Induction Programme for Newly Appointed Principals 2012/13 School Administration 2 Code of Aid for...

Induction Programme for Newly Appointed Principals 2012/13

School Administration 2

Code of Aid for Secondary Schools:

1 . An Overview

2 . Subvention to Aided Schools

3 . Staff Establishment of Schools

EXIT

Codes of Aid for Primary/ Codes of Aid for Primary/

Secondary Schools:Secondary Schools:

An OverviewAn Overview

3

Part IPart I IntroductionIntroduction

• Interpretation This Code of Aid prescribes the rules

and conditions in accordance with which the Government of the Hong Kong Special Administrative Region promotes education by means of grants to such primary/secondary schools as may be approved for this purpose by the Permanent Secretary for Education (PSEd)

(Part I.1(a)of CoA for P/S and S/S)

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IntroductionIntroduction

• Delegation of Power

• Management of Aided Schools– Education Ordinance (EO) and

subsidiary legislation– CoA & Permanent Secretary’s

instructions

• Additional Managers– School not being managed satisfactorily– Pupils’ education not being promoted in

a proper manner– No manager

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IntroductionIntroduction

• Minimum Number of Managers– No less than 5

• Access to Accounts– The Director of Audit– Independent Commissioner Against

Corruption– or any authorised officer

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Part IIPart II Grant of AidGrant of Aid

• Calculation of Grant

• Kinds of Grant

• Permanent Secretary’s Authority

• Subscriptions

• Acceptance of Donations

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• Salaries Grant

– Approved Staff Establishment

– Salaries, Increments and Allowance

– Leave

– Supply Teachers & Temporary

Replacements

• Operating Expenses Block Grant

• Composite Furniture & Equipment Grant

Recurrent GrantRecurrent Grant

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• Non-recurrent & capital grants

• Insurance

Non-Recurrent & Non-Recurrent & Capital GrantsCapital Grants

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Part IIIPart III Administration of Aided SchoolsAdministration of Aided Schools

• Admission, Suspension and Expulsion of

Pupils

• Use of School Premises

• Appointment and Dismissal of Staff

• Other Personnel Matters

– Retirement, Promotion, Regrading,

Acting Appointment

• School Accounts

• Admission, Suspension and Expulsion of

Pupils

• Use of School Premises

• Appointment and Dismissal of Staff

• Other Personnel Matters

– Retirement, Promotion, Regrading,

Acting Appointment

• School Accounts

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General Principles and Procedures on General Principles and Procedures on Appointment/ Other Personnel MattersAppointment/ Other Personnel Matters

Formulate explicit policies and procedures to select suitable candidates

Open, fair and transparent

Schools shouldSchools should Formulate objective assessment criteria Conduct open recruitment (advertised in

the press) Form an independent selection panel

Composition of the panel (selection of staff other than the School head):• An SMC member other than the school head• The school head• A senior teacher of the respective subject, depending on the nature of the post to be filled

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General Principles and Procedures on General Principles and Procedures on Appointment/ Other Personnel MattersAppointment/ Other Personnel Matters

Schools shouldSchools should Consider all eligible applications Assess the suitability of applicants Keep a proper record of the assessment

results

Please refer to EDBC 5/2005 & 30/2000 and Chapter 7 of School Administration Guide

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Enhanced measures & SCRC to preventEnhanced measures & SCRC to prevent improper persons from serving as teachers improper persons from serving as teachers

Public Concerns• Extensive media coverage on

teachers’ offence cases leading to public concerns over:– Whether teachers who have committed

serious offences (e.g. sex offence) are allowed to serve in schools

– Whether there are appropriate measures to protect students in schools

Please refer to EDBCM No. 65/2010 & 179/2011

and Chapter 7 of SAG

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Enhanced measures & SCRC to preventEnhanced measures & SCRC to prevent improper persons from serving as teachers improper persons from serving as teachers

Before Appointment

Check the documents- Verify carefully the qualification

documents of the applicantsAcademic qualifications

Certificate of Registration as a Teacher & Certificate of Service

- Ensure the appointees not yet registered to apply for teacher registration before assumption of duties

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Require the applicants to declare - Whether they have been convicted of any

criminal offence(s) in Hong Kong or elsewhere

- Whether their registration or permission status as a teacher has been cancelled/ refused (in the job application form and/or other

related documents)

Require Native English Speaking Teachers (NETs) directly employed by schools to produce a Certificate of No Criminal Conviction or other legitimate documentary proof issued by their countries of residence (Effective from the 2009/10 s.y.)

Enhanced Measures & SCRC Enhanced Measures & SCRC (Cont(Cont’’d)d)

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Let the applicants know

- Purpose for collecting the information

- Any criminal conviction may not necessarily

render their applications unsuccessful

- The consequences of refusing to provide the

necessary information

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Verify the information- With prior consent of the applicants,

consult their previous employers about their job performance and the reason(s) for leaving, if deemed necessary

- Request the applicants to undergo Sexual Conviction Record Check (SCRC) at the advanced stage of the employment process

- Seek the applicants’ consent to apply to EDB for releasing their registration information to the school in case of doubt


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State in the conditions of services

The consequences of intentionally providing false information/ withholding any material information

The obligation to report to the school forthwith any criminal proceedings against them after appointment


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After appointmentAfter appointment

Professional ConductProfessional Conduct Convey to all staff the expectations

regarding their conduct and performance on a regular basis through a variety of channels

Declaration/reportDeclaration/report Require teachers to report to the school if

criminal proceedings are instituted against them

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Report to EDB serious offence or act of misconduct allegedly committed by a teacher when such comes to notice

Specify in the Certificate of Service the reason(s) for leaving, for reference of other schools (applicable to all staff)

Disciplinary measuresDisciplinary measures Suspend a teacher from duties, if deemed

necessary, in case where criminal proceedings of a serious nature are instituted against him/her

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Summary Summary (Verify from various sources and be stringent in the selection)(Verify from various sources and be stringent in the selection)

About to appoint

Qualifications & Eligibility

Formulate the procedures and assessment criteria

Conduct & Experience

Prepare contracts

State expectations/ professional conduct

Promptly report/seek support

Require teachers to

Declare Consent/ Apply

Previous employers EDB

Cross-check with

Appointed

Police (through SCRC)

Thank you!

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Enhanced Measures applicable to Enhanced Measures applicable to

1. Teachers: Temporary/ contract/ part-time/ daily-rated supply teachers NETsTeachers paid out of cash grants, etc.

2. Non-teaching staff:Staff employed on whatever terms Coaches/ instructors leading extra-curricular activitiesTeaching assistants, etc.

3. Service providers:Personnel deployed to work in schools

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Declarations to be made in the job Declarations to be made in the job application form and/or other related application form and/or other related

documents 1 (for reference)documents 1 (for reference)

• Declaration on any record of criminal conviction or cancelled/refused registration or permission status as a teacher Have you ever been convicted of any criminal offence(s)

in Hong Kong or elsewhere [excluding any record(s) of conviction regarded as “spent” under the Rehabilitation of Offenders Ordinance] ?

Yes No Has your registration or permission status as a teacher

been cancelled/refused by the Education Bureau ? Yes No

If yes, please provide the details:_____________

• Any criminal conviction may not necessarily render job applications unsuccessful.

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• The consequences of refusing to disclose the necessary information and intentionally providing false information/ withholding any material information

For example, the applicants will declare:

I understand that if I fail to provide the necessary information, my job application will not be considered.

I understand that if I intentionally provide false information/withhold any material information, it will render me liable to disqualification for employment, or to termination of employment if already employed by the school.



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• Authorization by the applicants to the school for consulting their previous employers about their job performance and/or reasons for leaving

I consent/do not consent to the ABC School making enquiries, for the purposes relating to recruitment and appointment, to my current/ previous employers about my job performance and/or reasons for leaving.

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Sexual Conviction Record Check Sexual Conviction Record Check (SCRC) Scheme (SCRC) Scheme

What is “SCRC” ? • Administrative scheme operated by the

Hong Kong Police Force since 1 Dec 2011

• Provides employers with a reliable channel whereby they may ascertain whether applicants applying for work relating to children or mentally incapacitated persons (MIPs) have any sexual conviction records.

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Sexual Conviction Record Check Sexual Conviction Record Check (SCRC) Scheme (Cont’d) (SCRC) Scheme (Cont’d)

Guiding Principles • Enhance protection of children or MIPs

from sexual abuse

• Applicable only to work related to children or MIPs

• Voluntary in nature

• Operation and use of the scheme is subject to the Personal Data (Privacy) Ordinance and provisions in relation to data protection

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Employers

Sexual Conviction Record Check Flow ChartFlow Chart

Prospective employees

Provide a documentary proof of possible employment to prospective employee

Request prospective employees to undergo SCRC at the advanced

stage of employment process

Make advance appointment thro’ Auto-Telephone Answering

System (ATAS)

Submit application in person and obtain checking code

Verify check result

Pass the checking code and 1st four digits of HKID no. to

employer for conducting check

Conduct the check thro’ the ATAS and record the transaction

no.

Destroy any personal data which is no longer required

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Revised Revised SampleSample of of Conditions of Services Conditions of Services

Including “Disclosure of Information”:

A teacher should report to the school forthwith any criminal proceedings against him/her after appointment. A teacher will be liable to disciplinary action if found to have intentionally provided false information to/ withheld any material information from the school.

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Revised Revised SampleSample of of Certificate of ServiceCertificate of Service

Including “Reason(s)

for Leaving”：

• Resignation dueto personal reasons

• Expiry of contract• Dismissal• Summary dismissal

SAMPLECertificate of Service

SAMPLECertificate of Service

End of Session 1

Code of AidBriefing Session

Subvention to Aided Schools

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Subvention to Aided Schools• In general, the operating expenses of aided schools are

met from government grants

Capital Cost for Building,

Furniture and Equipment

Grant

Furniture & Equipment

Grant

Grant for Repairs, Maintenance,

Minor Improvement

& Emergency

Repairs

VariousOne-offGrants

Salary-relatedgrants

Subvention to Aided Schools

Non-recurrent Grants

Recurrent Grants

GeneralDomain

SpecialDomain

Operating Expenses

Block Grant

Composite Furniture and

Equipment Grant

Rent, Rates and Government

Rent

Expanded Operating Expenses Block

Grant(Applicable to IMC

Schools ）

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Recurrent Grants(1) Operating Expenses Block Grant (OEBG)

General Domain Special Domain

Constituent Grants under the OEBG

School and Class Grant, Administration Grant etc.

Capacity Enhancement Grant, Whole School Approach to Integrated Education etc.

Allocation Can top up expenditure on items in the Special Domain and items chargeable to other government subsidies outside OEBG

No transfer is allowed among the grants in the Special Domain nor can they be transferred out

Computation Differs among grants (e.g. per school ／ class ／ student ／ unit)

Adjustment Mechanism In accordance with the June-on-June movement of the Composite Consumer Price Index each year

Surplus Retention Can retain surplus up to 12 months’ provision

• Purpose ： to provide schools with greater flexibility in the use of resources

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Expanded Operating Expenses Block Grant (EOEBG)

– Provided to schools in the school year following the establishment of the IMCs

– Demarcation between General Domain and Special Domain is removed

– The computation and adjustment of provision are simplified

– Surplus can be retained up to 12 months’ provision

Surplus can be used to top up：1) 50% of recurrent cost arising from government-funded projects

2) 25% of recurrent cost arising from furniture and equipment and other facilities or educational service acquired through private donations or other fund-raising schemes

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Computation & adjustment of EOEBG

a) existing schools

Provision = +

b) new schools

Provision =#Basic Provision

+

Average Per Class Rate

x No. of operating classes

+School Specific Grants

c) developing schools Allow option to choose either (a) or (b) but irrevocable

*Baseline reference = prevailing OEBG provision in the immediate past s.y

#Basic provision = basic provision on expenditure on per school basis (territory wide average)

School Specific Grants*Baseline Reference

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Fundamental Principles of OEBG & EOEBG

Schools should :– have sound financial planning and good budgeting

– be good employer while complying with the requirements of the Minimum Wage Ordinance

– set aside part of the grants for the payment of Severance Payment/Long Service Payment as outstanding commitment for staff employed under constituent grants of OEBG/EOEBG

– observe related guidelines in procurement and tendering*

– observe Code of Aid, School Administration Guide, Circulars/CM and guidelines issued from time to time

*For the financial limits and related arrangements of the procurement of goods and services

Please refer to EDBC015/2007 Tendering and Purchasing Procedures in Aided Schools

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– schools should not keep too much surplus without specific purposes

– should not use the provision to procure services or materials to drill students for assessments

– should not use the provision on the fringe benefits for staff

Fundamental Principles of OEBG & EOEBG (2)

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Tips on Handling SubventionIn addition to organizing seminars and training sessions for Financial Management, EDB has also uploaded Tips on Handling Government Subvention for Aided Schools on EDB website which includes:

•Principles on Accounting, Records, Tendering/ Quotation, Approval etc.

•Dos

•Don’ts

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Financial and Accounting Arrangements of Schools

OEBG

Schools should:• seek approval from SMC on their

devised budget• ensure the total expenditure is

kept within the amount of OEBG and any deficit will have to met by the school’s own funds

• submit their annual account audited by a certified public accountant and other financial statements to EDB

EOEBG

Schools should establish an accountability framework of:

i) Internal self-regulation • have annual planning, budgeting

and review by schools themselves

ii) External monitoring • disclose financial information in

annual School Plan and annual

School Report which uploaded

onto the schools’ website• submit their annual account

audited by a certified public

accountant to EDB

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(2) Composite Furniture and Equipment Grant (CFEG)

• Purpose– To enable schools to improve their furniture and equipment

provision according to the needs of individual schools

• Ambit– F&E items to meet the needs of schools & students– maintenance/repairs fees for F&E items– insurance premium for non-standard F&E items for school

portions

• Principles on usage– for students’ interest– expenditure incurred should be reasonable & necessary for

educational purposes– all F&E items should be recorded, managed & protected

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• Special Features of CFEG

Financial Limit No limit for F&E items to be purchased

Surplus Can accumulate up to 5 times the provision

Deficit Allowed to use surplus of General Domain of OEBG to cover deficit. Any deficit not covered will have to be borne by non-government fund

Rates Annual revision according to CCPI movement

Calculation Basis Per class per annum

• Disbursement– after the first three years of a new school & closing of the

Set-up Fund Account– disbursed in August

• For details, please refer to EDBCM 104/2012 Operating Expenses Block Grant, Expanded Operating Expenses Block Grant and Composite Furniture and Equipment Grant for Aided Schools for the 2012/13 school year

Composite Furniture and Equipment Grant (2)

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(3) Rent, Rates and Government Rent

• Provided to eligible schools to refund the rent, rates and government rent of premises for school purposes

〔 For details, please refer to EDBC14/2007 Refund of Rates and Government Rent 〕

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Non-recurrent Grants

(1) Capital Cost for Building, Furniture and Equipment

(2) Grant for Repairs, Maintenance, Minor Improvement & Emergency Repairs

(3) Furniture & Equipment Grant Replacement of Furniture and Equipment cost due to fire, natural

disasters or theft

(4) Other One-off Grants

For special programmes/projects , e.g. Grant for Establishment

of Incorporated Management Committee etc.

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Other Sources of School Income

• Tong Fai (Senior Secondary) • Collection of fines, charges and fees for

specific purposes• Fund raising/Donations• Hire of Accommodation

＊ Schools must observe the Education Regulations, Circulars/Circular Memorandum and Guidelines issued by EDB from time to time

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EDB HomepageWebsite:

http://www.edb.gov.hk/index.aspx?nodeID=2&langno=1

School Administration

Regulations: Code of Aid and School Administration Guide

Financial Management:• Acceptance of Advantages and

Donations by School and Its Staff Reference Materials

• Reference materials on E/OEBG and CFEG

• Reference materials on Trading Operations

• School Finance• Tips on Handling Government

Subvention for Aided Schools……etc.

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Block Insurance Policy

• Public Liability　 Indemnifies Schools against legal liabilities for accidental injury to

any person or accidental loss of or damage to any property

• Employee Compensation　 Covers the legal liability of an employer which relates to death or

injury by accident or disease sustained by an employee arising out of and in the course of employment

• Group Personal Accident　 It is a nominal benefit provided to Students who suffer from

Accidental Death or Permanent Disablement whilst participating in any school activities

　 For details, please refer to EDB Homepage>School Administration > Administration > Safety and Insurance > School Safety and Insurance

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Block Insurance Policy (2)

Insurer (2011-2013)China Taiping Insurance (HK) Co., Ltd.

Period of Insurance

1 September 2011 to 31 August 2013(Both dates inclusive)

Geographical Limit Hong Kong Extended to worldwide for temporary overseas visits

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Damage/Loss to school premises

• The Government shall carry the risk of damage or loss to the school premises (including furniture and equipment) caused by fire, natural disasters and perils such as construction or excavation work by a third party adjacent to the school; loss of standard items by theft and burglary; and loss of cash (government funds only) in transit --- [Code of Aid]

• Schools should themselves decide whether to take out insurance for non-school portions and non-standard items of furniture, equipment and buildings

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EDB HomepageWebsite:

http://www.edb.gov.hk/index.aspx?nodeID=2&langno=1

School Administration

Administration

Safety and Insurance

School Safety and Insurance•Explanatory Notes on Block Insurance Policy•Specifications•Common Questions and Answers •Claim Procedure and Forms•……etc.

Thank you ！

End of Session 2

Staff Establishment of Staff Establishment of Aided Secondary SchoolsAided Secondary Schools

(2012/13)(2012/13)

Staff Establishment in 2012/13

Basic Entitlement (Teacher to Class ratios)

- 1.7 teachers per S1-S3 class

- 2.0 teachers per S4-S6 class+

Additional Teachers

- MOI- New Schools- Support to Academic Low

Achievers- NET- IE Teachers

Regular Staff Establishment (CoA – Appendix 2)

Add’l teachers provided to ALL schools have been subsumed - Split-class teaching - School librarian- Chinese language teachers - Teachers under ECR5- Remedial, counselling & ECA teachers

Call for Application for Grants : EDBCM 36/2012

Add’l teachers provided before 2009/10

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Class Organization & Basic Staff Entitlement for a 24-Class School (4-4-4-4-4-4) in 2012/13Class Level No. of

ClassesT/C Ratio Basic

Entitlement

Secondary 1 4 1.7 6.8






Total 44.4

44 Teachers37 G (85%) Ref: CoA - App 2 /

Attachment A7 NG (15%)

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Calculation of Staff Establishment

Basic Entitlement after applying 85% grad ratio

Grad Non-Grad Fractional

37 7 0.4

Additional teachers of English under MOI policy

2 0 --

Posts counted for Promotion 39 7

Additional teachers counted for promotion posts

Total

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Calculation of Staff Establishment (2)

Rank Distribution (before upgrading)

PGM SGM GM Grad PAM SAM AM CM Non-Grad

-- 16 23 39 -- 1 2 4 7

2 SGM to PGM +2 -2

1 GM to SGM +1 -1

Rank Distribution (after upgrading) 2 15 22 39 -- 1 2 4 7

Posts counted for Promotion

Grad Non-Grad

39 7

Upgrading (Ref: CoA Appendix 2 / Attachment A)

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Calculation of Staff Establishment (3)Other School/Programme-specific Top-up Provisions

(Non-promotion Posts)GM CM Reference

New Schools 0CoA – App 2,

1(e)(iii)

Academic Low Achievers 2.8CoA – App 2,

1(e)(iv)

NET 1CoA – App 2,

1(e)(ii)

IE 0Programme

Specific

Sub-Total 3.8 0

583 0.8

Calculation of Staff Establishment (4)

Fractional posts fromTotal

T/C Ratios ALA

0.4 0.8 1.2

0.21

Regular GM Post Fractional GM Post

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Calculation of Staff Establishment (5)PGM SGM GM Grad

TotPAM SAM AM CM NG

TotFract’l

GM

Rank Distribution(after upgrading) 2 15 22 39 -- 1 2 4 7

Approved Establishment

2 15 26 43 -- 1 2 4 7 0.2

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Add’l Posts from fractional parts of T/C ratios & ALA

1 1 0.2

Other Top-up Provisions (Non-promotion Posts)

3 3

Approval Letters for schools under VOCSS with quota provided

Approval Letters for schools

Regrading under Enhanced Grad Teacher Ratio

Graduate teacher ratio enhanced to 85% from 2009/10 onwards Newly created G posts can be filled by qualified serving NG

teachers• GM posts SAM, AM and CM• SGM post PAM

the effective date of regrading/promotion carries no retrospective effect

If serving NG teachers do not regrade and number of NG teachers exceeds approved establishment, the corresponding number of G posts should be held against:

• no. of excess SAM, AM and CM no. of GM posts

PAM (if any) SGM post•NO Redundancy of NG teachers

(Ref : EDBC 4/2008)

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Fractional GM Post

Two Options : Retain as fractional GM post in regular establishment

Encash the fractional GM post for claiming Fractional Post Cash Grant (FPCG) – mid-pt of GM

Note:- Not to be changed after 30 June of the previous school year

- Offset by surplus teachers being covered by the 5-year transitional arrangement under NSS / the Voluntary Optimisation of Class Structure Scheme

Details on FPCG found in EDB homepage > School Administration > Administration > Staff Entitlement Matters of Aided Secondary Schools under New Senior Secondary Academic Structure

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LT Establishment

Provision of Laboratory Technicians (LTs) According EDBCM No. 46/2012, the provision of LT

will be continuously frozen at 2008/09 level up to 2015/16

Use territory-wide average of LT establishment per class in 2008/09 to adjust the LT provision if the school experiences reduction of classes due to under-enrolment

(Ref: EDBCM 46/2012)

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Additional Teachers Under Non-salaries Grants

Grants can be used for employment of teachers :• Senior Secondary Curriculum Support Grant (SSCSG) • Capacity Enhancement Grant (CEG)• Diversity Learning Grant (DLG)• Learning Support Grant for Sec Sch (LSGSS)• Teacher Relief Grant (TRG)• Substitute Teacher Grant (STG)• Fractional Post Cash Grant (FPCG)• Liberal Studies Curriculum Support Grant (LSCSG)• OEBG/EOEBG Surplus

Teachers employed under non-salaries grants are on a temporary basis and should not be paid out of Salaries Grant.

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