Annexures - Education Management Handbook

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CPBEP A-030979 BUILDING KNOWLEDGE RESOURCES FOR QUALITY EDUCATION
Annexure-2.1 Annexure-2.2 Annexure-2.3 Annexure-2.4 Annexure-3.1 Annexure-3.2 Annexure-3.3 Annexure-3.4 Annexure-3.5 Annexure-3.6 Annexure-3.7 Annexure-3.8 Annexure-3.9 Annexure-3.10 Annexure-5.1 Annexure-5.2 Annexure-7.1 Annexure-7.2 Annexure-7.3 Annexure-8.1 Annexure-8.2 Annexure-9.1 Annexure-9.2 Annexure-14.1 Annexure-15.1 Annexure-15.2 Annexure 15.3 Annexure-16.1 Annexure-16.2 Annexure-18.1 Annexure-18.2 Annexure-21.1 Annexure-21.2 Annexure-21.3 Annexure-21.4 Annexure-21.5 Annexure-21.6 Annexure-25.1
City District Government Job Description-AEO .....................................................87 City District Government Job Description-DDEO ..................................................89 City District Government Job Description-DEO.....................................................92 City District Government Job Description-EDO.....................................................95 Budget Calendar ...................................................................................................98 Instructions/Guidelines to Fill the Forms in Respect of Estimates of Receipts .....99 Budget Estimates of Receipts .............................................................................100 Instructions/Guidelines to Fill the Forms in Respect of Estimates of Expenditure ..............................................................101 Format for Permanent Budget / Schedule of New Expenditure ...........................103 Form BM-10 for Indicating Details of Sanctioned Posts/Employees ...................106 Form for Re-appropriation ...................................................................................107 Form for Supplementary Grants ..........................................................................108 Form for Surrenders and Withdrawals ................................................................110 Additional Forms for Medium Term Budgetary Framework .................................112 Sample Application Form ....................................................................................121 Sample Medical Form .........................................................................................122 Reporting Channel ..............................................................................................123 Performance Evaluation of Teachers ..................................................................124 Format for Performance Evaluation of Contract Employees ...............................128 Delegation of Financial Powers ...........................................................................129 Delegation of Financial Powers Specific to Education ........................................131 Cash Book Format ..............................................................................................132 Sample Cash Book .............................................................................................133 Sample Bills ........................................................................................................134 Rates...................................................................................................................140 Rate Format ........................................................................................................141 Sample Rate Format ...........................................................................................142 Service Book .......................................................................................................143 Leave Account Form ...........................................................................................147 Contract Form between SMC and the Hired Teacher .........................................148 Registration for Private Public Fund ....................................................................149 Selection Criteria for Appointment.......................................................................150 Posting and Transfer Authorities .........................................................................153 Authority, Appellate Authority and Next Higher Authority ....................................154 Requisition Form .................................................................................................155 Interview Guidelines ............................................................................................156 Interview Evaluation Form ...................................................................................158 Exit Form .............................................................................................................159
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Districts Education Management Handbook
LOCAL EXECUTING AGENCY
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Annexure-2.1 City District Government Job Description-AEO
Job Title AEO Organization Unit Education Depatment Jobholders Name Location Multan
Grade 16/17
Ref. No.
Reports to DDO ( Education) Total Staff Controlled
No. of Direct Reports
Main Purpose of Job School inspections
Unit/functions Controlled
Key Result Areas Avg% time 1. School inspection 2. Recommendations for new schools and missing facilities in schools 3. Assist in the conduct of examination 4. Coordinate the training activities
Performance Standard Required As per the prescribed frequency As per the time lines assigned
Timely conduct of examination Conduct the training activities according to the schedule prepared in advance Timely disbursement of salaries
5. Disbursements of salaries
Knowledge Knowledge of laws and procedures of Local Govt. Knowledge of the planning and management tools in education Knowledge of best practices in relevant functions
Special Skills Leadership/ Management skills Relationship management Analytical skills Communication skills
Personal Qualities Creativity and innovation. Initiative and drive Persuasive
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Main Tasks & Responsibilities Visit schools and monitor the parameters according to the prescribed performa Assist in the conduct of examination Inform teachers about the training programs Initiate proposals/feasibility for the upgradation of new facilities, new schools, etc. Inform higher authorities of the problems of teachers Conduct any assigned inquiries Send report on the training activities Drawing and disbursing the salaries of teachers
Expected Performance Standard Prescribed schedule
Additional Comments
Review and Acceptance Authors Name Created / Amended by HR Reviewed Name HR Reiewed Signature Reviewed & accepted by Superiors Name Reveled by Superior Job Holders Name Discussed with jobholder & accepted Date (dd/mm/yy) Next review due by: Job Holders Signature Date (dd/mm/yy) Superiors Signature Date (dd/mm/yy) Date (dd/mm/yy) Authors Signature Date (dd/mm/yy)
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Annexure-2.2 City District Government Job Description-DDEO
Job
Title DDEOs Organization Unit Education Department Jobholders Name Location Multan
Grade 16/17
Ref. No.
Reports to DEO ( Education) Total Staff Controlled
Main Purpose of Job To monitor and supervise the educational parameters in schools at sub divisional level Management/ administration of schools Planning for the development of education facilities
Key Result Areas Avg% time 6. Monitoring and supervision of schools 7. Exercise admin control over the school teachers 8. To monitor the Dev. and non Dev needs and expenditures of schools 9. Feasibility studies for the upgradation and development of new and ongoing projects 10. Conducting examination 11. To identify the training needs and to manage the training of teachers according to schedule
Performance Standard Required 100 inspection of schools thrice a year Submit regular and timely report Smooth administration of schools As per the prescribed frequency
Timely identification and completion of reports Regular and timely conduct of examination Implementation of the training schedule
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Knowledge Knowledge of laws and procedures of Local Govt. Knowledge of the planning and management tools Knowledge of best practices in relevant functions
Special Skills Leadership/ Management skills Relationship management Analytical skills Communication skills Presentation skills MS Office
Main Tasks & Responsibilities Coordinate and monitor the planning activities Conduct and supervise exams Provides guidance to the field formations on issues requiring clarifications. Posting /transfers of staff Replies the day to day field references Ensuring implementation of the orders of the higher authority Correspondence in office Guidance and counseling of teachers and community DDO Authority Litigation issues Training Needs assessment and preparation of schedules for training Prepare lists of teachers for training Select trainers and training sites Supervise and monitor training Bridging skills gap in the officers and staff of the wing. Any other responsibility assigned by the competent authority.
Expected Performance Standard
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Additional Comments
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Annexure-2.3 City District Government Job Description-DEO
Job Title DEOs Organization Unit Education Department Jobholders Name Location Multan
Grade 17/18
Ref. No.
Reports to EDO ( Education) Total Staff Controlled
Main Purpose of Job To monitor and supervise the educational parameters in schools Management/ administration of schools Planning for the development of education facilities
Key Result Areas Avg% time 12. Monitoring and supervision of schools 13. Coordinating and consolidating the planning / budgeting activities 14. To monitor the Dev. And non Dev needs and expenditures of schools 15. Feasibility studies for the up-gradation and development of new and ongoing projects 16. Financial management of the office 17. To identify the training needs and to manage the training of teachers according to schedule
Performance Standard Required As per the prescribed schedule Frequency and schedule? Timely coordination between the field and DCO/ Nazim
As per the prescribed frequency
Timely identification and completion of reports
No deviations from the prescribed procedures Implementation of the training schedule
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Special Skills Leadership/ Management skills Relationship management Analytical skills Communication skills Presentation skills MS Office
Main Tasks & Responsibilities Coordinate and monitor the planning activities Conduct and supervise exams Provides guidance to the field formations on issues requiring clarifications. Posting /transfers of staff Replies the day to day field references Ensuring implementation of the orders of the higher authority Correspondence in office Guidance and counseling of teachers and community DDO Authority Litigation issues Training Needs assessment and preparation of schedules for training Prepare lists of teachers for training Select trainers and training sites Supervise and monitor training Bridging skills gap in the officers and staff of the wing. Any other responsibility assigned by the competent authority.
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Additional Comments
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Annexure-2.4 City District Government Job Description-EDO
Job Title EDO Organization Unit Education Department Jobholders Name
Grade 18/19 Location Multan No. of Direct Reports
Ref. No.
Reports to DCO Total Staff Controlled
Main Purpose of Job To implement the education policy of the district Prepare and plan development programs for the education department Budget planning and controlling Assist DCO and Nazim for the implementation and the development of education policy
Key Result Areas Avg% time 18. Prepare and translate the education policy into strategic plan for implementation in the district and its subsequent monitoring 19. Coordinate and consolidate the planning activities 20. Monitor the Dev. and non Dev needs and expenditures of schools 21. Feasibility studies for the upgradation and development of new projects 22. Responsible to the DCO for proper conduct of Financial and Administrative business and to keep him informed about the working of District education offices. 23. Monitor and inspect the standards of education and training in the district. 24. Advise Nazim regarding rules, regulations and policies and suggest definitive lines of
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Performance Standard Required Preperation of annual strategic plans Time lines ?
Coordination with DCO, Nazim, Finance &Planning, Legal wing, etc,. Monitoring through DDEOs and AEOs as per the prescribed formats and frequencies. Implementation of strategic plans. Time lines? Proper implementation of rules and regulations Reduction in the number of complains , inquires, audit pars, etc.? Monitoring as per the prescribed formats and frequencies
No deviations from the rules and regulations
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action.
Special Skills Strategic Leadership/ Management skills Relationship management Analytical skills Communication skills Presentation skills MS Office
Main Tasks & Responsibilities Coordinate and monitor the planning activities Coordinating and planning the budgetary demands by the units Provides guidance to the field formations on issues requiring clarifications. Posting /transfers of staff Replies the day to day field references Ensuring implementation of the orders of the higher authority Correspondence Recruitment and selection in the district in concurrence with the policy. DDO Authority Prepare lists of teachers for training, select trainers and training sites Supervise and monitor training Award scholarships Bridging skills gap in the officers and staff of the wing. Any other responsibility assigned by the competent authority.
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Additional Comments
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Annexure-3.1 Budget Calendar
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Annexure-3.2 Instructions/Guidelines to Fill the Forms in Respect of Estimates of Receipts
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Annexure-3.3 Budget Estimates of Receipts
Figure 1
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Annexure-3.4 Instructions/Guidelines to Fill the Forms in Respect of Estimates of Expenditure
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Annexure-3.5 Format for Permanent Budget / Schedule of New Expenditure
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Annexure-3.6 Form BM-10 for Indicating Details of Sanctioned Posts/Employees
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Annexure-3.7 Form for Re-appropriation Figure 2
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Annexure-3.8 Form for Supplementary Grants
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Annexure-3.9 Form for Surrenders and Withdrawals
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Figure 3
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Annexure-3.10 Additional Forms for Medium Term Budgetary Framework
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Figure 4
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Annexure-5.1 Sample Application Form APPLICATION FOR LEAVE Note: - Item I to 9 must be filled in by all applicants. Item 12 applies only in the case of Government servants of Grade 16 and above. 1. 2. 3. 4. 5. 6. 7. Name of applicant. Leave Rules applicable. Post held. Department or Office. Pay. House Rent Allowance; Conveyance Allowance or other Compensatory Allowances drawn in the present post. (a) Nature of leave applied for. (b) Period of' leave in days. (c) Date of commencement. Particular Rule/Rules under which leave is admissible. (a) Date of return from last leave. (b) Nature of leave. (c) Period of leave in days. Signature of applicant
8. 9.
Dated
10. Remarks and recommendation of the Controll ing Officer. 11. Certified that leave applied for is admissible under Rule ____ and necessary conditions are fulfilled Signature Designation Dated
12. Report of Audit Officer. Dated Signature Designation
13. Orders of the sanctioning authority certifying that on the expiry of leave the applicant is likely to return to the same post carrying the compensatory allowances being drawn by him.
Dated
Signature Designation.
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Annexure-5.2 Sample Medical Form FORM OF MEDICAL CERTIFICATE
M E D I C AL C E R T I F I C AT E F O R C I V I L S E R V AN T S R E C O M M E N D E D F O R LEAVE OR EXTENSION I.___________________________, after careful personal examination of the case, hereby certify that whose signature is given above, is suffering
from_________________and I consider that a period of absence from duty with effect_____________________ is absolutely necessary for the restoration of his health.
Signature of applicant Dated the: ___________________
Government Medical Attendant.
Reference Material 1. Leave Rules, 1981 (Revised) 2. Fundamental Rules (DDO Handbook)
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Annexure-7.1 Reporting Channel Following is a chart showing a brief overview of the instructions regarding details of authorities for the initiation, counter-signature, communication and expunction of adverse remarks in the confidential report.
Sr. No.
Designation
ACR Countersi- Second Adverse Adverse Remarks Initiating gning C.S. Remarks Expunction Authority Authority Authority conveying Authority Authority
1
2
2 AEO/ Supervisors
3 DDEO
5 DEO
7 DDA of Divisional Directorate DDA Directorate of Edu. (S) DDEO
DEO
HT/SST Schools
Middle DDEO
_ DEO DDE-.O
433
6ST/PE'I'/O'17DM,' H'I' SV/PTC/AT Middle Schools
AD (Admn) Directorate of Edu. (S) DDEO
3 5 PTC/Primary school AEO resource person DDGO DDEO DDEO
(vide notification NO. .SORIV (SGA & ID) 15-4/71 dated 5.3.1974)
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Annexure-7.2 Performance Evaluation of Teachers EVALUATION OF PERFORMANCE OF TEACHERS ON THE BASIS OF RESULT OF TH TH 5 & 8 CLASS EXAMINATION
TH
Reference is invited to Para No.3 & 4 of the Notification No.SO(A-II) 8-5/2002, dated 14 march, 2005 issued by Government of the Punjab, Education Department, (School Wing), Lahore. Para No.3. The entry of original result i.e. number of students failing / passing with grade marks will be entered into the dossier of LC, AEO and Dy. DEO, in case of primary school results. The result failures and promotees with grace marks and result with start will be reflected in the dossier of teacher concerned, Headmaster / th Headmistress and DEO in case of 8 class result.
Para No.4.
In the light of above referred instructions, the performance of teachers is evaluated on the basis of the results of class 5 & 8. Proforma A. Proforma B Proforma C Proforma D Overall result to be filled and signed by EDO (Edu) on District Base. Overall position of Candidates - to be filled and signed by EDO (Edu) on District Base. School base result to be filled and signed by Head Teacher and countersigned by Dy. DEO / DEO. Subject-wise / teacher wise result (for each school) to be filled and signed by Head Teacher and countersigned by Dy. DEO /DEO.
You are requested to provide the proforma A, B, C & D duly filled in the shape of Booklet of District. One Booklet for Middle Standard and one booklet for Primary Standard result. The result of all categories of schools both male and female may be provided. The said booklet should reach this Directorate upto 30-04-2005 without fail. The instructions / directions contained in the instant letter be strictly adhered to and a copy of booklet pertaining to both primary and middle standard Examinations to be kept with Executive Director Officer (Edu) / District Education Officer (M & f-EE) for the evaluation of the performance of DEO/Dy. DEO/ABO/L.Cs/Teacher/ Headmasters / Headmistress in true spirit at their own level.
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PROFORMA A Over all Result of ______________________ Standard Examination Name of District _______________________
Declared Promoted as creteria 5 Declared Successful (Column 4+5) 6 Pass % (as per column 6) 7
Appeared
Absent
Failed
Passed
1 Government Schools (Boys) Government Schools (Girls) Total:Private Schools (Boys) Private Schools (Girls) Total:-
SIGNATURE & STAMP OF EDO (EDU)
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PROFORMA B POSITION HOLDER IN ______________________________STANDARD EXAMINATION ..

NAME OF CANDIDATES FATHER'S NAME NAME OF SCHOOL
DISTRICT ________________
ROLL NO. MARKS OBTAINED POSITON 1st 2nd 3rd 1st 2nd 3rd
POSITION HOLDER BOYS CANDIDATES
POSITION HOLDER GIRLS CANDIDATES 1st 2nd 3rd
SIGNATURE & STAMP OF EDO (EDU) PROFORMA - C SCHOOL BASE RESULT OF _________________ STANDARD EXAMINATION .Name of Institution _________________________ Tehsil ____________________________ District ____________________ No. of Students on No. of Students appeared in Exam No. of Students declared passed No. of Students declared promoted as per criteria 4 Total Students declared successful column (3 + 4) Name of Head Teacher with Designation / Scale and Period of Stay Remarks
Pass Percemtage ( as cp;I,m 5)
Pass No. From . To.. 7
SIGNATURE/STAMP OF HEAD TEACHER
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PROFORMA D TEACHER / SUBJECT WISE RESULT Result of ___________________________________ Standard Examination 2005 Subject Name of Teacher with Designation No. of Students appeared No. of Students passed by objtained 33 % marks Pass % Signature / Stamp of Head Teachers Islamiat Urdu Math Social Studies. English Science / Drawing Arabic Option Remarks
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Annexure-7.3 Format for Performance Evaluation of Contract Employees For all Categories CONFIDENTIAL of contract employees GOVERNMENT OF THE PUNJAB DEPARTMENTA L PERFORMANCE EVALUATION REPORT For the period ....................... to ........................... PART-1 1. Name (in block letters) with Father's name 2. Date of Birth. 3. Domicile 4. BS. with present pay 5. Post held during the qualifications 6. Academic/professional qualifications . 7. Period served (a) in present post (b) under reporting officer a. I Signature of the official reported upon with date 1 INTEGRITY Honest Reported to Believed to be Be corrupt corrupt 11 OVERALL GRADING Comparing him with other employees of the same level and keeping in view the evaluation on account of personal qualities, attitudes, proficiency in job, integrity, effieieney, punctuality, etc., give your general assessment of the employee by initiating the appropriate area below: (i) Very Good (ii ) Good (iii) (iv) (v) Average Below Average Poor III USEFULNESS FORRETENTION/EXTENSION IN SERVICE Useful Name of the Reporting Officer Designation Date Not Useful ____________ Signatre __________ (Capital letters)
Reference Material 1. Rules for Performance Evaluation (Esta Code) 2. Instructions issued by School Wing vide notification no SO(AII) 8-5/2002 dated 14 March, 2005
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Annexure-8.1 Delegation of Financial Powers Part I. Powers common to all Departments Sr. No. Name of Powers Extent
3.
Sanctioning expenditures detail able to object classification - "Purchase of durable good, repair and maintenance of durable goods and commodities and services" Each item not exceeding. Rs. 30,000/
(a)
To sanction expenditure on items specifically shown in the budget estimates in detail. To sanction expenditure in cases where lump sum budget provision exists but individual items are not specified in detail Local purchase of stationary Local purchase of other stores
(b)
(i) a) b) (I)
Rs. 1000/- at a time No. NAC required Rs. 30,000/- (for one article, or a class of similar articles of stores atone time without splitting the indent during the period of one year Rs. 1,000/- in each case.
(ii)
Addition to or repair of equipment, instruments . (excluding agricultural and other machinery) and furniture. Hire charges of furniture Expenditure on carriage of records Expenditures on rent of non-residential buildings and land. Appointment of class IV Establishment chargeable to contingencies Freight for movement of govt. property Electricity, sui gas, water charges and taxes Postal and telegraphic charges and telephonic charges other than those for residential telephone. Services postage Hot and cold weather charges
(iii) (iv) (v) (vi) (vii) (viii) (ix)
Rs. 600/- per annum in each case. Full powers Rs. 12,000/- per annum in each case Full powers Full powers Full powers Full powers
(x) (xi)
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Full powers Full powers

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(xii)
a) Purchase of liveries, typewriters, duplicators and bicycles
Full power in accordance with the scale prescribed by the Govt.
(xiii) (xiv)
Charges for printing at private press other than Rs. 1000/ Govt. presses. Copying and translation charges Purchase of periodicals and Newspapers Full powers One daily Newspaper Rs. 200/- per month Rs. 250/- in each case
(xvi) (xvii)
Purchase of books and maps Expenditure in emergent cases on account of binding work executed locally. Law charges Payment of scholarship:
(xviii) (xix)
Rs. 1000/ Full powers within the number of scholarships sanctioned by the Administration Dept. Rs. 2000/- in each case Rs. 500/- in each case
(xx)
Other items (a) Non-recurring items (b) Recurring items
14
Full powers in respect of Powers to sanction investigation of claims of Govt. servants to arrears of pay, allowance, etc. claims not more than 3 years old of Govt. servant to whom they are competent to appoint.
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Annexure-8.2 Delegation of Financial Powers Specific to Education
PART: II
SPECIAL POWERS
EDUCATION DEPARTMENT 1. Purchase of scientific equipment and apparatus, furniture, instruments and teaching material
All other disbursing officers Under DPI/DT E and Divisional Director of Education each These powers shall be exercised with the concurrence of the purchase committees constituted by the education department. NOTE: DD Powers have been withdrawn from Heads of Elementary Schools by the Secretary Elementary Education Govt. of the Punjab, Education Department, Vide Memo No. PA/ASG-MISC/98 dated 17-06-98. Rs 2000/ In case
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Annexure-9.1 Cash Book Format
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Annexure-9.2 Sample Cash Book
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Annexure-14.1 Sample Bills Figure 5 Figure 6
Figure 7
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Annexure-15.1 Rates Rates for Daily Allowance Rates in Rs BPS 1-4 5-11 12-16 17-18 19-20 21-22 Ordinary 125/155/280/500/625/700/Special 200/220/365/640/825/1000/-
Rates for Travelling Allowance
Transportation i.. Motor Car ii. Motor Cycle / Scooter Mileage Allowance i. Personal Car/ Taxi ii. Motor Cycle / Scooter iii. Bicycle / Animal back/foot iv. Public Transport
Existing Rs.1.20/- per k.m. Rs.0.40/- per k.m.
Revised Rs.2/- per k.m. Rs.1/- per k.m.
Rs.3/- per k.m. Rs.1/- per k.m. Rs.0.75/- per k.m. Rs/0.30/- per k.m. (BPS-6 & below) Rs.0.50/- per k.m. (BPS-7 & above). Govt. servants in BPS-17 and those in receipt of pay of Rs.5400/- & above. Paisa 0.148 per k.m. per kg (or 2.96 paisa per k.m. per unit of 20 kg.)
Rs.5/- per k.m. Rs.2/- per k.m. Rs.1/- per k.m. Rs.1/- per k.m. Rs.1/- per k.m. Govt. servants in BPS-17 & above. Rs.0.008 per k.m per kg.
Travel by Air Carriage of Personal/ Effects on Transfer / Recruitment
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Annexure-15.2 Rate Format
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Annexure 15.3 Sample Rate Format
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Annexure-16.1 Service Book
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Annexure-16.2 Leave Account Form
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Annexure-18.1 Contract Form between SMC and the Hired Teacher
1. 2. 3. 4. 5. 6. 7. 8.
Name with address:_________________________________________________ Father's Name:_________________________________________ Date of Birth:__________________________________________ Qualification:______________________________________________ Period of Contract: From _____________________
Assignment:___________________________________________ Salary Rs. ______________________________ Per Month.
Terms and condition i. ii.
Approved
Signature of the employee
Signature of Chairman SMC
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Annexure-18.2 Registration for Private Public Fund Figure 8 Figure 9
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Annexure-21.1 Selection Criteria for Appointment The following criteria shall be observed for selection against posts in BS-I to 4, BS-5 to 10 and BS-11 & above. 1. Criteria for Posts in BS-1 to 4
i. Educational Qualification 50 a. Where prescribed minimum qualification is literate Literate Primary Middle Matric
Total marks 100 Maximum Marks
30 35 40 50
b. Where prescribed minimum qualification is Primary Primary Middle Matric
35 40 50
c.
Where prescribed minimum qualification is Middle Middle Matric Intermediate
35 40 50
d. Where prescribed minimum qualification is Matric Matric 40 Intermediate 45 Bechelor 50 ii. Experience in the Relevant Field Maximum Marks 10 (Over and above the experience prescribed in the service rules) 0a. One Year 05 b. Two Years 07 c. Three Years 10 iii. Interview 40 2. Criteria for posts in BS-5 to 10 Maximum Marks
1.
Total Marks 100 i. Educational Qualification Maximum Marks 50 a. Where prescribed minimum qualification is Matric /equivalent A+ A B C D E Grade Grade Grade Grade Grade Grade Matric 50 45 40 35 30 25
b. Where prescribed minimum is Intermediate / equivalent

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1. 2
Intermediate 67% Matric 33% c.
A+ Grade 33 17
A Grade 30 15
B Grade 27 13
C Grade 24 11
D Grade 20 10
E Grade 18 07
1. 2. 3. ii.
Where prescribed minimum is Intermediate / equivalent st nd rd 1 Div 2 Div 3 Div Bechelor 50% 25 23 15 Intermediate 33 % 17 15 10 Matric 17% 08 07 05 Higher Qualification in the relevant field
Maximum Marks 10 Next above the qualification prescribed under the rules. 1. One stage higher 05 2. Two stages Years 07 3. Three stages Years 10 iii. Interview Maximum Marks 40
3.
Criteria for posts in BS-11 & above. Total Marks 100 i. Educational qualification Maximum Marks 60 a. Where prescribed minimum qualification is Matric/equivalent A+ A B C D E Grade Grade Grade Grade Grade Grade 1. Matric 60 55 50 40 35 30 Where prescribed minimum qualification is Intermediate / equivalent A+ A B C D E Grade Grade Grade Grade Grade Grade Intermediate 67% 40 37 33 27 23 20 Matric 33% 20 18 17 13 12 10 c. Where prescribed minimum qualification is bachelors degree / equivalent st nd rd 1 Div 2 Div 3 Div Bechelor 50% 30 28 20 Intermediate 33 % 20 18 13 Matric 17% 10 09 07 b.
1. 2
1. 2. 3. d.
1. 2. 3. 4.
Where prescribed minimum qualification is Master degree / equivalent st nd rd 1 Div 2 Div 3 Div Maters 50% 30 28 20 Bechelor 25% 15 14 10 Intermediate 17 % 10 09 07 Matric 8% 05 04 03
ii.
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Higher qualification in the relevant field Maximum Marks 15 151

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Next above the qualification prescribed under the rules. st 1. 1 Division nd 2. 2 Division rd 3. 3 Division iii. Interview
05 03 02
Maximum Marks 20 iv. Hafiz e Quran / Ex Servicemen Marks 05 In all the above mentioned category 5 additional marks shall be awarded to Hafiz e Quran / Ex service men.
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Annexure-21.2 Posting and Transfer Authorities The Authorities for postings and transfers of officers/officials in the district shall be as follows: i. Category of Officers/officials a. BS-19 and above excluding b. BS-1 1 to BS-18 c. BS-1 to BS-10 Authority Zila Nazim EDOs & District Officers. DCO EDO
(2) The normal tenure of these posts shall be two years.
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Annexure-21.3 Authority, Appellate Authority and Next Higher Authority Table showing transferring Authority, Appellate Authority and next higher authority for school education management at district level: Name of the post E.D.O. (Edu) DEO/DDEO S.S.S./ Senior Headmaster/ Senior Headmistress of High School S.S./ Headmaster Headmistress of High school S.S./ Headmaster Headmistress of Middle school Asstt. Edu. Officer EST/SV/AT/OT DM/PET P.T.C. Teacher Basic pay scale BS19/20 BS18/19 BS 18/19 Transferring Authority Special Secretary Education Special Education Secretary District Nazim within district Appellate Authority Education Secretary Secretary Education Education Secretary Nest Higher Authority Chief Secretary Chief Secretary Chief Secretary
BS17
DCO concerned within district
DPI
Education secretary
BS16
DCO concerned within district
DPI
Government Education secretary
BS 9/ BS 14 BS 7
DEO concerned within district DDEO concerned within district
EDO (Edu) DEO
DPI EDO (Edu)
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Annexure-21.4 Requisition Form PERSONNEL REQUISITION FORM(PR) 1.0 1.1 1.3 1.5 1.6 To be filled in by the Requisitioning Department Recruitment Position _____________________ 1.2 Level ___________________ Department _____________________ 1.4 Location __________________________ Purpose of Hiring Fill new position Replacement for ______________ Nature of Employment Permanent Temporary Part-time Probationary Contractual Project Staff Trainee 1.7 Budgeted Position Yes No (Approval would be required from__ .) 1.8 Recruitment deadline, latest date for hiring ________________ 1.9 Knowledge and specific skills required for the job -------------------------------------------------------- --------------------------------------------------------2.0 Charter / list of duties to be conducted by the incumbent -------------------------------------------------------- -------------------------------------------------------- --------------------------------------------------------Mr./Ms./Mrs. ______________________ Designation ______________________
2.0 2.1 2.3 2.4
To be filled in by the Admin & HR Department Recruitment #: _______ Date Recruitment form Received __________ 2.2 Received by_______________ Search approved from ____, if applicable Yes No Recruitment form Status Search Approved, fill in Section 2.5 Search Disapproved: State why ______________________________________ 2.5 Search Type Advertisement_____________ Others _________________ ___________________________ Department Heads Signature & Date Mr./Ms./Mrs. ________________________
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Annexure-21.5 Interview Guidelines There are some basic guidelines or rules of thumb, which managers should follow in order to conduct effective and productive interviews. These rules can be further refined as the interviewer gains confidence and experience in conducting interviews. There are five stages to conducting interviews. There are a series of steps to be carried out for each stage. 1. PREPARATION Preparation should be done for all interviews. i. Determine the Specific Objectives of the Interview Decide what type and level of information should be obtained from the interviewee with respect to the position involved and the general working philosophy. In general, probe the candidate to get information on the authenticity of his claims on his applications and his personality traits, such as character, social adjustment, attitude, oral communication, and capacity for growth and advancement. ii. Formulate Specific Questions to Accomplish Interview Objectives Jot down the general questions, but do not memorize them. An interview should not turn out to be an interrogation. Read up on the Interviewees Application/Resume Get a general idea of the interviewees profile. It would help you determine what areas and lines to pursue during the interview.
iii.
2.
SETTING Both types of settings, physical and mental, are critical for a smooth interview. i. The Physical Setting for the Interview should be both Private and Comfortable It encourages the candidates to talk openly and frankly. Any individual who is sitting in a comfortable chair has a tendency to relax and talk more freely, thus providing more and truer information for the interviewer to evaluate. ii. The Mental Setting should be One of Agreement Interviewer should establish an atmosphere of ease. Make some general conversation in the beginning to act as an icebreaker. The interviewer must be aware of non-verbal behavior. Impatience, irritation, hostility, and resentment can be conveyed by body language. If one seldom smiles and always keeps a physical barrier between oneself and the interviewee, very little rapport will be established.
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3.
CONDUCT OF THE INTERVIEW This is the major step in the interview process, where the interviewer is able to get the desired information and the interviewee supplies the facts the interviewee wants to know. i. The Interviewer should be Approachable and Friendly The interviewer should show a healthy respect and concern for the interviewee. The interviewer who likes to talk with people and is truly interested in them will find out the most about them. He or she creates a genial atmosphere, which leads the interviewee to open up. Ask Open-Ended Questions to Encourage the Interviewee to Talk Questions that can be answered by yes or no will not reveal the true nature of the applicant. Instead of asking if the person being interviewed has trouble getting along with supervisors, the interviewer should ask what type of supervisor the interviewee would like to work for and why. Listen Attentively The interviewee must have the full attention of the interviewer. Marginal listening not only prevents the obtaining of full information but is insulting to the interviewee.
ii.
iii.
4.
CLOSE Just as it is important for the interview to being and run smoothly, without awkwardness and embarrassment, it is vital for an interview to end smoothly. i. The Interviewer should make Clear Sign to Indicate the End of the Interview The interviewer has definite responsibility for bringing the conversation smoothly to a close and so indicating in some obvious manner, thus enabling the interviewee to make a reasonably poised exit. The interviewer may lay a pencil down, push back a chair, stand up, or do any of a number of things to indicate that the conversation is coming to a close. The Interviewee should be given Some Indication of Further Action One should not be left hanging in the air, wondering what, if anything, happens next. If the applicant can be accepted, in which case he/she is informed of further employment processing. In the case of the applicant being rejected for not measuring up to the job specification, in order to avoid a face-to-face rejection, more impersonal means can be relied upon, such as a letter. An interviewer can also inform the interviewee frankly of his/her rejection and the reasons for it.
ii.
5.
EVALUATION At the end of the interview, the interviewer must immediately undertake the task of evaluating the candidate while the details are fresh in mind. If the Interview Evaluation form (IE) has not been filled, details should be recorded now. Some decision must be reached concerning the applicant. Sample / standard interview evaluation Performa is annex for ready reference.
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Annexure-21.6 Interview Evaluation Form INTERVIEW EVALUATION (IE)

Position Information 1.1 Candidate Name: Mr./Ms./Mrs. ______________ 1.2 Proposed Position _____________ nd 1.3 Interview Stage Screening Interview 2 Interview Selection Interview 1.4 Interviewers Name _______________ 1.5 Interviewers Designation: _______________ 1.0 2.0 Rating on Key Attributes 2.0 2.1 Rating Scale for Key Attributes 3.0 0-3 Unacceptable 4 - 6: Average
7 - 8: Good
9 -10: Excellent 5.0 S C O R E
4.0 2.2 KEY ATTRIBUTES
2.1
Appearance, Manner and Personality General Appearance, Speech, Mannerism, Level of Confidence
2.2 Attitude Towards Hard Work, Subordinates, Management, Supervisors, Family 2.3 Communication Skills Ability to Communicate Ideas, Speak Confidently, Write Business English 2.4 2.5 Interpersonal Skills Ability to get along with People, Ability in Maintaining Relationships Problem Solving and Analytical Skills Ability to Articulate & Organize Information, Mental Alertness, Grasp of Complex Ideas Ambition & Motivation Field of Interest, Career Plans, Aspirations for Success Knowledge of Contraceptive Techniques & Skills Qualify of Knowledge & Practical Experience, Depth of Understanding of Issues Supervisory and Leadership Qualities Previous Supervisory/Leadership Experience, Level of Assertiveness, Ability to Motivate Others, Acceptance of Authority & Responsibility Education, Training and Professional Qualification Major Field of Study, Specialized Training, Results/Certifications Achieved
2.6 2.7 2.8
2.9
2.10 Quality of Work Experience Level of Responsibility, Decision-Making, Supervisory/Management Functions 2.11 Technical Competence Performance of Procedures, Level of Judgement Exercised 2.12 Trainability Total Score 3.0 OVERALL RATING (Circle appropriate choice) 6.0 0 50 Unacceptable 51 - 70: Average 71 90: Good 91+: Excellent
4.0 Interviewer Feedback 4.1 Recommendation (Please tick the appropriate box) Shortlist Candidate for Next Stage Do Not Shortlist Candidate for Next Stage Hire Do Not Hire 4.2 Any comments:_____________________________________________________________ ______________________________Interviewers Signature & Date
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Annexure-25.1 Exit Form EXIT FORM To be filled in by the Admin & HR Department in Confidence 1.0 Employee Information 1.1 Employee Name ___________________ 1.2 Designation ___________________ 1.3 Department____________________ 1.4 Project ________________________
1.5 Immediate Supervisor _______________ 1.6 Location ____________________

1.7 Length of Service __________ 1.8 Eligible for re-hire ______________________
2.0 Reason for Separation Discharged Unsatisfactory Work Performance Violation of Rules Ill Health Improper Conduct Laid Off Lack of Work Reduction in Force Retired Quit or Resign Dissatisfied with Job Other Reasons Self-Employment To Further Education Moving Away To Marry Short Term Disability Other
Unsatisfactory Compensation
Dissatisfaction with Work Environment Dissatisfaction with Nature of Work Refused Transfer
2.1 Explanation
______________________________`_________________________________ ________________________________________________________________ 3.0 Admin & Human Resource Department Received ____________ Date
3.1 Separated w.e.f. ________________________ 3.2 Any comments

_______________________________________________________________ ____________________________________________________________________ ___________________________ Department Heads Signature & Date
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CIDA

CPBEP A-030979 BUILDING KNOWLEDGE RESOURCES FOR QUALITY EDUCATION

Districts Education Management Handbook

LOCAL EXECUTING AGENCY

CPBEP A-030979 BUILDING KNOWLEDGE RESOURCES FOR QUALITY EDUCATION

Annexure-2.1 City District Government Job Description-AEO

Reports to DDO ( Education) Total Staff Controlled

No. of Direct Reports

Main Purpose of Job School inspections

Personal Qualities Creativity and innovation. Initiative and drive Persuasive

Districts Education Management Handbook

CPBEP A-030979 BUILDING KNOWLEDGE RESOURCES FOR QUALITY EDUCATION

Expected Performance Standard Prescribed schedule

Districts Education Management Handbook

CPBEP A-030979 BUILDING KNOWLEDGE RESOURCES FOR QUALITY EDUCATION

Annexure-2.2 City District Government Job Description-DDEO

Reports to DEO ( Education) Total Staff Controlled

No. of Direct Reports

Districts Education Management Handbook

CPBEP A-030979 BUILDING KNOWLEDGE RESOURCES FOR QUALITY EDUCATION

Personal Qualities Creativity and innovation. Initiative and drive Persuasive

Expected Performance Standard

Districts Education Management Handbook

CPBEP A-030979 BUILDING KNOWLEDGE RESOURCES FOR QUALITY EDUCATION

Districts Education Management Handbook

CPBEP A-030979 BUILDING KNOWLEDGE RESOURCES FOR QUALITY EDUCATION

Annexure-2.3 City District Government Job Description-DEO

Reports to EDO ( Education) Total Staff Controlled

No. of Direct Reports

As per the prescribed frequency

Timely identification and completion of reports

No deviations from the prescribed procedures Implementation of the training schedule

Districts Education Management Handbook

CPBEP A-030979 BUILDING KNOWLEDGE RESOURCES FOR QUALITY EDUCATION

Personal Qualities Creativity and innovation. Initiative and drive Persuasive

Expected Performance Standard

Districts Education Management Handbook

CPBEP A-030979 BUILDING KNOWLEDGE RESOURCES FOR QUALITY EDUCATION

Districts Education Management Handbook

CPBEP A-030979 BUILDING KNOWLEDGE RESOURCES FOR QUALITY EDUCATION

Annexure-2.4 City District Government Job Description-EDO

Job Title EDO Organization Unit Education Department Jobholders Name

Grade 18/19 Location Multan No. of Direct Reports

Reports to DCO Total Staff Controlled

Performance Standard Required Preperation of annual strategic plans Time lines ?

No deviations from the rules and regulations

Districts Education Management Handbook

CPBEP A-030979 BUILDING KNOWLEDGE RESOURCES FOR QUALITY EDUCATION

Personal Qualities Creativity and innovation. Initiative and drive Persuasive

Expected Performance Standard

Districts Education Management Handbook

CPBEP A-030979 BUILDING KNOWLEDGE RESOURCES FOR QUALITY EDUCATION

Districts Education Management Handbook

CPBEP A-030979 BUILDING KNOWLEDGE RESOURCES FOR QUALITY EDUCATION

Annexure-3.1 Budget Calendar

Districts Education Management Handbook

CPBEP A-030979 BUILDING KNOWLEDGE RESOURCES FOR QUALITY EDUCATION

Annexure-3.2 Instructions/Guidelines to Fill the Forms in Respect of Estimates of Receipts

Districts Education Management Handbook

CPBEP A-030979 BUILDING KNOWLEDGE RESOURCES FOR QUALITY EDUCATION

Annexure-3.3 Budget Estimates of Receipts

Districts Education Management Handbook

CPBEP A-030979 BUILDING KNOWLEDGE RESOURCES FOR QUALITY EDUCATION

Annexure-3.4 Instructions/Guidelines to Fill the Forms in Respect of Estimates of Expenditure