KENDRIYA VIDYALAYA SANGATHAN : HYDERABAD REGION

MINUTES OF THE REGIONAL PRINCIPALS’ CONFERENCE HELD IN THE CONFERENCE HALL OF KV BEGUMPET FROM 25-27 JULY 2013

The Regional Principals’ Conference of KVS Hyderabad Region was held in the Conference Hall of KV Begumpet during 25-27 July 2013. The Conference was attended by the below mentioned officials and Principals / In-charge Principals of the Region.

Sri S.M.Saleem, Deputy Commissioner, KVS HR Sri S. Sambanna, Assistant Commissioner, KVS HR Sri B.A. Rangasri, Assistant Commissioner, KVS HR Smt D. Sudhamani, Assistant Commissioner, KVS HR Sri Nathu Singh, Administrative Officer, KVS HR Sri Y.S.M. Reddy, Section Officer(A/cs), KVS HR Sri S Venakatesan, Section Officer(Admn), KVS HR Sri S Vijay Kumar, Assistant, KVS HR Smt M Sudha Ramana, Steno Grade I, KVS HR Smt Renuka Sonkar, Hindi Translator, KVS HR Sri Javeed Ahmed, UDC, KVS HR

S.No. Name of Principals/In-charge Principals Name of KV1 Smt Premila Susairaj No.I, AFA, Hyderabad2 Smt V. Rajeswari Bolarum3 Smt.V.Gowri Picket4 Sh M. Krishna Mohan CRPF, Hyderabad5 Smt P.V.V. Prasanna No.I, Golconda6 Smt V. Mrudula Tirumalagiri7 Smt J. Rama Devi No.I, Uppal8 Sh R. Sankar No.II, Uppal9 Sh A.A. Israel Begumpet

10 Smt D.V.Sandhya Hakimpet11 Dr. N.S.K. Swamy NPA, Hyderabad12 Smt Shahida Parveen No.II, Golconda13 Smt P. Anuradha (Attended on 26th & 27th) No.II, AFA, Hyderabad14 Smt P. Subhashini Bowenpally15 Sh M. Rajeswara Rao Guntur16 Sh M. Surender Reddy NTPC, Ramagundam17 Smt Sundari Krishnamurthy Guntakal18 Sh B. Shekhar Suryalanka19 Smt C. Aliveni No.II, Vijayawada20 Sh G.A. Narasimham Rajahmundry

21 Sh N. Kareem Khan Gooty22 Smt.Mamata Singh, VP No.I, Tirupati23 Sh B. Vijaya Verma No.II, Tirupati24 Sh.V.V.A.Bhaskara Murthy Machilipatnam

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25 Sh. E. Krishna Murthy NFC Nagar26 Sh L.Venugopal Anantapur27 Sh A. Sidda Ramulu Warangal28 Sh N. Chandramouli Eluru29 Sh CH Prasada Rao Ongole30 Sh A. Jyothy Kumar Venkatagiri31 Sh Ch. Syama Sunder Rao Kadapa32 Sh G. Rama Rao Mahaboobnagar33 Sh A. Anbalagan Nellore34 Sh N.Chalapathi Nalgonda35 Sh.T.Punna Rao Khammam36 Sh R. Shyamsunder I/c Adilabad37 Sh S.L.Murthy, I/c Kurnool38 Ms.S.S.Datt Kanchanbagh39 Sh.Masood Ali Eddumailaram40 Sh.L.S.Rambabu No.I, Vijayawada41 Sh.P.S.Raju Gachibowli42 Sh.V.Jayabal UoH, Gachibowli43 Sh.N.S.S.Prasad Karimnagar

The Hon’ble Joint Commissioner(Acad), Smt (Dr.) V.Vijayalakshmi, graced the inaugural ceremony of the Regional Principals’ Conference as Chief Guest.

After the Invocation and the Lighting of the Lamp, the Deputy Commissioner, Sri SM Saleem, welcomed the gathering. On his behalf and on behalf of Regional Office and all the Principals of KVS Hyderabad Region extended a hearty welcome to Dr.(Smt)V.Vijayalakshmi, Joint Commissioner(Acad), KVS Hqrs, New Delhi. He also expressed that it is a great moment of pleasure and great pride to have Madam in the midst of our Principals’ Conference. He motivated all Principals to excel in their own level to achieve 1st position in Class XII Board Exam 2014 and also to fulfill the dream of our Hon’ble Commissioner to better NVS in Board Exam Results next year.

DC also extended a warm welcome to Mr Sambasiva Reddy, Deputy Manager, Canara Bank and Mr Nagaraj, Branch Manager, Canara Bank, Contonment Branch, Secunderabad.

Sri AA Israel, Principal, KV Begumpet welcomed the Deputy Commissioner, Assistant Commissioners and all other officials of RO and Principals of Hyderabad Region.

The Joint Commissioner in her key note address has expressed her happiness and warm greetings to the gathering on this appropriate occasion of Golden Jubilee Celebrations and also thanked children for presenting beautiful welcome song. She expressed that Government has replicated this organization as a model school organization which speaks volumes of success of this organization. She recalled the contributions of former Commissioners who have laid the foundation for this organisation and also congratulated the Principals & all

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officials for their contribution at their own level. She also expressed that KVS is a pace setting organisation which accepts challenges and adopts new changes like CCE, RTE & ICT & RTI. She emphasized that every policy has to be formulated based on the feedback received from Kendriya Vidyalaya.

She felt that Result has to be a product of holistic programs. Result should not be the only target, it should be a part of an overall goal. She expressed that under the dynamic and able leadership of Sri SM Saleem, Deputy Commissioner along with the team of Assistant Commissioners and Principals, Hyderabad Region will not only sustain good result, but, also will excel in all other activities.

The inaugural session on 25.07.12 was concluded by Vote of thanks by Sri S Sambanna, Assistant Commissioner, KVS Hyderabad Region.

***After the inaugural session on 25.07.12, Academic points were discussed by the Deputy Commissioner and the Assistant Commissioners on different issues and on 26.07.12 Administration & Finance points were discussed by the Administrative Officer and Section Officers (Admn. & Acad). The Deputy Commissioner highlighted the points discussed during the DC’s Conference on Academics, Administration & Finance matters.

***The minutes on the Academics, Administration, Establishment, Works and other miscellaneous matters are given below:

ACADEMICS – 25.07.2013Sri S Sambanna, AC presented a PPT on result analysis of class X & XII – focused on KVs where result is down and fixed target for class X & XII for the year 2014. The following points were highlighted.

RESULTS: (CLASS X)1. In class X all KVs produced 100% result. 13 KVs produced below Regional

Mean CGPA. 2. In order to achieve quality result it is emphasized that each KV should

target - 10% of students appeared to get 10 CGPA, 20% to get >9 & <10 and 30% to get >8 & <9. Very few KVs achieved this target.

2. He focused on KVs produced below Regional PI in all subjects in Class X. These KVs should increase their PI by achieving the target CGPA.

3. The Target for 2014 in Performance Index & Pass% was fixed for each KV.

CLASS (XII)1. 15 KVs produced below Regional PI and 7 KVs produced below Regional

pass %. These KVs should improve their result quality & quantity wise.2. 15 KVs produced 100% result in class X & XII in the year 2012-13. 3. 10 KVs produced 100% result consecutively for three years in class XII.

Deputy Commissioner honored these Principals with mementoes.4. 15 students topped in all four streams in Class XII (1st position – 4 students,

2nd position – 7 students & 3rd position - 4 students). Deputy Commissioner presented 15 mementoes to Principals with a request to honor the students concerned in morning assembly in a befitting manner.

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5. In subjects like Hindi, Physics, Biology, Maths, Computer Science, Accountancy & Economics some KVs produced very less PI i.e. below 60 and in subjects English, Chemistry & IP produced 60 to 65 PI.

6. Dc expressed that the KVs like CRPF, NPA, 1 AFA, Gooty, 1 Uppal, Guntur, Eddumailaram, ONGC, Bowenpally, 2 Uppal, 1 Golconda, NFC Nagar, Hakimpet & Kanchanbagh are in lowest PI in almost in several subjects. They have to word harder.

7. The Target for 2014 in Performance Index & Pass% was fixed for each KV.

The Deputy Commissioner expressed that PI is a good indicator of good result. The Regional Office fixed target PI 65% for class XII in 2014, but, this region should aspire for not less than 70. Teacher shortage should not be a reason for low result. Statistics say irrespective of teacher’s shortage, many KVs have produced good result. Focus should be on all subjects . Most of the students of this Region scored more marks in Physical Education. Without Physical Education this region pass % stands at 92.91% only. Principals have to work out strategies and methods taking constraints into consideration with the available resources. The following strategies may be adopted for achieving good result: Every teacher is to be given assignment and liberty to develop their own

material apart from the support material. PGTs to be oriented to focus on Board Examination. Teachers to pin pointedly note the deficiency of each child and develop

support material for such student and also to retain them after school hours and take personal care. This focus should be developed in teachers and children particularly and to take parents into confidence.

It is difficult to focus on all students during remedial classes, since it will be like another extended class. Hence, teachers are to be directed to focus on those students who are not showing good performance.

Engage school counselors on war footing to deal with the issues of the children concerned to instill self confidence in them.

Teachers to be instructed to wind up all the activities by the end of November and to focus on Board Examination.

KV NPA Shivrampally has introduced peer group learning in his school by adopting following strategies to improve performance of the children :

Class to be divided into 6 to 7 groups with 5 to 6 students monitored by one group leader. Specific instructions to be given to Group leader on the areas to be monitored by her like maintenance of note books, updating note books, text books maintaining, reading of time table, reading of text book, signature of the parent to be obtained.

Class wise, section-wise peer group leaders to be made depending upon the strength of the class.

Peer group committee consisting of PGTs/TGTs to be made. Peer group leaders will give feed back to them.

In case any student is not cooperating or showing under performance, the same will be brought to the notice of the peer group committee. Teachers concerned will counsel such students and inform parents to take personal care of their wards.

Peer group leaders will be awarded with a badge in the assembly for their active participation and for finding out and helping the low performing students.

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If empowerment given to children they become partners in teaching learning process. This scheme of PGL should be tried out in all Kendriya Vidyalayas.

All Principals are directed to introduce peer group learning in their KVs from classes III to XII to achieve good results.

ACTION ON NON – PERFORMING KVS EMPLOYEES:Result alone should not be a parameter for identifying the Non performing teacher. Overall performance of the teachers should be assessed taking multiple parameters into consideration. Action to be initiated against the teachers producing low result consistently for more than two or three years by issuing memorandum or censure and a copy of the same to be placed in Personal File and reflected in APAR. Principal should identify teachers at their level. All the Assistant Commissioners are disciplinary authorities up to PGTs. Appropriate action to be initiated against teachers based not only on result also on other parameters supported by enough evidence and proof. SUPPORT MATERIAL FOR CLASS IX TO XII:As per KVS Hqrs instructions, RO will print & supply Support Material for classes IX to XII for the year 2013-14. Detailed letter follows.

KVS TRAVELLING PHOTO EXHIBITION:In commemoration with Golden Jubilee Celebrations, KVS is organizing a KVS Travelling Photo Exhibition. The objective of this exhibition is to spread awareness about the contribution of KVs in the field of school education through its holistic educational curriculum and various other activities. ITDC is commissioned for this purpose. They are going to move 14 locations for 10 days at each location. Last location is Hyderabad. Material is to be supplied to them highlighting the achievements of KVS along with photographs in all events. It is going to culminate with valedictory function of Golden Jubilee Celebrations.DC visited inauguration of Exhibition at Delhi. The glimpses of exhibition / display of photos were shown to Principals.

The dates for KVS Travelling Photo Exhibition scheduled at Hyderabad during 20-29 Nov 2013 and venue selected is Kalamandir Multipurpose Hall, KV Tirumalagiri.

As per the instructions of KVS Hqrs Letter No.F.11029/57/2011-KVSHQ(Acad) dated 19.07.13 a Committee is constituted with the following Members to take up the responsibility of collecting the material for photo exhibition and to plan to conduct competitions for students in areas like quiz, drawing, painting, cultural activities etc at the venue KV Tirumalagiri.

1. Mrs Shaheeda Parveen, Principal, KV No.2 Golconda2. Mrs V Mrudula, Principal, KV Tirumalagiri3. Mr R Shankar, Principal, KV No.2 Uppal4. Mr Shankar, Art Teacher, KV 1 Uppal5. WET of KV Tirumalagiri

SOCIAL SCIENCE EXHIBITION: Social Science Exhibition will be conducted at four levels – Vidyalaya / cluster/

Regional & National Level. Regional Level will be conducted at KV Bowenpally. National level Agra Region (Gwalior) Dates for Regional & National will be communicated shortly.

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KVS NATIONAL SCIENCE EXHIBITION & KVS NATIONAL SCIENCE CONGRESS 2013:

Regional Level will be conducted at KV NPA Shivrampally. National level at Bhubaneswar Region. Dates for Regional & National will be communicated shortly.

Regional NCSC Exhibition (both junior & senior levels) will be conducted at KV AFS Hakimpet.

Sri D Venkateswarlu, Principal, KV 1 Tirupati attended the workshop for State Coordinators (organized by Jidnyasa Trust, Thane) to design roadmap for Children’s Science congress held at Nasik, Maharastra on 26th and 27th July 2013.

INSPIRE AWARDS:One exhibit prepared by Mas R Abhinav of KV 2 Uppal has been selected in the Regional level Inspire Award Exhibition held at KV 2 Uppal on 30.04.2013 and was informed to KVS Hqrs, New Delhi.15 Proposals received for Inspire Awards 2013-14 from KVs of Hyderabad Region have been forwarded to KVS Hqrs, New Delhi.In future Principals are requested to motivate students and forward more proposals in time.

MATHS OLYMPIAD:733 students have registered for 16th KVS Junior Mathematical Olympiad 2013. Exam is scheduled on 01.09.2013 at six selected centres (KV – 2 Golconda, Bowenpally 2 Uppal, 1 Tirupati, 1 Vijayawada & Kurnool).

SPIC MACAYSpic Macay program is to be supported and encouraged. This has to be taken up seriously.

YOUTH PARLIAMENTRegional Youth parliament is scheduled at KV Tirumalagiri during last week of August 2013.

IMPLEMENTATION OF GERMAN LANGUAGE:All KVs are instructed to start German as 3rd Language in place of Sanskrit. Contractual teachers are appointed in 8 KVs (1 & 2 AFA, Begumpet, CRPF Hyd, Bowenpally, NPA, Gachibowli & Bolarum)

LIBRARY AUTOMATION POLICY:100% Automation of Library is done in all KVs. Bar coding system has to be taken up seriously, if not, done.

INTRODUCTION OF NEW VOCATIONAL COURSES FOR CLASS IX(LEVEL-1_ INTRODUCED BY CBSE UNDER NATIONAL VOCATIONAL EDUCATION QUALIFICATION FRAMEWORK (NVEQF):The following KVs were identified for introduction of New Vocational Courses from the session 2013-14.

SN Name of Region

Name of KV Name of the course(s) that is to be started

1 Hyderabad No.1 Golconda 1. Information Technology

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2. Auto Mobile Technology2 Hyderabad No.1 Uppal ..do..3 Hyderabad Bolarum .. do..

Since there were no further instructions from Hqrs to direct the above KVs to introduce the Vocational course from the academic year 2013-14, it was not yet implemented.

EQUIP (VI-VIII) ENSURING QUALITY IN UPPER PRIMARY (CLASSES VI-VIII):The following major components of EQUIP program must have been implemented in all KVs:1. Readiness Program for Upper Primary stage2. Monitoring and support system3. Resource support4. Improvement in Teaching-Learning process and related issues

ADMISSION GUIDELINES : As per the existing admission guidelines 2013-14, the Principals of the

Kendriya Vidyalayas are to complete fresh admissions in different classes by 31st July, 2013 except for the wards of Central Government employees who come actually on transfer during the course of the academic session and few admissions out of special dispensation quota. Parents of category-1 who have been actually transferred during the current academic session and approach the Principal for admission of their wards in Kendriya Vidyalayas are denied.

Principlas are instructed to consider such cases as per KVS Admission Guidelines 2013- 14 and not to direct them to KVS Regional Office for admission of their wards.

ADMISSIONS UNDER RTE ACT-2009 - All KVs should strictly to fill up all the seats under RTE Act-2009. If any vacancies exist, lots to be drawn in presence of the Committee Members as given in the Admission Guidelines-2013 and waiting list to be prepared and displayed on the notice board.

The seats reserved for SC/ST may be interchanged, ,by interchanging SC seats to ST and vice-versa after 20th July and admission to be completed by 31st July 2013.

ADMISSIONS UNDER SPECIAL DISPENSATION QUOTA – To be done immediately if there is any problem the same may be referred to KVS RO Hyderabd for clarification.

SC- ST QUOTA ADMISSIONS - Admission Guidelines 2013-14 should be strictly adhered to. Category I SC , Category 2 SC. should be accommodated as per their categories and not to be treated as SC/ST case. The left out cases which could not be accommodated as per their categories should be taken under SC / ST Quota after accommodating RTE SC/ST cases and admission should be taken up.

CLASS XI ADMISSION – To follow the modified Admission Guidelines for admitting the children to class XI. If the students studied in the same KV are not accommodated , such cases may be referred to KVS RO Hyderabad for clarification giving all the particulars of admission of class XI.

SPORTS & GAMES : Cluster Sports meets will be conducted on 31st July & 1st August / 2nd & 3rd

Aug 2013. Regional Sports Meets have been postponed. Dates will be fixed shortly.

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Zonal Meet cancelled for the year 2013-14. No participation Under-14 in all team events at KVS Nationals 2013-14.

Hyderabad Region will be hosting National Meet for the year 2014-15.

NCC: NCC parade is proposed to be conducted with the NCC troops of Kendriya

Vidyalayas of Hyderabad Region at KV AFS Begumpet on 15.08.2013. Principals may prepare their troops accordingly.

Efforts should be made by the Principals to raise more troops. They may liaison with NCC Authorities in this regard.

ADVENTURE PROGRAMMES / EXCURSIONS:Principals are requested to explore the possibilities of conducting adventure programmes, excursions & educational trips, so that children have opportunity to have exposure in different fields. IRTC may be contacted for this purpose.

SCOUTS & GUIDES :Principals are directed - To motivate students to enrol more in number in Scout / Guide movement. To enourage teachers to undergo Basic Training Courses. It is mandatory to register their units for Prime Minister Shield Competition. Teachers deputed for courses / escort duties to attend the same without

seeking exemption.

MEDICAL ROOM SERVICES IN KVS:All KVs must develop a Medical Room Service as per KVS Hqrs Guidelines. Medical Room equipment’s to be procured without fail. Medical check-up record of the students to be maintained in every Vidyalaya .

NEW INITIATIVES ( ONLINE EXAMINATIONS)A one-day workshop on the modalities of preparation of Question Bank for classes IX & X in the subjects English, Maths, Science & So.Studies was conducted at KV Picket on 20.07.13 by Sri M Rajeswar Rao, Principal, KV Guntur assisted by Sri MS Anand, TGT(Skt), KV Guntur. Three teachers for each subject were identified for the preparation of Question Bank. A separate portal has been developed for conduct of online exams in August and November for Classes IX & X.

TRAINING & SUPERVISION

ANNUAL ACADEMIC SUPERVISION OF KVSKVS Hqrs vide letter no.F.110350/01/2012/Acad/KVS(HQ)/(Acad) dated 15.05.13 has instructed that wherever action is not taken by the Principals on the suggestions / observations made by the Inspecting Team, DC has to pursue / take action on such Principals for not implementing the suggestions. The column “Long pending issues at HQ/RO/KV level” in proforma ‘D’ needs more attention.

Whenever inspection is conducted Principals are requested to handover the previous inspection report without fail along with the action taken report for the observations made. Long pending issues to be highlighted.

EFFECTIVE IMPLEMENTATION OF CCE: FAII & FAIV to be planned and proper evaluation record to be maintained.

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The teachers who have attended CCE Mentors workshop for Secondary & Primary during the month of November 2012 at ZIET Mysore were directed to conduct similar workshop for the other teachers in r/o their KVs during the month of December 2012.

DC has expressed that CCE should be used very effectively and requested Principals to motivate teachers to use web portals and develop their own materials as per their requirement. . Principals should give free access to teachers to use computers with internet facility. The CBSE & NCERT is coming out with lot of support material. They can always have access to these materials i.e. available in the portals. For this purpose the extended time can be utilized by the teachers effectively for enriching himself/herself.

Every Principal to be trained as Mentor particularly in the area of CCE. More programs will be conducted for Principals for developing the capacity of being mentor.

ZIET Mysore conducted workshop on Implementation of CCE. They have prepared a resource package which can be accessed & downloaded at – www.zietmysorelibrary@wordpress.com & zietmysoreprt.wordpress.com/evaluation -tool/

ABSENTEEISM IN IN-SERVICE COURSES DURING 2012-13 As per this office record, 27 teachers (PRTs-8, TGTs-9, PGTs-7 & Misc.-3)

requested for exemption through proper channel from attending Inservice course in the year 2012-13.

Since KVS spends considerable resources on the organization of training Programmes, Principals should ensure that all the identified teachers are deputed to attend these courses without fail. The Commissioner has desired that all the teachers deputed for the courses must attend the program without any exception.

WORKSHOPS:Many workshops for the teachers are being conducted by ZIET Mysore apaert from In-service Courses in different venues also by Hqrs in Automation & Adobe e.learning. To have a close monitoring on day to day basis, Principals are requested to maintain a register and entries be made in the following format month wise.

S.No. Name of the Teacher deputed

Name of the course, Venue & Duration of the course

Whether attended or not

If not, reasons for not attending

Principals are advised to take feedback from participants and keep relevant material in Library for ready reference.

ICT INFRASTRUCTURE

STUDENT COMPUTER RATIO:Principals are directed to maintain 1:20 student computer ratio. As per the monthly report of ICT Infrastructure for the month of June it is observed that 20 KVs are above 1:20 ratio They are directed to procure computers by purchasing from their funds or send proposals to RO.

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ESTABLISHMENT OF E.CLASSROOM & DEVELOPMENT OF E.CONTENT:

Mr Nagendra Goyal, Deputy Commissioner (Acad.), KVS Hqrs, who is also in charge of EDP Cell was present during the Principals’ Conference for taking session on ICT. Principals interacted with him regarding introduction of e.classroom, implementation of e.content, ICT, ECTLT, Multimedia devices, Animation & Adobe.e.learning softwares and training of teachers etc.He has briefed the importance of ICT in the present scenario. They became screen friendly. ICT makes life of children & teacher simpler. E.learning attracts the attention of children. Most of the children are visual learners. ICT is definitely going to make difference in the life of children and teacher. Wherever there is scarcity of teacher Video lectures can be utilized. E.content development is a continuous process. Every teacher should be trained to prepare his own e.content, if required. Every Vidyalaya should develop one class room into e.classroom. Also, DVDs containing e.content material for Primary, Secondary & Sr.Secondary supplied to all KVs to be utilized effectively. Six sets of Video Lecture DVDs received from Mumbai Region on subjects – Maths, Physics & Chemistry were utilized by many KVs where regular teachers are not available or otherwise. If required, Principals of other KVs also can utilize these DVDs by making copies of the same.

IMPLEMENTATION OF RAJBASHA Sri S Sambanna, AC presented PPT on implementation of Official Language Policy (Rajbasha) and discussed the following points: Annual program 2013-14 Action plan 2013 (Jan-Dec) Proforma for the submission of quarterly Report issued by Dept. of Official

Language Policy. Proforma for the submission of quarterly Report issued by KVS , New Delhi. CDs (Rajbasha Tools) received from Govt of India (MHRD) Deptt. Of official

Language Policy were supplied to all Principals for effective implementation. Booklet on the above points will be sent shortly.

MISCELLANEOUS1. Deputy Commissioner honoured Kum Ch. Sahiti, studying in class VIII in KV

Begumpet for achieving National Level Cash Award of Rs.10,000/- (Rupees Ten Thousand only) who has topped among 50 contestants in National Painting Competition on the topic “Magic of Hands” on 1st May 2013 at New Delhi organized by Department of Plastic Surgery, Medanta, Medicity, New Delhi.

2. There was a PPT from Mr G Sharath Kumar, SIP Academy India (ABACUS).

3. LIC officials have presented PPT on different policies of LIC useful for children.

ADMINISTRATION – 26.07.2013

1. SAFETY AND SECURITY OF VIDYALAYA BUILDING INCLUDING FIRE SAFETY MEASURES .

i. Safety and security of the vidyalaya building:

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The Commissioner, KVS has taken up the safety and security of the students on his top agenda. KVS HQ and RO have issued necessary instructions to the Principals to ensure the functioning of Kendriya Vidyalayas in safe and secure buildings, provided by the sponsoring authority, constructed by KVS and the Vidyalayas functioning in the temporary accommodations. All the Vidyalayas of this Region have submitted the safety certificate of the Vidyalaya building to the Regional office during the year 2012. The KVS Headquarters issued instructions that the Safety Certificate should be obtained every year and submitted to the Regional Office. The KVS Regional Office has requested to the Principal of all Kendriya Vidyalayas to submit the Safety Certificate for the year 2013 vide this office letter dated 06.11.2012 & 03.01.2013. Whereas, the Safety Certificates in respect of all the 10 Vidyalayas functioning in the Temporary Buildings have been received in Feb, 2013. The Safety Certificates for the year 2013 in respect of the following Vidyalayas functioning in KVS Building has been received in the Regional Office.

1. KV No.2, Tirupathi2. KV No.2, Golconda3. KV No.1, Tirupathi4. KV Guntakkal.5. KV. Gachibowli6. KV NPA Shivrampally.7. No.2 Uppal

It is requested to the principals of the remaining 26 vidyalayas that the Safety Certificates for 2013 may be obtained and submitted to this office within 16th

August 2013 positively. It is the personal responsibility of the Principal to obtain the safety certificate from the construction agency as and when the KVS HQ insists on it.

ii. Fire and Life safety provision in the School Buildings:The KVS Headquarters vide letters 08.04.2011 and 24.06.2011, the copy of which circulated to all the Principals of this region vide this office letter dated 04.05.2011 and 30.06.2011 respectively, has issued the detailed guidelines on the Fire and Life safety provisions to be adopted in the Vidyalaya for the safety and security of the students and staff. The Principals should ensure strict compliance of the 12 points as mentioned in the said letters and submit the monthly reports on the installation of firefighting equipments/system and other safety measures in the prescribed format to be received in the RO by 5th of each month.In Civil / Defence sector KVs having temporary / permanent buildings it is mandatory to obtain fire safety and security certificates from the sponsoring authorities.

2. PROVISION OF BASIC AMENITIES AT THE VIDYALAYA (SUPREME COURT CASE WP(C)/631/2004.

As per the instructions by KVS vide letter No. 110029/12/2008/KVS(HQ)/Acad dated 15.12.2011, an undertaking from all the Kendriya Vidyalayas were obtained with regard to the availability of basic amenities in Vidyalaya. On the basis on the undertaking received from all the Kendriya Vidyalayas and based on the safety certificates received from the vidyalayas a separate under taking on behalf of all the Vidyalayas under the jurisdiction of Hyderabad Region was sent to KVS HQrs on 16.01.2012 by the Deputy Commissioner.On the instruction of KVS HQ vide letter dated 1-5/2012/KVS/Add.Comm.(Admn) dated 07.06.2012 , another undertaking with regard to provision of separate toilets for Boys and Girls and availability other amenities in Kendriya Vidyalayas were obtained from 42KendriyaVidyalayas except from K.V. Hyderabad Central

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University. The Principal K.V. Hyderabad Central Universityisrequested to submit the same within a week’s time.It is also intimated to the Principals that the availability of the basic amenities as listed below will be physically ascertained by the Officers of the Regional Office who will visit the KV for Academic and Audit Inspection and responsibility will be fixed for the lapse/shortcomings.

1. Potable drinking water2. Separate facility of toilets/urinals for boys and girls3. Fire safety equipment4. Barrier free access

3. CONSTITUTION OF ADHOC/REGULAR VMC . In terms of Article No.29 of Education Code and as per the recent orders dated 14.09.2011 from KVS(Hqrs) the VMC of the Vidyalaya shall consist of 14 members including Technical member from MES/CPWD etc. The first VMC for any KV shall be constituted by the KVS(Hqrs). Such committees shall manage the Vidyalaya on the purchases under recurring and non-recurring heads and other resources within the framework of policies laid down by the Sangathan from time to time. The tenure of the members of VMC of a Vidyalaya excluding the Chairman and Member-Secretary shall be three years. The functions and powers of VMC were explained in detail in the Article No.31 to 34 of Education Code as amended from time to time which shall be strictly adhered to by the Principals.However, it is noticed that the Regional Office receives delayed proposals for renewal after the expiry of VMC from most of the Vidyalayas. The Principals are requested to forward the proposals for renewal of the Regular VMC members, well in advance, at least 3 months before the expiry of the current VMC. The proposals for such renewal of VMC should be submitted to RO by 16 th

August, 2013 by the principals of the vidyalaya without fail wherever it is due. It is also informed to the Principals that one member for the VMC should be from the Central Government Co-ordination Committee. Wherever such committee is not in existence, this aspect should be mentioned by the principal of the concerned vidyalaya while submitting the proposal for constitution of VMC. The first VMC of KV UOH Gachibowli is awaited from KVS Hqrs.

4. ALLOTMENT OF STAFF QUARTERS AND FURNISHING THE DETAILS OF VACANT STAFF QUARTERS .

The monthly report on the vacant KVS staff quarters in the prescribed formats as circulated by this office should be sent by e-mail on the last day of the month without fail to www.sokvsrohyd59@yahoo.in followed by hard copy to be received in this office in the first week of each month. Some principals are keeping the KVS accommodations vacant without allotting to the eligible staff of the Vidyalaya as per the KVS norms and without any valid reasons and submit the status report to Regional office mentioning that the “allotment is in progress or no eligible member of staff is available etc”.

It is the personal responsibility of the Principal to allot the KVS quarters to the eligible staff to avoid the financial loss to KVS and no quarters should be kept vacant unless there is no eligible staff available in the Vidyalaya. As per the vacant quarters report as submitted by the Principals of this Region on 30.06.2013, it is noticed that following staff quarters are lying vacant, which should be immediately allotted to the eligible staff members as per KVS norms. SNo Type of Quarter No. of Qrts

VacntRemarks given by the Principal.

1 I 39 No eligible employee for allotment2 II 24 No eligible employee for allotment. Few

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quarters vacated by staff on transfer in June,13 allotment in process

3 III 06 Quarters vacated by staff on transfer in June,13 allotment in process (CRPF-1, Suryalanka-1, Eddumailaram-3, Kurnool-1)

While allotting Type I and Type II staff quarters, the Grade Pay drawn by the Non-Teaching due to the grant of Financial Up gradation may be taken into account for allotment of the accommodation as per KVS norms. It may be noted that the allotments based on the Grade pay will not be applicable for the earmarked accommodations.

The Principals are advised to explore the possibilities of obtaining the estimates from the construction agency who constructed the staff quarters or from MES or from CPWD for conversion of vacant type I and II quarters to Type III and forward the same to Regional office which will submit such proposals to KVS HQ for necessary approval and release of funds.

It was discussed during the last conference and advised to the principals that in case no eligible KV staff is available for allotment, proposal may be sent for allotment to the staff of the sponsoring authority on demand in consultation with the Chairman VMC for taking up the matter with KVS HQ for proper approval. Whereas, no such proposals received from any vidyalaya. The principals are requested to explore the above possibility and submit the proposal for further necessary action.

5. SUBMISSION OF PROPOSALS FOR OPENING OF NEW KENDRIYAVIDYALAYAS . The KVS Headquarters vide letter dated 22.02.2013 has intimated that the

proposals for opening of new Kendriya Vidyalaya should be submitted in quadruplicate in the revised formats with certain amendments in the norms prescribed in the annexure I, II & III. (Available in the KVS website). The proposals should be accompanied with Sketch Map and Photographs of Temporary Accommodation and site plan for the identified land. As per the revised norms the sponsoring agency should demarcate the land with boundaries for the construction of permanent building on lease/permanent transfer on free of cost prior to the opening of the new KV.

The following Principals are appointed as liaison officer for submission of proposals from the sponsoring authorities for opening the new Kendriya Vidyalayas in the places mentioned:

1. Kakinada - Principal, K.V. ONGC Rajahmundry2. Amalapuram - Principal, K.V. ONGC Rajahmundry3. Sircilla - Principal, K.V. NTPC Ramagundam4. Jharasangam - Principal, K.V. OF Eddumailaram5. Mancherial - Principal, K.V. Adilabad6. Rajampet - Principal, K.V. Kadapa7. Siddipet - Principal, K.V. Karimnagar8. Tenali - Principal, K.V. Guntur9. Miryalguda - Principal Gr-II, K.V. NalgondaThey are requested to pursue the matter with the Collector and District

Magistrate and ensure submission of the proposals duly completed in all respects along with the required enclosures as per KVS norms at the earliest.

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6. FORWARDING THE REPRESENTATION OF STAFF ON GRIEVANCES/FORWARDING APPLICATION OF TEACHERS FOR POSTS ELSEWHERE .

i. Forwarding representation of staff on grievances . In terms of Art No.73 of Education Code all the representations from the staff shall be submitted to the Regional Office through the Principal of the Vidyalaya with his specific comments /recommendations/observations. It has been observed that in some cases , the Principals are simply forwarding the representations of the staff on their grievances or otherwise to the Regional Office without recording their recommendations or comments. The representations, if any, submitted by the staff members to the Principal should be carefully examined at the Vidyalaya level for its facts and correctness and forwarded to Regional Office for further needful action with specific recommendations of the Principal. It may also be noted that, in terms of Art No.59(27) of Education code, no teacher shall represent his/her grievances if any , except through Proper Channel, nor he will canvass any non-official or bring outside influence or support in respect of any matter pertaining to his service in the Vidyalaya. The Principal is expected to forward the bonafide grievances of the staff subject to the condition that such representation is not made in any rude or indecorous language. As per the discussions held in DC’s Conference, Principals are directed not to forward the representations of teachers for request transfers / modification etc unless it is on most emergent genuine medical cases.

ii. Forwarding application of Teachers for posts elsewhere . In terms of Art No.72 of Education code the Principal of the Vidyalaya

would be competent to forward two applications of an employee per academic year except of the Vice-Principal. Normally the staff should be discouraged from applying to outside post especially during their probation. The applications of the temporary employees shall be forwarded with a proper undertaking in the format as in appendix IX of Education Code, if they are eligible to apply for the said post. All the temporary employees shall have to resign from KVS if selected for the post applied for.

In the case of permanent employees, their lien should be retained in KVS for two years. Normally they will be reverted back to KVS after their tenure. They shall also agree to pay the leave salary and pension contribution for the period of their service outside the KVS by giving an undertaking in the format as in Appendix -X of Education Code.

It is requested to the Principals to forward the applications of the staff as per the above codel provision if they are otherwise eligible for the post applied and avoid sending the applications up to the level of PGTs to Regional Office unless they have exhausted their prescribed limit.

iii. Prior intimation on purchase/disposal of immovable property.The Principal is the competent authority for acknowledging the prior

intimation on the purchases and disposals of immovable and movable property in respect of the staff working under him/her up to the level of TGT. The Principal should forward the cases of PGTs and above to Regional office for further necessary action. It is also advised that such proposals should be submitted to RO in the prescribed format as per Rule 18 of CCS (Conduct) Rules. No proposals for ex-post facto acknowledgements should be forwarded by the Principal to Regional office as there is no provision to issue such approval as per

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Rules. The proposals for Principals / VPs should be routed through the RO and the acknowledgement will be issued by Hqrs level.

7. Forwarding proposals for Compassionate appointments.The application for Compassionate appointments in KVS shall be

forwarded (if the applicant is really in need of the employment) as per the formats available in page no 386 of Education code duly recommended by the principal. The details of actual receipts of the pensionary benefits of the deceased employee should be correctly mentioned and the eligibility of the compassionate appointment shall be certified by the principal duly recommending the case for onward transmission to KVS HQ. The death certificate in original should also be enclosed with the proposal along with the copies of the educational qualification of the applicant. The time limit to apply for the compassionate appointments is removed as per DOPT orders.

The application should be duly signed in part A by the principal after due verification and part B should be left blank for use in the Regional Office. If the case of the dependents of same deceased employee is forwarded for the second time, the outcome of the first attempt should be recorded in the covering letter of the Principal as declared by the dependent.

8. Replies to the RTI queries:

As per the Right to Information Act 2005, the citizens of India have right to access to information under the control of Public authorities in order to promote transparency and accountability in the working of every public authority. The Principal being APIO, should reply to the RTI query to the applicant, if it is addressed to him/her with in stipulated time, if its disclosure is permissible under RTI Rules, 2005.

On some occasions, where KVS Headquarters/KVS Regional Office is requesting for information which is held/available in the Vidyalayas, it should be directly sent to the applicant by the Principal as directed by the KVS RO under intimation vide Rule No.6 (3) of RTI, 2005.

There are exemptions from the disclosure of the information is explained in the RTI Rules available in the RTI website. In short the information relates to the personal information and the disclosure of which does not have any relationship to any public activity or interest or which could cause unwarranted invasion of the privacy of the individual unless the PIO or the appellate authority satisfies that the larger public interest justifies the disclosure of such information (RTI Rule No.8 (j)

9.Implementation of Annual Performance Assessment Report (APAR)In terms of Art No.86 to 91 of Education Code modified from time to time,

theKVS has adopted the revised Annual Performance Assessment Reports (Proforma A, B, C & D) from the year 2010-11. It is further modified with colour indications as detailed below as per the KVS Letter No.F11085-15/2013-13/KVSHQ/Admn-I/CCPU dated 21.03.2013.

Proforma A-PINK- is for Group-A OfficerProforma B-BLUE- is for Group-B Officer(Non-Teaching)Proforma C-YELLOW- is for Group-C Officer(Non-TeachingProforma D-GREEN- is for Teaching Staff.

The required number of copies of APARs were printed by RO and distributed to the Vidyalayas for submission to Regional Officer as per the activity wise time-schedule for preparation/completion of APAR as detailed below:

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SNo Activity Date by which it should be completed

1 Distribution of blank APARs to all concerned 31st March2 Submission of Self-appraisal by the staff to the

Reporting Officer15th April

3 Submission of APAR by the Reporting Officer to Reviewing Officer

30th June

It is noticed that the Principals of the following Vidyalayas have submitted the APAR for the year ending 31.03.2013 in the first /second week of July, 2013 which has created an embarrassment situation to the Reviewing Officer to complete the report.

1. KendriyaVidyalaya,Tirumalgiri2. KendriyaVidyalaya, Nalgonda3. KendriyaVidyalaya, Hakimpet4. KendriyaVidyalaya, Begumpet5. KendriyaVidyalaya, NFC Nagar6. KendriyaVidyalaya, Gachibowli7. KendriyaVidyalaya, OF Eddumailaram

Therefore, it is the responsibility of the Principal to submit the APAR of the staff of his/her Vidyalaya to RO on or before 30th June without fail. The delay in submission will be viewed seriously and a note of it may also be recorded in the APAR of the concerned Principal.

The Guidelines regarding filling up of APAR with numerical gradings are also uploaded in the KVS website. The numerical gradings of the staff of the Vidyalaya are to be recorded by the Principal based on the actual capabilities of the staff on various fields. Gradings recorded should be accurate and in accordance with the pen picture written by the Principal showing the real values of the individuals reported upon. The APAR of the staff should be reported by the principal in an open mind and there should not be any hurry/urgency shown bythe Principalswhile writing/reporting the APARs.

The pen picture should contain the details like issue of warning letters/censure/advisory notes and memorandum etc. It should comment on the results of the examinee classes and academic performance of the Teacher concerned.

While forwarding the APARs the Principals are directed to ensure that the following information is also sent for assessing the teacher concerned:

1. Communication of Results pertaining to the year for X & XII2. Leave availed to be mentioned clearly with dates and nature of leave3. DOJ in present KV may be mentioned in covering letter4. Signature of the employee with date – please check this before filling

the entries5. Affixing stamp by the Principal – along with date, station.6. Integrity – please write beyond doubt, if applicable.7. Final gradings are be rounded off to one decimal.8. If, in any case full marks 10 is awarded, proper justification should be

given by Principal9. Grading should be fully justified by the Principal.

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The APAR of the Sub Staff (Lab Attendants & Group D) should be submitted to Regional Office along with the other staff members by 30 th June positively as per the KVS letter dated 22.10.2012. However, the ACR/APAR of the Sub Staff for their years of service are not yet received in full or in part from many Kendriya Vidyalayas of this Region. It is requested to the Principals verify their records and submit the ACRs/APARs pertaining to the Sub Staff in ORIGINAL to the Regional Office immediately for those who presently working in their Vidyalaya. If it is not available in the vidyalaya, it may be certified by the present principal in the form of a work and conduct certificate on yearly basis based on their performance atleast from the year 2002-03 to till date and submitted to Regional Office by 16th August 2013 without fail.

In terms of Art no. 63 of Education code, in addition to the APAR, the Principals are expected to submit the 11months and 22 months reports on probationers duly filled in with suitable remarks in the last column of the report to the Regional office duly recommending the cases for completion of probation or otherwise.

10. Submission of proposals for grant of MACP, senior scale, selection scale and for confirmation .

The Regional Office has already issued orders on grant of MACP, Senior scale and confirmation for the all the eligible cases till 30.06.2013. Further the proposals for grant of MACP, Senior scale and confirmation covering the period from July 2013 to Dec 2013 were asked from the Principals vide letter dated 25.06.2013 with last date of submission by 10.07.2013 and it is under process at the RO level.

In the recent past, it is observed that some principals are not submitting the proposals for grant of MACP, senior scale, selection scale and for confirmation within the time limit prescribed or they have submitted incorrect or incomplete details which have created an embarrassing situation at the Regional office in finalizing the issues. It is the personal responsibility of the principals to submit the proposals for grant of MACP, senior scale, selection scale and for confirmation as per the time schedule intimated to them by KVS RO from time to time based on the requirements of KVS HQ. As such, all the principals are advised to submit the required details to Regional Office, thoroughly verifying from the service records or available records of the eligible employees at the vidyalaya as per the time schedule. Casual attitude in submitting such proposals should be avoided in future.

The proposals for senior scale in respect of the teachers who were appointed on TRIAL BASIS should be checked thoroughly at the vidyalaya level from the service records of the concerned teachers and their name should be forwarded only if they are eligible for the same. It may be noticed that the service rendered on trail basis will not count for Twelve years period for grant of Senior scale.

ii. Confirmation : The principals should submit the following documents while forwarding the

cases the employees for confirmation on completion of the probation period to the Regional office failing which the orders cannot be issued.

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1. Proposal in the required format with his specific recommendations.2. Copies of 11 months and 22 months report on the concerned probationer3. The cases submitted for confirmation are subject to verification of

character & antecedent by the District authorities.

11. Updating website of the Vidyalaya and its regular monitoring.On various occasions/conferences/meetings, it was informed to all the

principals that they should browse the website of the Regional Office and Headquarters every day for knowing the latest updates. It is felt that many principals were not aware of the transfer orders issued by KVS as per schedule and the teachers were not relieved by them as per the orders published in the KVS Website in spite of clear instructions that they should be relieved immediately.

Such action of the principal has created an embarrassing situation at the Regional office level. It is not known as to what has come in the minds of these Principals that made them not to relieve the teachers as per the transfer order.They are hereby advised to be more serious on such administrative matters to avoid court cases.

It is noticed that the website of the Vidyalayas were not updated regularly and even the latest vacancy position and staff in position etc. were not uploaded in the website for so long. The Principals are responsible for updating of the Vidyalaya website. It is noted that some Vidyalayas are continuing the services of website updating through NIC Hyderabad. Many Vidyalayas including Regional Office have availed the services of Ram.com solutions for updating of the websites. It is advised to the Principals to switch over to the services of updating of website with Ram.com solutions for maintaining uniformity. The website of all the Vidyalayas will be checked by the concerned Assistant Commissioners and action will be taken on the defaulting principals, if the KV web site is not updated periodically.

A proposal to conduct a workshop to all PGT (Comp) of Hyderabad Region in updating website is under consideration at RO level. Letter will follow.

ii. Paperless OfficeIt is observed that many Vidyalayas are not utilizing the E-mail facility up

to the mark. It is requested to all the Principals to make it a point to check the official e-mail of the Vidyalaya at regular intervals in a day. The replies under RTI/monthly reports/Parliamentary Questions/etc should be immediately replied by mailing the Scanned copies of letters with the signature of the Principal to the Regional Office followed by hard copy. It is also observed that the principals send the reply mail on a particular subject to all the E-mail IDs existing in the Regional Office, which is not required at all. For eg. Any queries asked from Admn. Section, the replies should be mailed to only sokvsrohyd59@yahoo.in .Whereas it was sent to all the mail IDs of Regional office. This should be avoided in future.

The E-mail IDs were circulated earlier, but once again they are given for the convenience of the Vidyalayas.

1. Deputy Commissioner - dchyderabad@yahoo.com.2. Academics Section - kvs_acad@yahoo.in3. Administration section - sokvsrohyd59@yahoo.in4. Accounts Section - aaohyd@gmail.com.

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The E-MAIL Ids of the Vidyalaya should be in the name of the K.V and not in the name of individuals so that identification becomes easy. Any change in the E-mail id should be intimated to the Regional Office immediately.

All the Vidyalayas should check the mail every day for any information from Regional Office. Principals may make a suitable teacher/office staff responsible for checking the E-mail IDs and to report to him daily. On many occasions, KVSHQ/RO requires the information through mail only. Further the Principals are requested to hire the services of the reputed firms for AMC of the computers and IT Equipments of the vidyalaya as per KVS norms, wherever required and update the computers with latest anti-virus protections etc.

12. Adoption of new filing system and file indexing system in KVS:

The KVS has introduced new filing system vide letter F16-7/2006-KVS/Admn-II dated 16.04.2008 (available in the KVS HQ website in Circulars under Administration vide letter dated 14.06.2012). The files are to be numbered with reference to the subject and Vidyalaya code number. This is not adopted in most of the Vidyalayas. The Principals are requested to go through the said circulars and adopt the file numbers system as introduced by KVS Hqrs. in all correspondence in future.

13. Status report on pending grievances of staff, if any.Discussed with Principals

14. Submission of details for preparation of seniority list of TGTs and PGTs as on 01.04.2011.

The preparation of Seniority list of Teaching & Non-Teaching staff as on 01.04.2011 is in progress in KVS HQ. The seniority list that received in mail from KVS (Hqrs) was forwarded by RO to all the schools for verification and for re-submission through mail by filling up the blanks as required by KVS. Whereas, most of the times it is observed that the Schools are not browsing through the entire list and thereby, submit incorrect and inadequate details. As such, the principals are advised to:

a. Mention the correct DOB and DOJ in the format (DD/MM/YYYY).b. No column should be left blank.c. Old Seniority number should be mentioned, if allotted.

ESTABLISHMENT (SERVICE MATTERS)

1. Submission of Leave applications of Principals/Principal Gr II and LTC applications of Principals.

i. Leave application of the Principals/Principal Gr II should be submitted to RO only in bilingual format, and it should reach in advance, with a request for station leaving permission, if required and the Principals should intimate the concerned Assistant Commissioner through e-mail/phone about their availing leave as informed by this office on earlier occasions. When applying for Commuted leave (Half pay leave on medical grounds), the M.C should be submitted from a Doctor from the CGHS dispensary or from a Civil surgeon at the Government Hospital (for Hyderabad and Secunderabad) and the M.C should be from an AMA/Civil Surgeon of a Govt. Hospital in respect of others those who are

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not covered under CGHS. Similar procedures should be adopted in respect of the staff members of the Vidyalaya also as per leave rules.

ii. LTC Applications of Principals: It is observed that some Principals are submitting the applications for availing LTCs in plain paper without enclosing the leave applications. The Principals are advised to submit their LTC applications in the prescribed format duly filling all the columns along with the leave application well in advance for issue of orders. LTC application is uploaded in the RO website. It is also to inform them that, they are eligible for travel by AIR in Air India Flight only and the payments will be as per LTC 80 fare as prescribed by Air India from time to time.

While submitting the LTC application form, the Principal should certify the dependency of the surviving unmarried children for whom he/she intends to avail LTC. They should perform the journey only after they are granted the required permission from the DC, KVS Regional office. Any change in dates of journey or place of visit etc should be got approved by the DC before the start of the LTC journey. Similar procedure should be followed by the Principals for the vidyalaya staff also. The following points may be borne in mind while the encashment orders are issued on availing LTC.

Encashment of EL for not exceeding 10 days on LTC can be paid even when the family members travel alone.

Whenever there is revision/increase in DA with retrospective effect, the Govt.servant would be entitled to encashment of DA on the revised rates.

2. Sanction of leave to staff in conjunction with breaks and vacation.The sanction of leave in conjunction with break and summer vacation are

sanctioned by the Deputy Commissioner of the Regional Office as per the instructions contained in Article No.139 , 140, 140A of the Accounts Code.

i. Leave in conjunction with Vacation.The leave on medical grounds shall be sanctioned by the Principals in

conjunction with vacation only on obtaining proper documents from the teachers and they are advised to forward only those cases which are other than medical cases to the Regional Office along with the written explanation of the concerned staff with his/her specific recommendation /comments for proper sanction. Vacations can be combined with casual leave and regular leave, but not with special casual leave or compensatory off.ii. Leave in conjunction with break

In terms of Art No.140 A of Accounts Code, no leave of any kind including casual leave shall be sanctioned to the staff by the Principal in conjunction with breaks. However, where the leave has been availed/requested by the staff on Medical grounds shall be forwarded to the Regional Office duly supported by the medical certificate issued by the AMA (Places where there is no CGHS facility) or by a doctor from a CGHS dispensary in the prescribed format for sanction. The leave request of staff in conjunction with break other than medical grounds, on grounds like natural calamities or disruption of means of communication shall be forwarded to the Deputy Commissioner with the recommendations of the Principal for sanction. The Deputy Commissioner at his /her discretion and subject to the production of proof to his satisfaction shall grant the leave of the kind (not casual leave) to the concerned staff. In other cases the whole period including the break will have to be treated as leave of kind due, apart from any other action which the Deputy Commissioner may decide to take against the defaulting employee.

Principals should ensure that the employee has mentioned the nature of leave in her leave application, viz EL, HPL, EOL on

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private or Medical grounds with due recommendations while forwarding the applications of teachers for sanction of leave in conjunction with Breaks or vacation.

iii. Conversion of leave of one kind to other.As per Rule No. 10 of leave rules, the employee has to request for the

conversion of one kind of a regular leave to another kind (other than Casual leave) within a period of 30 days of the concerned employee joining his/her duty on the expiry of the relevant leave availed by him/her. It is also to inform that the employee cannot claim such conversion as a matter of right. The Principal being the Head of the Office should issue a specific order to this effect on the conversion of leave by recording necessary entries in the service register of the staff concerned. Such conversion of leave of one kind in to leave of another kind cannot be done after the employee cease to be in Service.

3. Grant of Child Care Leave to female employees:

As per VI Pay Commission a women employee can avail CCL for a maximum of 730 days during their entire service in different spells to take care of up to two children wef 01.09.2008. The CCL shall not be admissible if the child is 18 years and above. The CCL can be availed for taking care of disabled /mentally challenged children up to the age of 22 years on submission of proper medical certificate. The CCL is treated like Earned Leave and cannot be claimed as a matter of right. The CCL has to be applied in advance and requires prior sanction of the competent authority. No employee shall leave the headquarters or avail the CCL without getting it sanctioned by the Competent authority in advance. The Principal can sanction CCL to the lady employees for a maximum period of 89 days at a stretch based on the emergency/need and on production of the required documents to the satisfaction of the leave sanctioning authority. The CCL may not be sanctioned for less than 15 days and it may not be granted in more than 3 spells in a calendar year. Sanction of the CCL for the temporary employees should be discouraged. A separate leave account may be maintained in the SR for the credit and debit of Child care leave to the eligible lady employees. Similar procedure should be followed for the credit of EL for performing the Election Duty. No leave encashment is payable on the credit of CCL and on the EL credited for performing the election duties at the time of retirement. (Ref: DOPT office memorandum dated 7th Sept 10 and 30th Dec 2010)

4. Appointment of AMAs under CS(MA) rules and issue of permission for undergoing indoor treatment for CGHS beneficiaries.

i. Appointment of AMAs under CS(MA) Rules:

The principals of the vidyalayas which are covered under CS (MA) rules should submit the proposals for approval of AMAs duly selecting the required number of doctors from the lists approved by the Central Govt. Coordination Committee of the area/city concerned. If no such committee is in existence in some areas, then the names of the doctors approved for the other central government offices in the same area, like Post office, Central Excise Dept. etc may be proposed for approval along with the copies of the relevant documents. Principals are directed to submit the proposals for appointment of

private Doctors as AMAs where Central Govt Coordination Committee does not exist, and no other Central Govt Offices have

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authorized AMAs, with justification for getting approval from KVS Hqrs.

ii. Submission of proposals for Issue of permission to undergo INDOOR medical treatments of staff (CGHS):

a. As per CGHS orders dated 01.01.2013 and 15.01.2013 (available in the CGHS website), no permission is required for availing Investigations/ Consultations//Diagnostic tests at the Diagnostic centers empanelled by CGHS. The CGHS beneficiary can undergo the tests based on the prescription issued by the CGHS dispensary and submit the bill for payment to the Vidyalaya. The permission for indoor treatment only will be issued by the Regional Office, if it is certified by the CGHS dispensary. The format for medical treatments (indoor/Inpatient) is already uploaded in RO website for all employees including the Principal. It is noticed that some Principals are not forwarding the proposals in the prescribed format in triplicate with the request of the employee inspite of oral and written intimation. In some cases, the Principals have signed in the place of Issuing Authority in the permission letter and forwarded to this Regional Office for no action. The issue was discussed in detail and the Principals are advised to forward the following documents for INDOOR treatment permission to RO.1. Duly filled in permission letter in triplicate, signed by the employee

(Principals need not attest the permission letter). 2. The representation of the employee concerned with a covering letter by the principal.3. The copy of the CGHS card and 4. The prescription issued by CGHS dispensary.

b. It is brought to the notice of the Regional Office that some Principals have issued permission letters to their staff for Indoor/Inpatient treatment at the Vidyalaya level without forwarding the cases to Regional Office, which is highly objectionable and irregular and payments made on such claims are recoverable. The Principals are requested to strictly avoid such occurrences in future.

c. It is also brought to the notice of the Regional Office, that some principals are not collecting the CGHS card, Identity card issued to the staff of their vidyalaya on their transfer outside the station/Region or on retirement. KVS HQ has taken a serious view on the said issue and instructed RO to verify the facts. The principal should ensure that the CGHS card, Identity card issued to the staff are collected back at the time of their transfer or retirement and return the CGHS card in original to the CGHS authorities. Similar procedure should be followed by the Principal also. The non-returning of the said documents will be viewed seriously and suitable action will be taken as per rules. The Internal audit of the RO has been instructed to verify the return of the cards during the conduct of the Internal audit.

5. Submission of condemnation proposals in respect of IT equipments and other non consumable items:

A. The stock verification of all the departments in the vidyalaya should be conducted in April of each year, preferably before the close of vidyalaya for summer vacation. As per the recent orders dated 15.03.2012 from KVS HQ,

i. the Executive Committee of the VMC (5 members) as defined in Art No. 32 of Education code, is empowered to condemn the articles worth Rs. 2 lakhs per annum excluding the cases involving fraud theft etc.

ii. The DC of the Region is empowered with full powers to issue the approval for condemnation of the IT equipments and other assets excluding the cases involving fraud, theft etc.

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However, it is clarified to the principals that if the value of the articles to be condemned is within Rs.2 lakhs then it can be approved by the Executive Committee and if the value exceeds Rs.2 lakhs, then the consolidated proposal should be submitted to DC, KVS RO for approval without condemning any value at the vidyalaya level.

As such, it is advised to the principals to forward the proposals for condemnation to RO in form CS 49 duly recording the ‘as on date depreciation value’ and ‘the remaining value of each item’ along with the resolution and recommendations of the Executive committee members of VMC separately for SF and VVN. It should be ensured by the Executive committee members that the items/articles recommended for condemnation have exceeded the life time fixed by KVS. A certificate to this effect should be incorporated in CS 49.

Once the approval is received in the vidyalaya, proper procedure should be followed by the principal to dispose of the items condemned and entries regarding the condemnation of the articles should be recorded with proper attestation in the respective stock registers. Proper procedures for auction of the said condemned items may be taken up the principal in the presence of the Committee members as explained in Accounts code.

B. The principals are advised to take up the process of condemnation of the absolute and unserviceable IT equipments as per the instructions contained in the KVS circular dated 26.08.2009 (available in the KVS website) immediately and submit the proposals for condemnation to RO for further necessary action. While submitting such proposals, the principal should furnish all the required documents as per the instructions contained in the above mentioned circular, like, BER certificate from the AMC dealer of the vidyalaya and recording the value of depreciation in CS 49 etc.

6. Submission of monthly reports on Vacancy position/PIS/Vancant staff quarters and engaging the contract teachers.

Presently, KVS HQ has designed a new proforma D, in addition to the existing forms A, B and C, in which the monthly vacancy position has to be complied and submitted to them. The proforma was already sent in mail to all the vidyalayas and the monthly report on the vacancy position as on 31 st July 2013 should be submitted to RO in the proforma A, B, C and D by e-mail on the last day of the month without fail to www.sokvsrohyd59@yahoo.in followed by hard copy to be received in RO in the first week of each month. The details of contract appointments made in respect of the vacancies should also be furnished in the same proforma wherever vacancies are shown. Some principals were not showing the correct vacancy positions and the details of contract appointments made by them against the vacancies and some submit the same details as sent in the previous months as a routine without any checking at the vidyalaya level. The principals are advised to properly verify the monthly report on the vacancy position before it is submitted to RO by 5th of each month.

In addition to this, the Principals are advised to forward the monthly reports on PIS and the details of vacant staff quarters in the formats prescribed to reach the Regional Office positively by 5th of each month. The scanned copy of the above monthly reports may be mailed to sokvsrohyd59@yahoo.in as on the last day of the month without fail.

7. Forwarding applications of staff for GPF/CPF part-final withdrawals and advances .

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The GPF/CPF applications for advances and withdrawals should be properly filled by the employee for all the columns and it should be thoroughly scrutinized at the vidyalaya level for their eligibility criteria with reference to the PF rules before forwarding them to Regional office. The applications for part-final withdrawals and advances under GPF/CPF, should be submitted to Regional office along with necessary enclosures such as, copy of marriage/engagement card or the date of marriage/engagement with the age of the dependent son or daughter, quotations or invoice for the purchase of consumer durables (only electronic items), copy of the proposals from a doctor for major illness like cancer, by-pass surgery etc, proper estimates from the competent authority for the renovation or repair works of the house owned by the employee, certifying the dependency of the concerned family member with the employee as per service records etc.

The following guidelines are issued to all Principals vide letter dated 09.05.2013 in order to streamline the procedure for forwarding the applications of staff for sanction of PF withdrawals and advances in future which is reproduced below.Requirement of supporting documents –Copies should be attached with the applications for withdrawals and advances):

a. Medical Treatment for self and dependents - An undertaking from the Subscriber for minor ailment and Estimates for authorized Medical Attendant for major ailment.

b. Higher Studies of children – Fee Details (Prospectus)/Fee Receipts, Transport charges of yearly payment only.

c. Betrothal/Marriage of subscriber or his sons/daughters and any other female relation actually dependent upon the subscriber as per records – Invitation Card or Date of Birth of son/daughter/dependent female relation (as per service records), Proposed Date & Place of function etc.

d. Purchase of Consumer durables – Printed Quotation from the reputed firm/agency/shop under seal and signature.

e. Construction of House - The application by the subscriber intimating the purchase, Memorandum conveying the acknowledgement by the competent authority and approved plan by Local Municipal Body of the area.

f. Purchase of House/Flat/Site - The application by the subscriber intimating the purchase, Memorandum conveying the acknowledgement by the competent authority and agreement entered into by the Vendor and Vendee.

g. Reconstruction/alteration of House/Flat already owned and acquired by subscriber - Memorandum conveying the acknowledgement by the competent authority for said House/Flat, Estimates from the licensed Civil Engineer.

h. Renovating, addition or alteration or upkeep of the ancestral property – Proof of inheritance of the said property, Estimates from the licensed Civil Engineer.

i. Repayment of Housing Loan - The application by the subscriber intimating the purchase, Memorandum conveying the acknowledgement by the competent authority and statement of outstanding housing loan from Bank/LIC etc.

j. Purchase of Motor Car/Motor Cycle.- The subscriber drawing Basic Pay Rs. 19,530/- and above (without Grade Pay) are eligible for withdrawal for purchase of Motor Car limited to Rs. 1,10,000/- only and Subscriber drawing Basic Pay Rs.8,560/- and above (without Grade Pay) are eligible for withdrawal for purchase of Motor cycle limited to Rs. 20,000/- only.

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k. Withdrawal Twelve months before retirement - The subscriber may withdraw 90% of the amount at credit within twelve months before the date of retirement on superannuation from the amount standing to the credit in the fund without linking to any purpose.

In spite of these instructions some Principals are forwarding the applications in the old formats without filling the relevant column properly and attaching the required documents which created unnecessary correspondence and delay in sanction of the Advance/Withdrawal to the needy staff. It is requested to the principals to submit the applications in the prescribed format along with the required documents for sanction of PF Advance/Withdrawal and it may be noted that the incomplete applications will not be entertained in the Regional Office.

8. Submission of proposals for additional sections and Fixation of staff strength.

As per the recent orders of KVS, the Regional office is empowered to issue the staff sanction orders from the year 2012-13 and the consolidated proposal should be submitted to KVS HQ for approval. The following shortcomings are observed from the proposals received from the Vidyalayas for sanction of Staff strength.

i. Proposals are not submitted in the prescribed format or submitted without the signature of the Principal in all the pages.

ii. Incomplete proposals are submitted without the details of admitted students/students strength of the previous year.

iii. Additional Sections/consequential expansion were not projected properly.

iv. The additions proposed were not recommended/signed by the Chairman, VMC.

v. Proposals for new streams in Class XI were not properly justified by the Principal and the Chairman, VMC on availability of infrastructure and demand for admission.

vi. Additional posts in any category of teaching and non-teaching staff are not accurately calculated and justified as per KVS norms. Such additions should be shown separately in the proposals duly recommended by the principal and Chairman.

vii. A comprehensive analysis of availability of infrastructure, work load on various categories of teachers is not kept in mind while sending the proposals for opening of new Sections.

viii. Frequent/Subsequent request for change in staff sanction should be avoided.

As such, the Principals are advised to prepare the staff requirement/fixation proposals taking in to account the above guidelines for calculation of staff strength in the KV and submit the staff requirement proposals as per schedule informed by Regional Office for the year 2014-15 duly recommended by the Chairman VMC without fail BY 30.09.2013. The calculation and fixation of staff strength in each Vidyalaya (teaching and non-teaching) should be strictly as per the Guidelines issued by KVS HQ in terms of Office Memorandum dated 17.02.2012 circulated by Regional Office vide letter dated 02.03.2012.

9. Pending cases for verification of character and antecedents of the staff.

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In terms of Art. No 62 of Education code, the character and antecedents of the employee of the Vidyalaya shall be done through the District Magistrate concerned with in 6 months from the date of appointment of such an employee on his/her first appointment in KVS by the Principal. The Principals are requested to take up the pending cases, if any, for verification of character and antecedents and submit a certificate to the effect that “there is no employee left without verification of character and antecedents at the vidyalaya” may be furnished to RO by 16 th August, 2013 . Unless the character and antecedents are verified for the employee and certified fit for government appointment, he/she cannot be considered for confirmation by RO.

10. Submission of proposals in the prescribed format for allotment of employee code number.

The Principals were requested to submit the details of staff who are not allotted with the employee code by KVS vide RO letter dated 03.07.2012. It is the responsibility of the principal to submit such proposals to the RO in time. Some Vidyalayas have submitted nil report in spite of the fact that there are employees without the code no working in their KV. This has created an embarrassing situation at the RO level and RO has to identify these KVs and repeatedly request the principals to send the proforma immediately. As such the principals are requested to forward the details/proforma duly verifying the facts at the Vidyalaya level and submit the pending proposals, if any, to RO by 16th

August 2013 in the prescribed proforma. In case all the employees are having the employee code, then a NIL report may be submitted.

11. Forwarding application for transfer of the staff :

KVS HQ issues instructions from time to time on the submission of the transfer applications of the teaching and non-teaching staff. The transfer applications were submitted by some principals without any proper check at the vidyalaya level. The deficiencies noticed are such as, non-filing of the employee code, not coming under the purview of medical grounds, spouse certificate is not signed by the competent authority etc.The following points may be borne in mind while sctrunizing the transfer applications at the vidyalaya level.

i. Part C of the transfer application should be filled by only such employees who are willing to apply for transfer to other KV in the same station or KVs outside the station and not for both.

ii. Medical certificate should be certified by the appropriate medical authority as prescribed by KVS in the Transfer Application only as per the diseases prescribed by KVS(for the year 2012-13, out of 19 cases forwarded by the principals of this Region under Medical grounds, only 8 cases are found to be fit as per the KVS norms as certified by the CMO, CGHS).

iii. Declaration regarding employment of spouse is also to be filled only in the application and duly signed by the employer of the spouse.

iv. It is noticed that in some cases the application of the Primary teacher (Music) is submitted as the Primary teacher without filling the category of the employee in the relevant column.

v. All the entries filled by the employee should be verified personally by the principal with reference to the service records available at the vidyalaya and sign the application, especially for entries in Column nos. 2, 10, 11(2, 3,4 &10) & 12(2,3).

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vi. The points for APAR grading in Part B &C should be checked at the vidyalaya level on production of the copy of the APAR, as the copy of the APAR were already given to the employees from the year 2009-10.

12. Deputation of teaching and non-teaching staff:As per the instructions of KVS, the vacant non-teaching posts of LDC can be

filled by a employing a data entry operators on contract basis on payment as per the instructions contained in KVS circular dated 12.03.2010 as circulated by RO which is available in the website of KVS HQ . It is also advised to the Principal to explore the utmost possibilities to appoint, as far as possible, the teachers on contract basis for regular vacancies/leave vacancies as per KVS norms, since the appointment of regular teachers by KVS will take some more time.

It is brought to the notice of the RO that no proper efforts are made by some principals and they are simply submitting the requests for deputing the teachers from other vidyalayas. They should understand the difficulties faced by the other KV on such deputations. As far as possible, such practice should be strictly avoided, In future, while seeking for deputation of teachers; the principals shall furnish the copies of the following documents to the RO for verification.

i. The advertisements given by the vidyalaya for the appointing the teachers on contract basis.

ii. The list of the candidates attended the interview for the said post for which they are asking for deputation.

iii. The marks/points awarded by the interview committee for each applicant for the said post and their resolution with panel.

iv. Any other documents by which their request can be justified.v. Whether panel of other KVs were sought

The requests for deputation of teaching staff shall be determined based on the above factors at the RO. (KVS has published advertisement for the recruitment of teaching and miscellaneous teaching posts in the Employment News (20 th July issue) with last date for online submission on 28.08.2013).

13. Submission of proposals for Voluntary retirement of staff of Vidyalayas:

The proposals for acceptance of Voluntary retirement of staff are submitted to KVS RO without any proper verification and certifying their eligibility for VRS by some of the Principals. It is noted with concern that, in some cases, only the hand written representations are forwarded to KVS RO by the Principals for acceptance of VR inspite of instructions to principals to forward such cases with the check list and SR and PF of the staff. It is once again requested to the principals to ensure submission of the following documents while submitting the proposals for VR. The eligibility of the employee to take VR also may be mentioned in the forwarding letter of the principal. It may be noted that the CPF optees desirous to seek VRS shall do so under FR 56(k) subject to fulfillment of the prescribed conditions as clarified by KVS HQ vide letter no.F.43-3/2001-KVS(Estt-III) dated 25.06.2002.

i. Representation of the Staff Concernedii. Check list duly filled all columns and certified by the Principal.iii. Updated Service Book and Personal File of the staff concerned.

14. Forwarding Application for NOC for issue of passport/to go abroad.

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There are prescribed proforma available for applying for NOC for passport or to go abroad. The prescribed proforma for the applying for NOC to go aboard in r/o staff members up to the level of PGTs should be duly filled and signed by the teacher concerned along with 4 passport size similar photographs and submitted to RO by the Principal with his/her specific recommendations.

It is also advised to the Principals that unless the situation warrants the presence of the employee at the place of visit, the proposals for issue of NOC for going abroad should not be forwarded to Regional office. As far as possible, the staff should be advised to complete their stay abroad during vacation and discouraged to avail leave in conjunction with summer vacation unless it is unavoidable. The Proposals for issue of NOC for passport/ to go abroad in respect of Principals/Principal Gr II/Vice principal should be submitted in duplicate to Regional office in the same formats for onward transmission to KVS HQ for issue of orders.

WORKS:

1. a. Submission of estimates for construction of additional accommodation for school building and staff quarters:

The KVS Hqrs vide letter dated 28.03.2013 has instructed the detailed procedure for submission of proposals for construction of Additional Class and Additional Staff quarters. It is also intimated by them that during the past Two years no new proposals were sanctioned due to paucity of funds. Therefore KVS RO has requested the Principals of all the Kendriya Vidyalayas to submit new proposals for additional accommodation and additional staff quarters in the new formats as available in the KVS Hqrs website (in Circulars – Works Branch) But no such proposals were submitted by the Vidyalayas till date.

Therefore the Principals are requested to submit the proposals for such additional requirement in the new format in duplicate immediately on fulfilling the terms and conditions laid down in the letter dated 28.03.2013.

b. Submission of estimates for strengthen / retrofitting of K.V. School Buildings aging more than 25 years:

The KVS vide letter N. 110117-4/2012/KVS/HQ/Works-II Dated 20.06.2012 instructed the Construction agencies like CPWD, MES and Railway to identify the KendriyaVidyalaya School Buildings which is more than 25 years old and to detail field staff, technical and structural experts to conduct NDT test, if needed and to submit item rate economic estimates along with the recommendations of structural experts, test report and set of photographs depicting status of the School Building. It was further intimated by KVS HQ to identify the Vidyalayas which were constructed 25 years and more. Accordingly, KVS RO has requested to the principals of the following vidyalayas to submit the proposal for additional accommodation and special repair through the construction agencies vide letter dated 12.07.2012.

1. K.V. Trimulgherry2. K.V. No.I. Uppal3. K.V. No.I. Tirupati4. K.V. No.I. Golconda5. K.V. No.I AFA Hyderabad.The Estimates received from the Principal K.V. No.I Uppal for civil works for

Rs. 58.70 Lakhsand Electricals works (Vidyalaya& Staff Quarters) for Rs. 66.35 Lakhs has been sent to KVS Hqrs for approval. The proposals were approved for Rs. 58.70 Lakhs and Rs.62.00 Lakhs respectively and Rs.50.00 lakhs each was

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released in the month of Jan. 2013. The Principal is advised to submit the monthly progress reports for the works undertaken by CPWD to KVS Headquarters with a copy of the report to KVS RO. (Progress Report for the month of April 2013 is submitted by Principal)

However, the annual repair and maintenance of school building is to be carried out by the Principal at Vidyalaya level with the available funds under VVN with the approval of the VMC and the proper estimates should be obtained from the construction agencies (i.e. MES/CPWD) for special repairs if any, to be carried at the Vidyalaya and submit the same to RO for further necessary action.

ii. Dismantling of platforms in the class rooms of the vidyalaya:KVS RO vide letter dated 17.05.2013 (through mail) has addressed a letter to Principal KV No2, Golconda advising her to dismantle the existing platforms in the classrooms. The copy of the letter was sent to all KVs for furnishing the status report on dismantling the platforms in the class room. Whereas no such report was received from any of the Vidyalaya. All the principals are once again requested to submit a report to KVS RO duly certifying that there is no platform existing in the class rooms of the vidyalaya by 16th

August 2013 without fail for record.

b. Submission of estimates for construction of additional accommodations, special repairs on old school building and staff quarters if certified unsafe by the construction agency .

The Principals of the Vidyalaya should submit the estimates for the required special repair works for the 2 or 3 decades old buildings as obtained from the construction agencies, from MES/CPWD as per the instructions of KVS vide their letter no dated 21.01.2011 as circulated by this office vide letter dated 01.02.2011. The Principals should approach the CPWD and MES authorities at the first instance for ascertaining the plans and estimates for the constructions and Repair works. However, if no response is received from them, then only the other agencies should be approached for such estimates. Even while approaching the other agencies, it must be ensured that the agency which had initially constructed the building should be approached first for submission of the required estimates. The Principals are requested to strictly adhere to the instructions contained in KVS RO letter no 210114/2011-12/KVS(HR) dated 30.05.2011 on processing the M&R works of the Vidyalaya buildings and staff quarters for the old buildings and ensure that proper item rate economic estimate is to be obtained from the construction agency for reparable and essential items only with full justification, case history with set of photographs is to be submitted to KVS HQ for the approval.

In case, the estimates are obtained other than CPWD/MES, the correspondence made by the Vidyalaya with CPWD/MES and letter of inability to carry out such works may also be obtained from CPWD/MES and enclosed with the estimates so obtained from outside agencies and forward to KVS RO

2. Settlement of account on completion of Construction and Maintenance works.

It is observed that once the funds forConstruction/ special repairs work is sanctioned by KVS, suitable follow up action is not taken up by the Principals for the settlement of accounts on completion of work in the prescribed procedure. It is the personal responsibility of the Principal to submit the works completion certificate along with the final expenditure statement & “No Defect Certificate” in KVS format onlyduly signed by him/her with a set of Photographs to KVS Hqrs with copies of all the documents endorsed to this Office, wherever such works are being carried out on completion of the work to settle the account.

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3. Proper utilization of funds released by KVS HQ under M&R of Staff quarters 2013-14.

The KVS vide letter Dated 30.05.2013has sanctioned amount for Maintenance and Repairs of the KVS Staff Quarters for the year 2013-14 and the same was intimated to concerned Vidyalayas vide KVS RO letter dated 18.06.2013. The amount is already released by KVS HQ to the respective vidyalayas. Instructions were issued to Principals of KVsabout the utilization and settlement of the fund within 3 months from the date of receipt of fund. The principals are requested to strictly adhere to the instructions and complete the M&R works of the staff quarters with in the allotted funds as per KVS norms and submit the expenditure statement to RO within the time schedule.

4. Monitoring the construction and repair work and submission of monthly progress reports :

As per KVS HQ letter dated 25.04.2013, the following Vidyalayas were having Major Construction works for the year 2012-13 and the status report sought by KVs RO to submit to KVS HQ by 20.06.2013 vide letter dated 07.05.2013.

1. K.V. NFC Ghatkesar2. K.V. Ongole3. K.V. Nalgonda4. K.V. Nellore.The status report was received only from K.V. Ongole and the remaining KVs

have not sent the report till date. They are requested to submit the Progress Report to KVS HQ directly with a copy of the report to KVS RO Hyderabad immediately.

It is observed that some of the Principals are not submitting the monthly progress on the construction work or the Repair works done in their Vidyalayas in the prescribed formats, in spite of instructions issued by Regional office over phone or in writing. This shows the negligence and casual attitude of the Principals. KVS HQ has seriously instructed during the DCs conference that no further funds will be sanctioned on the said works unless the monthly progress report is submitted by the principals of the respective vidyalayas every month in the prescribed format.

As such, it is requested to all the Principals that the Monthly progress reports of all construction works of the Vidyalaya have to be submitted directly to the Executive Engineer duly signed by the Principal of the Vidyalaya concerned only in the prescribed proforma as enclosed with the KVS HQ letter dated 11.03.2010(available in the KVS (HQ) website under construction activities) so as to reach there by 10th of succeeding month without fail, with a copy to Regional office. The delay in submission of the Progress reports will have the effect on the release of balance funds, for which the Principal will be held responsible for non completion of construction works within target date.

Similarly, the following vidyalayas are also granted funds for additional accommodation and special repairs by KVS and the principals were asked to submit the progress reports to KVS HQ for further release of funds vide letter dated 01.07.2013 Whereas, no KV has responded except KV Bolarum.

1. KV No 2 Golconda2. KV Bolarum3. K.V. No.IUppal4. K.V. No.2, AFA Hyderabad

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5. No.2. Vijayawada.The work related to replacement of pipe line at KV No2, Vijayawada has

already been approved by KVS and the principal is requested to approach the construction agency for early completion of the work and submit the completion report as per KVS Norms for settlement

The Principals of the above KV are requested to submit the progress reports to KVS HQ with a copy to RO immediately to finalize the further release of funds.

5. Transfer of Land:

As per records available in KVS Hqrs/KVS RO, the Defence land of KV Trimulgherry is still pending for transfer. The Principal is requested to take up the matter with the Chairman, VMC and submit the status report by 16.08.2013 for onward transmission to KVS Hqrs. She may also contact the principals of other KVs situated in the Defence land, like, KV Picket to ascertain the details related to the said issue and approach the appropriate authority for clearing the pending issue.

6. Status report on the upkeep of Vidyalaya Building on the occasion of Golden Jubilee Year Celebrations 2013.

On the occasion of Golden Jubilee Year celebrations by the KVS, the Principal of all Kendriya Vidyalayas were requested to take up the Annual Maintenance Works of School Buildings, civil and electrical during the Summer Vacations.

Many Vidyalayas responded and submitted that the Maintenance and Repairs of School Building was taken up during Summer Vacation and completed the task. However, all the Principals are requested to ensure proper upkeep of School Building during academic Inspection during 2013-14.

MISCELLANEOUS

1. Alienation of land and obtaining the undertaking from the Collector for transfer of suitable land.

The Principals of following Kendriya Vidyalaya are advised to take up the matter with the State Administration for transfer of remaining part of the identified and agreed site of land for KVS along with demarcation of boundaries immediately. They are requested to submit the status report on the above issue to KVS RO by 16.08.2013 for onward transmission to KVS HQ to initiate the construction work of School Building and Staff Quarters.

1. K.V. Adilabad Ac. 5.002. K.V. Mahabubnagar Ac.3.00.

2. Timely submission of information by principals through the cluster Incharge Principals.

It was already entrusted vide letter dated 18.01.2012, that the cluster Incharge Principal are responsible for the timely dissemination and collection of information/data with record to their cluster hence forth. They should fully cooperate to obtain the required data from the Principals of their cluster and submit the consolidated data to the Regional Office. It is once again advised the

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cluster incharge Principals to adhere to the above instructions to establish a faster two way communication with the Regional Office and Kendriya Vidyalayas.

3. Visiting hours in Regional Office and Meeting the Officers.

The Principals were intimated vide this office letter dated 07.08.2011 that, the visiting hours to meet the Officers of Regional Office is between 04.00 pm and 05.00 pm only. They were also instructed periodically to deliver the important letters (by hand) to the Section incharges only and not to any dealing hand directly. Contrary to this, some Principals send the details related to some important issues directly to the dealing hands to cover their delayed submission. This is highly irregular. They are requested to submit the required details on any issue on or before due date as directed by RO and the proposals received in the Regional Office after due date will not be considered and returned to the principal of the vidyalaya, who is responsible for such delay. It is also advised to the principals to instruct the teaching and non-teaching staff their vidyalaya that they should meet the section incharges only to put up their issues and should not disturb/meet the dealing hands on any section of Regional office in future and they should also obtain proper permission from the principal to meet the officers of the RO during the visiting hours.

FINANCE – 26.07.201301. HOLDING UNSPENT AMOUNT OF GOVT., GRANTS, SUBMISSION OF INFLATED

REQUIREMENT OF FUNDS:

The Principals are requested to return unspent Govt., Grants if any held by the Vidyalaya immediately to KVS, Regional Office, Hyderabad in order to project correct requirement of Funds to KVS, Hqrs. The Principals of Govt. financed KVs are requested to submit the requirement of funds well in time and to limit the same to actual requirement i.e., by 5th of the every month for onward transmission to KVS, Hqrs., and for timely release of funds to all the KVs.

02. PREPARATION OF PAY BILL AND UPLOADING OF PAY BILLS THROUGH UBI WEB PORTAL :

1) PAY BILLS:

i) It is observed that the Pay bills are not prepared in form CS 14 KVS format instead only in UBI format. The Vidyalaya has to prepare the Pay bill as per the rules given under articles 108 and 109 of Chapter 10 and in form CS 14 Part III Account forms of KVS Accounts Code. The Pay bill prepared in form CS 14 has to be preserved for a period of 35 years as per norms of Preservation of Account Records given under Annexure to Article 241 of KVS Accounts Code. To that effect a letter has been sent to the Principals of all the Vidyalayas vide lr. No. F.11-22/ 2012-13/KVS (HR)/ A&A dated 05-07-12. Further, it is noticed that copies of pay bills and other establishment bills such as TA/ DA, Medical, LTC, CEA etc., for which payment has been made during the month are not enclosed to the monthly statement.

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ii) The Principals are advised to take personal interest to submit the above statements to the Regional Office well within the prescribed time limit, for preparing the pay bill in form CS 14 and UBI format for uploading of salaries and for submission of copies of pay bill and other establishment bills such as TA, LTC, CEA, Medical etc.,along with monthly statement for the purpose of post audit.

iii) It is observed that many Vidyalayas are not deducting income tax from the Pay bill (TDS). The DDO/ Principal has to deduct income tax at source from salary of each employee every month from the beginning of the financial year i.e., April, based on estimated income calculated for 12 months and remit the same to the Income Tax Department within 07 working days. The actual tax based on actual salary income and income from other sources if any furnished by the employee may be calculated in the month of October every financial year and tax may be recovered accordingly. In view of above the Principals of all Vidyalayas are hereby advised to deduct tax from the salary of the employees starting from the month of August 2013.

iv) As per Income Tax Act, the DDO/ Principal responsible for payment salaries to the employees who does not deduct tax or after deducting fails to pay the tax to the Department, will without prejudice to any other consequences which he may incur, be deemed to be at default personally in respect of the tax.

2) UPLOADING OF PAY BILLS THROUGH UBI WEB PORTAL:

i) KVS (HQ) has introduced the system of crediting salaries directly to the individual staff account through UBI Web Portal w.e.f. 01.10.2010. Out of 43 Vidyalayas functioning under KVS, RO, Hyderabad, 38 are Govt. Financed Vidyalayas and 05 are Project Vidyalayas. Staff of 39 KVs are getting their salaries credited directly to their accounts through UBI Web Portal.

ii) Further, Regional Office has issued a letter requesting all Govt. Financed KVs to confirm the salary credited to individual account every month in the prescribed format vide letter No. F.. 1-1/2010-11/KVS(HR)/A&A/, dated 20.10.2010, 01.12.2010 and 05.05.2011. But, only one or two vidyalayas are responding and submitting the confirmations. All Principals are requested to confirm salary credited directly to individual accounts to Regional Office, Hyderabad by 1st or 2nd of the following month.

iii) The UBI authorities have requested to insert two columns for DDO No. and PRAN of employees. The Principals may ensure that the above numbers in the respective columns of UBI salary web portal are uploaded every month.

iv) It is observed the Vidyalayas are not entering the correct IFC numbers and Bank account numbers in the UBI salary web portal and Data form resulting in failure in uploading of salaries. The Principals are advised to take personal interest to ensure that correct IFC numbers and Bank account numbers are entered both in the UBI salary web portal and data form.

v) Principals are requested not to pay salary to an employee if the salary is not credited to the Bank account of such employee through UBI due to feeding of wrong account number or IFC code etc., without the prior clearance of KVS, RO, Hyderabad in that regard.

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03. SETTLEMENT OF INTERNAL AND A.G. AUDIT OBJECTIONS:

i) The quarterly Audit Adalat for the quarter ending 30-06-13 has been conducted from 03-07-13 to 05-07-13 for 03 days by this Regional Office as per instructions of KVS which was inaugurated by Joint Commissioner (Fin.) and Assistant Commissioner (Fin.), KVS, HQ, New Delhi in respect of 39 Kendriya Vidyalayas out of 42 except 03 having zero pending audit paras functioning under this region with outstanding paras in respect of previous Internal Audit Reports with details of outstanding audit paras is given below:

S.No.

Date of conduct of Audit Adalat

Number of VidyalayasAttended Audit Adalat

Number of audit paras

Pending as on01-06-13

Settled during Audit Adalat

Pending as on 05-07-13

01. 03-07-13 10 114 49 6502. 04-07-13 12 75 49 2603. 05-07-13 17 63 31 32

Total 39 252 129 123

ii) It is observed that the Principals and dealing assistants are attending the Audit Adalat without bringing proper replies to the pending audit paras and supporting documents resulting in carrying forward the audit paras. The Principals are advised to take personal interest and bring proper replies and supporting documents while attending the Audit Adalat for dropping of the pending audit paras.

iii) The Principals are requested to take personal interest and submit the pending audit paras of A.G. Audit Reports along with supporting documents in triplicate for onward to The Deputy Director/ DT, Office of the Principal Director of Audit (Central), AG’s Office complex, Saifabad, Hyderabad -500 004 for dropping of the long pending audit paras.

04. NON- SUBMISSION OF CONSOLIDATED MONTHLY STATEMENT OF ACCOUNTS AND QUARTERLY STATEMENT OF ACCOUNTS OF SCHOOL FUND/ VIDYALAYA VIKAS NIDHI BY VIDYALYAS FOR CONSOLIDATION OF ACCOUNT AND TRANMISSION TO KVS HQRS. IN TIME:

i) The Consolidated Monthly Statement of School Fund Account and Vidyalaya Vikas Nidhi Account have to reach the Regional Office by 3rd of the following month for onward transmission of monthly and quarterly consolidation of account by 5th of the following month. The same is not received in time from KVs due to which there is delay in consolidation of account and transmission to KVS Hqrs., resulting in delay in release of grants-in-aid by the Ministry due to inability of KVS, Hqrs., in providing necessary details.

ii) It is observed that the Vidyalayas are not sending the same to Regional Office by the above prescribed date resulting in difficulty for consolidation of the same for onward transmission to KVS, Hqrs. The Principals are requested to take personal interest for strict adherence of the time schedule.

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iii) The Principals are advised to take personal interest to submit the above statements to the Regional Office along with copies of pay bill, supplementary bill (s) and other establishment bills such as TA, LTC, CEA, Medical etc., for the purpose of post audit.

05. CLOSING BALANCE OF SCHOOL FUND ACCOUNT AND VVN ACCOUNT :

The Principals are requested to furnish the closing balance of School Fund Account and VVN Account in time i.e., by 1st of the following month for onward transmission to KVS, Hqrs., by 3rd of the following month.

06. IMPLEMENTATION OF NEW ACCOUNTING STANDARDS IN KENDRIYA VIDYALAYA SANGATHAN

The Principals are requested to implement the new accounting standards in Vidyalayas. The instructions of KVS, Hqrs. in this regard may be strictly adhered to.

07. REVISED PURCHASE PROCEDURE:

KVS (HQ) has implemented the Revised Purchase procedure from 2009-10 onwards. The same has to be followed in letter and spirit. Some of the salient features of purchase procedure are given below:

1) Registration of suppliers:Identification of authorized dealers for supply of various items required for the Vidyalaya, preparation of item-wise list, list of authorized dealers and approval of the same by the Chairman, VMC.

2) Purchase of Goods without quotations:Purchase of goods up to the value of Rs.15,000/- (Rupees Fifteen Thousand only) on each occasion may be made without inviting quotations or bids on the basis of a certificate to be recorded by the authority competent to approve the purchases. 3) Purchase of goods by purchase committee:Procurement of goods costing above Rs.15,000/- (Rupees Fifteen Thousand Only) and up-to Rs.1,00,000/- (Rupees One Lakh Only) on each occasion may be made on the recommendations of a Local Purchase Committee (LPC) consisting of three members of an appropriate level with the concurrence of Chairman, VMC. The LPC will survey the market to ascertain the reasonableness of rate, quality, and specifications and identify the appropriate supplier.

4) Purchase of goods by obtaining bids: Except in cases covered by the Rate Contract of KVS, Hqrs. & the reserved items, the procurement of goods shall be made by following the standard method of obtaining bids:i) Advertised Tender Enquiryii) Limited Tender Enquiryiii) Single Tender Enquiry

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5) Advertised Tender Enquiry:i) Except in cases covered under Rate Contract of KVS and Reserved items, open bids should be invited through advertisement for procurement of goods of estimated value of Rs.5,00,000/- (Rupees Five Lakhs Only) and above Advertisement in such cases should be given one national daily & one local daily having wide circulation.ii) The advertised tender enquiries shall be displayed on the website of the procuring unit and provide a link with NICSI website of KVS, HQ/ RO.

6) Limited Tender Enquiry (LTE):This method may be adopted when estimated value of the goods to be procured is less than Rs.5,00,000/- (Rupees Five Lakhs Only). Copies of the bidding document should be sent directly by speed post/ registered post/ courier/ e. mail to firms, which are borne on the list of registered suppliers for the goods. Further web based publicity should be given for limited tender.

7) Single Tender Enquiry:Procurement from a single source may be resorted to in the exceptional circumstances given in Article 169-Ai) It is in the knowledge of the Vidyalaya/ RO/ Hqrs that only a particular firm is the manufacturer of the required goods.ii) In a case of emergency, the required goods are necessarily to be purchased from a particular source and the reason for such decision is to be recorded and approval of the Competent Authority obtained.iii) For standardization of machinery or spare parts to be compatible to the existing sets of the required items is to be purchased only from a selected firms.

8. DEPOSITS WITH CONSTRUCTION AGENCIES FOR CONSTRUCTION AND M & R:

Principals are requested to take appropriate measures to get the settlement of the amounts deposited with the construction agencies for construction work and M&R work immediately, as soon as the work is completed, so that the outstanding deposit amounts can be shown as NIL.

9. DISCHARGE OF STATUTORY AND OTHER LIABILITIES:

The Principals are requested for timely discharge of Statutory and other liabilities such as Income Tax, Service Tax and Profession Tax etc., to the concerned Departments within 07 working days and also to ensure that there should not be any liability as on 31st March of financial year. It is observed that most of the Vidyalayas are not deducting income tax at source which is responsibility of the Principal. Circular to that effect have been issued to the Principals of all the Vidyalayas vide F. No.11-2/ 2012013/ KVS (HR)/ A&A dated 12-07-12.

The Principals are requested:

1) To deduct income tax at source from the salary of the employees every month starting from the month of April of the financial year and remit the same to the Income Tax Department. Exemptions may be permitted on submission of documents towards savings actually paid during the financial year, proper rent

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receipts towards HRA, Certificate for actual payment of Principal and Interest on loan borrowed for construction of house and not on provisional certificate. While allowing exemptions it may be ensured from the Department of the spouse if employed that the same exemption is not claimed by the spouse also by a Certificate. Form 16 may be issued to all the employees. On revision of Income Tax calculation, re-calculation a revised Form 16 may be issued to the concerned employees. Annual returns may be submitted to the Income Tax authorities within the prescribed time limit.

2) To deduct Income Tax at source in respect of payments other than salary paid to contractor or sub-contractors @ 2.06% exceeding Rs.30,000/- and fees paid towards professional or technical services @10% exceeding Rs.30,000/- and remit the same within 07 working days in RBI or any branch of SBI. Quarterly returns in Form 26 Q may be submitted every quarter for deduction TDS on or before 15 th July, 15th October, 15th January and 15th May for the quarter ending 30th June, 30th

September, 31st December and 31st March respectively. TDS Certification in Form 16 A has to be issued to the contractors/ professionals within 15 days from the due date of furnishing of quarterly returns. Statement of deduction of tax in Form 26 AS to be issued to the contractors/ professional by 31st July.

3) To deduct Service Tax at source in respect of payments made to contractor - As per notification No.30/2012- Service Tax dated 20-06-12, the service tax payable by the person who receives the service in respect of services provided or agreed to be provided by way of supply of manpower for any purpose is 75% which has come into force w.e.f. 01-07-2012. The Principals are requested to register the Vidyalaya with Service Tax Authorities (Commissioner (Service Tax) Customs and Excise, Hyderabad) for remittance of 75% of Service Tax recovered from outsourcing agencies for engaging services of Housekeeping and Security. Further, the remittance of remaining 25% of service tax by the contractor also to be ensured by way of collection of proof of such remittance to the Service Tax authorities.

4) The Principals are requested to obtain separate Permanent Account Number (PAN) and Tax deduction and collection Account Number (TAN) for Vidyalaya for proper identification of the Vidyalaya and facilitation of remittance of Income Tax to the IT Department.

10. OUTSTANDING LIABILITY IN VIDYALAY VIKAS NIDHI ACCOUNT:

The Principals were advised to quickly settle all the advances and liabilities so that there should not be any outstanding advance or liability as on 31st March of the financial year

11. PROVIDENT FUND :

The Principals of Govt financed KVs are advised to treat Provident fund collection of every month as internal receipt and to ensure submission of GPF subscription from monthly paybills and supp. Pay bills by 5th of every month.

And in respect of Project KVs remittance of GPF/ CPF subscription to KVS, RO, Hyd., by Demand Draft/Cheque alongwith Schedule by 5th of every month, so as to enable

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this office to submit the same to Finance Section, KVS Hqrs, New Delhi by 10 th of every month after consolidation.

Even if there is no CPF subscriber still a NIL report alongwith GPF schedule of subscription may be sent to this office for information & record.

The rate of interest on accumulated balance of GPF for the Financial Year 2011-12 circulated by KVS Hqrs as per GOI instructions was 8% from 1st Apr 2011 to 30th Nov 2011 and 8.6% from 1st Dec 2011 to 31st Mar 2012.

The GPF/CPF Annual statements was prepared taking rate of interest @ 8% for 12 months in 2011-12 as per Broad Sheet and later 0.6% interest was included as Interest Arrears in 2012-13 Broad Sheet and was clubbed with Opening Balance as per KVS Hqrs instructions.

The GPF/CPF Annual statements for the Financial Year 2012-13 was prepared in respect of all the staff members and has been dispatched in time to respective KVs of Hyderabad Region.

The following observations have been noticed by this office in preparation of GPF/CPF Broad Sheet for the FY 2012-13.

- Non-maintenance of sequence of staff names in monthly schedules as shown in the Annual Consolidated Statement of GPF / CPF. The staff members transferred in should be shown below the list of existing staff and maintained like that.

- On some occasions the subscriptions collected do not tally with the monthly schedules received from KVs. It may be ensured that such mistakes are avoided.

- The subscriptions actually collected from staff members should be shown against the name of staff and not against the others. On some occasion the subscriptions collected are shown against staff from whom it is not collected which may be avoided.

- The exact (EMIs) should be recovered in full as prescribed by the GPF Sanction Order issued by the KVS HR and also monitored during the preparation of Pay bills as well.

- On some occasion the GPF subscription of staff are included in the CPF schedules by some KVs, which may be avoided.

- The schedules for subscriptions collected from staff in respect of supplementary pay bills are not received in time for updation in RO Ledgers and for inclusion in Broad Sheet.

- Proper remarks in respect of staff who are transferred in/out are not furnished in the monthly statement and Broad sheet.

- Also proper remarks/note may be furnished in respect of staff who are on Deputations/Long Leave without pay in the monthly PF schedules.

- On some occasions the GPF subscriptions are not being recovered in r/o staff from paybill though it is reflected in LPC as recovered and vice-versa.

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The GPF subscription should be stopped before three months from the date of retirement in respect of employees retiring on superannuation. Where as GPF subscription have to be recovered upto the month of retirement in respect of employees proceeding on Voluntarily

The CPF/NPS subscriptions have to be recovered in respect of employees upto the date of retirement on superannuation/Voluntary retirement/Death as applicable.

The PF Broad sheet of KV will be accurate, only if it is ensured that the figures of Paybill PF column, PF schedules, SF Cash book and Ledger, SF Monthly Statement are in confirmity at KV level with that of figure of RO Ledger.

Lastly, the GPF Interest rate for the Financial Year 2013-14 has been reduced from 8.8% to 8.7% as circulated by KVS Hqrs as per GOI instructions.

13. UTILISATION OF VVN FUNDS OF VIDYALAYAS/ VVN DEPOSIT ACCOUNT: The Principals are requested to utilize funds of VVN account for Primary Section activities, strengthening of Sports and games, Furniture, Computer etc. Also, while making the expenditure to adhere to the financial proprieties, limits prescribed for expenditure and Revised Purchase procedure for procurement of goods and services as laid down in the General Financial Rules, 2005.

i) Wherever Vidyalayas are finding shortage of funds, the concerned Principals are requested to place a request with the Regional Office for release of funds from the VVN Deposit Account provided the Vidyalaya is having students strength of less than 500.

ii) The Principals are requested to send 5% of the total fee collections for each quarter immediately after the collection to the Regional Office towards KVS Deposit Account and 20% of the total fee collections towards KVS Deposit Account for onward transmission to KVS, HQ.

CLOSING BALANCE OF VVN ACCOUNT CONSOLIDATED STATEMENT AS ON 30.06.2013:

S.No.

Name of the R.O.Opening balance of VVN as on 01.04.2013

Internal Receipts from 01.04.2012 to 30.06.2013

Expenditure from 01.04.2013 to 30.06.2013

Closing balance as on 30.06.2013 (3+4-5=6)

1 2 3 4 5 61. Hyderabad Region2,05,25,971 7,34,36,098 4,32,83,937 5,06,787,132

UTILIZATION OF VVN DEPOSIT ACCOUNT – HYDERABAD REGION DURING THE YEAR 2013-14:

S.No.

Name of the R.O.Opening balance of VVN as on 01.04.2013

Internal Receipts from 01.04.2013 to 30.06.2013

Expenditure from 01.04.2013 to 30.06.2013

Closing balance as on 30.06.2013(3+4-5=6)

1 2 3 4 5 61. Hyderabad Region14,46,795 58,49,931 84,576 *72,12,150

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*Includes 20% of fee collections amounting to Rs.64,02,372/- received from KVs for onward transmission to KVS, HQ.

13. NEW PENSION SCHEME:

i) KVS has adopted the NPS ie. National Pension System and formerly New Pension Scheme which was introduced by Govt of India through PFRDA for the employees who joined on or after 1st January, 2004. The PPAN (Permanent Pension Account Number) should obtain for the staff joined between 01.01.2004 to 31.03.2009 thereafter PRAN process to be done. The Staff joining after 1 st April, 2009 have to directly apply for PRAN for which employee code is mandatory at PPAN column. The Principal of KV (ie. DDO) of the Vidyalaya has to forward the particulars of such staff in the prescribed Form S1 along with Form N3 in duplicate (2 sets in original) to the Dy Commr (PAO), KVS, RO, Hyderabad for onward submission to National Securities Depository Limited (NSDL) through Central Recordkeeping Agency (CRA) Facilitation Centre (FC) for processing of application for allotment of Permanent Retirement Account Number (PRAN) to the newly joined staff particularly. The Form S1 and N3 are available at NSDL Website.

The following observations are noticed by this office and faced difficulties during process of PRAN with Central Recordkeeping Agency Facilitation Centre.

ii) It is observed that the requisite forms for allotment of PRAN is not being filled properly resulting in delay for allotment of PRAN. The Principals are advised to take care of the above so as to avoid delay in allotment of PRAN.

iii) While forwarding the above two forms, Principal and office staff concerned should check whether all columns are properly filled as per instructions of NSDL. Passport size color photograph of the staff duly signed on it should be pasted in the appropriate box provided. All the columns/blanks and signatures should be filled with BLACK INK PEN ONLY.

Annexure N3 Form ie DDO Registration form which show details of KV and Principal office)a) The form Annexure N3 page 1 and points 1 to 7 are mandatory and should be attested by the Principal with stamp seal.b) The form Annexure N3 page 2 point 8(b) & 9 leave it blank. The declaration part only to be attested by the DDO/Principal with stamp seal at appropriate box to left side & name of authorized signatory should be mentioned.c) The attestation of PAO will be done at DC Office only.

Annexure S1 Form ie Application for Allottment of PRAN to newly joined Staffa) The columns and blanks of this form under section A belongs to the staff particularly and mandatory to filled by them with Black Ink Pen only. The signature of staff should be in their appropriate box only.b) The columns and blanks of this form under Section B belongs to the KV Office for filling and check which is mandatory, should be attested by the Principal/DDO in appropriate box provided left side of form S1/page 2 and office seal to be stamped in appropriate box provided right side of the form only.c) The columns and blanks of Section C to E details to be filled by the Staff which is also mandatory duly sign at appropriate box provided at right side of the form only.d) The submitted applications will be rejected by PAO and CRAFC if S1 form is not enclosed with N3 form for process and allotment of PRAN in respect of Staff.

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iv) On receipt of the PRAN from CRA FC Hqrs the subscription (OS + MS)both should be subscribed @ 10% on Pay, Grade Pay and DA. The subscription amount will be taken as Internal Receipt and Schedules should be sent to Regional Office in respect of Govt Financed KVs. In respect of Project KVs the subscription may be remitted to KVS, RO, Hyd. along-with Schedules. Management Share is also to be taken in to account as income, while computing the Income Tax.

v) It is also observed that the NPS schedules for monthly subscription are not received in time in this office. In this regard, it is advised that as the paybill uploading process in the UBI webportal is concluded on or before 25 th of every month by the Vidyalaya, all Principals can submit the above schedules on the last working day of every month through email id aaohyd@gmail.com followed by hard copy by post. Even if there is no subscriber for NPS and no subscription is recovered, still a NIL report may be submitted for RO information and record.

vi) All Principals of KVs are informed that if NPS/GPF/CPF schedules along with subscription (Project KVs) are not submitted in time and the same have not been entered in the RO Ledger/uploaded by PAO (KVS RO HR), the subscribers will loose Interest on the same for which the Principal/DDO will be held responsible. This is for strict adherence.

vii) For any correction in the Master Data in respect of Staff of KV Form S2 has to be filled and submitted through Principal/DDO for its correction and updation to PAO office ie. DC, KVS, HR.

viii) The Principal of newly opened KVs are hereby informed to obtain DDO Registration number. The DDO Regn form should be get registered with NSDL through PAO office for allotment of DDO Regn no. which is compulsory to new KV for processing of NPS documents in respect of Staff. The DDO Regn form is also available at NSDL website. And without DDO Regn no. the NPS documents are invalid and are subject to rejection by CRAFC.

14. DELAY IN SETTLEMENT OF RETIREMENT BENEFITS :The Principals are advised that the Service records and personal file along with pension papers of retiring employee should be submitted before six months from the date of retirement / superannuation and also to ensure that the entries regarding, service verification, KVSEWS subscription, increment, leave account, are updated. They are also advised that in case of Death, on receipt of death certificate, the pension papers are required to be sent to the spouse/ family pensioner through a messenger for speedy settlement of the case. In case of Voluntary retirement, the above records, pension papers should be forwarded immediately on receipt of the Sanction of VR.

15. OUTSTANDING DUES IN RESPECT OF OPERATIVE PROJECT VIDYALAYAS: The following are outstanding dues in respect of operative Vidyalayas:

S.No. Name of the Vidyalaya Outstanding Dues Remarks01. Uppal SOI No.2 32,39,849

The Principal of the Vidyalaya is advised to follow up with the concerned Project Authorities for timely release of funds.

16. UTILIZATION OF FUNDS ALLOCATED FOR REPAIRS AND MAINTENANCE OF VIDYALAYA BUILDING, FURNITURE, LAB EQUIPMENT, OTHER ASSETS AND STAFF QUARTERS:

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The funds allocated under VVN, sanctioned by KVS for utilization under Repairs and Maintenance of Vidyalaya building, furniture, lab equipment, other assets and staff quarters should be optimally utilized as the same shall prevent the building, equipments, furniture from damage due to handling, weather conditions, wear and tear, effluxion of time etc.,. If repairs and maintenance of assets are not carried out regularly it will result in permanent damage to the assets. Timely and regular repairs and maintenance gives a fresh look to the building, furniture etc. Improves aesthetics, cleanliness and also increases life of the same.

WORKSHOP ON HUMAN RIGHTS & GENDER SENSITIZATION – 27.07.13(FN)

As per the instructions of KVS Hqrs a Workshop on “Human Rights & Gender Sensitization”for Principals was organized on 25.07.13.

In his introductory address, DC has enlightened the Principals about the importance of Human Rights with stress on children rights and role of Principals in protecting the rights of children in the Vidyalaya premises. Salient aspects in this regard were discussed. Prof. I. Ramabrahmam, Department of Political Science, University Of Hyderabad, Gachibiowli delivered a lecture on Human Rights. He also focused on child rights and women rights. The session was followed by Mrs Radha Murthy, TGT(English), KV Begumpet and Mrs Subhashini, PGT(Bio), KV CRPF Hyd who focused on Gender sensitization.

INSTITUTION BUILDING THROUGH HUMAN RELATIONS – 27.07.13(AN)

Mr S Nand, Convener, Centre for Self Development, Hyderabad has taken a session on “Institution Building through Human Relations” for Principals. He focused on Relationship attitude, Encouraging Ideas, Communication etc. Principals have enthusiastically participated and had good interaction.

VALEDICTIONThe conference concluded with vote of thanks by Smt D Sudhamani, AC, KVS HR. She thanked all the special guests, Officers of KVS HR, Principals of all KVs and specially children who have presented welcome song on all the three days of the Conference. She conveyed special thanks to Mr AA Israel, Principal, KV Begumpet and his team for making all logistic arrangements and excellent support for conducting the three day conference successfully.

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