School Heads Manual - Edited 2019 - PDF

**School Head's Manual** The Crucial Role of a School Head ================================= A School Head is responsible and accountable for the development of children and youth so that they become successful and confident learners. A School Head works in a complex, challenging and changing envi...

**School Head's Manual** The Crucial Role of a School Head ================================= A School Head is responsible and accountable for the development of children and youth so that they become successful and confident learners. A School Head works in a complex, challenging and changing environment. Every community is unique and needs individual handling of affairs from the School Head. The purpose of these guidelines is to help heads of schools to clearly understand the roles, responsibilities and duties they are expected to perform. Job Description of a school Head quotes "the principal is responsible for providing leadership in achieving and maintaining high quality of academics and management procedures as per DIL policy guidelines." Detailed DIL School Policy, Library Program Manual, ICT Program implementation Guidebook, Child Protection Policy, School Fee Policy documents were already shared with school heads. The purpose of this Head Teacher's manual is to facilitate heads to smoothly perform their roles and responsibility in DIL schools. The volume of responsibility of Primary, Middle, Secondary and Higher Secondary School heads may varied from each other. This is pertinent to note that head teachers performance is evaluated based on these roles and responsibility. DIL Head teachers need to keep records of all proceedings in schools. While leaving the school all records must be handover to successive school heads. Roles and Responsibilities of a School Head =========================================== The School Head is responsible for the following areas of work: (Roles and responsibility of DIL School Head is divided into two following category and each category were further divided into sub category). 1. 2. These responsibilities were further divided into following major areas: +-----------------------------------------------------------------------+ | ACADEMIC MANAGEMENT | | =================== | +-----------------------------------------------------------------------+ Academic management includes academic planning and setting daily routines for schools. 1. ACADEMIC PLANNING -------------------- Preparing Curricular and co-curricular calendar, setting time table, planning monthly activity and developing conducive learning environment for learning are the key aspects of academic planning. ### 1.1 Academic Calendar As per DIL School policy (page 9) the school annual calendar organizes the school-year according to the required number of instructional days and holidays. The calendar will be developed by the School Head and School Officer based on the specific needs of the community and will be printed and posted on the school bulletin board before the start of the new academic year. See the sample format in Annex 1. The calendar will include: - - - - - - - #### 1.1.1 Co-Curricular Program As per DIL School Policy (page 16) students must be encouraged to participate in co-curricular activities that promote creativity, teamwork, healthy competition among students and schools. Annual planning for co-curricular activities shall be done by the principal in consultation with the project manager, teachers and SOs at the beginning of every school year for each project. Activities may include the following: - - - - - - - **Frequency** - - - - Activities shall be scheduled so that exam schedule is not impacted. Co-curricular activities shall be open to all students. These can be added in the Academic Calendar. Photographic documentation of each activity along with activity details should be included in the quarterly report. #### 1.1.2 Project Based Learning As per Scheme of Work schools will plan Project Based Learning (PBL) activity. The school heads will ensure that relevant subject's teachers have made necessary planning for the activity. ### 1.2 Time Tabling & Teacher Placement #### 1.2.1 Time Tabling As per DIL School Policy the principal and the teachers are collectively responsible for planning the school timetable and ensuring that it is approved by the SO and the PM. Each year before the school academic year Project Managers/School Officers will monitor school timetable for Subject allocation, teacher workload and total school hours. The timetable must meet the following criteria: - Includes each core and subsidiary subject according to the subject allocation mentioned in table below. - - - School timings for Nursery, KG and grade 1 may be reduced by an hour (start 30 minutes later and close 30 minutes earlier) with the approval of the PTA, the principal and the SO. - **There will be 06 working days per week, 07 periods on each full day (Monday to Thursday & Saturday) and 05 periods on half day (Friday). 40 periods per week will be mandatory for grade 1-10.** - **School timings for grade 1-10 will be 5:30 hours per day and for nursery and KG 4:30 hours per day.** - **Friday timings need to be shortened to 4:00 hours due to Friday prayers; hence, each period must be shortened accordingly** - **During Ramadan school hours will be of 30 minutes for each periods** - **In case of double shift of the school, school hours will be 4:40 minutes and each period must be of 40-35 minutes.** - Flexibility for per teacher should be kept in mind as she has to conduct 2-3 training session for teachers in a year #### 1.2.2 Subject Allocation Class Timetables must be prepared according to following subject allocation: ** ** **No. of Periods Per week** ------------------------------------------------- ----------------------------- --------------- ------------------ --------------------- ---------------- ----------------- ------- **Subject** **Class I - II** **Class III** **Class IV - V** **Class VI - VIII** **Class 9-10** **Sindh Board** **XI** **X** **English** 7 7 7 7 5 6 6 **Mathematics** 8 7 6 6 6 \- 11 **General Knowledge** 7 6 \- \- \- \- \- **Urdu** 7 7 6 6 5  - 6 **Games** 3 3 1 1 \- \- \- **Arts & Crafts** 3 2 1 1 \- \- \- **Library** 3 3 3 3 \- \- \- **IT** 2 2 2 2       **General Science** \- \- 6 6 \- \-  \- **Social Studies** \- \- 5 \- \-  -   **History & Geography** \- \- \- 5 \- \-  \- **Islamiat** \- 3 3 3 3 \- 6 **Chemistry/Education** \- \- \- \- 6 11 \- **Physics/General Science** \- \- \- \- 6 \- 11 **Biology/Computer** \- \- \- \- 6 12 \- **Pakistan Studies** \- \- \- \- 3 6 \- **Regional languages - Sindhi & Pashto** \* \*\* \*\*\* \*\*\*\* \- 5 \- **Optional Subject Home Economics/Agriculture** \- \- \- \- \- \-  \-   **Total** 40 40 40 40 40 40 40 **\# of period per day** 7 7 7 7 7 7 **Note:** #### 1.2.3 Teacher Placement - Teachers will be allocated one core subject (subsidiary is optional), allowing for at least one free period a day - Teachers will teach the same subject for either Primary (Grade 1- 5) or Secondary (Grade 6 - 10) - Nursery and KG teachers will teach all subjects for the grade that is assigned to them - Teachers are only allowed to teach the core subjects that they have received training on - Stronger teachers will be identified for consideration to become Peer Teachers ### 1.3 School Head's Monthly Plan #### 1.3.1 Teachers Duties Teachers general school duties will be assigned by the Principal and may include assembly duty, break duty, after school duty, co-curricular duty, etc. See Annex 3 for monthly plan of teachers' duties. #### 1.3.2 Morning Assembly The morning Assembly is required to be organized regularly on daily basis. The School Head must prepare a monthly morning assembly schedule as per the prescribed format in Annex 4. The schedule is to be shared with class in-charge and subject teachers well before time so that they get enough time for preparation. #### 1.3.3 Observation and Notebook Checking Monthly plan of teacher observation and notebook checking can be planned on the Annex 5&6. #### 1.3.4 Students' Attendance Register Checking The School Head must check that monthly attendance is consolidated for all grades and any concerns are regularly attended to. #### 1.3.5 Other Activities Other activities planned for the month in the academic calendar or parent teacher meetings to be scheduled in that month can be added in the Head's monthly plan. Display the months plan and all other schedules in the office for quick access. ### 1.4 Learning Environment #### 1.4.1 School Premises School Head must ensure that: - Access to school, school building and classrooms are kept neat, clean and safe - School property and supplies are kept secure (refer to asset section page 10 of DIL School Policy) - Proper display and maintenance of school sign boards and donor boards - Effective and efficient utilization of library and computer lab (please refer to library and computer lab manual) - Whitewashing of classrooms is done annually per annual budget - Enamel paint of school walls (up to 4 feet from the floor) is maintained and redone every two years or when deemed necessary if approved in the annual budget - Timely payment of utility bills such as electricity, water, internet, etc. #### 1.4.2 Equipment, Supplies and Furniture - All teachers have the necessary equipment and supplies needed for effective teaching (six monthly or quarterly school supplies to be stocked in the Principal\'s office) - All equipment is in working order - Distribution of books and materials provided by the DIL offices is in a timely manner - Repair and removal of damaged furniture (refer to asset section page 10 of DIL School Policy) - Upkeep of playground and sports equipment - Provision of cleaning materials #### 1.4.3 Classroom Set up School Head is required to ensure that: - - - - - - #### 1.4.4 Displays The School Head must ensure that classrooms are well decorated as per DIL policy. Display Handbook provides complete detail of how to set up a classroom. - - - - - - \*For more information on Pedagogical practices refer to the Display Handbook provided by DIL. **Process to follow** For Displays, School Head must follow the following steps: Every new display prepared by a teacher must be brought to the School Head for checking. Head must check for font size and style, grammatical mistakes and spellings. Help can be sought from English teacher for grammar and dictionary must be consulted for all spellings, irrespective of whether the head thinks s/he is aware of the spelling. Once checked the School Head must sign and put the date at the back of the display. This is now ready to be put up in the classroom. Keep in mind that School Head's correction will be randomly checked by the project staff. #### 1.4.5 Teacher Guides The Teacher's Guide is not an optional tool and should be with the teacher and open on her desk every day for reference. If the teacher has developed a lesson plan (based on the guide) for her subject, she can have this open on her desk instead of the Teacher's Guide. Teacher's Guide must be placed somewhere easily accessible to the teacher in her classroom. 2. MANAGING SCHOOL'S DAILY ROUTINES ----------------------------------- Six areas cover under this category and principal must ensure these to be taken place in the school. ### 2.1 Students' Attendance As per DIL School Policy, the following procedure should be adopted for monitoring student attendance: - - - - - - - - - ### 2.2 Morning Assembly Ensure that: - - Morning assembly provides teachers and students a platform to share news on current events, creative ideas, special talents, book reviews, social issues etc. Class Teachers help students prepare morning assembly presentations and ensure that every student gets a chance to participate in these presentations at least twice in a term. Morning assembly should be used as a time to support co-curricular educational topics and activities that are relevant to all students in the school, regardless of grade. Emphasis should be on universal themes that will be provided by DIL along with instructional guidance each year, such as: - Tolerance/Equality - Current events (locally, nationally and internationally) - Holidays - Environment - Health and Hygiene - Cultural differences within Pakistan and around the world Assembly topics should be presented by the principal, teachers or students (individuals or small groups) and can be presented through a variety of formats and can be linked with project based learning assignments: - Speech - Song - Role play - Chart/poster ### 2.3 Uniform Checking Uniforms and personal cleanliness must be checked by the class teacher or duty teacher as students move to their classroom after the morning assembly. The head needs to counter check uniform cleanliness during the morning round. For more information on morning assembly see DIL School Policy page 7 & 16. ### 2.4 School Discipline The principal is responsible for maintaining overall discipline of the school. Ensure that: - - - - - - - - - #### 2.4.1 Child Protection Policy DIL's Child Protection Policy (page 29-30) promotes and creates a protective environment for all children that ensure protecting children's rights against violence including physical, psychological, emotional, socio-cultural, gender-based, abuse, exploitation, neglect and discrimination. All DIL school and office staff/SMC/PTA must ensure that the Child Protection Policy is adopted and implemented in the schools managed/funded by DIL Pakistan. DIL is committed to safeguarding children studying in our schools from harm. The essential points of DIL's Child Protection Policy are outlined below: - - - - - - - - **Head's Role** Ensure that: - All Teachers and staff are oriented on the policy. - The policy document signed by each staff member after orientation is kept with the School Head. - Child protection committee is in place. - Any incident of a teacher or any staff member accused of harming a child must be reported, recorded and appropriate action taken in consultation with the PM/PD. For more information about Child Protection Policy see Annex 8 ### 2.5 School Rounds **Frequency** Two school rounds at least. One in the morning and the second in the second half. School Head will check - General cleanliness of school - Gatekeeper and other staff are at their duty - That all teachers are present in the classrooms and teaching process is conducted effectively. - Classrooms are properly set, neat and clean - A diary can be kept for recording any observations for action. ----------------------------- **LEADERSHIP & MANAGEMENT** ----------------------------- The leadership and management roles is further divided into four sub category which will be detailed below; 3. OPERATIONAL MANAGEMENT ------------------------- The operational roles include managing asset, recordkeeping of documents and dealing with financial matters as prescribed in school policy. ### 3.1 Asset Management School resources are not for personal use and may not be removed from the school premises at any time. #### 3.1.1 Assets An asset is typically defined as an item with a minimum life expectancy of 1 or more years and with a value of PKR 500 or more. Each school is provided with all necessary assets such as furniture, fixtures, display boards, black boards, electronic equipment, sports equipment, computer and science lab equipment etc. **Acquisition and Inventory of Assets**: All assets purchased must be recorded in **the Assets register** by the principal under following heads: - Asset description (including brand & specification) (see Annex 9) - Asset code (optional) - Receiving date - Physical Location of Asset In addition, - All receipts to be signed and maintained at the office by the principal - All items to be inspected by the principal before signing of receipts - Asset codes issued by the main office to be affixed on each item **Frequency:** **Asset Inventory Record updated annually in July/August** For more information on Asset Management see DIL School Policy page 10. #### 3.1.2 Teaching and Learning Materials (TLMs) It is the responsibility of the School Head to keep a list of all the Teaching and Learning Materials (TLMs) provided for curriculum support. Teaching Materials and Subject Kits must be used correctly and regularly as defined in the Teacher's Guide and taught during training. Materials get damaged or destroyed or used up. It is the responsibility of the designated teacher to inform the principal immediately. The principal must ensure that the items are replaced in a timely manner. Materials are to be well-cared for and not to leave the classroom without permission of the teacher or Head. **Frequency** Head needs to update the list by taking inventory by July/August. The requirements must be reported to project team. All inventory lists must be kept in the register. ### 3.2 Finance and Expenses #### 3.2.1 School Fee New Policy ##### Fee Guidelines - Fee must be deposited in full in the designated bank account on or before 15^th^ day of every month after retains funds for approved petty cash expenses by the principal. - Monthly school fee will as per policy. - The principal, SO, PM and PTA/SMC will collectively decide on the exact fee amount for a given school. - Any change in fee will be made at the beginning of an academic year and communicated to the parents or guardians in advance and in writing by the principal - Fee charges will be posted on the school bulletin board ##### Fee Collection Procedure - The principal will maintain a **class-wise fee register** for fee received as well as a fee card for each student - The fee card must be signed by the parent and the principal and a monthly receipt issued to the parents - Parents must deposit the fee in the principal's office within the first ten days of each month during visiting hours only - If the students bring fee to class, the class teacher will hand over the payment to the principal on the same day and will sign the fee card along with the principal; a receipt must be issued to the parents For more information on Asset Management see DIL School Policy page 8, 9 & 10. #### 3.2.2 Annual Budget For annual budgeting principal will provide the following information to SOs by mid-July. Program team will prepares budget for school. Projecting Student Enrollment: - - - ##### Staffing - ##### School Assets - ##### School Building - ### 3.3 Record Keeping #### 3.3.1 Registers Ensure all records are maintained as per DIL standards **Title of register** **Purpose** -------------------------------------------------- -------------------------------------------------------------------------- **Students attendance register** Students' daily attendance record **Students admission and withdrawal register** All new admissions and withdrawal record **Fee register** Fee collected, transport subsidy, scholarship record **Fee fund and expense register/account** Expenses incurred from fee **Result register/Monthly assessment registers** **Teachers attendance register** Staff attendance and leave record **Teachers salary register** Record of staff's monthly salaries **PTA meeting register** Record of PTA meeting minutes and dates **Stock register** Stock received from Project or Head office **Teachers observation register** Record of teacher wise observations and feed back **Inventory/asset register** Assets, furniture and fixture, supplies, subject kits, learning material **Staff meeting** Record of staff meeting minutes and dates **School staff profiles** **Staff record** **Students profile registers** **Students record** **Library register** **Library stock record** **Visitor book** **Visitors comments** **Science lab registers** **Lab inventory record** **IT lab register** **IT lab record** #### 3.3.2 Display of School Information & Schedules School Head must display the School information & ongoing schedules in her office. This will also help in keeping track of progress. - - - - - - - - - - - - - - - - - 4. TEAM MANAGEMENT ------------------ ### 4.1 Hiring Procedures #### 4.1.1 Hiring for the New Academic Session All staff vacancies must be announced by word of mouth, by placing a notice on the school board and by advertising in the local newspapers and at community gatherings. - Hiring procedure for the new academic session must start in the first week of January - Short listing and interviews must be completed by the 2^nd^ week of February - Final Selection of teachers and principals must be completed by March 1^st^ #### 4.1.2 Hiring During the Academic Session Vacancies should be announced as soon as the principal is notified of the opening. Required Recruitment Documents and Personal Files: The following list of documents must be provided by the second interview. All documents and information must be accurate and authentic. Falsifying documents or information will result in termination of employment. The documents will be retained in personnel files for each employee while the individual is employed with DIL. - Completed DIL employment form - CV - An official copy of all educational degrees - A copy of ID card - Two passport size photos #### 4.1.3 Selection Criteria - Minimum qualification of principals must be a Bachelor's degree, and prior teaching experience is mandatory - Minimum qualification of teachers must be Matriculation and relevant prior work experience will be looked upon favorably - Hiring will be contingent upon the candidate's ability to open a bank account; DIL will not pay salaries in cash ##### Written Test Short listed candidates must pass a written exam provided by DIL before being called in for an interview. ##### *Interview Procedure* The first interview will be conducted before a panel comprising of the SO and the PM, and should include questions about the candidate's leadership skills, problem-solving capacity and ability to provide productive feedback. ##### Principal - The candidate should have good command of the language of instruction - The candidate should have a neat and clean appearance - The candidate must demonstrate good communication, interpersonal and management skills - The candidate should be motivated to develop to his or her full potential and willing and eager to avail opportunities provided by DIL - Candidates who pass the test and the first interview will be called in for a second interview, which will be conducted by the principal, PM & Master Trainer - The second interview may be in person or by phone/Skype - The ED and PD may sit on the interviewing panel - Candidates must present all original documents (certificates & degrees) at the time of second interview ##### Teachers - The candidate should have good command of the subject of instruction - The candidate should have a neat and clean appearance - The candidate should be motivated to develop to his or her full potential and willing and eager to avail of opportunities provided by DIL - The interview panel must consist of the principal, the SO and the PM - The shortlisted candidates will perform a sample teaching lesson - Interview notes, exam results and an observation report of the sample lesson must be submitted in writing to the PM and relevant subject Master Trainer - Final Selection of teachers will be made by the PM and Master Trainer ##### Support Staff - Support staff interviews and final selection will be made by the principal and 2 teachers (preferably senior teachers in terms of tenure with DIL) - CVs are not required for the position of school support staff; however, ID cards, recommendations and references from the community should be obtained #### 4.1.4 Orientation & Induction As per DIL Policy (page 21) all new appointees will receive general and technical orientation during the first two weeks of joining. All new staff must be given a general orientation which includes school policies, rules and code of conduct. The principal is responsible for conducting teachers and support staff general orientation while the principals' general orientation is the responsibility of the SOs. Job-Specific Orientation includes job specific information and guidelines that applies to teachers and principals. - Planning and coordinating the teachers' technical orientation is the responsibility of the PM and the SOs and should be conducted by the departing teacher or Peer Teachers of the respective subject at the project level - Prior to taking over charge for the assigned classes a new teacher must take over from the departing teacher and ensure she has the required i. subject teacher's guide; ii. set of subject syllabus books; iii. teaching materials and/or subject kit as defined in the guide; iv. syllabus/lesson planner; and v. performance record of students - All new teachers must complete the **Computer Based Independent Learning Induction course.** Teachers are directly responsible for completing the required trainings ### 4.2 Monitoring Teaching & Learning #### 4.2.1 Teacher Observation As per School DIL Policy (page 4) it is School Head's responsibility to monitor that teachers are implementing correct teaching techniques taught at the DIL training and workshops and students are engaged in the learning process. This is to be monitored using the classroom observation checklist provided by DIL (format in Annex 11). Identify teachers' weaknesses to ensure that she/he is provided the necessary training and support. Areas for improvement and steps to work on should be provided in the post observation feedback. **Frequency:** School Head must complete one observation of each teacher each month. **Process:** 1. **Pre Observation Tasks:** Before visiting the class for observation: - - 2. **While Observing:** After going through the lesson plan, attend the lesson and use given checklist to observe all aspects. Sit through the complete lesson 3. **Post Observation Tasks:** After complete observation sit with the teacher and share feedback. Identify areas for improvement and set a follow up observation date. School Head must keep a record of each observation and note in **the Teacher Observation register**. #### 4.2.2 Lesson Plan Checking To date, the DIL guides have been created for the Core Subjects and ECE program. The purpose is to organize the national curriculum standards into a sequential, user-friendly teacher's manuals. Schools are also provided with Scheme of Work (SOW) where the lessons are detailed on a daily or weekly basis for the full academic year. This ensures that all of the required curriculum material will be covered, while allowing the teacher to use her time for lesson preparation and student centered teaching. While checking lesson plans of teachers, School Head must ensure that: - - - - #### 4.2.3 Notebook Checking and Written Assignments The School Head is required to complete a cycle of rechecking notebooks of all subjects for all grades. **Frequency: [ ]** Note books of all subjects for each grade must be completed per month. Notes for feedback must be recorded in **the Teacher Observation Register.** While checking note books please keep in mind that: - Work matches the requirement of SOW and guide - Frequency of work is as per DIL School Policy (see below) - Checking by teacher is as per DIL School Policy (see below) - The written work shows originality and individual work. Work is not copied from board or textbooks. All students are not writing same descriptive writings in their copies. ##### Written Assignments Middle classes 6 to 8 have a separate copy for each subject.  ##### Corrections (Notebook Checking) The purpose of correcting students' work is to guide and help the children understand what and where improvement is required. It is important that students' class work, homework, assessments and project work is regularly and carefully marked by the class/subject teacher. Carelessly marked work will result in repetition of the same mistakes over and over again. ##### Notebook Checking Criteria Useful techniques for corrections as per DIL School Policy (page20) - - - - - - - - All teachers must develop the habit of consulting dictionaries, text and reference books regularly to avoid such errors. #### 4.2.4 Exams and Assessments As per DIL School Policy (page 18) Student progress will be gauged by their performance on scheduled exams and through regular assessment. The teacher is expected to use these tools to direct her instruction, determining which students need further assistance and what topics need more reinforcement. **Frequency:** - - **Record of monthly assessments must be maintained in assessment register and checked by School Head.** #### 4.2.5 Use of Library and Computer Lab As per DIL policy (page 18) the library and computer lab have been established to enable critical thinking, creativity, and exposure to wider information beyond syllabus books. These resources are meant for the development of teachers and students alike. Activities planned using these resources should include i) improving language skills; ii) stimulating imagination and; iii) increasing general knowledge as the minimum learning objectives. ##### 4.2.5.1 Library Overall it is the core responsibility of the school librarian to implement DIL's Library Program in schools under the supervision of Head Teacher. Librarian's role is already shared with head teacher. For accomplishing the objectives of library program, the School Head must perform the following duty in the school; ***5.1.1 Head Teachers Roles and Responsibilities*** - Use school monitoring checklist (see annex 13, section 2) to verify the library records are maintained as per DIL library program standards. - Library Stock register - Information about books stock - Information about tablets stock - Information about furniture and fixture - Library book circulation/issuance register - Library lesson/activity plans - Library displays - Cleanliness of the room - Plan reading carnival activity in academic calendar - Once a month observe library lesson - Make arrangements to use library for community - Verify books requirement for the school library - Encourage students and teacher to read books in school ##### 4.2.5.2 Computer Lab Under the supervision of Head Teacher it is the prime responsibility of the IT teacher to implement DIL's ICT Program in schools where labs are established. IT teacher's role is already shared with school in the ICT program Implementation Guidebook 2016 (see guides page 12, point 5.4). For accomplishing the objectives of ICT program, the School Head must perform the following duty in the school; - make arrangement for the safety and security of computer lab equipment - ensure IT teacher efficient utilizing IT resources - make sure the use of IT curriculum guidebook in computer lab - allocate IT periods in timetable as per DIL policy - manage the schedule of computer teacher - ensure all teachers and students to benefit from computer lab resources ### 4.3 Staff Appraisal Teachers' assessment will be used to gauge teacher progress over time and to identify areas for further improvement. Assessment results will influence decisions about a teacher's training needs, or the subject or grade level she/he teaches. #### 4.3.1 Monthly Performance Appraisal - Ongoing principal assessment will be conducted by the SO and results recorded and reported to the PM (assessment criteria provided by DIL) - Ongoing teacher assessment will be conducted by the principal through classroom observations, one on one meetings, and student work, and results recorded and reported to the SO and PM (assessment form to be provided by DIL) #### 4.3.2 Ongoing Performance Improvement and Support - Principals will receive onsite support from the SOs based on needs identified in the appraisal; when necessary SOs can seek assistance from the DIL Principal Master Trainer - Teachers will receive onsite support from the principal based on needs identified in the appraisal; when necessary principals and SOs can seek assistance from the DIL Master Trainer - Principals and teachers will receive support to conduct self-assessment to identify their needs and seek the required assistance 5. MEETINGS & COMMUNICATION --------------------------- Head Teachers role to link with different stake holder is shown in the following diagram ### 5.1 Coordination Meeting Communicate with the staff to ensure an open two-way communication to keep them informed of DIL requirements and to seek ideas for improvement of the school. Attends cluster based monthly coordination meetings for principals with SO for progress review, information sharing on (but not limited to) quarterly objectives, community issues and feedback. ### 5.2 Meeting with Parents (PTM) Communicate with parents to ensure that they create a positive learning environment at home to support their child's academic progress. Ensure that teachers are keeping the parents informed about student academic progress & behaviour on PTMs & after midterm and final exams. Be available to parents as needed. ### 5.3 Meeting with Parent Teacher Association (PTA) The purpose of a DIL PTA is to enhance and support the student's educational experience by developing a closer connection between school and home through parent involvement. In addition, the PTA improves the environment at DIL schools through their volunteer support. #### 5.3.1 PTA Objectives The objectives of Parent Teacher Association (PTA) are: - Raising funds to help school provide extra resources for the pupils - Running social events for parents and children - Providing support for school trips, outings and other special events - Identifying volunteer substitute teachers for selection by the principal and SO - Ensuring security of school building and assets #### 5.3.2 Forming a PTA For a PTA to function well there must be a significant level of interest from teachers and parents alike. - The SO will organize a meeting with the principal, teachers, parents and community members to explain the objectives of the PTA and enlist volunteers to form a PTA board - Each school PTA board will consist of 7 or 9 members including: - Principal and at least one teacher - Parents of currently enrolled children - Currently enrolled student - A local community member, who may not have children at the school but can contribute substantially to the PTA, can also join the association; preference will be given to persons from education related profession - 50% must be female - The PTA will appoint a Chairperson, a Vice Chair, a Treasurer by majority vote - The principal will be the secretary - The term of the PTA chairperson will be 2 years Any member of the PTA may lose his/her membership under the following circumstances: - Consecutive absences in PTA meetings - Interfering in school management - Irregularity in school fund management - Any other reason supported by at least two third votes of the PTA #### 5.3.3 Meeting Procedures Meeting procedures for PTA are as follow: - Meetings will be held once a month; additional meetings may also be called to deal with any emergencies - Meeting dates will be set at the beginning of the school year - Quorum needs attendance of a majority of PTA members; if quorum is incomplete the meeting will be postponed to another day decided in consultation with all members - Principal's presence is obligatory at every meeting - Agenda for the meeting must be in place before a meeting is called - Principal will take minutes of meeting and will get them signed by all members - Meeting will be held in accordance with agenda; any other matters may be included with the consent of all members - Any disagreements will be settled through a vote; majority's decision will prevail - All decisions should communicated to the community as soon as possible - A record of all meetings and decisions taken will be maintained by the principal and copies kept by the Chairperson For more information on PTA please see DIL Policy page 13. ### 5.4 Grievance Handling Any complaints against students or staff members, or against staff members by parents, will be addressed by the principal. The principal must attempt to resolve the issue by hearing both parties. Unresolved issues will be referred by the principal to the SO. The SO will settle the issue and report it to the PM. The PTA members will share their grievances and concerns regarding the principal or other staff members with the PTA chairperson, who will inform the PM. The PM must take appropriate disciplinary or remedial actions accordingly. Inform School Officer when issues are identified that are beyond the principal's capacity 6. SCHOOL IMPROVEMENT PLANNING (SIP) ------------------------------------ SIP model involves a three steps cycle which School Head needs to keep in consideration. The step are as follow: ### 6.1 Planning As per DIL School Policy (page 11): Each February, the school Head, along with the teachers, the SO and the PM, will review the School's progress and set targets and goals for the new school year based on DIL school standards (Tiers) and must address the following: - - - - The school principal must identify areas of weakness in the above; develop strategies to strengthen the weakness with quarterly targets and time-lines for timely completion. ### 6.2 Implementation Once the SIP is developed, reviewed and approved by the DIL management, the next step is its implementation. It's important to give the specific responsibility to the teachers concerned. Duties should be assigned by the designation of teacher and not by their names. School makes an extra effort for the improvement of the objectives of SIP but it doesn't mean staff or students have to put extra hours of work for this purpose. Majority of the strategies are usually in practice in classes. The only thing that changes is the effort to get maximum improvement using the same strategies in a more meaningful way. ### 6.3 Monitoring and Evaluation Supervision of any task in an organised and systematic manner always gives positive results. So it is important for the school head to do a planned monitoring of the work done for achieving the SIP objectives. It does not always require surprise monitoring tours. Principal should take teaching staff and students on board and discuss with them the checkpoints of improvement. The simpler the monitoring plan is the easier it will be to follow. The key to the success of it is that the whole school consciously makes an effort for the improvement and the head's enthusiastic and positive involvement encourages everybody working for the improvement. It's the ownership of the task that makes the difference. The analysis of the test results help in understanding where more support is required. It also helps to know whether this support is required for students learning or for the teacher\'s teaching methodology. **Timeline of Tasks** The timeline will vary from project to project as the provincial governments policies change in provinces. However specific timelines may be followed in case of any changes. **Work Schedule Table** School head is required to do a number of task in a year. It's important to know the frequency and the priority of doing routine tasks. Following is a sample of the division of some of these tasks as per their work schedule. +-------------+-------------+-------------+-------------+-------------+ | **Daily | **Weekly | **Monthly | **Bi Annual | **Annual | | Tasks** | Tasks** | Tasks** | Tasks** | Tasks** | +=============+=============+=============+=============+=============+ | Student | Lesson plan | Preparing | SIP | Academic | | Attendance | checking | monthly | Evaluation | Planning | | | | schedules | | | +-------------+-------------+-------------+-------------+-------------+ | Teacher | Displays | CR | PTM | SIP | | Attendance | checking | observation | Meetings | planning | | | | of each | | | | | | teachers | | | +-------------+-------------+-------------+-------------+-------------+ | Rounds | Register | Note book | Induction | Stock | | | Updating | checking | course for | Checking | | | | | new staff | | | | (As & when | | | | | | required) | | | | +-------------+-------------+-------------+-------------+-------------+ | Cleanliness | SIP | PTA meeting | | Checking | | checking | Monitoring | | | for TLM & | | | | | | guide | | | | | | replenishme | | | | | | nt | +-------------+-------------+-------------+-------------+-------------+ | Discipline | | Principals | | Budget | | | | Coordinatio | | planning | | | | n | | | | | | meetings | | | | | | SOs | | | +-------------+-------------+-------------+-------------+-------------+ | Uniform | | Coordinatio | | Hiring new | | checking | | n | | staff | | | | meeting | | | | | | with | | | | | | Teachers | | | +-------------+-------------+-------------+-------------+-------------+ | Grievance | | Fee | | | | handling | | Collection | | | | | | | | | | (As & when | | | | | | required) | | | | | +-------------+-------------+-------------+-------------+-------------+ | Meeting | | EMIS | | | | Visitors | | updating | | | | | | | | | | (As & when | | | | | | required) | | | | | +-------------+-------------+-------------+-------------+-------------+ | | | Hiring for | | | | | | replacement | | | | | | (As & when | | | | | | required) | | | +-------------+-------------+-------------+-------------+-------------+ Annexure 1: School Academic Calendar - Sample --------------------------------------------- Weeks April May June August September October November December January February March 1 New Academic Session Welcome Labour Day 1 May Ramadan Result Day Kashmir Day 5 February 2 Independence Day 14 August Hajj Eid Ul Azha Ashura PTM Iqbal Day 9 November Eid- e- Milad-un- Nabi Final Exams 3 First term Exams Pakistan Day 23 March 4 25 December Quaid-e-Azam Day Christmas PTM **Annexure 2: Principal's/Head Teacher's Monthly Plan -- Sample** ----------------------------------------------------------------- Head: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_School: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ ***Note**: In the remarks column, write the status of the task as: 'Completed',' Incomplete' or 'Not done'* *For the remark 'task not done', kindly write the reason why it was not done* +-------------+-------------+-------------+-------------+-------------+ | Month Date | Day | Task | Time | Remarks | | | | | | | | | | | From- To | | +=============+=============+=============+=============+=============+ | | | | | | +-------------+-------------+-------------+-------------+-------------+ | | | | | | +-------------+-------------+-------------+-------------+-------------+ | | | | | | +-------------+-------------+-------------+-------------+-------------+ | | | | | | +-------------+-------------+-------------+-------------+-------------+ | | | | | | +-------------+-------------+-------------+-------------+-------------+ | | | | | | +-------------+-------------+-------------+-------------+-------------+ | | | | | | +-------------+-------------+-------------+-------------+-------------+ | | | | | | +-------------+-------------+-------------+-------------+-------------+ | | | | | | +-------------+-------------+-------------+-------------+-------------+ | | | | | | +-------------+-------------+-------------+-------------+-------------+ **Annexure 3: Monthly Plan of Teachers Duty** --------------------------------------------- **Month** **In Charge** **Area** **Remarks** ----------- --------------- ------------- -------------     Discipline     Cleanliness     Assembly     Any other   ** **   Discipline     Cleanliness     Assembly     Any other       Discipline     Cleanliness     Assembly     Any other       Discipline     Cleanliness     Assembly     Any other       Discipline     Cleanliness     Assembly     Any other   Note: Areas Included are -------------------------- ------------------ Discipline Morning Break Time Pack up Time Cleanliness Classrooms Ground Toilets Uniform Personal hygiene Annexure 4: Morning Assembly Duty **Day** **Subject of the Students' Activity** **Teacher** **Remark** ----------- --------------------------------------- ------------- ------------ Monday Urdu     Tuesday Mathematics     Wednesday General Knowledge/Social Studies     Thursday English     Friday Islamiyat     Saturday Role Play     **Note:** 1 The assembly should start with Quranic Ayat (preferably recited by a different student every day) --- --------------------------------------------------------------------------------------------------- 2 An activity by the students on the subject of the day- (No more than 5 minutes) 3 Teacher/ Head teacher to say something positive (a quote, saying, good habits, hygiene etc.) 4 Checking students' cleanliness 5 There can be some physical exercise (PT), for two or three minutes 6 National Anthem 7 Assembly dispersal in queue **Annexure 5: Monthly Plan for Classroom Observation** ------------------------------------------------------ **S.\#** **Subject** **Teacher** **Jan** **Feb** **Mar** **Apr** **May** **Jun** **Jul** **Aug** **Sep** **Oct** **Nov** **Dec** **Remarks** ---------- ------------- ------------- --------- --------- --------- --------- --------- --------- --------- --------- --------- --------- --------- --------- ------------- Note: *Mention the observed grade in each month\ * **Annexure 6: Notebook Checking Checklist** ------------------------------------------- Objective: ------------ ------------------------ ------------------- ---------------- --------- --------- --------- ---------------- ------------------- ------------------- Month   Subject   Teacher   Level 1 Needs much improvement         Level 2 Satisfactory work Level 3 Complete         Grade Date of Checking Notebooks Checked Total Students Level 1 Level 2 Level 3 Improvement By Teacher Signature Follow up Remarks 1                   2                   3                   4                   5                   6                   7                   8                                       Total                   Annexure 7: Students' Attendance Register ----------------------------------------- Annexure 8: Child Protection Policy ----------------------------------- **The role of the school in protecting a child from abuse** All staff members in the school must play a part in keeping children and young people safe by creating a safe learning environment, identifying pupils who are suffering or at risk of harm and then taking appropriate action. It is the responsibility of the school Principal/SO/PM to ensure that every member of the school staff is familiar with the Child Protection Policy and that the procedures outlined therein are adhered to when dealing with child welfare or child protection issues. **In order to ensure children are adequately protected, we will ensure the following** - - - - Staff are aware of indicators of abuse and know how to share their concerns appropriately - All staff are subject to rigorous recruitment procedures - All staff are given appropriate training - All staff in the school/offices have read and understand the Child Protection Policy, are aware of the indicators of child abuse and how to respond to concerns or disclosures - A copy of the policy is displayed in the school office/HO/RO/PO - Each staff member in the school and offices sign the acknowledgement after reading the Child Protection Policy - Staff, children, parents must be given orientation through the recommended literature - Any incident of a teacher or any staff member accused of harming a child must be reported, recorded and appropriate action taken in consultation with the PM/PD. - A senior teacher & SO is designated to attend training on child protection at least once every two years - All children, young people and their families are familiar with the Child Protection Policy - Each school has a committee comprising principal, SO, a senior teacher and a community member **Visitor/Guest Speakers** - Visitors/guest speakers should not be left alone with children. - The school principal/SO has a responsibility to check out the credentials of the visitor/guest speaker and to ensure that the content/material in use is appropriate. - No visitors, including vendors, should be allowed to wander around the premises unaccompanied when children and young people are present - Staff should be alert to strangers frequently waiting outside the school with no apparent purpose - If a child is picked up by a parent, guardian or a sibling after school, principal and staff on duty will wait approximately half an hour for any of them to arrive. In case of further delay, principal and staff on duty must contact the parent, guardian or a sibling. **Recruitment and Selection of Staff** The recruitment of staff and volunteers is crucial to ensuring that those working with the children in the school are safe adults insofar as this can be determined. All applicants should be asked to supply in writing information which includes: - appropriate personal details - a resume of past and current work/volunteering experience, indicating relevant qualifications or skills acquired - at least two written references -- verification of references should be sought through making verbal contact with the referees - Do background checks on anyone being considered to assist in a voluntary capacity or seeking work experience in the school. - Principal must supervise all voluntary workers besides regular staff. **Allegations against Staff** Allegations of abuse can be made by children and by other concerned adults. All allegations against staff or volunteers should be immediately brought to the attention of the principal. If an allegation is made against the principal, this should be brought to the attention of the SO/PM. The principal/SO/PM should take the following actions: - Contact the parents/guardians of the child - Suspend the member of staff pending the investigation - Investigation meeting is convened and action taken upon the decisions made at the meeting Suspension should be considered when: - There is a cause to suspect a child is at risk of significant harm - The allegation is investigated by the school management, SO, PM - The allegation is so serious that it might be grounds for dismissal and the case is reported to the police **Staff Conduct** In order to protect children, young people and members of staff, we encourage staff to follow professional code of conduct. This covers; - Appropriate dress, social contact outside school, the receiving and giving of gifts, favoritism etc. - Being alone with the child - Physical contact - Behaviour management - Intimate care - Safe use of technology (Security/Internet/mobile phones/digital images of children, etc.) Annexure 9: Assets Register --------------------------- **Stock Register (Inward & Outward) Register** Maximum \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Article \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Rate\_\_\_\_\_\_\_\_\_\_\_\_ Minimum \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ **Date** **Particulars** **Folio** **Quantity** **Balance** **Remarks** ---------- ----------------- ----------- -------------- ------------- ------------- ------- **Receipts** **Issued** ** ** ** ** ** ** ** ** ** **                                                         D:\\DIL Records\\HT manaual TD\\Timtabling\\Stock register Mansehra.jpg Annexure 10: School Improvement Plan ------------------------------------ +-----------------------------------------------------------------------+ | **[The School's Vision Statement: ]** | | | | DIL believes that no child in Pakistan, no matter how poor or | | underprivileged, should be denied access to quality education. All | | children should have equal opportunity to reach their full potential | | and contribute toward the socio-economic betterment of their | | communities. | +=======================================================================+ | **[The school's priorities:]** | | | | [1.] | | | | [2.] | | | | [3.] | | | | [4.] | +-----------------------------------------------------------------------+ [SchoolPrincipal/ Head Teacher] Areas Objectives Strategies Actions to be taken Frequency People responsible Timeline Status update (6 months) Status Update (End of year) For Action For Monitoring Annexure 11: Classroom Observation Checklist -------------------------------------------- **Classroom Observation Checklist** -------------------------------------------------------------------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------- ------- -------------------- ------- ------------------------------------------------------------------------------------------------------- ------- ---------------------- ------- ---------- ------- ---------- ------- ------------ ------- ------- ------- ------- ------- ------- ------- ------- -- ------- ---------------------- Observer Name:   Name of School:   Time Started:   Observation Date:   Project:   Time Ended:   **A** **Pre Observation** Match the topic with the SOW and the lesson plan with the Teachers guide Do not observe the teacher if these are not aligned and select another teacher to observe Teacher Name:   Subject Taught   Grade Level   No of Students   Training Received:  Induction   Module 1   Module 2   Module 3   Module 4 Any Other:   Look at the previous lesson observation form for the selected teacher and note the areas of development Identified Area 1:   Identified Area 2:   No Indicator Tick Sub Indicators Level Comments/Evidence **1** **Planning the lesson** ** ** ** ** ** ** ** ** ** ** **Average= Total/2** 1.1 Planned the lesson as per the DIL format                                                 Defined objective on the prescribed format (Proving behaviour, content, condition and criteria)             Mentioned guide page number (if available) otherwise full plan written               Divided lesson into segments with realistic time estimates                                               1.2 Planned appropriate activities and resources for achieving the learning outcomes                                                 Selected and developed activities to match the objectives of the lesson (as per guide if available)                 Listed resources and materials appropriate for the lesson (as per guide if available)                 Described how understanding will be assessed (as per guide if available)                                               **B** **Observation** **2** **Managing Learning** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** **Average= Total/5** 2.1 Checking Prior Knowledge                                                   Used appropriate strategy for checking prior knowledge (as per guide if available)                         Elicited relevant ideas and experiences from the students                         Moved to the next level of concept by using prior knowledge                                                 2.2 Giving Instructions                                                   Gave clear instructions using short statements to ensure less Teacher Talk Time (TTT)                   Provided step wise instructions at each stage of the task                   Avoided whole class instructions while students are on task in groups, pairs or individual work                                             2.3 Engaging Students                                                   Used a minimum of two types of interactions (whole class, small group, pair or individual)                   Elicited information from students instead of telling or explaining                   Gave equal attention to all students and ensured students are participating and on task                                               2.4 Providing opportunities for practice                                                   Ensured written work is as prescribed in the SOW (and as per guide if available)                   Provided opportunities for individual work                   Ensured original work in all written/oral practice exercises (not copied from the board or textbook)                                               2.5 Summarizing Concepts