An Overview of School Administration

Induction Programme for School Executive Officers –

An Overview of

School Administration

25 September/2 October 2019

by EDB

Topics

 Introduction

 “One Executive Officer for Each School” Policy

 Operation of Incorporated Management Committee

 Financial Resources Management

 Accounting Arrangement and Procurement

 Human Resources Management

 More References on EDB Website

(www.edb.gov.hk)

Types of Schools in Hong Kong

By Finance Type

 Aided Schools

 Government Schools

 Caput Schools

 Direct Subsidy Scheme Schools

學校)

 Private Schools

Public sector schools

公營學校

Some Major Tasks in a School Year (s.y.)

Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug

s.y. starts ¹

^term s.y. ends

exam

2

term exam

Primary One Admission (POA)

discretionary place (DP) admission stage

POA DP results

POA Central Allocation

(CA)

results DSE

exam results Secondary School

Places Allocation (SSPA) DP admission stage

SSPA results Diploma of

Secondary Education (DSE) exam

SSPA DP

Stakeholders and Personnel in Schools

School Management Committee (SMC, 校董會)/

Incorporated Management Committee (IMC, 法 團校董會)

– Supervisor (校監) and Managers (校董)

School Sponsoring Body (辦學團體，

SSB)

Principal

Teachers Specialists

Supporting Staff Students

School Community

Parents Alumni

Other Community

Members

Rules and Regulations that Govern the Operation of Public Sector Schools

 Education Ordinance (EO,

), Education Regulations (ER,

) and other legislations, such as Employment Ordinance (EmO,

), etc.

 Codes of Aid

CoA,

 School Administration Guide (SAG,

 Circulars and Circular Memorandum

 Instructions given by Permanent Secretary for

Education

from time to

time

Common Administration Issues in Schools

 School Management

 Learning and Teaching

 Student Matters

 Home-school Matters

 Finance Matters

 Personnel Matters

 School Premises Matters

“One Executive Officer for Each School” Policy

「一校一行政主任」政策

“One Executive Officer for Each Sch” Policy

 Recommended by the Task Force on School- based Management Policy

 Aim:

• Enable schools to review their school-based

administrative arrangements and requirements, streamline administrative procedures, strengthen school administrative support;

• Reduce the administrative work of teachers and

principals

“One Executive Officer for Each Sch” Policy ⁽²⁾

 From 1.9.2019, each aided school will be

provided with a school executive officer (Sch ExO) and may choose either one of the modes below:

i. Creating a regular Sch ExO post in the

establishment of the school for employing a full- time Sch ExO

ii. Receiving the School Executive Officer Grant

(SEOG) to recruit at least one full-time Sch ExO or

procure school administration-related service with

at least one full-time school-stationed Sch ExO

Proposed Scope of Responsibilities of Sch ExO

 EDBCM No. 37/2019 (Appendix I)

 To assist in supervising and coordinating school administrative matters, for example:

• to assist the SMC/IMC to put in place a proper internal control mechanism for personnel and financial

management;

• to support the operation of the SMC/IMC (such as

communicating with school managers and relevant parties, preparing documents for meetings, drafting minutes of

meetings, assisting in election and registration of school

managers, coordinating school-based, joint-school or school

sponsoring body-based training for school managers, and

seeking legal advice based on school operational needs);

Proposed Scope of Responsibilities of Sch ExO ⁽²⁾

• to assist in the executive functions of financial resource management (such as procurement of goods and services, handling school trading operations, acceptance of donations, budgeting and financial control, accounting and maintenance of records) and human resource management (such as staff

appointment, regrading, promotion and acting appointment, termination of employment, leave arrangement and salary assessment);

• to supervise and manage duties of non-teaching staff;

• to assist in reviewing school-based mechanisms, internal

administrative arrangements and requirements (such as handling of school complaints, crisis management, parent education,

maintenance of school premises and safety issues);

• to assist in handling of routine school administrative matters;

to liaise with stakeholders of the school.

Information about Sch ExO

School Administration and Management > Administration > About School Staff

Information about Sch ExO ⁽²⁾

…. About School Staff > Staff Entitlement Matters of Aided Schools >

“One Executive Officer for Each School” Policy

Operation of Incorporated Management Committee

法團校董會的運作

School-based Management (SBM, 校本管理)

SBM

Student-oriented Transparency and

Accountability

Self-improvement Participation in

decision-making

School-based Management ⁽²⁾

2004 Education (Amendment) Ordinance

•

•

•

governance framework with major stakeholders’

participation in school policy decision making and school management

Incorporated Management Committee (IMC)

Education Bureau (EDB) School

Sponsoring

Body (SSB)

Part IIIB of the

Education Ordinance (Section 40AA – 40CB)

IMC Constitution of the school

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

ap279!en-zh-Hant-HK?INDEX_CS=N

Governance Framework –

Composition of IMC in Aided Schools

(Section 40AL of Education Ordinance)

Composition of IMC Number

Sponsoring Body (SSB) Manager

Maximum 60% of the maximum number of all managers

Ex-officio manager

(Principal) One

Teacher Manager Not less than one Parent Manager Not less than one Alumni Manager One or more

Independent Manager Not less than one

辦學團體校董（最高可 達60%）[可設替代校董]

校長（當然成員）

教員校董（若只設一名 則須設一名替代校董）

家長校董（若只設一名 則須設一名替代校董）

校友校董

獨立校董

6 Categories of Managers

SSB Manager 60%

(Alt SSB Manager) Principal

(Ex-officio Manager) Teacher Manager

（Alternate Teacher Manager)

Parent Manager (Alternate Parent

Manager) Alumni Manager

Independent Manager Election By

Composition of IMC

(Section 40AL of Education Ordinance)

By Virtue of Office

By Nomination

Election/Nomination of School Managers

Teacher Manager (Alternate Teacher

Manager)

Parent Manager (Alternate Parent Manager)

Alumni Manager Recognized

parent-teacher association

(RPTA)

All teachers of the school

Recognized alumni association

(RAA)

Election and/or Nomination of School Managers

Points to note

Candidature

Election and Nomination Procedures Number and Tenure

Returning Officer

Period of Nomination

Candidates’

Information

Date and Method of

Voting

Counting of votes

Announcing Results

Registration of School Managers

Elections of School Managers

School Administration and Management > School-based Management (SBM) >

References for School-based Management and Forms

Guide for Manager Election

• Guide for Teacher Manager Election

• Guide for Parent Manager Election

• Guide for Alumni Manager Election

IMC Forms

WebPage

Procedures of IMC Meetings

Minutes of IMC Meetings

Documents to be Tabled Agenda

and Attendance Quorum of

meeting Contact of

IMC Managers Number of

IMC Meetings: 3

…

More Information about IMC Operation on EDB Website

School Administration and Management > School-based Management

School-based Management

• …..

• Corner for IMC Schools

• Corner for School Managers

• Manager Training

• …..

Financial Resources Management

財政資源管理

Subvention to Aided Schools

• In general, the operating expenses of aided schools are met from government grants

Grant for Repairs, Maintenance, Minor Improvement

& Emergency Repairs

Various One-off Grants

Salary-related grants

Subvention to Aided Schools

Non-recurrent Grants (非經常津貼)

Recurrent Grants (經常津貼)

Operating Expenses Block

Grant (OEBG) (Applicable to SMC

Schools)

Rent, Rates and Government

Rent Expanded

Operating Expenses Block

Grant (EOEBG) (Applicable to IMC

Schools)

Expanded Operating Expenses Block Grant (EOEBG, 擴大的營辦開支整筆津貼 )

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

– Include virtually all non-salary recurrent grants

– Provide schools with greater flexibility in using resources – 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) non-recurrent expenses for projects approved/funded by EDB 2) 50% of recurrent cost arising from government-funded projects

3) 25% of recurrent cost arising from furniture and equipment and other

facilities or educational service acquired through private donations or

other fund-raising schemes

Constituent grants

Surplus (up to 12 months’ provision)

may be kept for specific and meaningful purpose

Baseline Reference

Other Government Subventions

Surplus

50% of recurrent cost of government- funded projects

25% of recurrent cost of F&E acquired through donations or fund-raising schemes

School Specific (e.g. AC G,

Admin G)

(Annual Adjustment -- June-on-June movement of

Expanded Operating Expenses Block Grant ⁽²⁾

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 EDBC014/2007 Refund of Rates and Government Rent )

Non-recurrent Grants

 Capital Cost for Building, Furniture and Equipment

 Grant for Repairs, Maintenance, Minor Improvement &

Emergency Repairs

 Furniture & Equipment Grant

Replacement of Furniture and Equipment cost due to fire, natural disasters or theft

 Other One-off Grants

For special programmes/projects, e.g. Grant for Establishment of Incorporated Management Committee (IMC), Provision of

One-off Grant to Schools for the Promotion of STEM Education,

etc.

Other Sources of School Income

• Tong Fai (Senior Secondary)

• Collection of fines, charges and fees for specific purposes

• Fund raising/Donations

＊Schools must observe the Education Regulations, Circulars/Circular

Memorandum and Guidelines issued by

EDB from time to time

Some Guiding Principles of Using Subvention

 Be good employer and set reasonable remuneration for staff while complying with the requirements of related Ordinances

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

 Should not use the provision on fringe benefits for staff

 Observe related guidelines in procurement

 Observe COA, SAG, Circulars/CM and guidelines issued

from time to time

References on Financial Management

School Administration and Management > Financial Management

Financial Management:

• About Financial Management

• Information on Subsidy

• Notes to School Finance

WebPage

References on Financial Management ⁽²⁾

School Administration and Management > Financial Management >

About Financial Management

About Financial Management

• ….

• Rates and Government Rent

• Reference Materials on

Capacity Enhancement Grant,

• Reference Materials on E/OEBG and CFEG

• ….

References on Financial Management ⁽³⁾

School Administration and Management > Financial Management >

Information on Subsidy > Reference Materials on E/OEBG and CFEG

User Guides

• OEBG

• EOEBG

• CFEG

Reminder Lists

• OEBG and CFEG

• EOEBG Rates

• OEBG

….

• CFEG

• EOEBG

….

Air-conditioning Grant

WebPage

Accounting Arrangement and Procurement

會計安排和採購

Accounting Arrangement

• Statutory requirements

• R64 of the ER and S40BB of the EO

IMC must keep proper books of accounts and other financial and accounting records

• Separate bank accounts should be maintained for govt and school funds

• IMC should open and maintain, in its name, at least 2 accounts (one for govt funds and the other for non-govt funds), all bank accounts should be operated by jointly authorized

signatories, same arrangement for internet

banking

Accounting Arrangement (2)

• A set of proper books of accounts

should comprise items such as payment

vouchers, fixed assets register, etc. (para.1 in Ch. 6.5.2 of SAG)

• All entries should be validated by vouchers with supporting documents

• An annual income and expenditure account and balance sheet should be prepared for external auditing

• The accounting system should be transparent

to facilitate internal and external control

Accounting Arrangement (3)

• IMC is required to prepare its annual financial statements

• IMC is required to appoint an accountant as the auditor (S.40BB of the EO)

• The audited financial statements

together with the auditor report shall be

submitted to the PS(Ed) within 6 months after

the year end date of the school (S.40BB of the

EO, EDBCM No. 160/2019)

Procurement of Stores and Services

Guiding principles

• As the stores and services are procured out of public funds, IMC is publicly accountable for the conduct of its affairs and related

expenditures

• IMC should ensure their schools have put in place

• a fair, open and transparent system of procurement procedures and

• there are adequate checks and balances

Procurement of Stores and Services (2)

Guiding principles (cont’)

• The designated purpose(s) of each government grant must be met

• The “Guidelines on Procurement Procedures in Aided Schools” (EDBC 4/2013) must be

observed and strictly followed

Procurement of Stores and Services (3)

Financial limits Procurement arrangements Approving authorities

$5,000 or below

Competitive bidding not

required for procurement of any stores or services provided that a member of school staff at an appropriate level certifies that such procurement is

essential and the prices are fair and reasonable

Principal/Deputy Head [Note: For schools without Deputy Head, the

approving authority rests with the principal.]

Above $5,000 to $50,000

By oral quotations (at least two) Above $50,000

to $200,000

By written quotations (at least

five) ^Principal

Above

$200,000

By tenders (at least five) TAC comprising the

SV/Manager, the Principal,

a teacher and a rep of the

PTA or a parent manager

Procurement of Stores and Services (4)

Some DOs

 Inform suppliers/contractors in writing that the offer of advantages to school staff is illegal

 Declaration of conflict of interest

 Items of stores and services of the same category should be grouped in the same quotation/tender schedule before inviting suppliers to bid

 Selection of the lowest offer/highest overall

score offer if marking scheme is adopted

Procurement of Stores and Services (5)

Some DON’Ts

 Evasion of the financial limits by dividing

procurement requirements into instalments or by reducing the usual duration of contracts

 Based on the monthly instead of the overall amount in determining the financial limit when carrying out procurement

 Rejecting the lowest offer of written

quotation/tender without reason(s)

Procurement of Stores and Services (6)

Reference materials

• EDBC No. 4/2013

• School Administration Guide (S6.4)

• Guide to Financial Management for Aided Schools Operated by IMC EDB Homepage > Sch Admin and Mgt > School-based Mgt >

Corner for IMC Schools > Financial Mgt

• Relevant reference on financial issues (3 documents) EDB Homepage > Sch Admin and Mgt > Regulations >

Checklist on Common Admin Issues in Aided Schools

• Checklist on Procurement Procedures in Aided Schools EDB Homepage > Sch Admin and Mgt > Financial Mgt >

About Financial Mgt > Ref Materials on Procurement

Human Resources Management

人力資源管理

Personnel Matters

(I) General Principles

 The SMC (校董會)/IMC (法團校董會) is responsible for the management of a professional team of

teaching and non-teaching staff in school.

 The SMC/IMC should exercise Employer’s autonomy &

responsibilities

 There should be explicit policies & procedures

 Policies & procedures must be fair and open

 Avoid any actual/perceived conflict of interest

 Avoid allegations of favoritism

 In accordance with relevant Ordinance, regulations,

Appointment

EDBC No.

005/2005

Promotion, Regrading

EDBC No.

030/2000

Acting Appointment

EDBC No.

008/2004

All-Graduate Teaching

Force EDBC No.

011/2019

Personnel Matters, ^including

but not limited to

Leave EDBC No.

001/2006, 018/2018 Outside

Duties CoA &

SAG

Performance Management

& Staff Conduct

SAG

Retirement Benefits EDBC No.

048/2000

Types of Staff in Aided Schools

Types of Staff

Teaching Staff Non-teaching Staff

Establishment Outside

Establishment

Regular DCP Monthly-

Paid Temp or

Daily- rated Supply Time-

limited Regular

Posts

Cash Grant/

Other funding

Salaries Grant

Admin/

Revised Admin

Grant

Other Cash Grants/

funding

Staff Recruitment

(II) General Proper Procedures

 Formulate pre-determined and objective assessment criteria and specific procedures endorsed by SMC/IMC

 Conduct open recruitment

 Form an independent selection panel comprises a good representation of stakeholders (in odd number)

 Consider all eligible applications

 Assess the suitability of applicants

 Keep a proper record of the assessment results

 Form Review Panel to handle appeals

Please refer to Appendix 4 of Chapter 7 of SAG (學校行政手冊) -

Checklist for recruitment procedures

Staff Recruitment - Approval of PS(Ed)

SMC Schools IMC Schools

Appointment and promotion of staff, regrading of teachers

 

School Head  

Direct Appointment of Staff to Promotion

Ranks

 

Staff above the age of sixty

 

Temporary Native  

Related Legislation and Regulations governing appointment

 Education Regulations (ER, 教育規例) (R76 & R77)

 Codes of Aid (CoA, 資助則例)

 Instructions issued by PS(Ed) from time to time (circulars, guidelines, SAG, letters, etc.)

 Employment Ordinance

 Other ordinances such as anti-discrimination ordinances, Personal Data (Privacy) Ordinance

 Sexual Conviction Record Check

 Policy for preventing sexual harassment

Staff Recruitment

School Administration and Management > Administration >

About School Staff > Appointment Matters

Appointment Matters

Sexual Conviction Record Check (SCRC)

Scheme

Points to Note/

Codes of Practice on Employment

WebPage

School Administration and Management > Administration > About School Staff >

Appointment Matters

Samples: Letter offering Appointment,

Letter of Acceptance, Cert. of Service, etc.

Appointment Form

Promotion Form, Acting Appointment

Form, Regrading

Form, etc.

Notes for completing and submitting the Appointment Forms

Teaching Staff in

• Aided Primary Schools

• Aided Secondary Schools

• Aided Special Schools

Non-teaching Staff in

• Aided Primary Schools

• Aided Secondary Schools

• Aided Special Schools

 Complete and send the appointment form(s) for teaching and non-teaching staff to the Funds Section

 Forward a copy of relevant form(s) to respective Senior

School Development Officers of school

School Administration and Management > Administration > About School

Personal Data (Privacy) Ordinance – Points to

Note

Personal Data (Privacy) Ordinance – Points to Note

WebPage

Prevention of Sexual Harassment

School Administration and Management > Administration > About School >

Prevention of Sexual Harassment in Schools

Equal Opportunities

Commission(EOC)’s framework for Sexual Harassment Policies

in Schools

WebPage

More References on EDB Website

教育局網站的一些參考資料

Education Ordinance (EO, 教育條例) &

Education Regulations (ER, 教育規例)

Home > About EDB > Press Release > LegCo Business > Education Ordinance > Education Ordinance and Subsidiary Legislation

WebPage

Education Ordinance Subsidiary Legislation

• Education Regulations

• …..

School Administration and Management

Regulations:

• Codes of Aid

• School Administration Guide

• Checklist on Common

Administrative Issues in Aided

Schools

Codes of Aid (CoA, 資助則例)

School Administration and Management > Regulations > Codes of Aid

• CoA for Primary Schools

• CoA for Secondary Schools

• CoA for Special Schools

• CoA and Related Documents

for Aided IMC Schools

School Administration Guide (SAG, 學校行政手册)

School Administration and Management > Regulations >

School Administration Guide

WebPage

• School Administration Guide

• Updated items of SAG

• Supplement to SAG

(applicable to aided IMC

schools only)

School Administration Guide ⁽²⁾

School Administration Guide ⁽³⁾

1. School-based Management

2. Learning and Instructional Matters

3. Student Matters

4. Home-School-Community Partnership

5. Planning, School Self-evaluation and Budgeting

6. School Finance Matters

7. Personnel Matters

8. School Premises and Safety

Circular Search

About EDB > Circulars

Circular Search ⁽²⁾

About EDB > Circulars > About Circular

Newly Issued Circulars in the Last Seven Days Select relevant school type, or use the

default “ All”

Search

WebPage

Circular Search ⁽³⁾

Input one or more items to search

Search School Type

Type of Circular:

• EDB Circular

• EDB Circular Memorandum Circular Number

e.g. 001/2019 Period of Issuing

Circulars Keyword

WebPage

Checklist on Common Administrative Issues in Aided Schools

School Administration and Management > Regulations >

Checklist on Common Administrative Issues in Aided Schools

WebPage

Checklist

Checklist on Common Administrative Issues in Aided Schools ⁽²⁾

I. Staffing Issues

(appointment, acting appointment, regrading, promotion, leaves, remuneration, resignation, retirement, …)

II. School Administration Issues

(school premises and facilities, other general items)

III. Financial Issues

(procurement, trading operation, school income, government subvention)

IV. Student Issues

Checklist on Common Administrative Issues in Aided Schools ⁽³⁾

Links to related

rules/sections of

the EO, ER, COA,

SAG, Circular, etc.

Contact Us

Contact Us > Hotline and Important Contact Points / Regional Education Offices

WebPage

Regional Education Offices (REO)

HK REO:

•C&W

•Sou

•WCh

•Islands

•HKE

Kln REO:

•KC

•SSP

•SK

•KT

•WTS

•YTM

NTE REO:

•TP

•North

•ST NTW REO:

•KwC&TY

•TW

•TM

•YL