources

Vehicle Damage

Discipline

Punctuality

Dress Code

Grooming

Interpersonal Skill

Duty Rotation

Disciplinary Action

Record Maintenance

Trip Sheet



TRANSPORT DEPARTMENT PERFORMANCE APPRAISAL - Month / Year

Conductor Name : Vehicle Number :


1

3

4

Total

Signature of the Conductor

Singaure of the Transport Manager

TravelData

Travel data must be prepared for all trips by students / staff other than the regular school trips.

If a field trip / camps or any other visits planned, then the travel data must be prepared by the

respective coordinator. The same has to be submitted for approval to Director Academics and

Managing Director before 1 week of the scheduled travel dates.

All the details as mentioned in the Travel Data has to be completely filled.

The travel data must have detailed datas of the students. Name, Grade, Contact number 1,

Contact number 2.

The duly approved Travel data should be shared with the respective members - Trip Coordinator

, Front Office, Security Office, Transport Manager.

If a travel is planned inside Madurai, there is no need for temporary permit.

Ref: Travel Data

Format: Travel Data – Sheet1

Grade(s) | Destination | Purpose of Visit | Date(s) From: To: | No.of Days | Expected time of

Departure | Expected time of Arrival | Risk Assessment Done By: | Communication to Chairman


Grade & Section | No.of Students | Staff incharge | Contact Number | Department | Route

No(Seat Capacity) | Vehicle number | Temporary permit closure date | Permit Closure Date |

Insurance Closure date | Driver | Conductor | Contact number


Total No.of Students | Total No.of Staff | Total No.of buses | Total No.of seats

Total No.of Boys| Total No.of Girls | No.of Male Staff | No.of Female Staff | Male Ratio | Female

Ratio | Students staff ratio

Signatures of following members

Staff In-charge | Transport Manager | Manager Administration | Principal(Senior/Junior) | Joint

Director Administration | Director Academics | Managing Director

Travel(Outside Madurai District)

It is mandatory to obtain the Temporary Permit even if it is a one day trip.

The procedure for obtaining the Temporary Permit must be initiated 10 days prior to the

scheduled date of travel.

The following must be produced(2 copies) to RTO office - Requisition letter from Principal, name

list of students and staff, complete details about the travel -Date of travel and time, No.of

students, No. of Staff, Place, date and time of return, copies of the vehicle documents including

the copy of driver’s license.

The RTO form must be duly signed with seal by the Principal.

Rental Vehicle

If a rental vehicle is planned, Transport Manager and Manager Administration must recommend

a safe and reliable Travels for hiring the vehicle.

Transport Manager must thoroughly check the documents and the validity of the documents of

the rental vehicle.

GPS and Camera has to be fit in the rental vehicle atleast 1 day prior to the date of travel.

School’s senior driver should also accompany the trip in the rental vehicle.

Applicable charges and payment terms have to be discussed with Manager Administration, Joint

Director Administration and finalized by Director Academics and Managing Director prior to the

trip.

Risk Assessment Factor

The objective of the pre-visit is to ensure the safety of the students / staff by observing and

analysing the risk assessment factors.

Pre-visit by the Physical Education Team / Transport Manager / Manager Administration to the

respective campus / locality is essential for any trip.

Pre-visit must be done 10 days prior to the date of travel if it is within Madurai district and 1

month prior to the date of travel if it is outside Madurai.

During pre visit complete details about the place of visit has to be collected and the Risk

Assessment Form has to be filled.

Along with the details as required in the Risk Assessment Form, photos must also be taken for

reference and the same have to be approved by the Director Academics and Managing Director.

Ref: Risk Assessment Factor

Format: Risk Assessment Factor

S.No | Content | Description

The contents are

Event | Organised By | Organiser (Contact details) | Date | Place | From School to

Venue(Distance) | Duration (Travel) | Pre visit done By | Pre-vist done On | Nearest Police

station: a) Distance from venue: b) Contact Number: | Nearest Fire station: a) Distance from

venue: b) Contact Number: | Nearest Petrol bulk: a)Distance from venue: b) Contact Number:

| Nearest Hospital: a) Distance from venue: b) Contact Number: | Washroom facility | Water

bodies, if any: a) Distance from venue | Animal threat, if any | others

Signatures of following members

Staff In-charge | Head : Health and Safety Committee | Principal(Senior/Junior) | Joint Director

Administration | Director Academics | Managing Director

Control Room Tracking

The Control Room Officers should be continuously monitoring and tracking the vehicle (both

GPS and Camera) from the time it starts from the campus and reaches the venue.

Speed of the vehicle and current location must be updated in the admin group and academic

Whatsapp group every 1 hour.

If over speeding or any unacceptable act found during monitoring , the Control Room

Officer should immediately escalate the issue to the Transport Manager / Manager

Administration.

Escalation Matrix


Matrix as below:




Emergency

In case of any emergency contact the Managing Director immediately and also keep the

Manager Administration and Joint Director Administration informed.

Based on the necessity the PRO, Manager Administration along with the Transport Supervisor /

Manager have to attend to the issue.

• Aravindhar Nagar,

Melakkal Road,

Madurai – 625019

• [0452] 2475303

• +91 96557 77000 / +91 97875 70746

• www.queenmira.com

• [email protected]

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