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Implementation Details of the Improvement Measures to Strengthen Governance and Internal Control of DSS Schools. 17 September 2012. 1. Improvement Measures. Enhancing transparency of SMC/MC Completing the self-evaluation checklist Setting up a Governance Review Sub-committee

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Implementation Details of the Improvement Measures to Strengthen Governance and

Internal Control of DSS Schools

17 September 2012

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improvement measures
Improvement Measures
  • Enhancing transparency of SMC/MC
  • Completing the self-evaluation checklist
  • Setting up a Governance Review Sub-committee
  • Putting up essential items to SMC/IMC for discussion
  • Conducting Management and Financial Audit
  • Measures to ensure compliance of requirements

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Enhancing transparency of SMC/MC

  • Disclosing the information of SMC/MC members including name, categories and tenure on EDB’s web page
  • EDB will make public the number and categories, if applicable, of managers who do not give consent to disclose their information
  • Effective from the 2012/13 school year

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Divided into four parts –

Major policies on school governance and administration(to be completed by SMC/IMC)

Human resources and personnel matters

Financial management matters

Fee remission/scholarship schemes

2012/13 school year – trial use

2013/14 school year – formal use

Completing the self-evaluation checklist

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Governance Review Sub-committee (GRSC) - 1

  • Operation of the GRSC
    • Set up before the end of 2013/14 school year
    • Chairperson of the GRSC -- either elected among committee members or selected by the SMC/IMC subject to the school-based arrangement
    • Members of the GRSC -- at least three appointed by the SMC/IMC

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Governance Review Sub-committee (GRSC) - 2

  • Operation of the GRSC
    • SMC/IMC are encouraged to enlist an independent member to serve on the GRSC
    • Number of GRSC meetings each year -- determined by individual SMC/IMC on a need basis
    • Release of review reports to stakeholders -- deliberated and decided by the SMC/IMC

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Governance Review Sub-committee (GRSC) - 3

  • The first round of the review -- completed by the end of the 2016/17 school year at the latest
  • In the first cycle -- GRSC to follow the recommended schedule (i.e. conducting review each year within a 3-year cycle)
  • Thereafter, GRSC may put up its proposed schedule having regard to the experience gained in the first cycle for deliberation and decisions by its SMC/IMC
  • Nevertheless, DSS schools are still recommended to spread the comprehensive review over three years

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Governance Review Sub-committee (GRSC) - 4

  • DSS schools are still recommended to spread the comprehensive review over three years
  • GRSC to give an advance copy of the final report to the principal and senior teachers/heads for information and/or comment before submitting its final report to the SMC/IMC
  • GRSC members and paid staff participating in GRSC meetings should keep confidentiality of what has been discussed and decided at GRSC meetings

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Governance Review Sub-committee (GRSC) - 5

  • Key Domains to be Reviewed
    • Human Resources Management
    • Financial and Resources Management
    • School Fee Remission/Scholarship Scheme

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Governance Review Sub-committee (GRSC) - 6

  • Human Resources Management
    • Staff Recruitment and Remuneration Policy
    • Staff Performance Management System including Promotion/Demotion
    • Complaints Mechanism (Staff and Public)
    • Others

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Governance Review Sub-committee (GRSC) - 7

  • Financial and Resources Management
    • Fees and Collections Policy
    • Budgeting and Accounting Practices
    • Tendering and Procurement Policy
    • Trading Operation
    • Investment Policy
    • Acceptance of Advantages and Donations
    • Fund Raising Activity
    • Others

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Governance Review Sub-committee (GRSC) - 8

  • School Fee Remission / Scholarship Scheme
    • Criteria for Awarding Fee Remission / Scholarship
    • Application Procedures and Approving and Appeal Mechanism
    • Publicity of Fee Remission / Scholarship Scheme
    • Others

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Governance Review Sub-committee (GRSC) - 9

  • EDB shall have access to review reports on a need basis
  • DSS schools with their SSBs having already set up similar committees may apply to the EDB for exemption from setting up the GRSC
  • Applications to the SA3 Section before end-Feb 2013

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Essential items to be discussed at SMC/IMC meetings - 1

  • Essential Items

1. Important human resources policies;

2. Annual school budgets and audited account;

3. Proposal on large-scale capital works/F&E upgrading;

4. Procurement of services or goods through tendering (i.e. those with significant financial implications);

5. Annual summary of implementation of fee remission/scholarship schemes including criteria for the schemes;

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Essential items to be discussed at SMC/IMC meetings - 2

  • Essential Items

6. Fee revision proposals;

7. Investment policy and update;

8. Management/advisory letter(s) from EDB and the responses;

9. Self-evaluation on schools’ academic/non-academic performance.

  • Effective from the 2012/13 school year

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Management and Financial Audit

An enhanced version of the existing audit inspections: to be extended to cover the management aspect in the following areas to ascertain whether school-based systems are in place and administered accordingly:

General administration of SMC/IMC

School fee remission/scholarship

Human resources matters

Financial management matters

Implemented as from the 2014/15 school year

Strengthen the Monitoring of Sch - 1

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strengthen the monitoring of sch 2
Strengthen the Monitoring of Sch - 2
  • New Measures
    • Escalation of advisory letters to supervisors/SMC/IMC at the earliest opportunity
    • Disclosure of the non-compliance or malpractice of the school, and/or
    • Suspension of DSS subsidy
    • Implemented as from the 2012/13 school year

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