Questionnaire on Operation of GRSC

23  Download (0)

Full text

(1)

Summary of Survey Findings on  Operation of GRSC

30/5/2016

School Administration 3 Section Education Bureau

1

(2)

Questionnaire on Operation of GRSC

Status:   Closed

Start date: 6‐4‐2016

End date:  18‐5‐2016

Target: GRSC chairpersons/

functional committee of similar nature

Nature: Optional & Anonymous

Questions: 11

Total responded: 25

(3)

Q.1 Has your school formulated a plan for reviewing all the school‐based policies and procedures under the 3 domains as set out in Annex 1 of EDB Circular No. 7/2012?

92%

8%

Yes ‐ 92%

No ‐ 8%

3

Review Plan

Total responses:   25

% of responses

Reasons: 

• An ad hoc basis school 

reviews as part of preparation  for GRSC review [count = 1]

• 14‐15: Formulation of GRSC; 

15‐16: Review the domain of  Human Resource 

Management;      

16‐17: Review school  governance and 

administration [count = 1]

(4)

Q.2 If “Yes” to Question 1, has the plan been discussed and endorsed at the SMC/IMC meeting(s)?

100%

Yes ‐ 100%

No ‐ 0%

Review Plan

(Q.1 Has your school formulated a plan for reviewing all the school‐based policies and procedures under the 3 domains as set out in Annex 1 of EDB Circular No. 7/2012?)

Total responses:   23

% of responses

(5)

5

Review Process

Q.3 Please state the domain(s) for review covered in the  2014/15 and 2015/16 school years. 

(Each respondent could choose more than one domain)

12%

68%

20%

% of responses 0%

20%

40%

60%

80%

100%

0 domain ‐ 0%

1 domain ‐ 12%

2 domains ‐ 68%

3 domains ‐ 20%

Total responses:   25

(6)

Total responses:   25

% of responses

Review Process

Q.3 Please state the domain(s) for review covered in the  2014/15 and 2015/16 school years. 

(Each respondent could choose more than one domain)

8%

80%

76%

52%

% of responses

0% 20% 40% 60% 80% 100%

Domain Count

Human Resources Management 13

Financial and Resources 

Management 19

School Fee 

Remission/Scholarship Scheme 20

Others: 

SMC  [count = 1]

School Fee 

Remissions/Scholarship Scheme  was reviewed in the 2013/14  school years [count = 1]

2

(7)

Total responses for the chosen domain:   13

% of responses

Human Resources Management Domain

Q.4 Please indicate the areas reviewed/to be reviewed in the  2014/15 and 2015/16 school years under the corresponding  domain(s). 

(Each respondent could choose more than one area/domain)

7

30.8%

76.9%

84.6%

107.7%

% of responses

0% 20% 40% 60% 80% 100% 120%

Area Count

Staff Recruitment and Remuneration 

Policy

14

Staff Performance Management System

including Promotion/Demotion

11

Complaints Mechanism (Staff and 

Public)

10

Others: 

Group medical insurance for staff, staff 

development subsidy, acceptance of advantages  and donations, conflict of interest, provision of  meals to staff and SMC members  [count = 1]

Staff contract and annual leave policy, staff  lateness policy, health benefit, minimum wage,  fractional time teaching post, overtime policy,  special leave policy, special incentive scheme,  etc.  [count = 1]

Staff Appraisal system and workload [count = 1]

Other staff movements – termination. payroll  calculation  [count = 1]

4

(8)

% of responses

Total responses for the chosen domain:   19

Financial and Resources Management Domain

Q.4 Please indicate the areas reviewed/to be reviewed in the  2014/15 and 2015/16 school years under the corresponding  domain(s). 

(Each respondent could choose more than one area/domain)

10.5%

73.7%

84.2%

73.7%

84.2%

84.2%

89.5%

84.2%

1

0% 20% 40% 60% 80% 100%

Area Count

Fees and Collections Policy

16

Budgeting and Accounting Practices

17

Tendering and Procurement Policy

16

Trading Operation

16

Investment Policy

14

Acceptance of Advantages and Donations

16

Fund Raising Activity

14

Others: 

Payment process, safe keeping school assets  and other valuables [count = 1]

Discussion and approval of large‐scale work in  IMC [count = 1]

2

(9)

School Fee Remission/Scholarship Scheme Domain

Q.4 Please indicate the areas reviewed/to be reviewed in the  2014/15 and 2015/16 school years under the corresponding  domain(s). 

(Each respondent could choose more than one area/domain)

9

11.1%

100%

100%

100%

% of responses

0% 20% 40% 60% 80% 100%

Area Count

Criteria for Awarding Fee 

Remission/Scholarship

20

Application Procedures, Approving and

Appeal Mechanisms

20

Publicity of Fee Remission/Scholarship 

Scheme

20

Others: 

Operation of fee 

remission/scholarship scheme  [count = 1]

2

% of responses

Total responses for the chosen domain:   20

(10)

Review Process

Q.5 Has your GRSC reviewed the completed Self‐evaluation  Checklist?

36%

64%

92%

0% 20% 40% 60% 80% 100%

Yes (for the 2014/15 school year) ‐ 92%

Yes (for the 2013/14 school year) ‐ 64%

Yes (for the 2012/13 school year) ‐ 36%

No ‐ 0%

% of responses

Total responses:   25 2012/13

2013/14

2014/15

(11)

Q.6 If “Yes” to Question 5, were there any difficulties in reviewing the completed Checklist?

96%

4%

No ‐ 96%

Yes ‐ 4%

11

(Q.5 Has your GRSC reviewed the completed Self‐evaluation Checklist?)

Review Process

% of responses Total responses:   25

Reason: 

• That answer sometimes  is not totally Yes or No. 

It could be partially Yes 

and partially No. More 

elaboration is required 

to better describe the 

situation. [count = 1]

(12)

Total responses:   25

% of responses

Review Process

Q.7 What are the resources that your GRSC has made reference  to when conducting the review? 

(Each respondent could choose more than one option)

20%

12%

68%

100%

100%

% of responses

0% 50% 100%

Domain Count

EDB circulars/guidelines

25

Self‐evaluation Checklist(s)

25

GRSC Corner/Training materials from 

EDB

17

Resources shared by other schools: 

Aided schools' procurement procedures 

and practices  [n = 1]

3

Other resources: 

External professional accountancy firm [count 

= 1]

Notes from EDB seminars [count = 1] 

Professional expertise of GRSC members  [count = 1]

Application and vetting procedures and criteria  of SFAA's fee remission scheme; Procurement  procedures and financial policy manuals of 

5

(13)

Q.8 Does your GRSC submit review findings to the SMC/IMC on a regular basis?

88%

12.0% Yes ‐ 88%

No ‐ 12%

13

Review Process

Reasons: 

• Will be submitted  in June 2016 

• Submit in future 

• Proceeding 

% of responses

Total responses:   25

(14)

Q.9 Is there any success experience(s) that your GRSC would like to share with other counterparts?

24%

72%

4%

Yes ‐ 24%

No ‐ 72%

Skipped

question ‐ 4%

Success Experience, Concerns and Support Needed

% of responses

Total responses:   25

(15)

• Important to meet with staff (both teaching and administrative) in School to understand the practical  situation and policies, identify problems and make suggestions.  It is also important to follow whether the  suggestions are useful to enhance teaching/learning quality, as well as work efficiency, or not.

• The committee members are fully engaged and willing to share their experience and professional views.

• The School directors, principal & staff are supportive of “Governance Review” and attend the meetings as  the resources managers.

• The school management is open‐minded in considering good ideas for continuous improvement.

• They are strong proponents of teamwork.

• Active participation in discussions is encouraged in meetings.

• Formulated schedule of review for working group.

• Reviewed & revised the policies.

• By benchmarking with other education institutions and public sector bodies will give members lots of  insight into the Financial and HR Domains. 

• Learning from other people’s best practices greatly facilitates the review process.

• Identified areas of improvement on Financial and Resources Management and accepted by the SMC.

• Useful to develop the annual work plan. 

• Maintain good communication with the School Management Team.

15

Success Experience, Concerns and Support Needed

Q.9 Is there any success experience(s) that your GRSC would like to share with other counterparts?

Total responses:   6

(16)

Success Experience, Concerns and Support Needed

Q.9 Is there any success experience(s) that your GRSC would like to share with other counterparts?

Total responses:   6

Most frequent words: school(count=4); management(count=3); review(count=3); financial(count=2); good(count=2). 

(17)

Q.10 Does your GRSC have any concerns or difficulties in performing the function of assisting the SMC/IMC to review school‐based policies and procedures?

8%

92%

Yes ‐ 8%

No ‐ 92%

17

Success Experience, Concerns and Support Needed

% of responses

Total responses:   25

(18)

Q.10 Does your GRSC have any concerns or difficulties in performing the function of assisting the SMC/IMC to review school‐based policies and procedures?

Success Experience, Concerns and Support Needed

• The voluntary nature of the GRSC members makes their time availability  limited.  The restriction of time leads to reviews which are not much in  depth, considering the very broad scope of a comprehensive school  administration and management system that the reviews need to cover.

• Not enough financial resources.

• The School has appointed a coordinator to help the Committee to collect  information and liaise with responsible staff.  This is most helpful.

Total responses:   3

(19)

Q.10 Does your GRSC have any concerns or difficulties in performing the function of assisting the SMC/IMC to review school‐based policies and procedures?

19

Success Experience, Concerns and Support Needed

Total responses:   3

Most frequent words: reviews(count=2); school(count=2); time(count=2); administration (count=1). 

(20)

Q.11 Please propose the support service/training you think GRSC members need most.

Success Experience, Concerns and Support Needed

• Organize sharing sessions for GRSC members from different schools to share good practices.

• Updates from EDB on school trends and peer support forum for resource sharing.

• Would suggest EDB to provide one full set of GRSC Guidelines for reference.  GRSC will only have to  make reference to it when conducting the review.

• Understanding EDB guidelines

• Learning from other people’s best practices greatly facilitates the review process.

• It is proposed that secretarial support should be provided for GRSC members. The support services  should include research and collation of information and filing of documents, coordination among  members and heads of functional groups in school and to prepare documents to be inspected or  reviewed.

• Some GRSC members for some schools may not have relevant experience in financial and HR  aspects relating to DSS Schools. Some sort of guidelines highlighting important issues which GRSC  members should note would be helpful.

• Will need budget to recruit external clerical support for GRSC exercise.

Total responses:   6

(21)

Q.11 Please propose the support service/training you think GRSC members need most.

21

Success Experience, Concerns and Support Needed

Total responses:   6

Most frequent words: grsc(count=6); members(count=4); support (count=4); edb(count=3); guidelines (count=3). 

(22)

THANK Y OU!

• We appreciate your responses and comments!

• If you would like to tell us something about  the operation of GRSC that has not been 

covered in this survey, please free feel to give  your comments in the Question‐and‐Answer  Session.

– e.g. “EDB should revisit the role and the function 

of the GRSC” (Count = 1)

(23)

23

Contact Us

School Administration 3 Section

Ms Amy CHENG 3509 7490

Ms Isabel WONG 3509 7459

Ms Jenny HUEN 3509 7461

Mr Brian YU 3509 7491

Figure

Updating...

References

Related subjects :