School Charter 2010
Charter of the Indian Embassy School Sana’a October 2010
Article I: Introduction
1. Name: The name of the school shall be ‘The Indian Embassy School, Sana’a, (hereinafter mentioned as ‘the School’).
2. Location: The school shall be located in Sana’a and would operate under a license duly issued by the relevant Ministry/Department of the Government of Republic of Yemen. The license would be renewed from time to time so as to ensure its uninterrupted functioning. The School shall function under the umbrella and overall supervision of the Embassy of India, Sana’a.
3. Right of Admission: The School is primarily meant to cater to the educational needs of the children of the Indian nationals working and living in Yemen. However, admissions could also be given to children of Persons of Indian Origin (PIOs), children of diplomats of other countries and children of citizens of other nationalities, subject to local rules and regulations. Admissions to children of Yemeni nationals could be given only on the production of a ‘No Objection Certificate’ from the Ministry of Education, Government of Yemen.
4. Objectives: The main objective of the School is to provide the highest quality of education to the children of the Indian community in English medium as per the CBSE curriculum. The School would also endeavour to provide all opportunities to the students for their all-round development through appropriate co-curricular and extra-curricular activities. Within the overall objective, the School shall also endeavour to provide for a healthy, physical, emotional, as well as intellectual growth of its children, and inculcate in them love and respect for Indian culture, heritage and value systems.
Article II: Objectives of the Charter
This Charter sets out the structure that shall govern the functioning of the Indian Embassy School, Sana’a licensed by the Government of Republic of Yemen, affiliated to the Central Board of Secondary Education, New Delhi, India and functioning under the umbrella of the Embassy of India, Sana’a. This Charter shall supersede the existing Constitution of the Indian Embassy School, SanaÃ¢€™a and other Bye-Laws or rules & regulations that would have been framed earlier.
Article III: Management structure of the Indian Embassy School, Sanaa
The following are the components of the management structure of the Indian Embassy School, Sana’a:
(B) Central Board of Secondary Education (CBSE), New Delhi:
The School, on the educational and academic side, shall function within the framework of the principles, rules, norms and procedures prescribed by the Central Board of Secondary Education (CBSE), New Delhi, on the basis of a formal affiliation with the Board.
(C) The School Management Committee (SMC):
(i) The School shall have a School Management Committee formed according to the procedures outlined in this Charter and any subsequent rules & regulations or Bye-Laws that would be framed under this Charter. The tenure of the School Management Committee of the School shall be two years from the date of its constitution, which can be extended by another one year at the discretion of the Patron. The School Management Committee shall take care of the administrative, financial and educational interests of the School. The Committee, through its Chairman, will be responsible for all the affairs of the School before the government authorities and organisations of the Republic of Yemen and similar such authorities in India.
(ii) The School Management Committee shall consist of 5-7 members (excluding ex-officio members). The School Management Committee shall be constituted by the Patron either by nomination or through a selection process as follows:
a) One nominee of the Ambassador of India, Sana’a, as Observer, who will be a non-voting ex-officio member of the Committee.
b) The Principal of the School will be the Member-Secretary of the School Management Committee, who will be a non-voting ex-officio member of the Committee.
c) Three or more Experts from the fields of Academics, Administration and Finance as per requirement.
d) Members: Three or more Parents of the students of the School, who will be selected by the Patron from amongst the parents who express interest in serving as a member of the School Management Committee, depending on qualifications and other eligibility criteria as laid down from time to time. e) In case of non-availability of enough eligible candidates due to less number of students, the minimum number of Members in the SMC would NOT be less than three.
(C) The School Management Committee (SMC):
(i) The School shall have a School Management Committee formed according to the procedures outlined in this Charter and any subsequent rules & regulations or Bye-Laws that would be framed under this Charter. The tenure of the School Management Committee of the School shall be two years from the date of its constitution, which can be extended by another one year at the discretion of the Patron. The School Management Committee shall take care of the administrative, financial and educational interests of the School. The Committee, through its Chairman, will be responsible for all the affairs of the School before the government authorities and organisations of the Republic of Yemen and similar such authorities in India. (ii) The School Management Committee shall consist of 5-7 members (excluding ex-officio members). The School Management Committee shall be constituted by the Patron either by nomination or through a selection process as follows: a) One nominee of the Ambassador of India, Sana’a, as Observer, who will be a non-voting ex-officio member of the Committee. b) The Principal of the School will be the Member-Secretary of the School Management Committee, who will be a non-voting ex-officio member of the Committee. c) Three or more Experts from the fields of Academics, Administration and Finance as per requirement. d) Members: Three or more Parents of the students of the School, who will be selected by the Patron from amongst the parents who express interest in serving as a member of the School Management Committee, depending on qualifications and other eligibility criteria as laid down from time to time. e) In case of non-availability of enough eligible candidates due to less number of students, the minimum number of Members in the SMC would NOT be less than three.
(D) Chairman of the Management Committee:
(G) The Head of the Institution or the Principal of the School:
The School shall have a Principal, who shall act as the Head of the Institution. He shall be responsible for implementing the academic, administrative and financial decisions of the School Management Committee. The selection of the Head of the Institution/Principal shall be done by a Committee constituted by the Patron in accordance with the rules and regulations laid down by the CBSE. The emoluments and perquisites of the Principal would be decided by the Management Committee with the concurrence of the Patron.
Article IV: Functions, Duties and Responsibilities of the Management Committee and its Sub-Committees
(1) The Embassy of India, Sana’a to oversee the functioning of the Indian Embassy School, Sana’a
(a) Renting/purchase of all lands, moveable and immoveable properties for the School.
(b) Construction of permanent structures.
(c ) All contracts exceeding one year.
(d) All non-recurring expenditure exceeding YR. 500,000.
(e) Disposal of schoolÃ¢€™s movable properties exceeding YR. 250,000.
(f) Interaction with Yemeni and Government of India organisations/ departments.
(g) Appointment/renewal of contract/termination of the Head of the Institution/Principal.
(h) Creation/termination of posts in the School; and
(i) Revision of the School fees.
(j) Framing of Administrative/Financial Bye-Laws and other Rules & Regulations governing the service conditions of the teaching and non-teaching staff members.
(III) The Patron may consider removal of the Chairman/individual Members/termination of the entire School Management Committee without completing its tenure in the following situations:-
a) If the Patron is satisfied of their being incompetent to continue as Chairman/Member/Members of the School Management Committee.
b) If deep differences emerge amongst the Members of the School Management Committee leading to infighting, and continued impediments in the functioning of the School Management Committee.
c) If the employer/sponsor of a Member sends a letter objecting to the Member’s continuance as Member of the Committee.
d)If a Member is convicted in a court of law in India or Yemen resulting in his arrest or imprisonment.
e) If a Member leaves the Republic of Yemen on final exit.
f) If a Member is transferred to a place outside the city where the School is located.
g) If he remains absent in four consecutive general/emergency meetings of the Committee without giving valid reasons.
h) Resignation of more than two thirds (2/3rd) of the members of the School Management Committee or in case certain Committee members working in concert have been found guilty of gross misconduct, nepotism, corruption or violating CBSE or Yemeni laws, rules & regulations.
(IV)In the event of the termination of the School Management Committee, alternate arrangements shall be made by the Patron to oversee the management of the school by appointing either:
V) The caretaker/ad-hoc /joint committee shall function till arrangements to select the new School Management Committee are made by the Embassy of India, Sana’a. However, the period to reconstitute the new School Management Committee shall not exceed six months under any circumstance.
(2) Duties and Functions of the School Management Committee
(A) The general functions of the School Management Committee
(B) The administrative functions of the School Management Committee
(C) The financial functions of the School Management Committee
(3) Chairman of the School Management Committee
Article V : Formation of the Sub Committees
(b) The Sub-committee members shall be drawn from amongst the members of the School Management Committee as well as other experts and individuals, who need not be parents. The minimum number of members of a Sub-Committee would be three.
(c) In addition, Special sub-committees shall be formed as and when the occasions demand with the consent of the Patron. The members of such committees shall be generally drawn from amongst the members of the School Management Committee. However, the experts from the technical and academic fields can be co-opted in the Special sub-committees with the consent of the Patron from within the School Management Committee or outside. Such special sub-committees shall stand dissolved automatically once their assignment is completed.
(d) The members of the Sub-Committees shall not exceed half the strength of the Management Committee.
(e) The Chairman of the School Management Committee by virtue of his position shall chair the sub-committee meetings or nominate a person from amongst the Sub-Committee members to chair the meetings of the Sub-committees. The Principal shall be the non-voting Member-Secretary of all the sub-committees.
Article VI : Functions of the Sub-Committees
(A) ACADEMIC SUB-COMMITTEE: The functions and powers of the Academic Sub-Committee will be as under:
(a) Regularisation after successful completion of probationary period
(b) Promotion through Departmental Committee comprising the Academic Sub-Committee and the Principal
(c) Grant of Increments and bonuses
(13) Formulation of policies and broad review of the deployment of teachers.
(14) Formulation of policies and measures for teachers’ in-service training programme.
(15) Formulation of policies and regulation to maintain discipline among students.
(16) Development of awareness among students and parents for competitive examinations through Career Guidance Cell.
(17) To annually review the placement of all teachers based on their teaching abilities, qualifications and experience, with a view to obtaining optimum utilization of their services in the field of their specialization in the best interest of the institution.
(18) To review the laboratory facilities and other subjects in the school and to bring to light shortcomings, if any. For this purpose, all the concerned senior teachers/ in-charge of laboratories, subject teachers and Section Heads could be called in an extraordinary academic sub-committee meeting, with the consent of the Principal.
(19) To ensure that all policy decisions taken by the School Management Committee on Academic Affairs are implemented.
(20) Library: The Academic Sub-Committee should take measures to develop the school library and make it well-equipped. The selection of books should be done in consultation with the subject teachers. It should make sure that the school subscribes to sufficient newspapers and magazines suitable for students and for the professional needs of the teachers. They should also make sure that the library shall not contain any book or other forms of literature that expose or propagate communal disharmony or discrimination based on religion, regions, languages, caste or sect. The school should not stock in the library any book disapproved by the Yemeni Government/CBSE.
(21) Such other matters on Academic subjects as may be entrusted to it by the School Management Committee.
(B) ADMINISTRATIVE SUB-COMMITTEE: The Administrative Sub-Committee will be generally responsible for all Ã¢€œAdministrative and TransportÃ¢€Â subjects that would inter alia, include the following:
(1) Negotiating and finalising, subject to general and specific instructions on the subject by the Management Committee, of renting/shifting of buildings and other facilities for the School/School activities. However, final approval for acquiring/renting of buildings, shifting from one building to another and/or increase in the rent will be obtained from the Patron in writing.
(2) Purchase of movable property by the school, including transport vehicles, building fixtures, teaching aids and equipment, books, material of curricular and extra-curricular activities of the school and, such other items, subject to principles of General financial propriety and procedures on obtaining of quotations, best advantage to the institution etc., etc. The final approval for purchase of movable or immovable property by the school, including transport vehicles and building fixtures will be obtained from the Patron in writing.
(3) Arrange for manpower requirement in consultation with the Principal and other Sub-Committees as per the laid down procedure.
(4) Will be responsible to the School Management Committee for making adequate provisions of Classrooms, Office rooms, Store rooms, Laboratories, maintenance of school building including electrical maintenance, annual repairs, washing, painting, gardening, fire fighting, etc., and co-ordinate with the Government departments like police, traffic court, fire safety, Municipality, etc.
(5) The Committee is responsible for the safety and security arrangements of the school including safety of the children during the school hours and at the time of their transportation, etc.
(6) The Committee should identify the potential sources of hazards like the electrical installation, accident-prone area, etc., and provide adequate safer remedial measures through the school administration.
(7) Maintenance of hygienic environment in the School by periodic inspection of facilities and providing necessary guidance and instructions to the students on the subject.
(8) This Sub-Committee shall be responsible for the health scheme of the school including first aid unit, health statistics of students, health care and insurance programme, etc.
(9) The Sub-Committee shall be responsible for all safety measures required to protect students, teachers, staff and school properties.
(10) This Sub-Committee shall organise training programme for safety measures including fire-drill, first aid, etc.
(11) Arrange for periodic health education session by health experts/ trained teachers.
(12) Management of the school canteen, renewal of its contract and quality assurance. It should also ensure that all the employees of the canteen produce a Medical Certificate issued by a Yemeni hospital stating that they are not suffering from any communicable disease.
(13) The Sub-committee shall co-ordinate all school matters related to various departments of the Yemeni Government with the concerned sections of the school.
(14) The Sub-committee shall be responsible for all publications of the school.
(15) The Sub-committee shall coordinate conducting general functions, festivals, exhibitions and other events of general interest. Permission for holding functions, festivals, etc. must be taken from the concerned Yemeni/Departments.
(16) The Sub-committee will be responsible for the recreational facilities and their proper utilization.
(17) The Administrative Sub-Committee
(a) Shall ensure provision of adequate and comfortable transport facilities to all the students of the School who wish to commute by bus.
(b) Shall take care of transport and recommend purchase/hire of as many buses as required but in a manner that the transport does not run in losses.
(c) Shall ensure availability of transport facilities in emergency situations especially medical emergencies.
(d) Shall make sure that the bus fees are realised as per the commuters list regularly and there is no pilferage in the transport section or no defaulters amongst the commuters.
(e) Shall ensure that log book for each transport is maintained meticulously.
(f) Shall ensure utmost economy in the use of transport, repairs and replacement of spare parts. There must be a separate stock register for the spare parts with all possible details. Annual stock taking will also be conducted for the spare parts before condemnation of unserviceable spare parts.
(g) Such other matters on administrative subjects as may be entrusted to it by the School Management Committee.
(18) The Sub-committee may frame fresh Administrative Bye-laws in replacement of the earlier bye-laws issued in August 2001.
(C) FINANCE SUB-COMMITTEE: The functions and powers of the Finance Sub- Committee will be as under:
(2) To monitor the cash flow, disbursement, etc.
(3) To act as internal auditors.
(4) Represent the school authority in the work of external auditors and carry out the external auditorÃ¢€™s report. The Finance Sub-Committee should prepare a panel of reputed Chartered Accountancy Firms and evaluate them and discuss with the School Management Committee before instructing the firm so selected to conduct the external auditing of the School. A record to this effect should be maintained.
(5) To guide the School authorities in maintenance of proper accounting of salaries, tuition fees, laboratory fees, other fees, sale of books, etc.
(6) To advise school authorities through the SMC on investment option of school funds/ securities, bank dealings, etc.
(7) Continuously monitor and suggest improvements on financial procedures and accounting systems and such other items on financial matters as may be entrusted by the SMC.
(9) Suggest cost control system to the Administrative Authority and oversee its effectiveness to ensure that, at all times, there shall be no shortfall in funds to meet the normal approved liabilities of the School, so that the School does not, at any stage, face the prospect of bankruptcy.
(10) To monitor/check all types of expenses and advice the Principal in respect of inadmissible expenses.
(11) To verify check/scrutinize and consider the recommendations of other sub-committees decision, for expenses, which are not budgeted and have financial implications.
(12) To initiate recovery procedure for all types of defaulters such as fees, advances, non-compliance of rules/ contracts entrusted. To examine requests for fee waivers/concessions from parents on compassionate grounds, as also to review fee concessions for the teaching and non-teaching members of the staff.
(13) To operate the School’s Bank Account there will be two sets of signatories:
(14) To frame fresh Financial Bye-Laws to cover different aspects of SchoolÃ¢€™s finances, including salary structure, allowances and bonuses of teaching and non-teaching members of the staff, in supersession of the Bye-Laws issued in August 2001.
(b) The Management Committee would function as per the provisions of this Charter.
No article of this Charter can be amended or deleted by the School Management Committee. Any amendments or additions could be recommended for the consideration of the Patron. All amendments or additions have to be approved in writing by the Patron.
Signed on this day of Tuesday, 26th October, 2010 in Sana’a, Republic of Yemen.