Guidelines and Forms related to Codes of Aid for Aided ...

1 Guidelines and Forms related to Codes of Aid for Aided primary , secondary and special Schools (A) Guidelines I. Administration Guidelines on Procurement Procedures in Aided Schools Guidelines on Maintenance of Estate Aided Schools Guidelines on Maintenance of Non-estate Aided Schools Grade Structure of Graduate / Non-graduate Teachers in Aided primary / special Schools Class Size in Aided special Schools II. Appointment and Personnel Condition of Service - Teachers in Aided Schools Points to Note in Handling Appointment Matters in Aided Schools Letter of Appointment / Acceptance - Teachers in Aided Schools Letter for Resignation / Retirement of Teaching and Non-teaching Staff Certificate of Service Qualifications for Appointment of Native-speaking English Teachers (NETs) under the Enhanced Native-speaking English Teacher (NET) Scheme in secondary Schools Qualifications for Appointment of Native-speaking English Teachers (NETs)

2 Under Native-speaking English Teacher (NET) Scheme in primary Schools Guidelines on the Duties of Teachers Appointed under the Enhanced Native-speaking English Teacher (NET) Scheme in secondary Schools Guidelines on the Duties of Teachers Appointed under the Native-speaking English Teacher (NET) Scheme in primary Schools Memorandum on the Terms and Conditions of Service for Appointment as Teacher under the Enhanced Native-speaking English Teacher (NET) Scheme in secondary Schools Memorandum on the Terms and Conditions of Service for Appointment as Teacher under the Native-speaking English Teacher (NET) Scheme in primary Schools Letter of Appointment - Teacher under the Enhanced Native-speaking English Teacher (NET) Scheme in secondary Schools Letter of Appointment - Teacher under the Native-speaking English Teacher (NET) Scheme in primary Schools Letter of Acceptance - Teacher under the Enhanced Native-speaking English Teacher (NET)

3 Scheme in secondary Schools / NET Scheme in primary Schools Passage Arrangements for Teachers Appointed under the Enhanced Native-speaking English Teacher (NET) Scheme in secondary Schools / NET Scheme in primary Schools special Allowance for Teachers Appointed under the Enhanced Native-speaking English Teacher (NET) Scheme in secondary Schools / NET Scheme in primary Schools Extracts from Disability Discrimination Ordinance (DDO): Code of Practice on Employment Guidelines for Appointment of Daily Rated Supply Teachers in Aided Schools Guidelines for Appointment of Daily Rated Non-teaching Supply Staff in Aided special Schools Leave Record of Teachers for EDB's Endorsement Half-yearly Summary of Leave Record of Non-teaching Staff Qualification Leading to the Award of special Education Allowance III.

4 Finance Operating Expenses Block Grant (User Guide) Composite Furniture and Equipment Grant for Aided Schools (User Guide) Substitute Teacher Grant (STG) Collection of Fines / Charges / Fees for Specific Purposes Items Chargeable to the school and Class Grant in Fee-charging Aided primary Schools Items Chargeable to the school and Class Grant in Aided primary and secondary Schools Items Chargeable to the school and Class Grant and the Boarding Grant in Aided special Schools IV. Notes on Duties of Senior Teachers, Teacher Librarians and Laboratory Technicians Duties of Senior Teachers in primary Schools (i)Duties of Senior Teachers in primary special Schools/ primary Section of special Schools Duties of the Additional Senior Teacher Post of English Duties of Teacher-librarians in Aided Schools Job Description for Laboratory Technicians (for secondary schools only) (B) Forms I.

5 Appointment and Personnel matters Appointment form of Teaching Staff Appointment form of Non-teaching Staff Appointment form of Daily-rated Supply Teachers Appointment form of Daily-rated Non-teaching Supply Staff of Aided special Schools Supply Teacher's Receipt Receipt of Non-teaching Supply Staff Claim form for Daily-Rated Supply Teacher and Substitute Teacher Grant Claim form for Daily-Rated Supply Non-Teaching Staff Acting Appointment (standard claim Forms for salary grant) Staff Promotion (standard claim form for salary grant) Regrading (standard claim Forms for salary grant) Claim form for Provisional Annual Employer s Provident Fund (PF)/Mandatory Provident Fund (MPF) Contributions under Administration Grant/Revised Administration Grant (for Aided primary , secondary and special schools) II.

6 school Maintenance Application for Payment of Non-recurrent Furniture & Equipment Subsidy Based on Approved Tender / Quotation Sum Major Repairs / Alternatives Estimates Samples Guidelines on Procurement Procedures in Aided Schools (April 2013) Contents Introduction 1 Prevention of Bribery Ordinance 1 Declaration of Conflict of Interest 1 Segregation of Duties 2 Principle of Fairness 2 Security of Information 2 Procurement Procedures 3 For procurement at an estimated cost of up to $50,000 each For procurement at an estimated cost of more than $50.

7 000 each Single Quotation/Tendering 9 Involvement of school Sponsoring Bodies in Schools Procurement Activities 9 Sub-contracting 10 Services from Social Enterprises 11 Supplies Inspection Team 11 Other Useful References 11 Summary Workflow 12 Annexes 14 1 Introduction This set of Guidelines aims to facilitate schools to ensure that schools day-to-day procurement is properly and efficiently handled and that available resources are utilised to the best advantage.

8 This set of Guidelines is generally based on the procurement and supplies procedures currently applicable to Government Departments and is formulated in consultation with the Independent Commission Against Corruption (ICAC). All Aided schools are required to strictly follow the procedures set out in this set of Guidelines . At all times, SMCs/IMCs should ensure that their schools have put in place a fair, open and transparent system of procurement procedures and there are adequate checks and balances to prevent favouritism, corruption and malpractices.

9 2. Schools are strongly advised to report to the SMCs/IMCs, on an annual basis, of any irregularities in the procurement procedures by completing the Exception Report on Procurement Activities for Aided Schools available on the Education Bureau (EDB) homepage [ (EDB homepage school Administration and Management Regulations Checklist on Common Administrative Issues in Aided Schools)]. Prevention of Bribery Ordinance 3. It is an offence under the Prevention of Bribery Ordinance that, without lawful authority or reasonable excuse, school staff accept advantages from suppliers and contractors or the suppliers and contractors offer advantages to school staff in connection with school procurement.

10 Schools must not permit their staff to receive advantages (including payment of commission) from suppliers and contractors. They should also inform all suppliers and contractors in writing that the offer of such advantages to school staff in connection with their official duties is illegal. This could be done by incorporating a statement in the order form or the terms of quotations/ tenders. In any case, schools must not allow the choice of suppliers and contractors to be in any way influenced by any form of advantages, including donations.