Checklist on Common Administrative Issues in Aided Schools Points to note:

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Points to note:

1. The common administrative issues listed below are only for the general reference of aided schools. For the details of the issues and any other issue not included below, staff of aided schools should consult their respective Senior School Development Officers.

2. The updated parts are marked in red.

Index

(I)

Staffing Issues

(A) Appointment

1. Appointment of teaching staff (excluding school head and certain types of staff as specified in Codes of Aid) 2. Appointment of school head/principal

[Note: Schools should read this item in conjunction with item 19 of this checklist.]

3. Direct appointment of teachers and other staff to promotion ranks

[Note: For aided primary schools under a sponsoring body with more than one aided primary school, confirmation with EDB on the available promotion teaching vacancies is required.]

4. Appointment of substitute teachers (daily-rated supply and monthly-paid temporary teachers) (excluding temporary Native-speaking English Teachers (NETs))

5. Appointment and re-appointment of Native-speaking English Teachers (NETs) under the Enhanced NET Scheme in Secondary Schools and the NET Scheme in Primary Schools

6. Appointment of temporary Native-speaking English Teachers (NETs)

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8. Appointment of English and Chinese teachers (in relation to the Recommendations of SCOLAR on Language Teacher Education and Qualifications) 9. Appointment of Educational Psychologists

10. Employment of temporary replacements of Educational Psychologists 11. Appointment of Assistant Social Work Officers

12. Employment of temporary replacement of Assistant Social Work Officers 13. Direct appointment of Laboratory Technician II

14. Appointment of School Executive Officers 15. Appointment of clerical and janitor staff

16. Optimising the Use of Teaching Manpower Resources (B) Acting Appointment, Regrading and Promotion

17. Acting appointment to fill vacant posts for substantive appointment

18. Acting appointment for administrative convenience to approved functional posts which are left vacant for not less than 30 consecutive calendar days (excluding the school head post)

19. Regrading to graduate teaching posts 20. Promotion to school head

21. Promotion to senior teaching posts other than school head 22. Promotion of Educational Psychologists

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(C) Leave for Teachers (including School Heads)

25. Paid or no-pay sick leave, maternity leave, special tuberculosis leave, paid study leave endorsed by EDB in advance and paid paternity leave 26. Paid special leave (maximum 2 days per school year)

27. Paid leave for serving as jurors or witnesses

28. Paid leave for special events as specified (maximum 14 days per school year) 29. No-pay leave (excluding no-pay sick/ maternity/ special tuberculosis leave) 30. Paid study leave which has not been endorsed by EDB in advance

31. Other types of leaves which are not specified above

(D) Leave for Laboratory Technicians, Specialist Staff and School Executive Officers 32. Paid annual leave

33. Paid or no-pay sick leave, maternity leave, special tuberculosis leave, paid study leave endorsed by EDB in advance and paid paternity leave 34. Paid leave for serving as jurors or witnesses

35. Paid study leave which has not been endorsed by EDB in advance (E) Leave for other Non-teaching Staff

36. Various types of leave in accordance with the Employment Ordinance, Codes of Aid and guidelines issued by the EDB from time to time

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(F) Teaching Staff Management

38. Deployment of redundant teachers/ over-ranked school heads/ redundant senior teachers/ excess graduate teachers 39. Suspension of teachers from normal duties

40. Termination of service / Non-renewal of contracts 41. Summary dismissal

42. Withholding salary increment due to unsatisfactory performance

43. Staff required to step down to a lower rank for reasons other than reduction of classes (G) Remuneration Matter

44. Assessing salaries for teaching and non-teaching staff according to the salary scales as laid down in the Codes of Aid 45. Approving responsibility / acting allowance, and special education allowance for teachers

46. Rectification of overpayment or underpayment of salaries to teachers 47. Handling Long Service Payment/ Severance Payment for school staff

48. Permission on taking teaching experience earned outside Hong Kong for incremental credit on appointment 49. Permission on retention of existing salary for stepped-down teaching staff

50. Keeping teachers’ Provident Fund Account open

51. Payment of Salary for August (for teachers with less than one academic year of service)

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53. Waiver of salary payment in lieu of notice upon resignation of teaching staff

54. Extension of service of principals, teachers, Educational Psychologists, Assistant Social Work Officers, Laboratory Technicians and School Executive Officers after the end of the school year in which they reach the age of sixty

(I) Others

55. Teaching staff taking up paid or no-pay outside duties 56. Staff injured on duty

(II)

School Administration Issues

(A) School Premises and Facilities

57. Change of room use without structural alteration 58. Conversion work with structural alteration

59. Use of school premises other than approved activities of the school 60. Capital subvention for major repairs/emergency repairs

(B) Other General Items

61. Uploading the endorsed Capacity Enhancement Grant Plan, School Development Plan, Annual School Plan and School Report to the school website 62. Class structure and expansion of school by operating additional classes

63. Disposal of records of books of accounts of permanent nature

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65. Submission of holiday list in the form of school calendar and time-tables 66. Submission of leave record of teaching staff annually for endorsement (III)

Financial Issues

(A) Procurement Activities

67. Inviting, vetting and approving quotations/tenders

68. Appointment of different persons to handle the opening and vetting of written quotations/tenders as well as approval of tenders 69. Insufficient number of suppliers invited

70. Sub-contracting to third party by the supplier/contractor (B) Trading Operation

71. Conducting trading operations

72. Acceptance of donations or advantages from trading operators/ suppliers 73. Sale of textbooks on school premises

74. Delegation of trading operations to Parent-Teacher Association (PTA) or School Sponsoring Body (SSB) (C) School Income

75. Fund-raising activities under the conditions specified by EDB 76. Hire of accommodation

77. Collection of fees and charges (other than boarding fee and subscription/ tong fai) exceeding the approved ceiling as stipulated by EDB for educational

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79. Collection of boarding fees

80. Acceptance of advantages and donations

81. Acceptance of donation which may incur recurrent government expenditure (D) Government Subvention

82. Transfer of Special Domain surpluses to Administration Grant/ Revised Administration Grant for meeting contractual obligation to the continued employment of janitor / clerical staff

(IV)

Student Issues

83. Admission of students (other than allocation of places in Primary 1, Secondary 1 and Secondary 4) and upholding students’ right to education 84. Promotion of students

85. Suspension of students

86. Expulsion of students at senior secondary level with full justification acceptable to the Permanent Secretary for Education 87. Expulsion of students aged under 15 years at or below junior secondary level

88. Maximum rate of repetition

89. Pupils taking more than seven years to complete six-year primary course

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Items

Approval Authority

Major Reference Materials

Schools under SMC

Schools under IMC

(I) Staffing Issues

(A) Appointment

1. Appointment of teaching staff (excluding school head School School ^EO S42, S44, S45, S46, S47, S48, S49, S50, S51, S52

and certain types of staff as specified in Codes of Aid) ^ER R68, R69, R70, R76(1), R77, R78

COA S19, S49-S56, App 2A, App 2/Att A1-A2, App 3, App 4/Att C-I, App 5 para 4, App 8 [P];

S19,S48-S56, App 2, App 2/Att A, App 2/Att B, App 3, App 4, App 4/Att C-I, App 8, App 9 para 4-6[S];

S20, S52-S60, App 2, App 2/Att B, App 2/Att C, App 3, App 4, App 4/ Att A-I [excluding Att A-C, F(ii) ,G(ii) and H(iii)], App 5 para 2, App 6, App 9 [Sp];

S13.1(c) & S13.2(a) [A];

S1 & S4 [Comp]

SAG S7.1 para 1, 2 & 4,S7.2.1, S7.3, S7.4, App 3 , 4 and 12 of Chap 7

GSA Relevant sections as applicable (Pri) (Sec) Cir EDBC No. 5/2005, 10/2015, 7/2021,11/2019

(para 8), 6/2020

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SMC under IMC

EDBCM No. 114/2020 WSite On Appointment Matters:

http://www.edb.gov.hk/en/sch- admin/admin/about-sch- staff/appointment/index.html

On All-graduate teaching force policy:

https://www.edb.gov.hk/en/sch-

admin/admin/about-sch-staff/graduate-teacher- posts/index.html [P]

https://www.edb.gov.hk/en/sch-

admin/admin/about-sch-staff/graduate-teacher- posts-sec/index.html [S]

2. Appointment of school head/principal EDB EDB ^EO S53, S54, S55, S56, S57, S57A

COA S50(a)(i), App 2A(B)(a), App 2/Att A1-2, App 3, App 4/Att A-C [P];

S49(a)(i), App2, App3, App4/Att A-C, App 9 para 1(b) [S];

S53(a)(i), App 2/Att A, App 3, App 4/Att A-C, F(ii), G(ii), H(iii)[Sp];

S13.2(a) [A]

S1 & S4 [Comp]

SAG S7.1 para 3e & 4, S7.2.1 para 3, S7.3.2, App 1 and 12 of Chap 7

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Items

Schools under

Major Reference Materials

SMC

GSA Relevant sections as applicable (Pri) (Sec) Cir

WSite

EDBC No. 31/2002, 5/2005,2/2019, 3/2019, 4/2019, 6/2016, 6/2020, 7/2021

3. Direct appointment of teachers and other staff to EDB School ^COA S50(a)(ii), S60, App 5I(1) [P];

promotion ranks S49(a)(ii), S59, App 9 para 1(b) [S];

[Note: For aided primary schools under a sponsoring body with S53(a)(ii), S64, App 5A1(b) [Sp];

more than one aided primary school, confirmation with EDB on the S13.3(e) [A]

available promotion teaching vacancies is required.] SAG S7.1 para 3e

SSAG App D GSA

Cir

WSite

Relevant sections as applicable (Pri) (Sec) EDBC No. 30/2000 (para 2 & 6), 11/2019 (para 15), 7/2021

4. Appointment of substitute teachers

(daily-rated supply teachers and monthly-paid temporary teachers)

School School ^COA S31-32 [P];

S32-33 [S];

S35-36 [Sp];

(excluding temporary Native-speaking English Teachers S13.11 [A];

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(NETs)) S7B para1, 2 & 4-6, S12 [Comp]

SAG S7.2.1 para 4, S7.4, App 3, 4 and 12 of Chap 7 (Relevant paras as appropriate)

GSA Relevant sections as applicable (Pri) (Sec) Cir EDBC No. 60/1999, 7/2021

WSite

EDBCM No. 129/2022 Supply Teacher

https://www.edb.gov.hk/en/teacher/appointments- related/supply-teachers/index.html

Teacher Relief Grant (TRG) for Schools with an Incorporated Management Committee:

https://www.edb.gov.hk/en/sch-admin/fin- management/subsidy-info/trg/index.html

5. Appointment and re-appointment of Native-speaking English Teachers (NETs) under the Enhanced NET

School School ^Cir EDBC No. 7/2013 (for primary schools), 8/2013 (for secondary schools), 7/2021

Scheme in Secondary Schools and the NET Scheme in Primary Schools

EDBCM No. 53/2022 (for primary schools), 54/2022 (for secondary schools)

WSite http://www.edb.gov.hk/en/curriculum- development/resource-support/net/index.html

6. Appointment of temporary Native-speaking English EDB EDB ^COA S50(a) [P];

Teachers (NETs) S49(a) [S];

S53(a)(vi) [Sp];

S13.2(a) [A]

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Items

Schools under

Major Reference Materials

SMC

SAG S7.1 para 3e

GSA Relevant sections as applicable (Pri) (Sec) Cir EDBC No. 7/2021

WSite http://www.edb.gov.hk/en/sch-

admin/admin/about-sch-staff/net-scheme/net- appointment-matters.html/data/sch-

admin/admin/about-sch-staff/net-scheme/net- appointment-matters.html

 Appointment of Temporary NET (Primary Schools) (Secondary Schools)

7. Appointment of English and Putonghua teachers School School ^SAG S7.4.2 para 5b

(in relation to the Language Proficiency Requirement for English/ Putonghua teachers)

Cir EDBC No. 7/2021

EDBCM No.106/2009, 124/2022 (to be updated annually)

WSite http://www.edb.gov.hk/lpr

8. Appointment of English and Chinese teachers School School ^SAG S7.4.2 para 5c

(in relation to the Recommendations of SCOLAR on ^Cir EDBC No. 7/2021

EDBCM No. 54/2004, 106/2009

Language Teacher Education and Qualifications) ^WSite http://www.edb.gov.hk/sr

9. Appointment of Educational Psychologists School School ^COA S19, S49-53, App 2A, App 3, App 4/Att J and K [P];

S19, S48-52, App 2, App 3, App 4/Att J and K [S];

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S20, S52-56, S59-62, App 2 para 7, App 3, App 4/Att J(i) & J(ii) [Sp]

S13.2 [A]; S4.22-4.23 [Comp]

SAG S7.2.3 para 9, S7.4.2 Para 4, App 2 of Chap 7 GSA Relevant sections as applicable (Pri) (Sec)

Cir EDBC No. 5/2005, 10/2015, 7/2021 WSite http://www.edb.gov.hk/en/sch-

admin/admin/about-sch- staff/appointment/index.html

10. Employment of temporary replacements of Educational School School ^COA

Cir

S32(c) [P];

Psychologists S33(c) [S];

S37(a) [Sp];

S13.11(b) [A]

EDBC No. 7/2021

11. Appointment of Assistant Social Work Officers School School ^COA

SAG GSA Cir WSite

S19, S49-53, 58, App 2A, App 4/ Att M, App9 [P]

S20, S52-56, S59-62, App 2(para 3), App 3, App 4 C1 [Sp];S13.2 [A];S4.25 & S4.30 [Comp]

S7.4.2 Para 4 & 5(e), App 2 of Chap 7 Relevant sections as applicable (Pri)

EDBC No. 5/2005, 10/2015, 36/2018, 7/2021 http://www.edb.gov.hk/en/sch-

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Items

Schools under

Major Reference Materials

SMC

Schools under IMC 12. Employment of temporary replacements of Assistant

Social Work Officers

School School ^COA

Cir

S32(c) [P]

S13.11(b) [A];

S37(a) [Sp]

EDBC No. 7/2021

13. Direct appointment of Laboratory Technician II School School ^COA App 5 para 6 [S];

App 6 para 6 [Sp];

S4.21 [Comp]

GSA Relevant sections as applicable (Sec) Cir EDBC No. 12/2016, 7/2021

EDBCM No. 38/2022

14. Appointment of School Executive Officers School School _COA

SAG

Cir

WSite

S19, S49-50, S52-53, 58, App 2A, App3, App 4/

Att N [P]

S19, S48-49, S51-52, S55-56, App 2, App 3, App 4/Att M [S]

S20, S52-53, S55-56, S59-60, App 2, App 3, App 4/Att L [Sp]

S10.1 (f) [A] S4.26 [Comp]

S7.1 para1, 2 & 5, S7.2.3 para 1 & 2, S 7.4.2 para 4

EDBC No. 5/2005, 10/2015, 7/2021 EDBCM No. 37/2019, 175/2021, 46/2022 https://www.edb.gov.hk/en/sch-

admin/admin/about-sch-staff/schexo/index.html

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15. Appointment of clerical and janitor staff School School ^COA S20, S33, App 2B & App 4/ Att O [P];

S34, App 14/Att A [S];

S21, App 2, App 4 [Sp];

S13.10 [A] S9 & 10 [Comp]

SAG S7.1 para 1&2,S7.2.3

Cir EDBC No. 5/2005, 10/2015, 7/2021 WSite http://www.edb.gov.hk/en/sch-

16. Optimising the Use of Teaching Manpower Resources School School ^Cir EDBC No. 10/2017

(B) Acting Appointment, Regrading and Promotion

17. Acting appointment to fill vacant posts for substantive School School ^COA S62, App 3C, App 5 para I(1)&(3) [P];

appointment S62, App 3 para 2, App 9 para 1(b), 3 & 10 [S];

S66, App 3IID, App 5A1(b), App 5B [Sp];

S5 para 1(b) & 2, S8B [Comp]

SAG S7.2.4, App 5 of Chap 7 Cir EDBC No. 30/2000, 8/2004

18. Acting appointment for administrative convenience to School School ^COA S62, App 3(C) [P];

approved functional posts which are left vacant for not S62, App 3 para 2 [S];

less than 30 consecutive calendar days S66(b), App 3IID [Sp];

(excluding the school head post) S13.4 [A];

S8B [Comp]

SAG S7.2.4, App 5 of Chap 7

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Items

Schools under

Major Reference Materials

SMC

Cir EDBC No. 30/2000, 8/2004, 11/2019 para 14

19. Regrading to graduate teaching posts School School ^COA ^{S60 [P];}

S59 [S];

S64 [Sp];

S13.3(a)-(d) [A]

SAG S7.2.2,App 6 of Chap 7 Cir EDBC No. 11/2019 (para 9-12) WSite http://www.edb.gov.hk/en/sch-

admin/admin/about-sch-staff/graduate-teacher- posts/index.html (for primary schools)

http://www.edb.gov.hk/en/sch-

admin/admin/about-sch-staff/graduate-teacher- posts-sec/index.html (for secondary school)

20. Promotion to school head EDB EDB ^COA S60(a), App 4/Att A-C, D1&H1[P];

[Note: Schools should read this item in conjunction with item S59(a), App 4 / Att A - D [S];

2 of this checklist.] S64(a), App 4/ Att A, B, C, D, F(ii) G(ii), H(ii) &

H(iii) [Sp];

S13.3(a) [A] S4.1-4.3, S4.6-4.8 [Comp]

SAG S7.2.4, S7.3.1, S7.3.2

Cir EDBC No. 30/2000, 31/2002, 2/2019, 3/2019, 4/2019, 6/2016

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21. Promotion to senior teaching posts other than school head School School ^COA S60-61, App 4/Att C-D2, App 5 [P];

S59-60, App 4/Att C-D, App 4/Att F-H, App 9 [S];

S64-65, App 4/ Att C, D, F (i), G(i), H (i), H(ii), H(iii) & App 5A [Sp];

S13.3(a)-(d) [A];

S5 [Comp]

SAG S7.2.4 para 1, 3 & 4, S7.3.1, S7.3.2, App 5 of Chap 7

Cir EDBC No. 30/2000, 11/2019 (para 14), 6/2020 (para 15-17 & Annex 4)

WSite http://www.edb.gov.hk/en/teacher/qualification- training-development/development/training- requirements-teacher-promotion-in-aided- sch.html

22. Promotion of Educational Psychologists School School ^COA S61, App 4/Att K, App 5 [P];

S60, App 4/Att K, App 9 [S],

S65, App 4/Att J (ii), App 5 (A) 1 (a)[Sp]

S4.23, S5 [Comp]

SAG S7.2

GSA Relevant sections as applicable (Pri) (Sec) Cir EDBC No. 30/2000

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Items

Schools under

Major Reference Materials

SMC

23. Promotion of Laboratory Technicians School School ^COA App 2/Att C para 4(a), App 9 para 1, 8 & 9 [S];

App 4B, App 5A1, App 5A3(i) & (j) [Sp];

S4.21, S5 [Comp]

SAG S7.2.4 para 1, App 5 of Chap 7 GSA Relevant sections as applicable (Sec)

Cir EDBC No. 12/2016 EDBCM No. 38/2022

24. Training requirements for promotion EDB School ^COA App 5 para I(3) [P];

App 9 para 3 [S];

App 5A 1(c) (d) [Sp];

S5 para 2, S5/Att A [Comp]

SAG S7.2.4 para 1 & 4, App 5 of Chap 7

Cir EDBC No. 6/2020 (para 15-17, & Annex 4) WSite http://www.edb.gov.hk/en/teacher/qualification-

training-development/development/training- requirements-teacher-promotion-in-aided- sch.html

(C) Leave for Teachers (including School Heads)

25. Paid or no-pay sick leave, maternity leave, special School School ^COA S26-30 & 35, App 9 & 10 [P];

tuberculosis leave, paid study leave endorsed by EDB S25-29 & 31, App 11& 12[S];

in advance and paid paternity leave S28-32 & 34, App 10 & 11 [Sp];

26. Paid special leave (maximum 2 days per school year) School School S13.9 [A];

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27. Paid leave for serving as jurors or witnesses School School ^{S7A [Comp]}

28. Paid leave for special events as specified School School ^SAG S7.5.3, App 7, 9&10 of Chap 7

(maximum 14 days per school year) ^S^SAG ^{App H}

29. No-pay leave

(excluding no-pay sick/ maternity/ special tuberculosis leave)

EDB School

[Note: Schools under IMC should notify EDB of the no-pay leave granted and seek EDB’s approval for keeping the relevant teacher’s Grant/ Subsidized Schools Provident Fund account open and adjustment of salary incremental date (if

necessary).]

Cir EDBC No. 1/2006, 16/2015, 16/2018

30. Paid study leave which has not been endorsed by EDB in advance

EDB EDB

31. Other types of leaves which are not specified above EDB EDB

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Items

Schools under

Major Reference Materials

SMC

Schools under IMC (D) Leave for Laboratory Technicians,Specialist Staff and School Executive Officers

32. Paid annual leave School School ^COA S26-28, S34 & 35, App 9-11D [P];

33. Paid or no-pay sick leave, maternity leave, special School School S25-27, S30-31, App 11-13D [S];

tuberculosis leave, paid study leave endorsed by EDB S28-S30, App 10-12, S33&S34 [Sp];

in advance and paid paternity leave S13.9 [A];

34. Paid leave for serving as jurors or witnesses School School S7A [Comp]

35. Paid study leave which has not been endorsed by EDB in EDB EDB ^SAG S7.5.3, App 7, 9 & 10 of Chap 7

advance ^S^SAG ^{App H}

Cir EDBC No. 1/2006, 16/2015, 16/2018

(E) Leave for other Non-teaching Staff

36. Various types of leave in accordance with the School School ^COA S34, App 11E-12 [P];

Employment Ordinance, Codes of Aid and guidelines S33, App 10, App 11 & App 12 [Sp];

issued by EDB from time to time S13.9 [A];

S7A [Comp]

SAG S7.5.3 para 3b, App 7, 9 & 10 of Chap 7

SSAG App H

Cir EDBC No. 1/2006, 16/2015, 16/2018

37. Annual leave for other non-teaching staff in special School School ^COA S33, S39(b), App 12 [Sp];

schools such as house-parents, nurses, cooks and the S7A para 3 [Comp]

like if their leave cannot be staggered ^SAG S7.5.3 para 3b, App 8-9 of Chap 7

SSAG App H

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SMC under IMC (F) Teaching Staff Management

38. Deployment of redundant teachers/ over-ranked school School School ^EO ^S40AG

heads/ redundant senior teachers/ excess graduate ^COA ^{S13.6 [A]}

teachers ^S^SAG ^{App E}

Cir EDBCM No. 37/2022 (for primary

schools),38/2022 (for secondary and special schools)

39. Suspension of teachers from normal duties School School ^COA S57(f) [P] ; S57(f) [S];

S61(f) [Sp];

S13.5(d) [A]

SAG S7.8.3

40. Termination of service / Non-renewal of contracts School School ^ER ^R76(2)

COA S57(a)-(e), App 6-8 [P];

S57(a)-(e), App 6-8 [S];

S61(a)-(e), App 7-9 [Sp];

S13.5(a)-(b) [A];

S6 [Comp]

SAG S7.2.1 para 2j, S7.5.1,S7.8.3,S7.10 para 1-2

41. Summary dismissal School School ^ER ^R76(2)

COA S57(g), App 6-7[P];

S57(g), App 6-7 [S];

S61(g), App 7-8 [Sp];

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Items

Schools under

Major Reference Materials

SMC

S13.5(c) [A];

S6 [Comp]

SAG S7.2.1 para 2j, S7.5.1,S7.8.3, S7.10 para 2

42. Withholding salary increment due to unsatisfactory EDB School ^COA S24(b) [P];

performance S23(b)[S];

S25(b) [Sp];

S10.1(b) [A]

SAG S7.8.3

SSAG App A

43. Staff required to step down to a lower rank for reasons EDB School ^COA ^{S13.7 [A]}

other than reduction of classes ^S^SAG ^{App F}

(G) Remuneration Matter

44. Assessing salaries for teaching and non-teaching staff School School ^ER R78 [Applicable to teaching staff only]

according to the salary scales as laid down in the Codes ^COA S22, S50(b), App 3(A) [P];

of Aid S21, S49(b), App 3 para 1 [S];

S23, S53(b), App 3I [Sp];

S10.1(a), S13.1(g), S13.2(b) [A];

S2 [Comp]

SAG S7.2.1 para 2g, S7.2.3 para 1

GSA App 6A-App 6D (for secondary schools) App 6A-App 6D (for primary schools) (Other relevant sections as applicable)

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Cir EDBC No. 5/2005 (para 2), 8/2010

45. Approving responsibility / acting allowance, and special School School ^COA S22, App 3(C)-(D), App 4/Att A [P];

education allowance for teachers S21, App 3 para 2, App 3/Att A [S];

S23, App 3 II[Sp];

S10.1(a) [A];

S8 [Comp]

Cir EDBC No. 8/2004, 12/2007

46. Rectification of overpayment or underpayment of School School ^COA S19(b) [P] [S];

salaries to teachers S20(b) [Sp];

S13.2(b) & (c) [A]

Cir EDBC No. 5/2005 (para 11), 8/2010

47. Handling Long Service Payment/ Severance Payment for School School ^COA S11 para 3&4 [Comp]

school staff ^SAG ^S7.5.5

Cir EDBCM No. 134/2022 (para 3)

48. Permission on taking teaching experience earned outside EDB EDB ^COA ^{S25 [P];}

Hong Kong for incremental credit on appointment ^{S24 [S];}

S26 [Sp];

S10.1(d) [A]

GSA App 3, Part A, para 5 (Pri) (Sec)

49. Permission on retention of existing salary for stepped- EDB EDB ^COA S13.7(c) [A]

down teaching staff ^Cir EDBCM No. 37/2022 (for primary schools),

38/2022 (for secondary and special schools)

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Items

Schools under

Major Reference Materials

SMC

50. Keeping teachers’ Provident Fund Account open EDB EDB ^GSPFR ^S13(3)

SSPFR S13(3)

SSAG App H para 6

WSite (i) Provident Fund (ii) Form EDB72 Cir EDBC No. 1/2006 (Annex : para 5(b) & 6)

51. Payment of Salary for August EDB EDB ^COA App 9 para 1(d) [P];

(for teachers with less than one academic year of service) App 8 para 1(d) [S];

App 9 para 1(d) [Sp];

S3 para (B)1(d) [Comp]

(H) Resignation and Retirement

52. Staff tendering resignation or due for retirement School School ^COA S57(a)-(d), S58, S59[P];

S57(a)-(d)&(h), S58 [S];

S61(a)-(d), S63 [Sp];

S13.1(c), 13.5(a), (f) & (g) [A];

S3 para(B)1, S6 [Comp]

SAG S7.10 para 1 & 2

53. Waiver of salary payment in lieu of notice upon resignation of teaching staff

School School ^COA S57(e) [P] ; S57 (e) [S];

S61(e) [Sp];

S13.5(e) [A];

S6 para1 [Comp]

SAG S7.10 para 1a & 2

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54. Extension of service of principals, teachers, Educational EDB EDB ^EO

COA

SAG

S58A, S58B

Psychologists, Assistant Social Work Officers, Laboratory Technicians and School Executive Officers after the end of the school year

S59 [P];

S58[S];

S63 [Sp];

S13.2(a), S13.8 [A]

S7.10

in which they reach the age of sixty

Cir EDBCM No. 161/2021(to be updated annually)

(I) Others

55. Teaching staff taking up paid or no-pay outside duties School School ^COA ^{S63 [P];}

S63 [S];

S67 [Sp];

S13.13 [A]

SAG S7.4.4 para 3f, S7.4.4 para 4c, S7.8.2 para 3, App 7 para 7 of Chap 7

56. Staff injured on duty School School ^SAG S7.5.2 para 2

(II) School Administration Issues

(A) School Premises and Facilities

57. Change of room use without structural alteration School School ^COA ^{S16.3 [A]}

SAG S8.6.2, App 6 & 7 of Chap 8

58. Conversion work with structural alteration EDB EDB ^EO ^{S19, S20}

ER R10

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Items

Schools under

Major Reference Materials

SMC

SAG S8.6.1

Cir EDBC No. 3/2002

59. Use of school premises other than approved activities of EDB EDB ^COA S48(a) [P];

the school S47(a) [S];

S51(a) [Sp];

S16.1 [A]

SAG S8.2.1 para 1

60. Capital subvention for major repairs/emergency repairs EDB EDB ^COA S39(a), App 17 [P];

S39(a), App 17 [S];

S44(a), App 17 [Sp];

S11.1, S16.2 [A];

SAG

S13B [Comp]

S6.2.1 para 3c, S8.5.2, S8.5.3

WSite School Maintenance Automated Rapport Terminal (SMART) system

Procedure for Major Repairs (Non-Estate Aided Schools)

Procedure for Major Repairs (Estate Aided Schools)

(B) Other General Items

61. Uploading the following endorsed documents to the school website:

School School ^COA

SAG

S17.1 [A]

S5.3.4

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 Capacity Enhancement Grant Plan

 School Development Plan

 Annual School Plan, including

 The plan on the use of the Life-wide Learning Grant

 The plan on the use of the Diversity Learning Grant (DLG) – Other Languages (OL) and

 DLG-Other Programmes (OP) (i.e. senior secondary (SS) gifted education (GE)

programmes and/or network programmes (NP) of SS subjects) (if applicable)

 The plan on the use of the Citizenship and Social Development (CS) Grant

 School Report, including

 The report on the use of the Life-wide Learning Grant

 The report on the use of the DLG – OL and DLG- OP (i.e. SS GE programmes and/or NP of SS subjects) (if applicable)

 The report on the use of the Student Activities Support Grant (if applicable)

 The report on the use of the CS Grant

Cir

WSite

EDBCM No. 79/2022 [Diversity Learning Grant – Other Languages and Other

Programmes], 83/2021 [Provision of One-off Grant for Supporting the Implementation of the Senior Secondary Subject Citizenship and Social Development], 134/2022

EDB Circular No. 16/2019 [Life-wide Learning Grant], 17/2019 [Student Activities Support Grant]

http://www.edb.gov.hk/en/sch-admin/sch-quality- assurance/sse/sse.html

http://www.edb.gov.hk/en/sch-admin/fin- management/subsidy-info/ref-capacity- enhancement-grant/index.html

https://334.edb.hkedcity.net/new/en/dlg.php https://www.edb.gov.hk/en/curriculum- development/curriculum-area/life-wide- learning/lwl-grant/index.html

https://www.edb.gov.hk/en/curriculum- development/curriculum-area/life-wide- learning/sas-grant/index.html

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Items

Schools under

Major Reference Materials

SMC

Schools under IMC 62. Class structure and expansion of school by operating

additional classes

EDB EDB ^COA S12 [P] ;

S12 [S];

S11 [Sp];

Cir

S7.3 [A]

EDBCM No. 175/2021 (for primary schools), 46/2022 (for secondary schools)

63. Disposal of records of books of accounts of permanent EDB EDB ^COA S66(b) [P];

nature S66(b) [S];

S70(b) [Sp]

SAG S6.8

64. Rent, Government Rent and Rates reimbursement EDB EDB ^COA ^{S38 [P];}

actually paid for school purposes ^{S37 [S];}

S43 [Sp];

S10.2(b)(ii) [A]

SAG S6.2.1 para 2d Cir EDBC No. 14/2007

65. Submission of holiday list in the form of school calendar EDB EDB ^ER R79, R80, R81, R82, R83, R92 COA App1, para 19. 22-23, 25-26 [P] [S];

App1, para 18, 21-22, 24 & 26 [Sp];

S15.3 [A]

SAG Appendix of Chap 2 Cir EDBC No. 7/2005

EDBCM No. 167/2019

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66. Submission of leave record of teaching staff annually for EDB EDB ^COA S35(a) [P];

endorsement S31(a) [S];

S34(a) [Sp];

SAG

S13.9(e) [A]

S7.5.3 para 2

SSAG App H

Cir EDBC No. 1/2006

(III) Financial Issues

^Note

(A) Procurement Activities

67. Inviting, vetting and approving quotations/tenders School School ^SAG S6.4.2 para 2b Cir EDBC No. 4/2013

68. Appointment of different persons to handle the opening School School ^COA ^{S14.6 [A]}

and vetting of written quotations/tenders as well as ^SAG S6.4.2 para 2j & k

approval of tenders ^Cir EDBC No. 4/2013

69. Insufficient number of suppliers invited School School ^SAG S6.4.2 para 2e Cir EDBC No. 4/2013

Note The following files on financial issues are also provided for schools’ reference and use and can be downloaded from EDB’s Website:

1. Report on Financial and Personnel Matters Approved by SMC/IMC for Aided Schools

<http://www.edb.gov.hk/attachment/en/sch-admin/regulations/checklist/report%20on%20financial%20and%20personnel%20matters%20approved%20by%20smc_imc%20for%20 aided%20schools.doc>

2. Points to Note on Financial Management of Aided Schools

<http://www.edb.gov.hk/attachment/en/sch-admin/sbm/corner-imc-sch/Points%20to%20Note%20on%20Financial%20Management%20of%20Aided%20Schools_e.pdf>

3. Exception Report on Procurement Activities for Aided Schools

<http://www.edb.gov.hk/attachment/en/common/exception%20report%20on%20procurement%20activities%20for%20aided%20schools.doc>

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Items

Schools under

Major Reference Materials

SMC

70. Sub-contracting to third party by the supplier/contractor School School ^Cir EDBC No. 4/2013

(B) Trading Operation

71. Conducting trading operations EDB School ^ER R99A, R99B

COA SAG

App 1 para 32-34 [P] [S] [Sp]

S6.2.2 para 3, S6.3, S6.5.2 para 4 GFM S3.3, 6.2(ii) & 6.3(a)

Cir EDBC No. 10/2016

72. Acceptance of donations or advantages from suppliers School School ^SAG S6.3 para 3b & c

/ contractors

Cir

S2.3.4 para 2a & 2b

EDBC No. 10/2016 (para 3, App 2 para 3 & App 5 para. g, h, l, m & n), 3/2022

EDBCM No. 63/2022 (para 4 & Annex 1 para 5.1)

EDBCM No. 172/2015 (para 5)

73. Sale of textbooks on school premises School School ^Cir EDBC No. 10/2016 (Para 3 pt.c, App 3 para 3) EDBCM No.63/2022 (Annex 1 para 5.2)

74. Delegation of trading operations to Parent-Teacher School School ^SAG S6.3 para 3e

Association (PTA) or School Sponsoring Body (SSB) ^Cir EDBC No. 10/2016 (App 2 para 3 & App 5 para a

& j)

(C) School Income

75. Fund-raising activities under the conditions specified by School School ^ER ^R66

EDB ^SAG S6.2.2 para 1d & 3, S6.5.2 para 3, App 5 of Chap

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6

76. Hire of accommodation School School ^SAG S6.2.2 para 1f, S8.2.2, App 1 of Chap 8

Cir EDBC No. 5/2011

77. Collection of fees and charges (other than boarding fee EDB School ^ER R61, R63, R66

and subscription/ tong fai) exceeding the approved ^COA S14(c) [P];

ceiling as stipulated by EDB for educational use S14(d) [S];

S15(d) [Sp];

S14.3(d) [A]

SAG S6.2.2 para 1b & 1c, App 3 & 4 of Chap 6

SSAG Page 13 & 14 GFM S3.4, 6.2(iii) & 6.3(d)

Cir EDBC No. 14/2012

78. Collection of subscription/ tong fai EDB EDB ^ER ^{R60A, R61}

COA S14-16 [P] [S];

S15-17 [Sp];

S14.3(c) [A]

SAG S6.2.2 para 1a Cir EDBC No. 6/2008

79. Collection of boarding fees EDB EDB ^ER R60A(2), R66

COA S12-14 [Sp];

S14.3(b) [A]

80. Acceptance of advantages and donations School School ^COA S17 [P] [S];

S18 [Sp];

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Items

Schools under

Major Reference Materials

SMC

S14.2(a)& 14.4 [A]

SAG S6.2.2 para 1e S2.3.4 para 2a & 2b Cir EDBC No. 3/2022

EDBCM No. 63/2022 (para 4 & Annex 1 para 5.1)

EDBCM No. 172/2015 (para 5)

81. Acceptance of donation which may incur recurrent EDB EDB ^COA S17(a) (b) [P] [S];

government expenditure S18(a) (b) [Sp];

S14.4[A]

SAG S6.2.2 para 1e Cir EDBC No. 3/2022

(D) Government Subvention

82. Transfer of Special Domain surpluses to Administration Grant/ Revised Administration Grant for meeting contractual obligation to the continued employment of janitor / clerical staff

EDB N.A. ^WSite OEBG User Guide S.4.9

(IV) Student Issues

83. Admission of students (other than allocation of places in School School ^EO ^S74

Primary 1, Secondary 1 and Secondary 4) and ^COA S43, App 1 para 11 [P];

upholding students’ right to education S43, App 1 para 11 & 15 [S];

(33)

S48, App 1 para 11 [Sp];

S15.1 [A]

SAG S3.2.1, S3.2.3

Cir EDBC No. 1/2009, 13/2021

84. Promotion of students School School ^COA S44, App 1 para 15 [P]

SAG S3.3.2 para 1

85. Suspension of students School School ^COA S45, App 1 para 14 [P];

S44, App 1 para 14 [S];

S49, App 1 para 14 [Sp];

S15.2(c) [A]

SAG S3.6.4 para 5 Cir EDBC No. 1/2009

86. Expulsion of students at senior secondary level with full School School ^EO ^S74

justification acceptable to the Permanent Secretary for ^COA S44, App 1 para 12 & 13 [S];

Education S15.2 [A]

SAG S3.6.4 para 6 Cir EDBC No. 1/2009

87. Expulsion of students aged under 15 years at or below EDB EDB ^EO ^S74

junior secondary level ^COA S45, App 1 para 12 & 13 [P];

S44, App 1 para 12 & 13 [S];

S49, App 1 para 12 & 13 [Sp];

S15.2 [A]

SAG S3.6.4 para 6

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Items

Schools under

Major Reference Materials

SMC

Cir EDBC No. 1/2009

88. Maximum rate of repetition EDB EDB ^COA ^{S46 [P];}

S45 [S];

S15.4(a) [A]

SAG S3.3.2 para 2

89. Pupils taking more than seven years to complete EDB EDB ^COA ^{S44 [P];}

six-year primary course S15.4(b) [A]

SAG S3.3.2 para 2e

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SMC refers to School Management Committee

EO refers to Education Ordinance (CAP 279) https://www.elegislation.gov.hk/hk/cap279 ER refers to Education Regulations (CAP 279A) https://www.elegislation.gov.hk/hk/cap279A GSPFR refers to Grant Schools Provident Fund Rules

(CAP 279C)

https://www.elegislation.gov.hk/hk/cap279C

SSPFR refers to Subsidized Schools Provident Fund Rules (CAP 279D)

https://www.elegislation.gov.hk/hk/cap279D

COA refers to Code of Aid

[P] refers to Code of Aid for Primary Schools https://www.edb.gov.hk/attachment/en/sch-admin/regulations/codes-of-aid/coa_pri_e.pdf [S] refers to Code of Aid for Secondary Schools https://www.edb.gov.hk/attachment/en/sch-admin/regulations/codes-of-aid/coa_sec_e.pdf [Sp] refers to Code of Aid for Special Schools https://www.edb.gov.hk/attachment/en/sch-admin/regulations/codes-of-aid/coa_ss_e.pdf [A] refers to Code of Aid for Aided Schools https://www.edb.gov.hk/attachment/en/sch-admin/regulations/codes-of-aid/code-of-aid-

and-related-documents-for-aided-imc-schools/coa_english_1.16.pdf [Comp] refers to Compendium to Code of Aid for Aided

Schools

https://www.edb.gov.hk/attachment/en/sch-admin/regulations/codes-of-aid/code-of-aid- and-related-documents-for-aided-imc-schools/Compendium%201.16.pdf

SAG refers to School Administration Guide https://www.edb.gov.hk/attachment/en/sch-admin/regulations/sch-admin- guide/SAG_E.pdf

SSAG refers to Supplement to SAG for Aided Schools Operated by IMC

https://www.edb.gov.hk/attachment/en/sch-admin/regulations/codes-of-aid/code-of-aid- and-related-documents-for-aided-imc-schools/supplement%20to%20sag_2019.pdf Cir refers to EDB Circular/Circular Memorandum http://applications.edb.gov.hk/circular/circular.aspx?langno=1

GSA refers to Guide to Salary Assessment http://www.edb.gov.hk/en/sch-admin/admin/about-sch-staff/salary-assessment/guides.html

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Aided Schools Operated by Incorporated Management Committees

sch/fm%20guide%20english.pdf

WSite refers to EDB Website http://www.edb.gov.hk/

App refers to Appendix Att refers to Attachment Chap refers to Chapter para refers to paragraph R refers to Regulation S refers to Section Education Bureau

October 2022 (updated)