1. ACR Annual Confidential  Report
2. ADPEO Assistant  Director Physical Education Officer
3. BEEO Block Elementary Education Officer
4. BPL Below Poverty Line.
5. C&V Classical and Verncular
6. CCE Continuous Comprehensive Evaluation.
7. CDPO Child Development Project Officer
8. CHT Centre Head Teacher
9. CWSN Children with Special Needs.
10. D&DO Drawing and Disbursing Officer
11. DIET District Institute of Education and Training.
12. DISE District Information System on Education.
13. EGS Education Gurantee Scheme.
14. GOI Government of India.
15. GP Gram Panchayat.
16. GVU Gramin  Vidya Upasak
17. HT Head Teacher
18. IRDP Integrated  Rural Development  Programme
19. JBT Junior Basic Teacher
20 KGBV Kasturba Gandhi Balika Vidaylaya.
21 MDM Mid Day Meal.
22. MDM Mid Day Meal
23. MIS Management Information System.
24. MNREGA Mahtama Gandhi Rural Employment Guarantee


25. NCC National Cadet Corps
26. NCERT National Council for Educational Research and Training
27. NPEGL National Programme of Education for Girls.
28. OBC Other Backward Class.
29. PAT Primary Assistant Teacher
30. PH Physically Handicapped
31. PRI Panchayati Raj Institution.
32. PTR Parent Teacher Ratio
33. RTE Right to Education Act.
34. SC Scheduled Caste.
35. SDM Sub Divisional Magistrate
36. SMC School Management Committee.
37. SOE Standard Object of Expenditure
38. SSA Sarva Shiksha Abhiyan
39. ST Scheduled Tribe.
40. TET Teacher Eligibility Test.
41. TGT Trained Graduate Teacher
42.. TLM Teaching Learning Methodology
43. TWO Tehsil Welfare Officer
44. VER Village Education Register.




1.         Short title and Commencement :


1)        The code may be called “The Himachal Pradesh Elementary Education

Code -2012”.

2)         This  code  approved  by  the  Govt.  vide  letter  no                                

dated            and supersedes the old Education Code-2001…

3)        The code will come into force w.e.f.

4)         The instructions in this code shall apply to all Government/Government Aided Educational Institutions affiliated to the Himachal Pradesh Board of School Education and those institutions recognized by the State Government.


2.         Definitions and Classifications


1.1.      The definitions and classifications in this chapter apply throughout the code except where it is otherwise stated.


1.2.      In this code unless there is anything repugnant in the subject or context:-

1.2.1.   Words importing the masculine gender shall be taken to include females also, and

1.2.2.   Words in singular shall include the plural and vice-versa.


1.3.      “Aided  School”  means  a  school  under  private  management,  which receives aid from general revenue of the state.


1.4              “Child” means any child in the age of 6 to 14 years;

1.5             “Child  belonging  to  disadvantaged  group”  means  the  child belonging to Scheduled       Caste or Scheduled Tribe or Other Backward Classes, who belongs to a family that is below the poverty line or is a disabled child as per the provisions containted in Persons with Disabilities (Equal Opportunities, Protection of Rights and Full Participation) Act, 1995.

1.6 “Child belonging to weaker section”  means the child belonging to such guardian or parent who belongs to Below Poverty Line family.


1.7       “Code of Professional Ethics”   means a set of rules and obligations for the conduct of teachers in accordance with the ideals of the profession.

1.8       “Co – educational School” means a school in which the curriculum and classification followed are those laid down for boys and girls both.

1.9       “Department” means the Elementary Education Department, Himachal




1.10     “District  Institute  of  Education  and  Training  (DIET)”  means  an institution imparting training, instruction and guidance to pre-service and in-service teachers.

1.11                 “Elementary education” means the education from first class to eigth class.

1.12     “Elementary  School”  means  an  institution  in  which  instructions  are imparted from 1st to 8th standards.

1.13     “Government School” means a school, which is under the administrative control of the Government and in which the course of study conforms to the standards approved by the department.


1.14     “Government   Revenue”   means   the   revenue   administered   by   the

Himachal Pradesh Government


1.15     “Head of the Department” means the Director of Elementary Education.


1.16     “Head of the Institution” means Principle/Headmaster/Headmistress of the school.


1.17     “Inspecting Officer” means any officer of the department to whom the duty of inspection is entrusted.


1.18     “Neighbourhood” means a minimum contiguous population of 500 or more in one or more than one village; and Municipal area.




1.19     “Private School” means a school that does not come under the definition of a Government school or a recognized school.


1.20     “Recognized School” means a public school in which the course of study conforms to the standards approved by the department, which is inspected by the department and has been recognized by the State Government prior to 15-7-96.


1.21     “Schools are for”


(a) General education  :-


Schools  for  general  education  are  classified  according  to  the standard upto  which they teach as under :-


(i) Pre-Elemenatry Schools

Nursery schools


(ii) Elementary Schools (Primary)                                      (1st     to

5th Class)

(iii) Elementary Schools (Primary+Upper Primary) (1st to 8th Class)




(b) Special education :-


Schools for special education are like Industrial training, Polytechnic, Agriculture, Multipurpose, Library science, Language teaching, Physical education, O.T ., Home science, Pre-vocational Training Schools.


1.22     “SMC” constituted under section 21 of RTE Act,2009 is a non-political body constituted for better co-ordination and interaction between parents and teachers for improvement in standards, quality education and insfrastructure in a school.

1.23     “Schools  under  Public  Management”  are  schools  under  the  direct management   of   Government   or   committees   acting   on   behalf   of Government or boards exercising statutory powers.


1.24     “School Year”  means:

(a)        Financial year, viz. from 1st April to 31st March for both winter and summer closing schools.

(b)       Academic year, viz. for-

(i)        Summer closing schools: From 1st April to 31st March.

(ii)        Winter closing schools: from 16 February to 15 February.





1.22     “SMC” is a non-political body constituted for better co-ordination and interaction between parents and teachers for improvement in standards of quality education and infrastructure in a school.


1.23     “Scholarship” means a periodic payment to a pupil, granted for a fixed period on conditions approved by the Department.


1.24     “Open Scholarship” means a scholarship, which is not restricted to any particular  section  or  class  and  is  awarded  under  rules  of  general application.


1.25      “Guardian” in relation to child means a person having the care and custody of that child and includes a natural guardian or guardian appointed or declared by a court or a statute.


1.26       “Stipend”  means  subsistence  allowance  paid  to  a  pupil  on  certain conditions to enable or induce him to pursue a specified course of study.


1.27     “Government   Revenue”   means   the   revenue   administered   by   the

Himachal Pradesh Government.


1.28      “Code of Professional Ethics” means a set of rules and obligations for the conduct of teachers in accordance with the ideals of the profession.





Financial Guidelines for Head of Office/D&DO Loans and Advances/Writing of ACRs


(These guidelines being only illustrative and not exhaustive should be read with relevant books viz. H.P.F.R. 2009, Fundamental Rules and Supplementary Rules, and all other relevant reference books)


11.1     Financial management


A great responsibility devolves upon the Drawing & Disbursing Officer/Head of Office in matters of handling cash and maintenance of cash book.  This is one of the most important document which is required to be personally handled and maintained by each Drawing & Disbursing Officer (D&DO).General principles of financial managerial as under :-


General Principles:


1)         All money received by or on behalf of Government either as a due of govt. or otherwise for deposit remittance and withdrawal there from, shall be b rought into govt. account.

2)         Every officer receiving money on  behalf of the Govt. should maintain a cash book in form of HPFR: 1,   which should have pages machine numbered

3)         Head of office should count the number of pages and record a certificate of count on first page of the cash book.

4)         All monetary transactions should be entered in the cash book as soon as they occur and attested by the Head of office.

5)        Cash book should be closed regularly. Drawing and Disbursing Officer

(DDO) should verify the cash book.

6)        Totaling of cash book should be verified by the person other than writer /

cashier of the cash book.

7)         At the end of month: DDO should verify the cash balance and record certificate of verification.

8)        DDO should cross checked the total receipt and payment from.


The consolidated treasury receipt

Treasury voucher number.




1)        Erasure / overwriting should not be done in the Cash Book.

2)         Mistake, if discovered should be corrected by drawing the pen through the incorrect entry and inserting correct one. DDO should attest every correction made.


3)         Special Sanction of head of office is required for handling the Govt. and non govt. money by the same person.

4)         Separate accounts/cash book should be maintained for govt. and non govt. money.

5)        The departmental receipt collected should no be used towards expenditure.

6)         Departmental    receipt    should    be    deposit    into    Govt.    Account immediately/next day.

7)         No  money  is  to  be  withdrawn  from  treasury  unless  it  is  required  for immediate disbursement/has already been paid from the permanenet advance.

8)         It is not permissible to draw adances from treasury to prevent the lapse of appropriation.

9)         The money actually paid is under no circumstances kept of account a day longer than obsolutely.


11.2     Delegation of financial powers


Delegation of financial powers have been made vide Directorate of Elementary Education, H.P., office order No. EDN(Pry)-H(3)F-25/95-1 dated 20-2-1996 and No. EDN. (Pry)-H(3)-F-25/1 dated 27-3-96 vide which the financial powers stand delegated to the subordinate officers in the field offices, exercising Drawing & Disbursing including powers of Controlling Officers and Heads of Offices etc. The Drawing & Disbursing Officer/Head of office/Controlling Officer should be fully aware of the limit of financial powers so delegated to the field officers. The Drawing  &  Disbursing  Officer/Head  of  Office/Controlling  Officer  should exercise the powers only to the extent and in the manner prescribed therein.





11.3     Maintenance of accounts registers


Each  Drawing  &  Disbursing  Officer/Head  of  Office  is  required  to  maintain various accounts registers; some of them are mentioned hereunder:


1)        Bill register

2)        Contingent register

3)        Monthly and quarterly expenditure registers/statements

4)        Token register

5)        Loans and advances register

6)        Budget check register

7)        Stores and stock register


11.4     Ledger:

The necessity, importance and usages of the registers mentioned at serial No. 11.3 (i) to (vii) above are briefly illustrated as under for the guidance of the Heads of Offices/Drawing and Disbursing Officers so as to enable them to be fully aware of the necessity and importance of their correct and complete maintenance:-


1)        Bill register.

Bill register is the nucleus of all financial transaction/activity emanating at the level of the Drawing & Disbursing Officer, and as such this register should be maintained with precise care and accuracy on the format at Annexure-I. Each bill should be numbered and dated starting from Bill No. 1 onwards from lst April and numbering should continue till the last day i.e. 31st March of each financial year before its submission to the Treasury Office for payment orders/passing by the concerned treasury. The position of bills so sent to the treasury should be periodically monitored by the Drawing & Disbursing Officer himself/herself so as to know the status of the bill whether it has been passed for payment or objected.   The bill register should be referred to by the D&DO while checking and signing the entries recorded in the cash book by the writer of the cash book.  Similarly, this register must be referred to while comparing the treasury schedules/voucher numbers received from the treasury. The bill number allotted serially to a particular bill must be tallied by the D&DO while signing corresponding entries of the bills in other accounts registers such as contingent registers/token register/loans and advances registers and so on.


2)        Contingent register.

Each bill for the drawal of money under SOE office expenses should be entered   sub-voucher   wise   in   the   contingent   register,   classifying expenditure for each particular charge i.e. service postage charges, water and electricity charges, telephone charges, rent, rate and taxes, stationery, POL (petrol, oil and lubricants,) other miscellaneous office expenses/T.E./M.R.   etc.   so   as   to   know   the   trend   of   progressive expenditure under each classification and take measures to restrict the expenditure to the authorized ceiling limits. The correct and updated maintenance of the contingent register provides two-pronged assistance to the Drawing & Disbursing Officer. Firstly, to restrict the flow of expenditure item-wise, and, secondly, to exercise full vigil and control on the total budget allotment under each SOE.


3)        Monthly and quarterly expenditure registers.

The bill-wise consolidated expenditure under each SOE incurred during each month should be reflected in the monthly expenditure register and the progressive total of expenditure incurred from 1st April onwards in each financial year should be deducted from the total budget allotment under each   SEO   to   exercise   proper   control   on   expenditure.   Monthly


reconciliation of expenditure should be done by each Drawing & Disbursing  Officer  with  the  concerned  treasury  office  regularly  each month and a certified statement of reconciliation done at the treasury and D&DO level should be submitted to the Directorate of Elementary Education by the 10th of the following month to which the reconciliation statement pertains for further reconciliation of expenditure at the Directorate level with the A.G.


4)        Token register:

Token register is also one of the most important documents to be maintained at the D&DO level.  Each bill submitted to the treasury should be entered in the token register on the standard format appended at Annexure-II and the bills presented at the treasury should be handed over and received back by the D&DO or the authorized representative against proper receipt both at the treasury and the D&DO level to avoid any loss/misplacement of bills in transit. The objected bills when received back and again presented at the treasury after attending to the observations should again be entered in the Token Register and transacted following the same procedure. The status of the bills presented and received back by the D&DO should be regularly reviewed by the D&DO to keep a proper track of the bills prepared, presented, received back and encashed. The token register along with the bill register/bill book should invariably be personally checked and referred to by the D&DO while comparing the treasury schedule and writing and signing the cash book, in order to detect and rectify the discrepancies and to ensure the correctness of the entries recorded in the cash book.


5)        Loans and advances register:

In order to exercise proper check on the recoveries of short-term, as well as, long-term loans and advances drawn by the employees, the loans and advances register must be prepared and regularly updated each month on the  specimen  standard  format  appended  at  Annexure-III. The  monthly deductions made from the salary or, otherwise, i.e. credit through treasury challans from the employee concerned/loanee should be regularly incorporated in the register and the details of balance of recoveries to be effected must invariably be correctly reflected in the last pay certificate and conveyed to the next D&DO in the event of the employee being transferred to other office/institution. It may also be borne in mind by the D&DO that the amount recoverable from the employees on account of payments of short-term advances such as travelling expenses on transfer, pay advance, medical advance, LTC advance etc is fully adjusted and recovered from the concerned employee within the stipulated time-limit and in the manner prescribed in the rules/instructions applicable in each case. Any delay or laxity on the part of the D&DO in the adjustment or full recovery of loans/advances constitutes a grave financial irregularity on


the part of the D&DO and renders himself/ herself liable to action and such a situation should be scrupulously avoided at all levels.


6)        Expenditure control and budget check register.

The main object of maintaining the expenditure control and budget check register on the specimen format appended at Annexure-IV at the D&DO level is to exercise proper control on the flow of expenditure within the authorization limit.   It is, therefore, imperative that each bill prepared under each SOE (Standard Object of Expenditure) should be entered in the budget check register. The position of the expenditure already incurred and balance funds available should be regularly reviewed by the D&DO to avoid un-balanced and unplanned expenditure, as well as, rush of expenditure at the fag end of the financial year.   The D&DO should, therefore,  carefully  assess  the  need-based  minimum  requirements,  lay down the priorities, plan spending and ensure utilization of the budget allotments in the manner conforming to the rules and allied instructions/guidelines issued by the government/department from time to time.


7)        Stores and stock register.

As a custodian of the government property, it is incumbent on the part of each Drawing & Disbursing Officer/Head of Office to maintain stock and stores registers properly in the manner prescribed under the relevant rules/instructions which stand elaborated in para 7(ii) of these guidelines.


The specimen of standard formats of these registers are appended at Annexures I to VI. It is to be ensured that these registers are maintained properly, neatly and complete in all respects, duly authenticated by the Drawing & Disbursing Officers at the appropriate place so that these serve the intended purpose, including that of audit and inspection of accounts.

8)        Ledger :


Ledger is the principal book for writing down the amount of funds received and spent.


11.5     Expenditure control/submission of expenditure statements


The  Drawing  &  Disbursing  Officer  must  ensure  that  the  budget allotted/authorized under each SOE (Standard Object of Expenditure) of each scheme; both under Plan and Non-Plan; heads of expenditure is utilized in the particular month/quarter for which authorization has been made.  The instructions issued in this behalf from the Directorate from time to time should be gone through carefully, kept in mind, and, strictly adhered to.   The monthly and quarterly expenditure statements must invariably be submitted by each D&DO on the prescribed formats already made available to them by the Directorate through the respective Deputy Director Elementary Education Officer.



11.6     Purchase of store articles


Purchases are to be made in accordance with the procedure laid down in rule 15.2 of H.P.F.R. Vol-1and Chapter – 6 Part – A , Procurement of goods Rule 91 to

111. In this context, it is stressed upon each D&DO that it should be his/her endeavour to make purchases of items on the approved rate contract or through the boards/corporations or other government/public sector undertaking outlets engaged in the supply of the required items. The purchases from the open market on competitive rates should be resorted to only as a last resort and that too after obtaining NOC/NAC from the Additional Controller of Stores, H.P. and inviting tenders/rates/quotations from the prospective suppliers in sealed cover by post. Collecting of quotations by hand should be scrupulously avoided by the Drawing

& Disbursing Officers.  The sealed quotations should be opened on the fixed date, time and venue, in the presence of the suppliers or their authorized representatives for which a committee of at least three members should be constituted. The members of the committee should record a certificate on each quotation to the effect that these have been opened in their presence on the date and time to be mentioned in each case. A comparative statement of rates should be prepared and signed by each member of the committee and finally approved by the Drawing & Disbursing officer under his/her signature and seal.   Proper supply orders, mentioning the exact specifications, make and model, quantity required, terms of supply and rates approved must be mentioned in the supply order, leaving no scope for any ambiguity in any case. The articles received should be properly checked and verified with regard to their quality and quantity as mentioned in the supply order. As far as possible, the payments should be made through crossed bank drafts/cheques to the suppliers. Heavy payments in cash should be avoided by the Drawing and Disbursing Officers.


1)         The  stores  purchased  must  be  entered  in  the  relevant  stock  (to  be maintained  separately  for  consumable  and  non-consumable  articles) register under proper authentication of the Head of Office/D&DO before releasing the payment to the suppliers.

2)         The entry in the stock register for each item of the stores purchased should be recorded, separately, allocating separate page in the stock register for each item e.g. chairs, tables, almirahs, black-boards and other items of office/school  furniture  and  other  store  articles/items  (separately  for wooden and steel) so as to depict a clear stock-position, at a glance, at a particular point of time.  Full specifications, make and model, cost price etc. of each item should invariably be mentioned while making stock entries (standard format of model entries appended at Annexure-IV).




1.   Avoiding of piece meal purchases:


A demand for goods shall not be divided into small quantities to make piece meal purchases to avoid the necessity of obtaining sanction of competent authority required with reference to the estimated value of total demand.


Buffer Stock:


Every  office shall maintain on optimum level  of buffer stock as per day to day requirement so that there are neither excessive nor inadequate goods be stored.


2.   Purchase of Goods without Quotation :


Purchase of goods upto monetary value no exceeding Rs. 3000/- (Rupees  three  thousand  only  )  on  each  occasion  subject  to  maximum  of  Rs

50,000/- (Rupees fifty thousand only) in a financial year may be made without inviting quotation / bids.


Following certificate is to be provided:


“ I                               am personally satisfied that goods purchased are of requisite quality and specification and have been purchased from a reliable supplier at reasonable price” .




3.   Purchase of goods by the Purchase Committee:


Purchase of goods costing above Rs. 3,000/- (Three thousand rupees) only and up to Rs 1,00,000/- (one lac rupees) only on each occasion may be made on the recommendations of a duly constituted Local Purchase Committee consisiting of three members of an appropriate level as may be deicided by Head of the Department. The said committee shall survey the market to ascertain the reasonableness of rate, quality and specifications and identify the appropriate supplier. Before recommending placement of the purchase order, the members of the committee shall jointly record a certificate as under.


“ Certified that we , the following members of the purchase committee are jointly and individually satisfied that the goods recommended for purchase are of the r equisiste specification and quality. Priced at the prevailing market rate and the supplier recommended is reliable and competent to supply the goods in question “ .


4.   Purchase of Goods directly under rate contract:


Department directly procures rate contracted  goods from suppliers, decidecd by the Controler of Stores or approved Public Sector Enterprisese, the prices to be paid for such goods shallnot exceed those stipulated in the rate contract and the


other sailent terms and conditions of the purchase shall be in line with those specified in the rate contract.


The  Procurement  Entitiy  shall  make  its  own  arrangement  for inspection and testing of such goods where required.


5.   Purchase of Goods by obtaining bids:


Following methods be followed:


Advertised Tender System Limited Tender System Single Tender System


  6. Advertised Tender System :


In case of procurement of Goods of estimated value more than Rs. 10.00 lacs .




The advertisement shall appear in :























Official Gazette of HP


At least two leading newspaper.


Website, if department has its own or in the website of Controller of Stores


Complete    tender  document  on  website  –  it  should  be  specific  mention  the comprehensive maintenance contract.

If tender document are priced, there shall be clear instructions for payment of amount with bid.


Minimum time frame three weeks from the date publication


High Value Machinery & Equipment or machinery of complicated nature : Separate bids: Technical bid : financial bids be called for .

Technical bid  be first opened & scrutinized.

Financial bids be opened in r/o those bids which are technical acceptable.






In case of procurement of goods upto 10.00 lacs.


1)           Preference be given to the supplier h aving depot & dumps in HP.


2)            Copies of tender be sent through – speed post/registered posts / courier / e-mail to the firms dealing with the required goods to obtain more responsive bids.

3)           The number of firms should not be less than three.



May be adopted even where estimated value of procurement is more than the limit specified; in following cirumstances:


1)            HOD certifies that demand is urgent limited tender process is justified. Reason be indicated.

2)            Sufficient reason — procurement through advisement tender is not in the public interest.

3)            Sources  of  supply  are  definitely  known  and  possibility  of  fresh  sources  is beyond them restored to is remote.

Single Tender System –

Single Tender System shall be adopted in case of articles of proprietary nature, which are available from single source:


1.   Item be purchases only after obtaining certificate from manufacturer or sole agent that

a)    Rates    quoted    by    them    are    identical    to    those    approved    by

DGS&D/Controller of Stores or

b)  Rates  quoted  by  them  are  similar  to  those  quoted  in  any  other  state/



Single Tender System shall also be resorted to

For additional purchse of goods from the original suppliers, which are intended

either as part replacement of existing goods, services or installations or the extension of existing goods, services or installations, where such additional purchse of equipments and services shall meet the requirements of Procurement Entity for utilizing the already existing equipments or services.


Note :   A certificate in the following form shall be provided by the Procurement

Enitity before procuring the g oods from a single source:


1.    The indented goods are manufactured by



2.     No other make or model is acceptable for the following reasons:




3.     Approval of Competent Authority has been obtained vide



(Signature with date and designation of the procuring officer)


Maintenance Contract :


Depending on the cost and nature of Goods; high valued machinery ;

maintenance contract may be entered with firms / supplier of goods / services :-


The terms of contract may specifically provide that it shall be mandatory that the equipment or machinery is maintained free of charge by the supplier during its warranty period.


Earnest Money:


In case of advertised or limited tender system; earnest money shall be otained from the tenderers.

It shall be 2 % – 5% of estimated value of goods in the shape of Accounts

Payees Bank Draft or duly pledged Fixed Deposit Receipt.

Earnest money of unsuccessful bidder shall be refunded immediately  in case of successful bidder the earnest money be retained till the supply of goods or as per time period specified in the tender document.


Performance Security:


Performance Security shall be obtained from the successful contractor on the award of the contract irrespective at his registration status, which shall be for an amount between five to ten percent of the value of the contract. Such security shall be furnished in the form of an Account Payee Demand Draft or duty pledged Fixed Deposit Receipt or Bank Guarantee from a commercial bank, as the case may be, in an acceptable form with a view to safeguard the interest of Procuring Department.

Performance Security shall remain valid for a period of sixty days from the date of completion  of  contract  including  warrantly  and  guarantee  period  to  the  best  of satisfaction of Procuring Department.




1)            All goods shall be counted, measured or weighed and inspected at the time of receipt with a view to ascertain the quality, quantities and specifications. Technical  inspection  where  required  shall  be  carried  out  by  techinical committee consitutied by the Competent authority.

2)            Details of goods received shall thereafter be entered in the stock register. The officer-incharge of stores of the concerned Department shall certify that he has actually received the goods and recorded it in the stock reg isters.

3)            The  officer  –  in  –  charge  of  stores  having  custody  of  goods  shall  take appropriate steps for arranging their safe custody, proper storage and accommodation including arrangements for maintaining required temperature. Dust free environment of required specification depending upon the nature of goods.


4)            Separate accounts shall be kept for fixed assests, Consumables and dead stock or unserviceable items in the manner as may be prescribed.


Physical verification:


Physical verification shall be done at least once a year.


Procedure of verification:


1)           Physical Verification shall always be conducted in the presence of the officer (s)

, responsible for the custody of the inventory.

2)            A certificate of verification along with the findings shall be recorded in the stock register by the officer (s) or the committee conducting the physical verification.

3)           Discrepancies,    including    shortages,    damages    and    dead    stock    items.

Unserviceable goods, if any identified during verification, shall immediately be brought to the notice of the Competent Authority by the officer (s) or the committee conducting the physical verification for taking appropriate action in accordance with the provisions of departmental regulations or any other rules framed by the State Government in this behalf.






Department shall declare the goods as surplus or absolete or unserviceable and dispose off the same in the prescribed manner.


Before disposing off the goods, reserve price of the goods be worked out. METHODSof Disposal

Obtaining bids through advertisement tender or

Public auction or

Any other mode.

Disposal through Advertised Tender:-


The following broad steps shall be adopted in case of disposal of surplus or obsolete or unserviceable goods through advertised tender:


1)        Preparation of tender documents

2)        Invitation of tender for the surplus, obsolete or unserviceable goods to be sold;

3)        Opening of bids;

4)        Analysis and evaluation of bids received

5)        Selection of highest responsive bidder

6)        Collection of safe value from the selected bidder

7)        Issue of sale release order to the selected bidder


8)        Release of sold goods to the selected bidder ; and

9)        Return of bid security to the unsuccessful bidders.


Disposal through Auction:


A Department may undertake auction of surplus, obsolete or unservicealble goods to be disposed   off   either   directly   or   through   approved   auctioneers   and   shall   ensure transparency, completition, fairness and elimination of discretion.


The auction plan including details of the suruplus obsolete or unserviceablegoods to be auctioned and their location, terms and conditions of the sale shall be widely circulated.


Head of the Department shall constitute an auction committee comprising of three members.


During the auction process, acceptance or rejection of a bid shall be announced immediately on the stroke of the hammer. If a bid is accepted, earnest money not less than twenty-five percent of the bid value shall immediatlely be taken on the spot from the successful bidder in cash. The goods shall be handed over to the successful bidder only after receiving the balance payment.


Disposal by other modes.

If a Department is unable to dispose off surplus or absolete or unserviceable goods in spite of its    attempts through advertised tender or auction, it may dispose off the same at its scrap value with the approval of the Government.

In case the Department is unable to dispose off the goods even at its scrap value, it may adopt any other mode of disposal including destruction of the goods in an eco-friendly

manner after constituting a committee of departmental officers who are not directly dealing with the store


11.8     Loans and advances


The loans and advances cases should be initiated and processed carefully by the Head of Office/D&DO in accordance with the rules and procedure laid down by the Govt.   All formalities as required under the relevant rules before and after making payments/disbursements should be got completed.   Recoveries of the loans and advances should be made in accordance with the rules and conditions mentioned in the sanction order.


Some of the important things which the Head of Office/D&DO should keep in mind while processing and submitting the cases, such as HBA, conveyance advances/loans are mentioned hereunder for their guidance:


1)        Processing of cases of house building advance –

It has been observed that the cases for the HBA are not properly scrutinized/processed at the Head of Office level before being forwarded to the


Directorate, resulting thereby back references for getting the cases properly completed, thus, causing avoidable delay in the finalization/sanction.  The Head of Office/D&DO should, therefore, ensure that the HBA cases have been completed in all respects and the following points should be kept in view:–


1)         The application for the HBA should be submitted only on the prescribed form, which should be signed by the applicant, with complete address, and countersigned by the Head of Office. No column of the application form should be kept blank. The columns which are not applicable or where the information is ‘Nil’ should not be merely scored out, but, the word ‘Not Applicable’ or ‘Nil’ should be filled in against the appropriate column in the application form.

2)         As a simplification of procedure for sanction of house building advance, the Government of Himachal Pradesh (Finance Department) vides their letter no. Fin-D-A(3)- 1/95, dated, 28-9-1999, further circulated vide Directorate of Elementary Education endst.  No. EDN-H(Pry)-3-A-19/98, dated 21-10-1999 has decided that, in future, the blue-prints/estimates of the building shall not be required by the Finance Department and the government employee need not be asked to submit these documents with his application for obtaining the house building advance.

3)         All documents/certificates etc. attached with the case should be signed by the applicant and countersigned by the Head of Office after personally satisfying himself/herself of the correctness of the information furnished therein.

4)         The recovery schedule should be properly filled in and the number of installments of recovery of the HBA should be correctly worked out, keeping in view the date of superannuation of the applicant and the repaying capacity.

5)         The Government of Himachal Pradesh, Finance Regulation Department vide their Office Memorandum No. FIN(C)A(3)-aa/95,   dated 21st September, 1998,O.M.No. fin (L) A(3) 3/200 dated 25th August 2006 modified all previous orders and revised the rates and entitleview , as per detail given order.




i)          Cost ceiling limit – The existing cost ceiling limit is revised to 200 times of the basic pay subject to a minimum of Rs. 7.5 lakh and maximum of’ Rs. 18 lakh. Where the Administrative Department is satisfied on the merits of the case, they may relax the cost ceiling upto a maximum of 25% of the cost ceiling mentioned above in individual cases.


In regard to minimum cost ceiling, it is clarified that the minimum cost ceiling has been laid down to enable employees to avail house building advance to acquire/construct houses upto this ceiling, even if their cost ceiling according to their basic pay is less. Otherwise, any government servant can avail of house building advance, irrespective of his basic pay,


subject to compliance with other requirements of House Building Advance



ii)         Quantum  of  house  building  advance  –  The  existing  entitlements  are revised to 34 months Basic Pay plus D.P. or the anticipated cost of the house, or the repaying capacity of the government servant, whichever is least, subject to a maximum of Rs. 7.5 lakh.

iii)              The HBA is recoverable in equal monthly installments, subject to a maximum of 144 Recovery of interest on HBA will start office installments.


iv)             Quantum of advance for repair/enlargement of the existing house –

20  months  basic  pay  or  Rs.  1,80,000  or  actual  estimated  cost  of repair/enlargement of house, or the repaying capacity, whichever is least.

v)               Other terms and conditions for the grant of house building advance remain the same as prescribed from time to time. The above modifications are effective with effect from 1st October, 1998.


f.    The  Government  employee  is  required  to  seek  prior  permission  of  the competent authority under the CCS (Conduct) Rules, 1964, to acquire immovable property/construct house, which must be attached with the case.

g.   In case of employees having put in more than ten years (now revised to 5 year) service but not holding substantive post/not confirmed, a properly executed ‘Surety Bond’ by another state government employee as required under rule 10.13 of the H.P.F.R, Vol. 1 should be attached with the case, on the prescribed format.

h.   Original copies of the latest revenue records of the land on which the house is proposed to be constructed by the employee, alongwith a certificate from the competent Revenue Authority (Tehsildar/Naib Tehsildar) to the effect that the land, in question, is free from all encumbrances, should be attached with the HBA case.

i.    H.P.F.R. form No. 14 & 15 should be properly and completely filled in, signed by the applicant and countersigned by the Head of Office, must, invariably, be furnished along with the case.

j.    In case the title of the land on which the employee proposes to construct the house, is held by him/her as a co-sharer of the land, a properly executed affidavit duly attested by the Executive Magistrate, Ist Class, from all other co-sharers of the land to the effect that they have no objection to the construction of the house by the employee on the land, anywhere, indicating

‘khasra numbers’ should be attached.


11.9     H.P. Cooperative Banks to provide HBA to state government employees


The  state  government  employees  are  being  allowed  house  building  advance

(HBA) on first come first serve basis subject to availability of funds. As per


provisions  of  H.P.  Finance  Rules,  the  amount  of  HBA  is  released  in  two installments.


Due to release of amount of HBA, in installments, which takes some time, some employees are facing difficulties for carrying out uninterrupted construction work in timely, completion of the houses. In order to enable such employees to complete their houses in time, matter was taken up with Co-operative Banks for providing loan to the government employees for house building purposes on lines of the vehicle loans. House loan schemes are available with Kangra Central Co- operative Bank, H.P. State Co-operative Bank and Jogindra Central Co-operative Bank. The Kangra Central Co-operative Bank has expressed its willingness to extend HBA to the state government employees on the same terms/conditions as in case of vehicle loans.


(Government  of  H.P.,  Department  of  Finance,  O.M.  No.  Fin(C)  A(3)-3/2002 dated 7th July, 2002)


Additional loans from public sector banks, co-operative banks and financdial institution (fin dept notification no: Fin (c) A (3) 3/2000 dt. 21.8.02






(1)        Prior permission of the “Appointing Authority” should be obtained by concerned Government servant for creation of second charge.

(2)        Concerned government servant will apply to the “Appointing Authority” by submitting simple application giving therein details about concerned bank / financial institution from which loan is proposed to be obtained / amount of loan and other relevant information if any.

(3)        On receipt of request from the concerned Governement servant, “Appointing Authority” with look into the matter and after satisfying himself that terms and conditions laid in this Annexure is satisfied, grant permission for second mortgage. A copy of permission will also be sent to the concerned bank / financial institution and it will be clearly mentioned therein that the rights of second Mortgagee will be subordinate to the rights of first Mortgagee i.e. Government.

(4)        The second charge can be created by the Government servants only in respect of loans to be granted for meeting balance cost (including revised) cost of the house / flat.

(5)        The loan to be granted should be by Public Sector Banks, cooperative Banks or public sector financial institutions like ICCI, HDFC, HUDCO, and LIC.

(6)        The total amount of HBA granted by the State Government and the loan raised from above institutions taken together should not exceed the prescribed cost ceiling limit applicable to the concerned government


servants as notified by the State Government from time to time. It is clarified that presently, the cost ceiling limit is 200 times of the basic pay of concerned government servant subject to minimum of Rs. 7.5 lakh and maximum of Rs. 18.00 lakh as notified vide FD’s O.M. No. Fin (c) A (3) –

11/95, dated 21st September, 1998.

(7)       Following additional clause will be inserted in the mortgage deed (form –

14) as para-7:


“That the Mortgager shall not, during the continuance of these presents, charges, encumber, alien, or otherwise dispose of the mortgaged property. However, if the Mortgager convenants to create a second mortgage in favour of any other financial institution, he shall not do without obtaining the prior permission of the Appointing. Authority and on the consent being given, the draft of second mortgage will be submitted to the Mortgagee for approval.”




The state Govt servants can obtain additional loans from public sector banks, co-operative banks and financial institutions etc. and create a second change subject  to  terms  and  conditions  specified  in  Annexure  ‘                               ’  House building Advance to govt. to acquire flats / houses membership of co-operative group housing socieites and from private builders ( fin deptt O.M. Fin (c) A (3) . 5/2009 dt.



It has been decided at govt level that house building advance may be granted to the state govt employers who are members of such societies or intend to buy house from Private builders / housing companies, etc but can to the govt because of facts  that  these  houses/flat  being  constructed  are  not  coupled  /  ready  for  possesion without necessity of  the land / and or/ building where such flats / houses are dilicated. The terms and condition are annexured as Annexure ‘                        ’ .




ANNEXURE The House Building Advance shall be granted subject to the following conditions:-

1.            The applicant – State Government servant shall execute a Personal Bond and also furnish a Surety Bond. The Surety Bond shall be executed jointly by two sureties who are permanent govt. servants of adequate status having sufficient length of service upto the period of recovery of the advance alongwith interest from the loanee. The surety bond should not be of husband or wife or member of the same joint family and as far as practicable, should not have stood surety for anybody else.

2.            The amount of advance shall not exceed 34 months’ Basic + Dearness Pay in the pre-revised scale of the government servant or the anticipated cost of house or the repaying capacity ( number of years left for retirement ) of the g ovt.


Servant whichever is least, subject to the condition that maximum amount of

Housing Building Advance shall not exceed Rs. 7.50 Lakh.

3.            The amount of advance shall be granted in 2 installments i.e 50% of the advance sanctioned shall be payable to the applicant on his executing necessary documents.

4.            The remainig amount of 50% of the total sanctioned advance shall be disbursed in suitable installments as fixed by the sanctioning authority at the time of issue of ssanction, on the basis of payment schedule of the flat/house furnished by the concerned Co-operative Society / Private Builder/ Housing Companies, etc. For each  disbursement,  the  employees  will  produce  a  demand  letter  from  the Housing Soceity / Private Builder / Housing companies, etc. For each disbursement, the employees will produce a demand letter from the Housing Society / Private Builder/ Housing companies, etc. indicating the progress of construction, the correctness of which may be verified by the sanctioning authority by arranging inspection of the premises in term of HBA Rules.

5.            Original Agreement between the Housing Society / Private Builder / Housing Companies. etc. applicant Government servant, the share certificates issued by the Society /Private builder should be produced for verification.

6.            A certificate to the effect that the Co-operative Group Housing Society / Private Builder / Housing Companies, etc is registered with the Registrar of the Co- operative Societies of the concerned State, as the case may be, should also be obtained.

Other terms and conditions for grant of House Building Advance shall be the same as in force at present and as amended from time to time.


11.10      Stamp duty exemption on instruments of hypothecation


In exercise of the powers conferred by clause (a) of sub-section (1) of section 9 of the Indian Stamp Act, 1899 (Act, No. II of 1899) as applicable to the state of Himachal Pradesh, the Governor, H.P. is pleased to remit the entire stamp duty chargeable on instruments of hypothecation i.e. mortgage without possession executed by the employees of the Himachal Pradesh State Government and the employees of the H.P. state government public sector undertaking and the employees of autonomous bodies for securing a house building loan from the Cooperative Banks registered under the H.P. Cooperative Societies Act, 1968 and Nationalized Banks, for construction or purchase of dwelling house for their own use and executed in favour of aforesaid bank, with immediate effect in the whole of Himachal Pradesh.


Provided that the stamp duty so exempted shall be for one HBA per employee in his career subject to the maximum ceiling of Rs. 10 lakh.


(Govt. of H.P. Deptt. Of revenue notification no. 5-10/74 Rev-A dated 18-3-2002 refers)


In exercise of the powers conferred upon him by section 78 and 79 of the Registration Act, 1908 (XVI of 1908) as made applicable to state of Himachal Pradesh, the Governor, Himachal Pradesh is pleased to order that for the existing item (b) of Article I of the table of registration fees annexed to this department notification No-17-13/66-Rev.I, dated the 14th  April, 1980, published in the Rajpatra, Himachal Pradesh, dated 6th June, 1970 and as amended from time to time, the following items shall be substituted with effect from the date of its publication in the Himachal Pradesh Rajpatra namely:






(Government of H.P., Department of Revenue notification no. 5-10/74 Rev-A dated 18-3-




(b) For all compulsorily registerable documents other than leases and deeds of hypothecation i.e. mortgage without possession   of   immovable   property   executed   by   the employees of H.P. State Government, the H.P. State Government public sector undertakings and the employees of autonomous bodies for securing a house building loan from Cooperative Banks registered under the H.P. Coop Societies Act, 1968 and Nationalized Banks for construction or  purchase  of  dwelling  house  for  their  own  use  and executed in favour of aforesaid banks. If the value of consideration be only partly expressed (in addition to the advalorem  fee  as  above)  on  the  value  or  consideration money expressed.

If the value or consideration be not at all expressed, a fixed fee of.


(b-I) For deeds of hypothecation i.e. mortgages without possession executed by the employees of the H.P. State Government,  the  employees  of  H.P.  State  Government public  sector  undertakings  and  the  employees  of autonomous bodies for securing a house building loan from Cooperative Banks registered under the H.P. Coop Societies Act, 1968 and Nationalized Banks for construction or purchase of dwelling house for their own use and executed in favour of aforesaid banks, a fee of Rs. 10/- only shall be charged:


Provided that the fee chargeable under item (b-I) supra shall be for one house building loan per employee in his career further subject to maximum ceiling of Rs. 10.00 lacs.


Provided further that if an employee raises another house building loan in his career, the registration fee shall be charged  as  applicable  to  documents  compulsorily registerable.

At the rate of 2% on the value of consideration subject to a minimum of Rs.

5/-  and  a  maximum of Rs. 25000/-.













Rs. 10/- Rs. 40/-


11.11   Advance/Withdrawal from GPF – Powers of sanctioning thereof


The Director of Elementary education, H.P. vides office order no. EDN-(Pry)-H(3) F-25-

95-1 dated 4th November, 1999 has delegated the powers of sanctioning advance/withdrawal  from  the  General  Provident  Fund  to  the  officers  mentioned  in column No (2) who are authorized  to function as Head of the Department under Rule

12(2) and 15 of the General Provident Fund (Central Services), Rules 1960, in respect of the categories of staff mentioned against each in column No. (3) below:





Officer to whom powers



Categories  of  staff  in  respect  of  which  powers delegated


1. Deputy    Director



All categories of Class III & IV employees working

in the office of DDEE & BEEOs, including BEEOs and teachers working in the district under his/her administrative control.

2 Principal of District Institute of Education and Trg. (DIET) All  categories  of  employees  (Class  II,  III  &  IV)

working under his/her administrative control.

3 Deputy    Director

(Adult Education)

All  categories  of  employees  working  in  the  Adult

Education, including the field offices, under his/her administrative control.


All these sanctioning authorities mentioned in column No. (2) above shall be responsible for proper adherence of Rules and in the cases of negative/minus balance they will be held responsible for such lapses and these will be termed as temporary embezzlement  of  government  money  inviting  both  departmental  as  well  as  criminal action. In order to avoid the occurrence of negative/minus balance in the GPF accounts of the subscribers, the detail of advances/withdrawals sanctioned to an employee by the previous office shall be depicted in the ‘Last Pay Certificate’ or separately on his/her transfer to another office/institution. Further, at the time of sanctioning advance/withdrawal, an entry to this effect will be made in the GPF statement of account of the subscriber concerned so that an inaccurate statement of accounts is not preferred while applying for second or subsequent withdrawal/advance in the same financial year.


The power of sanctioning advance withdrawal in respect of DDEE, Principals of DIETs and all officers and staff working in the Directorate of Elementary Education, shall continue to be exercised by the Director Elementary Education.


These orders shall come into force with immediate effect.


11.12   Settlement of audit paras


The first annotated reply to the audit and inspections report issued by the Audit Office must be submitted to the Audit Office within a period of one month from the date of issue of audit and inspection report by the Audit Office. All out efforts should be made by the D&DO/Head of Office to ensure spot-settlement of the intended audit paras by the audit party so as to avoid accumulation of audit paras.


1)        The  first  annotated  reply  is  to  be  submitted,  in  quadruplicate,  duly supported  with  relevant  documents,  through  the  concerned  Deputy Director Elementary Education to the Head of the Department, leaving sufficient space in annotated form, for recording comments by the DDEE and the Head of Department. This exercise must be completed by each Head of Office /D&DO within the prescribed time limit.

2)        Review  of  old  outstanding  audit  paras  must  be  made  periodically  as continuing process by each D&DO to ensure whether necessary action required to be taken towards the settlement of pending audit paras has been initiated and follow-up should be ensured punctually. The Deputy Director Elementary Educationand the Section Officer (F&A) should examine each outstanding audit para in respect of their own office and the offices of the Block Elementary Education Officers in the respective district, in the monthly meetings held with the BEEOs to monitor whether the first annotated reply has been submitted in the form and manner stipulated above and to ensure that the follow-up action is being taken at all levels.

3)         The  recoveries  on  account  of  over  payments  and  inadmissible  claims pointed out in the audit note should be made from the concerned officials either in lump sum or in monthly installments (not less than Rs. 500 per month) or as the case may require.

4)         The progress report/review position in regard to the settlement of pending audit paras will be regularly submitted by the BEEO to the DDEE in the monthly meeting convened at the district level, who in turn, will convey the consolidated ‘Review Report’ to the Directorate, on the format appended at Annexure-VII.


11.13   Annual Confidential Reports


11.13.1            Writing of annual confidential reports – time schedule therefor


The matter of revising of time schedule for writing the Annual Confidential Reports has been under consideration of the Government  for  some  time  past.  The  time  schedule  of  writing ACRs is as under:



i) Self-appraisal of the officer to be reported upon.  


7th April

ii) Initiation   of   the   report   by   the

Reporting Officer(s).


15th April

iii) Review   of   the   report   by   the

Reviewing Officer(s).


22nd April

iv) Acceptance  of  the  reports  by  the

Accepting Authorities.


29th April

v) Communication        of        adverse

remarks, if any.


31st May

vi) Representations    of    government  

servants    against    communicated

remarks, if they wish so.                                 15th July vii)    Maximum  period  upto  which  the

report/comments  of  the  authority recording  adverse  remarks  on  the

representation are to be awaited.                      15 days




Final date for taking a decision on representations    against    adverse

remarks.                                                30th September



Under the above revised calendar the officer reported upon is required to record his self-appraisal by the 7th April every year and submit it to the reporting officer. With a view  to  ensure  timely  completion  of  Annual  Confidential  Reports,  it  has  also  been decided that the reporting officer will initiate the report at his own level, in cases where the officer reported upon does not submit his self-appraisal by the 7th April.


Under this time schedule for writing of ACRs, the process of writing ACRs and taking final decision on the representation against adverse remarks would be completed by the respective authorities within the prescribed period. Accordingly, it has also been decided that the ACRs of the preceding year will not be taken into account by the DPCs for various purpose till after 30th September of the year in question.


The above decision will apply to all services, excepting the officers of the All India Services, Himacahal Pradesh Administration Service, Himachal Police Service and the Himachal Forest Service.

(H.P. Govt. Deptt. of Personnel O.M. No: 8-3/63-DP (Apptt.-II) (V) dated 28-3-1984)


11.13.2            Writing of annual confidential reports – time schedule in r/o teaching staff under Education Department


The matter regarding prescribing separate time schedule in respect of teaching staff under Education Department, Himachal Pradesh has been engaging the attention of the Government for quite some time past, for the main reason, that the general time schedule appears to be impracticable in their case as the examination results are generally declared by the end of


June/July every year. In order that the Department could make objective assessment on the working of teaching staff in right perspective, the Government after careful consideration has decided impartial supersession of this Deptt. O.M. No. 8-3/63 DP (Apptt. II) V. dated the 28th  March,

1984 that the time schedule in respect of teaching staff under Education

Department will henceforth be as under:


i) Self-appraisal of the officer to be reported upon  

7th September

ii) Initiation of the report by the Reporting Officer(s).  

15th September

iii) Review of the report by the Reviewing Officer(s).  

22nd September

iv) Acceptance of the reports by the Accepting Authorities.  

29th September

v) Communication of adverse remarks, if any.  

31st October

vi) Representations    of    government    servants    against communicated remarks, if they wish so. 15th December
vii) Maximum period upto which the report/comments of

the   authority   recording   adverse   remarks   on   the representation are to be awaited.

15 days
viii) Final  date  for  taking  a  decision  on  representations against adverse remarks. 31st December


Under the above calendar, the process of writing of ACRs and taking final decisions on the representations against adverse remarks would be completed by the respective authorities within the prescribed period.


(H.P. Govt. Deptt. of Personnel O.M. No: Per (AP-II) –B (15)-1/84 dated 22-2-1986 refers)


11.14   Guidelines for Writing Annual Confidential Reports (ACRs)


11.14.1            Merit, justice and fair play only considerations


The officer recording the confidential reports should realize the value and importance of confidential reports in making or marring the career of the officer reported upon. While superior officers have the fullest freedom and the right to record their opinions about the work and conduct of their subordinates, they should in doing so, be guided solely by consideration of merit, justice and fair play. No personal considerations, or recommendations of any kind  should  be  allowed  to  prevail  and  their  conscience  alone


should be their guide in the matter. Thus the officers writing the confidential reports should make correct assessment of the work and conduct of their subordinates without any partiality, prejudice, selfish motive, pride or fear.


(H.P. Govt. Appointment Deptt. O.M. No. SAD-1-1163/57 dated 7/8-4-1960 and Apptt. 1-

1163/57-II dated 5-2-1965 refers)


11.14.2            Reporting officer to advice, guide and assist his subordinates


Every reporting officer should consider it his duty not only to make  an  objective  assessment  of  a  subordinate’s  work  and qualities but also to see that he gives to his subordinates at all times the necessary advice, guidance and assistance to correct their faults and deficiencies. Accordingly in mentioning any faults or defects in the report, the reporting officer should also give indication, etc. to get the defect removed and with what results. It may be noted that if called upon to do so, the officer who gives critical or adverse remarks in the confidential report on the Government servant, should be prepared to substantiate with concrete facts.


(H.P. Govt. Appointment Deptt. O.M. No. SAD1-1163-57 dated 7/8-4-1960 and Memo

No.8/3/63-Apptt. Dated 16-9-1963 refers)


11.14.3            Guidelines for writing of annual confidential reports on revised model forms


Revised model forms for writing of annual confidential reports in respect of some of the common categories of posts have been devised with a view to ensuring maximum objectivity in the preparation of the confidential reports and these forms minimize vague, cryptic and non-committal remarks being recorded in the confidential reports. The Departments were directed to adopt these forms with suitable changes in consultation with the Department of Personnel.


The following instructions in this behalf need be kept in view while writing the annual confidential report:


1)                     The  Reviewing  Officers  are  now  expected  to  perform  a  more effective role and where necessary they should seek clarification or discuss the adverse remarks with the Reporting Officer. The Reviewing Officer should arrive at a proper and independent judgement of his own and it shall be his responsibility to verify the correctness of the remarks of the Reporting officer after making


such enquiries as he may consider necessary, besides discussing the remarks with the Reporting Officer. There may be cases where the entries made by the Reporting Officer are not sufficiently meaningful. In such cases the reports should be returned to the Reporting Officer for amplification or explanation.

2)                     The confidential reports shall contain no mention as to fitness or unfitness for promotion. Fitness or unfitness for promotion shall be decided by concerned promotion committee.

3)                     The confidential reports shall not contain any grading of the officer reported upon. The grading shall be done by the promotion committee.

4)                     At present detailed procedure for recording entries in regard to reputation and integrity has been prescribed and definite entries can         be   made   only   after   ascertaining   the   correctness   of suspicions/doubts. It has now been decided that there should be no inhibition on writing about the reputation of any officer. It should be possible to make remarks in regard to the integrity based on general reputation without the need for citing specific cases of dishonesty.

5)                     If the Reporting Officer feels that a prescribed course of training is required by an official in order to equip him better for his duties or to            develop   his   potentialities,   he   may   make   a   separate recommendation to the appropriate authority on this matter.  The confidential report would not be a proper place for such a recommendation.


(H.P.Govt.   letter   No.8-3/63-DP(Apptt-II)Vol.V   dated   12-10-1976   and   No.Per(AP- II)B(15)-1/82 (Loose) dated12-9-1988 refer)


11.15.4            Abolition of grading column in ACRs – Grading by DPC


The general principles for promotion to selection posts provide that after excluding such of the officers in the field of choice who are considered unfit by the Departmental Promotion Committee or other selecting authority, the remaining officers should be classified as ‘Outstanding’,

‘Very Good’ and ‘Good’ on the basis of merit, as determined by their respective  records  of  service.  It  is  entirely  left  to  the  DPC  or  other selecting authority to make its own classification of the officers being considered by them for promotion to selection posts, irrespective of the grading given to them by the reviewing officers in their confidential reports.


With the revision of forms of annual confidential reports it has been decided to dispense with the column in regard to the grading of officers in the confidential reports. Though the column of grading in the existing C.R. forms has been dispensed with yet the DPC or other selecting authority


should arrive at its own conclusions regarding the grading of the work of the officers under consideration on the basis of the total contents of the confidential reports of the officers concerned. The principles for selection will continue to apply, with reference to the grading to be given by the DPC on the overall content of the C.R. form.


(G.I. Ministry of Home Affairs Office Memo No. 1/3/68-Ests (D), dated the 18th March,

1968 refers)


11.15.5            Outstanding entry in ACRs


As per above decision, the column for grading has been dispensed with. It has been decided by the Government that the Reporting/Reviewing Officers will exercise  great  restraint  while  making  an  entry  of  an  officer/official  as

‘Outstanding’. If such an entry is to be made, details of specific performance and achievements justifying the entry should be recorded in the ACR of the officers/officials.


(H.P. Govt. Deptt. of Personnel letter No. 8-3/63-DP (Apptt. II) Vol. I dated 3-11-1981 refers)


11.15.6            No entry for grant of extension in service


Some officers make recommendations for grant of extension in service in the ACRs, though there is neither any specific column for this purpose nor the instructions require such recommendation in ACR. This tendency has been seriously viewed and it has been decided that no such unwarranted remarks be recorded in ACRs in future.


(H.P. Govt. Deptt. of Personnel O.M. No. 8-3/63-DP (Apptt.II) Vol.V dated 17-1-1977 refers)


11.15.7            Entries regarding courses of study or training


1.         The question whether an entry should be made in the character roll of a Government servant in respect of approved courses of study or training undergone by him at institutions in India or abroad was under consideration. It is desirable that the confidential report entries should contain particulars of such courses. It would create greater incentive amongst officers to attend the courses and pay more serious attention to them. It has, therefore, been decided that the following procedure should be adopted in such cases:


1)      Whenever  an  officer  attends  an  approved  course  of  study  or training, the fact of his having done so should be entered in his confidential report.


2)      The report received from the head of the institution should either be placed in original with the confidential report or the substance of it entered therein.

3)      An entry about the report submitted by the officer on his work abroad as required in Cabinet Secretariat O.M. No. 145/CF/52, dated 22nd May, 1953 should also find mention in the confidential report if it is outstandingly good, or is of poor quality indicating that the officer has not made good use of his period of study or training.


(G.I., M.H.A. Office Memo No. 51/14/60-Ests(A), dated 29-1-1962 incorporated in the compendium issued vide H.P. Govt. Apptt. Deptt. OM No.8-3/63-Apptt-II dated 17-2-69)


2.   Approved courses of training may be defined to include courses sponsored by the Government or in which the cost or part of the cost is borne by Government, as also  courses  attended  with  the  permission  of  Government  or  for  which Government grant study leave. In respect of some of these courses it may not be possible or necessary to obtain reports, which could be incorporated in the confidential  reports.  For  instance,  there  are  part-time  courses  and  refresher courses where an assessment of candidate is not made. In such cases, however, entry in the confidential report of the fact of the officer having attended the course would nevertheless be useful in giving a more complete picture of the officer’s experience and accomplishment.


(G.I., M.H.A. Office Memo No. F 51/2/62-Ests(A), dated 12-4-1962 incorporated in the compendium issued vide H.P. Govt. Apptt. Deptt. OM No.8-3/63-Apptt-II dated 17-2-69)


11.15.8   Entries of penalties imposed and warnings


1)      It has been decided that if as a result of disciplinary proceedings, any of the prescribed punishments (e.g. censure, reduction to a lower post, etc.) is imposed on a Government servant a record of the same should invariably be kept in his confidential report. Further, if on the conclusion of the disciplinary proceedings it is decided not to impose any of the prescribed punishments but to administer only a warning or reprimand etc. (as explained   in   Ministry   of   Home   Affairs   Office   Memorandum   No.

39/21/56-Ests (A), dated the 13th  December, 1956), a mention of such warning, etc should also be made in the confidential roll.


(G.I., M.H.A. Office Memo No. 39/12/59-Ests (A), dated 23-4-1960 incorporated in the compendium issued vide H.P. Govt. Apptt. Deptt. OM No.8-3/63-Apptt-II dated 17-2-69)


2)     Distinction has to be made between “warning” and “censure”. An order of

‘censure is a formal and public act intended to convey that the person concerned has been held guilty of some blameworthy act or omission for which it has been found necessary to award him a formal punishment.


Nothing can amount to a ‘censure’ unless it is intended to be such a formal punishment imposed for ‘good and sufficient reasons’ after following the prescribed procedure. A record of the punishment so imposed is kept on the officer’s confidential roll and the fact that he has been censured, will have its bearing on the assessment of his merit or suitability for promotion to higher posts.


There may be occasions, on the other hand, when a superior officer may find it necessary to criticize adversely the work of an officer working under him, (e.g. point out negligence, carelessness, lack of thoroughness, delays, etc.) or he may call for an explanation for some act or omission and taking all circumstances into consideration, it may be felt that, while the matter is not serious enough to justify the imposition of the formal punishment of ‘censure’, it calls for some informal action, such as the communication  of  a  written  warning,  admonition  or  reprimand.  If the circumstances justify it a mention may also be made of such a warning etc. in the officer’s confidential roll. However, the mere fact that it is so mentioned in the character roll does not convert the warning etc. into a

‘censure’. Although comments, remarks, warning etc. also would have the effect of making it apparent or known to the person concerned that he has done something blameworthy and to some extent, may also affect the assessment of his merit and suitability for promotion, they do not amount to the imposition of the penalty of ‘censure’ because it was not intended that any formal punishment should be inflicted.


The fact that a mere informal warning cannot be equated to a formal

‘censure’, should not, however, be taken as tantamount to suggesting that a written warning may be freely given without caring whether or not it is really  justified.  It  is  a  matter  of  simple  natural  justice  that  written warnings, reprimands, etc. should not be administered or placed on an officer’s confidential record unless the authority doing so is satisfied that there is good and sufficient reason to do so. It may be reiterated that every reporting officer should be conscious of the fact that it is his duty not only to make an objective assessment of his subordinate’s work and qualities but also to see that he gives to his subordinates at all times the advice, guidance and assistance to correct their faults and deficiencies. If this part of reporting officer’s duty has been properly performed there should be no difficulty about recording adverse entries because they would only refer to the defects which have persisted in spite of the reporting officer’s efforts to have them corrected. If after having taken much care the reporting officer finds that for the purpose of a truly objective assessment mention should be made of any warning, admonition, etc. issued, especially those which have not produced desired improvement, it is his right and duty to so mention them. In the process of bringing the defects to the notice of person concerned, where an explanation is possible an opportunity to do so should be given.



(G.I., M.H.A Office Memo No. 39/21/56-Ests (A), dated 13-12-1956 incorporated in the compendium issued vide H.P. Govt. Apptt. Deptt. OM No.8-3/63-Apptt-II dated 17-2-69)


11.15.9   Entries regarding integrity


Entries in regard to the integrity of officers are generally made in a routine manner and the significance of such entries is not fully appreciated. The following procedure is, therefore, laid down in regard to the grant of integrity certificate:


1)      The form in which integrity certificate is to be recorded will be as follows: “Nothing has come to my knowledge which casts any reflection on the integrity of Shri……………………. His general reputation for honesty is good and I certify his integrity”.

2)      All certifying officers should give the most careful attention to the grant or withholding of these certificates and treat it as a very important matter. No certificate should be given unless the certifying officer is satisfied without reservation about the integrity of the officer concerned.

3)      To enable the certifying officers to discharge their responsibilities in this regard properly, it is suggested that in respect of each subordinate they should note down from time to time any facts or circumstances which come to their knowledge touching the integrity of the subordinate. If a definite fact susceptible of formal proof comes to the notice of the certifying authority, he should make a proper enquiry. However, if a mere vague allegation, not susceptible of formal proof but still creating doubt or suspicion comes to his knowledge; he should face the subordinate with the allegation or circumstance which has come to his notice. If the subordinate clears up his position, a note should be made to the effect that he was able to clear his position. If on the other hand, his explanation is not considered satisfactory and yet the point is not one on which the certifying officer thinks that proof should be available, he should utilize this as a fact or a circumstance which came to his knowledge and which would justify him in withholding the integrity certificate.

4)      In cases where the reporting officer is not in a position to make a positive report about integrity he should leave the column blank and submit a secret report if he has reasons to doubt the integrity of the officer on whom he is reporting, stating the reasons for his suspicions. The Government or the Head of Department who receives such secret reports should take suitable steps to find out the correctness or otherwise of the report.

5)      A  copy  of  the  secret  note  (report)  should  be  sent  together  with  the character roll to the next superior officer who should ensure that follow up action is taken with due expedition.

6)      If, as a result of the follow up action, an officer is exonerated, his integrity should be certified and an entry made in character roll. If suspicions regarding his integrity are confirmed, this fact can also be recorded and duly communicated to the officer concerned.


7)      There are occasions when a reporting officer cannot, in fairness to himself and to the officer reported upon, either certify integrity or make an adverse entry, or even be in possession of any information which would enable him to make a secret report to the Head of the Department. Such instance can occur when an officer is serving in a remote station and the reporting officer has not had occasion to watch his work closely, or when an officer has worked under the reporting officer only for a brief period or has been on long leave, etc. In all such cases, the reporting officer should make an entry in the integrity column to the effect that he has not watched the officer’s integrity as the case may be. This would be a factual statement to which there can be no objection. But it is necessary, that a superior officer should make every effort to form a definite judgement about the integrity of those working under him, as early as possible, so that he may be able to make positive statement.


In  all  such  cases,  the  reporting  officer  should  make  an  entry  in  the integrity column to the effect that he has not watched the officer’s work for sufficient time to be able to make any definite remarks or that he has heard nothing against the officer’s integrity, as the case may be.


8)      There may be cases in which after a secret report/note has been recorded expressing suspicion about an officer’s integrity, the inquiries that follow do not disclose sufficient material to remove the suspicion or to confirm it. In such a case the officer’s conduct should be watched for a further period, and, in the meantime, he should, as far as practicable be kept away from positions  in  which  there  are  opportunities  for  indulging  in  corrupt practices.


(H.P. Govt. Appointment Deptt. O.M. No. SAD 1-1163/57 dated 7/8-4-1960, G.O.I., M.H.A. O.M. Nos. 51/4/65-Ests (A) dated 21-6-1965 and 15-9-1965 incorporated in the compendium issued vide H.P.Govt. Apptt. Deptt. OM No.8-3/63-Apptt dated 17-2-69)


11.15.10          Recommendation  of  the  joint  conference  of  State  Anticorruption

Officers and CBI for maintenance of register regarding complaints


The Seventh Biennial Joint Conference of State Anti-corruption Officers and Central Bureau of Investigation while discussing a scheme with regard to eradication of corruption in State as prepared by the Central Bureau of Investigation have again recommended the maintenance of a register in respect of matters or complaints against officer’s integrity and for making use of the same while recording the integrity certification in the annual confidential reports.


(H.P.  Govt.  Deptt.  of  Personnel  letter  No.  7-22/72-DP(Apptt.  II)  dated  11-11-1975 refers)


11.15.11          Certification of integrity


The instructions at ‘entries regarding integrity’ above prescribe the procedure for filling the column relating to integrity. Particular wording of the certificate is also provided in these instructions. If anything adverse relating to integrity comes to the notice of the concerned authority, the same is also required to be specified in this column. In doubtful cases the concerned authorities before recording such remarks should take steps to ascertain personally whether there is any reason to doubt or suspect the integrity of the official concerned.


Certain reporting officers do not record integrity certificate in the annual confidential reports of the officials according to the Government instructions as issued from time to time. It is again emphasized upon each reporting officers to record invariably the integrity certificate in the annual confidential reports after giving it a serious thought according to these instructions.


(H.P. Govt. Department of Personnel O.M. No. 8-3/63 (Apptt. II) Vol. V dated 6-6-1985 refers)


Annexure-I (See Para 17.5.a i)


Specimen of Standard Bill Register




Sr. no. Date    Bill no.       Particulars     Gross amount           Deductions

  of bill of bill  














Net amt    Signature   Date of   By whom   Signature   Tresaury   Remarks, of bill     of D&DO   drawal   drawn        of D&DO   voucher no  if any



7.              8.             9.                   10.                      11.         12.         13.



Annexure-II (See Para 17.5.a iv)


Specimen of Standard Token Register




Sr. no. Date     Bill no. Particulars Amount Date of submission
& date of bill of bill in the treasury

1.           2.       3.            4.             5.                     6.












Signature  Treasury  Signature  Date of    Date of     Signature   Remarks,

of D&DO   token no.  of treasury  receipt    drawal      of D&DO            if any token from

clerk           treasury


7.                8.          9.             10.        11.      12.          13.


Annexure-III (See Para 17.5.a v)


Specimen of Standard Loans and Advances Register


1. Name of official …………………………
2. Particulars of the loan/advance (specify, whether  house  building  advance/GPF  

advance/conveyance      advance/festival

advance warm clothing advance etc)






3.          Amount of advance                                     …………………………


4.          Sanction order no. and date vide, which and authority by whom the advance sanctioned.



5.          Number   of   monthly   installments   in which the advance will be recoverable.







6.          Amount of monthly instalment


7.          Account number (allotted by the A.G.

H.P.) where applicable.



8.           Whether  the  loan/  advance  is  interest bearing or not?
















Details of the recovery


and date month instalments recovered total of
    recovery recovery


Bill no.            Paid salary    No. of        Amount     Progressive        Diminishing balance of




1.              2.               3.          4.             5.                 6.


Annexure-IV (See Para 17.5.a vi) Specimen of Standard Budget Check Register

1. Name of scheme/                            Total budget allotment

SOE…………………..                  for the year………….


2. Sanction no. and date vide             Plan/Non Plan……… which allotment/authorization made………………………


1.        Head of account……………………..







Bill no.    Particular of            Amount     1. Total budget allotment for

& date    bill               of bill              the year………………..


2.   Expenditure including                            this bill…………..


3.   Balance allotment……………












Signature of D&DO




Specimen of Standard Stock Register

(Permanent articles/consumable articles)


1. Name of item……………. 2. Name of article…………. permanent/consumable




Date of           Bill/cash             Name of      Full particulars          Quantity


receiptmemo no.   supplier/       giving specifications,   received

& date or   from whom   make and model invoice no. received        etc. of the item

& date                       purchased/received


1.           2.              3.                 4.                      5.            6.









Amount            Grant/fund out       Signature of         Previous              Total of which         D&DO                      balance                    Qty purchased


7.                8.                    9.                    10.              11.









Date  To whom   Quantity   Signature  Balance  Sig. of     Sig.of    Remarks of       issued         issued       of person   qty             incharge Head

issue                           to whom                            stock           Office/

issued                             D&DO


12.     13.         14.          15.        16.        17.        18.     19.


Annexure-VI (See Para 17.5.a vii)


Specimen of Standard Bill Check Register




Sr. No. Bill no. & Particulars of Net amount Signature of
  date the bill of the bill D&DO

1.              2.                3.                     4.                     5.











Annexure-VII (See Para 17.13) Review Report on the Settlement of

Pending Audit Paras




Distt……………                                Month………………




Name          of block/office (including the DPEO’s


Period  of  audit

&       inspection report

Sr.  no  of pending audit para appearing in the report (period wise) Total number of pending audit paras









No. of audit paras settled during the month Balance (no. of pending audit paras indicating period     of     audit     &

inspection report  to which pertain

Remarks with reasons of delay in final settlement  of  pending

audit paras









Code of Conduct for Teachers


9.1       Preamble


Goal of education in our country


The basic purpose of education is to create skill, knowledge and awareness of our glorious national heritage and the achievement of human civilization, possessing a basic scientific outlook and commitment to the ideals of patriotism, democracy, secularism, socialism and peace, and the principles enunciated in the Preamble to our Constitution. The education sector has to produce leaders of society in all areas of activities with a commitment to above ideals. Education should strive for academic excellence, and progress of the arts and sciences. Educational research and extension should be conducted in conformity with our national needs and priorities ensuring that our best talents make befitting contributions on societal needs.


9.2       Code of professional ethics


9.2.1    Teachers and their responsibilities


Whoever  adopts  teaching  as  a  profession  is  under  an  obligation  to  conduct him/her in accordance with the ideals of the profession. A teacher is constantly under the scrutiny of his students and society at large. Therefore, every teacher should see that there is no incompatibility between his precepts and practice. The national ideals of education which have already been set forth and which he/she should  seek  to  inculcate  among  students  must  be  his/her  own  ideals.  The profession further   requires   that   the   teachers   should   be   calm,   patient, communicative in temperament, amiable in disposition and exemplary in their public  and  private  life.  Their  integrity,  good  moral  conduct  and  sense  of dedication should be an inspiration to the student.


Teachers should


1)         adhere to a responsible pattern of conduct and demeanour expected of them by the community;

2)         manage their private affairs in a manner consistent with the dignity of the profession;

3)        strive for continuous professional growth through study and research;

4)         express  free  and  frank  opinion  when  participating  in  professional meetings, seminars and conferences;

5)         maintain active membership of professional organizations and strive to update their knowledge through them;

6)         perform  their  duties  in  the  form  of  teaching,  tutorials,  practical  and seminar work conscientiously and with dedication;


7)         co-operate  and  assist  in  carrying  out  functions  relating  to  educational responsibilities of the schools, such as assisting in appraising application for admission, advising and counselling students, as well as, assisting in the conduct of examinations, including supervision, invigilation and evaluation; and

8)         Participate  in  extension,  co-curricular  and  extra-curricular  activities including community service.


9.2.2    Teachers and students


Teachers should


1)        respect the right and dignity of the student in expressing his/her opinion;

2)         deal justly and impartially with students regardless of their religion, caste, political, economic, social and physical characteristics;

3)         recognize the differences in aptitude and capabilities among students and strive to meet their individual needs;

4)         encourage   students   to   improve   their   attainments,   develop   their personalities and at the same time contribute to community welfare;

5)         inculcate among students a scientific outlook and respect for physical labour and ideals of democracy, patriotism, and peace;

6)         be affectionate to the students and not behave in a vindictive manner towards any of them for any reason;

7)         pay attention to only the attainment of the students in the assessment of merit;

8)         make themselves available to the students even beyond their class hours and help and guide them without any remuneration or reward;

9)         aid students to develop an understanding of our national heritage and national goals; and

10)       Refrain  from  inciting  students  against  other  students,  colleagues  or administration.


9.2.3    Teachers and colleagues


Teachers should


1)         treat  other  members  of  the  profession  in  the  same  manner  as  they themselves wish to be treated;

2)         speak  respectfully  to  other  teachers  and  render  assistance  for  overall professional betterment;

3)         refrain from lodging unsubstantiated allegations against colleagues to their higher authorities; and

4)         Refrain from allowing considerations of caste, creed, religion, race or sex to influence their professional working.


9.2.4    Teachers and authorities


Teachers should


1)         discharge their professional responsibilities according to the existing rules and adhere to procedures and methods consistent with their profession in initiating steps through their own institutional bodies  and/or professional organizations for change of any such rules detrimental to the professional interest;

2)         refrain   from   undertaking   any   other   employment   and   commitment including private tuitions and coaching classes which are likely to interfere with their professional responsibilities;

3)         co-operate  in  the  formulation  of  the  policies  of  their  institutions  by accepting various offices and discharge the responsibilities, which such offices may demand;

4)         co-operate through their organizations in the formulation of policies of the other institutions and accept offices, as necessary;

5)         co-operate  with  the  authorities  for  the  betterment  of  the  institutions keeping in view the overall interest and in conformity with the dignity of the profession;

6)        give and expect due notice before a change of position is made; and

7)         Refrain from availing themselves of leave except on unavoidable grounds, and as far as, practicable with prior intimation, keeping in view their particular responsibility towards the completion of the academic schedule.


9.2.5    Teachers and non-teaching staff


Teachers should

1)         treat  the  non-teaching  staff  as  colleagues  and  equal  partners  in  a  co- operative undertaking, within every educational institution; and

2)         Help in the functioning of the joint staff councils covering both teachers and the non-teaching staff.


9.2.6    Teachers and guardians

Teachers should try to see through teacher’s bodies and organizations that institutions maintain contact with the guardians of their students, send reports of their performance to the guardians, whenever necessary, and meet the guardians in meetings convened for the purpose for mutual exchange of ideas and for the benefit of the institution.


9.2.7    Teachers and society


Teachers should


1)         recognize that education is a public service and strive to keep the public informed of the educational programmes, which are being provided;


2)         work  to  improve  education  in  the  community  and  strengthen  the community’s moral and intellectual life;

3)         be aware of social problems and take part in such activities as would be conducive to the progress of society and hence the country as a whole;

4)        perform the duties of citizenship; participate in community activities and shoulder responsibilities of public offices;


1)        Bringing of tailoring/knitting/embroidery material and allied work.

2)        Use of help books/keys to textbooks in all institutions.

3)        Use of radio/transistor/mobiles in the offices and institutions.

4)          Teaching staff will not perform any tuition work either before or after school hours.


9.3       Non-teaching staff


The code of conduct specified for teachers shall apply to other employees as well.




Inspection of Schools


7.1       Inspection of Elementary schools


1)  The Director of Elementary Education shall be responsible for the supervision and inspection of all schools in the State.

2)  For the purpose of sub-rule (1), the Director may assign all or any of the functions relating to the supervision and inspection to such officer subordinate to him, and as may be authorized by him in this behalf.

3)  Every officer, authorized by the Director of Elementary Education under sub- rule (2), shall discharge his/her duties of supervision and inspection under the direction, control and supervision of the Director of Elementary Education.

4)  The Director of Elementary Education may also form a team/panel of persons with special knowledge and experience of different subjects taught in schools to carry out inspections of the schools.

5)  The Director of Elementary Education may also carry out surprise inspections through any officer authorized by him in this behalf.

6)  The president of the panchayat and members of the concerned ward will inspect  the  Elementary  schools  in  their respective  jurisdiction  so  that  the presence of teachers and non-teaching staff in the school could be ensured. It has been made obligatory to keep an inspection book in each school in which the presidents and members of the panchayats can record their observations. The presidents and the members will also send their observations to Dy- Directors  Elementary  Education.  These  observations  will  also  be  placed before the Education Committee of the panchayat. The Dy-Directors Elementary Education will offer their views on these observations within one month.

7)  Every inspecting officer, other than the Director of Elementary Education, inspecting  a  school  shall,within  15  days  from  the  completion  of  the inspection, submit a report to the next higher authority with a copy to the concerned school and the Director of Elementary Education for such further necessary action and compliance, as might be deemed fit in the matter.

8)  When the Director of Elementary Education himself makes the inspection, he shall send a copy of the inspection note to the Head of the concerned school with a copy to the Deputy Director Elementary Education of the concerned district for necessary action and compliance.


7.2       Annual surprise inspection/targets

The annual calendar and targets for annual inspection and surprise inspection of the subordinate offices and government Elementary schools drawn up by the Directorate of Elementary Education are at Annexure I (a, b, c & d).


The annual inspection of office of the Dy-Directors Elementary Education will be conducted by the officers of the Directorate as per dates mentioned against each district in the calendar at Annexure-II.


All the Dy-Directors Elementary Education in Himachal Pradesh and District Education Officer, Lahaul at Keylong, Himachal Pradesh should therefore, remain present in the office and also to keep the Inspection Proforma duly completed in all respects on the day of inspection. Proforma for inspection of government Elementary schools is at Annexure-III.


The  Dy-Directors  Elementary  Education  and  Block  Elementary  Education Officers will also draw up annual inspection calendar as per inspection target fixed in Annexure-I.


7.3       Advance notice of inspection to be given to schools


Except in the case of surprise visits, intimation of the proposal to carry out the inspection of a school shall be given preferably, one month in advance to the head of the school.


1)  Every inspection shall be as objective as possible and shall be aimed at bringing out an improvement in the standards of teaching in the school.

2)  While  making  the  inspection,  the  following  items  should  be  critically examined, viz.


1          Academic work, i.e. actual teaching and its different aspects including teacher diary.

2           Library and its utility to students and teachers.

3           Games and sports and their organizations.

4           Co-curricular activities.

5          The overall environment and interpersonal relations of the teachers among themselves, with the parents of the students and the community in general.

6           Administration and organization of the school.

7           Accounts of the school and their maintenance.

8           The school plan and physical needs of the school.

9           Discipline and punctuality in the school.

10         Adherence to the rules and instructions by the school.

11        National  integration/emotional  education/value  education  and  other items as incorporated in the inspection programme.

12         Calendar of activities.

13         Celebration of annual function.


3)  The inspecting officer shall go to each class and watch the teaching in at least two classes of each teacher and shall specifically note the good and bad points observed.



4)  All the inspecting officers shall ensure that follow up action on report is taken promptly.


7.4       Guidelines for Inspecting Officers


The supervision or inspection shall;


1)  aim at providing academic guidance to teachers and help the institution in the promotion of a higher standard of education;


2)  not aim at fault finding of the teachers and their work, but for providing concrete suggestions for the improvement of teaching, class work, home work and its correction;

3)  help the institution in organization of co-curricular programmes in a manner conducive to the all round development of the students and help in the co- curricular development of the school.


The supervision and inspecting officers shall;


1)  formulate a definite plan for supervising the subjects and classes of each teacher.

2)  focus  attention on the teaching-learning situation and not on the teacher as a person.

3)  emphasize  the  professional  growth  of  the  teacher  by  developing  his/her powers of self direction.

4)  give the teachers requisite freedom to try out new experiments, methods and innovations in the process of teaching.

5)  help the teachers to understand the role of the school, and the objectives to be achieved through the teaching-learning process in the school.


7.5       Inspection report


The proforma of inspection report to be filled in the prescribed format is given at


Annexure-I (Reference Para 9.2) Annual Surprise Inspection/Targets for Inspection

Proposed Inspection Schedule in Elementary Education Department

(Annual Inspection with prior notice)



Center Head Teacher (2097 No.) will inspect 100% schools within their centers in each quarter

4    Schools    on    an average.



Block  Elementary  Education  Officers  (124):  will  inspect  100%

Primary Schools under their respective jurisdiction. The inspection schedule will be divided proportionally in each quarter keeping in view the vacation schedule

90 to 100 schools per


(i.e.10514/124) on an average

Headmaster(High Schools 845 approx.)    All  the  Middle  Schools

under their respective control at least twice in a year.

4    Schools    on    an



Deputy Directors of Elementary Education (District):


a) Will inspect 100% Block Elementary Education Offices.


b) At least 40% Middle schools and


c)   10% Primary schools within their jurisdiction annually. The inspection schedule will be divided proportionally in each quarter keeping in view the vacation schedule. They will try to cover maximum schools and repeated visits to same schools should be avoided.

124 Block offices



80 to 90 schools on an average


Annual inspections by Directorate Level Officers


Director of Elementary Education   2 Dy.DEEEs Offices
10 BEEO’s offices
10 Middle Schools
20 Primary Schools
Addl. Director (Admn) One 4 Dy.DEE Offices
30 BEEO’s Offices
50 Middle Schools
100 Primary Schools
Joint Director Elementary Education One 6 Dy.DEE Offices
30 BEEO’s Offices
50 Middle Schools
100 Primary Schools
Deputy Director Elementary Education Five 20 BEEO’s Offices each
50 Middle Schools each
100 Primary Schools each
Asstt. Director Elementary Education Six 50 Middle Schools each
100 Primary Schools each



Joint Controller(F&A)/Asstt. Controller(F&A) may be associated with the inspection teams from the Directorate to inspect Deputy Director offices and BEEO offices. Inspections teams from Directorate will conduct annual inspections of:

1.         All the 12 district level Deputy Director of Elementary Education offices.


2.         At least 80 to 90% of Block Elementary Education Offices.


3.         At least 50 to 60% Middle Schools and


4.         At least 40% Primary Schools.


Surprise Inspections

In addition to regular annual inspections the surprise inspections will be conducted in the following manner:


1.   Director, Addl. Director and other Directorate level officers will conduct surprise inspection of any of the subordinate offices and middle/ primary schools as per the directions of the Director Elementary Education.


2.   Deputy  Directors  at  District  level  will  visit  the  Block  Elementary  Education offices, Middle / primary schools within their districts from time to time (at least

20% offices/ schools to be covered annually).




Headmaster High Schools/ BEEOS and CHTs will pay surprise visits to schools under their respective jurisdiction (at least 30% schools to be covered annually).


Submission Inspection Reports


Every inspecting officer other than the Director of Elementary Education, inspecting a school/office shall within 15 days submit a report on the prescribed “School Inspection Proforma” to the next higher authority with a copy to the concerned school. When the Director of Elementary Education himself makes an inspection, he shall send a copy of the inspection note to the head of the school/ office with a copy to the concerned Deputy Director Elementary Education of the concerned district for necessary action and compliance.


1)  CHTs will submit inspection reports to the concerned BEEOs within 10 days of the inspection.

2)  BEEOs   will   submit   the   information   regarding   inspections   by   CHTs   in consolidated form to the concerned Deputy Director of Elementary Education along with the action taken report with a copy to the Directorate  of Elementary Education.

3)  BEEOs willl submit inspection report in r/o schools inspected by them to the concerned Dy. DEE within 10 days, who will compile the information in r/o all BEEOs and submit the same to the Directorate quarterly on the prescribed proforma.

4)  Headmasters will submit inspection reports in respect of middle schools inspected by them to the concerned Dy.DEE.

5)  Dy.  DEEs  will  send  the  inspection  reports  in  r/o  BEEO’s  offices  to  the Directorate. In respect of schools inspected by them a consolidated report will be sent to the directorate quarterly. They will also submit a quarterly consolidated report of middle schools inspected by the concerned Headmasters.

6)  Action Taken Reports will be submitted to the higher offices with consolidated reports by all the inspecting officers.



Inspection Calendar




Name of office

District Elementary Education Office

Date of annual inspection
1. Kinnaur June 1st week
2. Spiti at Kaza June 1st week
3. Shimla June, 2nd week
4. Kullu June, 3rd week
5. Lahaul at Keylong June, 3rd week
6. Kangra July, 1st week
7. Chamba July, 1st week
8. Bilaspur July, 2nd week
9. Mandi July, 2nd week
10. Hamirpur August, 1st week
11. Una August, 1st week
12. Solan September, 1st week
13. Sirmaur September, 2nd week







1.Name  of School                                         Centre/Complex                                 


2. Name of Block                          Tehsil                        Distt.                                 


3. Name and Designation of inspecting officer                                                        




4. Date of inspection                                                                        


5. Name of Incharge of school                                                              


6. Date on which the school was last inspected                                   


a) Who inspected the school last                                                         


b)  Compliance  of  earlier  Inspection  Report  and  steps  taken  to  implement






1.   Staff Position (sanctioned posts/existing posts) No.                                 

Middle Schools

Posts Sanctioned Filled Vacant Present On authorized Leave Absent if any Remarks
PT WC              


Primary Schools







8.  Details of staff

S.No Name & Desig.

Of Teacher


nal qualifica tion



Date of

1st apptt.

Date    since

working in the present school

Date of

appoint ment in the present post



/PAT/ GVU/ Other



9. Attendance

1. Has the attendance register been filled/maintained according to rules                          

2.Whether casual leave register is maintained upto date as per rules                                





Name Post Period since absent. Remarks

a) Details of absent officials


S.No. Name of official Arrival time Reason for late coming


b).Information about late comers









10. Attendance of students


Class Total number On leave Absent Present


11. Details of students who left the school during current academic session


S. No. Name       of student Date             of admission Date on which name struck off/ withdrawal Reason for leaving the school by the students and efforts made to bring them back to school


12. Annual result of previous Three Years of  class 1ST TO 8TH  of the school






Class Total Pass %age Total Pass %age Total Pass %age


13. Building Details

a) Is the school housed in government building or in hired building                             




b) Description of school building

No.    of



or Pucca

Date          of

construction and year

Whether     building

has been handed over to Education Deptt.


boundary wall exists on all the four sides of the school or not


required    if any



13.(A) Details of white wash/repairs carried out in the building

a. Date of white wash last carried out in the building                          

b. Expenditure                                                                            

c. Executing office/agency                                                                  

II a. Nature of repair                                                                            

b. Date of repair                                                                                    c. Number of days devoted in repair                                                                                    d. Expenditure                                                                                                           

e. Executing office/agency                                                                  


13.(B) Sitting arrangements for teachers/students in the school


1. Is the staff room available in the school ?                          Yes/No


2. Number of Class rooms                   


3. Number of chairs and tables in the school                        


4. Number of almirahs/trunks/boxes in the school                         


5. Number of blackboards/wall boards in the school                        


b) Sitting arrangements for children


1. Are tat patti/carpet patti/desk benches available

in adequate numbers in the school ?                                  Yes/No


14. Drinking water/electricity/toilet facility


a) Is the facility of drinking water available in the school?   Yes/No b) Is the electricity facility available in the school?              Yes/No c) Is the toilet facility available in the school?                      Yes/No


15. Details of funds



Name    of


Total    deposit    on



deposited       in bank/post office





16. Inspection report in respect of following documents in the school a) Admission and withdrawal register                                                                                       b) School stock register/assets register                                                                          

c) Library register                                                                                 

d) Other registers                                                                              


17. Guardian-Teacher interaction

a) Has the guardian-teacher council been constituted?          Yes/No

b) Has the mother-teacher council been constituted?                        Yes/No c) Has the village education committee been constituted?    Yes/No

d) Has building fund committee been constituted?                Yes/No


18. Utilization of material distributed under Centrally   Sponsored Scheme




of article



Date     of


Stock Entry Date            of


To        whom




19. Implementation of mid-day-meal scheme


i)   Has the proper record/register been maintained ?                                                 

ii)  Quality of mid-day-meal being provided to students                                             

iii) Remarks other details                                                                                            




20. Working of the School i) Morning Assembly

a. Period                                                                                      


b. Exhibition of various articles                                                           


c. Name of teacher speaking on value education                                  


d. Entry/departure of students in the morning sabha                             


ii) Uniform/dress of students

a. Number of students without uniforms                                               b. Cleanliness of dress                                                                                                                 c. General get up/looks of children                                                                                           


iii) Health of children relating to

a. General health                                                                               

b. Cleanliness of teeth/protection of teeth                                           

c. Cutting of nails etc.                                                                         




S. No. Name   of




Was teaching material/ special teaching material used General level of working

work         of teacher

Level   of   education   of

students in the class



iv) Inspection of teaching work  in class






v) Checking of exercise notebooks by Teachers/Center Head     Teacher


. N o

Name of


Total   no.   of

exercise note books sample checked   by the inspector


Subjec t

Detail       of

notebooks checked and corrected by teacher

Periodicity        of


Daily Weekly  












21. Is the library facility available in the school?                   Yes/No

If yes,:

i) Total number of books in the library                                         

ii) Number of books issued to the students during the month                     

22. Is the playground facility available in the school?            Yes/No

If yes,

i) Area of the ground                                                                        

ii) Situation of the ground                                                                 


23. Is any sports related material available in the school?       Yes/No


i) If yes, then give details of available sports material.


ii) Whether participated in sports competition/tournament etc.  Yes/No


If yes, upto what level                                                                                          iii) Number of students who took part in sports competition                                                                      iv) Achievements                                                                                                                                  v) Expenditure      vi) Office/Organization from which funds were arranged                                         


24. Details of co-curricular activities


i) Do the students take part in co-curricular activities regularly?              Yes/No


ii)Type of co-curricular activities being taken up in the school                                  

iii) Time of taking up such activities in the week                                                        


25. Details of disabled children in the school, if any.

i)Number of disabled children in the school                                                          

Detailed account

S. No. Name of student Nature/type of disability


ii) Steps taken by the teachers to educate the disabled child.


iii) Type of encouragement/inspiration is being provided to the disabled children in the school.         


iv)Total  amount/type  of  assistance  being  provided  by  the  department  and  other organization.           


v. Details of utilization of grants by the school.                                                         


26. Details of teachers who received in-service teacher-training during last 3 years

S. No. Name &  Desig. of teacher Date and period of training received


27. Was comprehensive “Adhigam” Learning material available in school?  Yes/No

If yes, give details






28. What extra material is required to bring efficiency in teaching?





29. Has the radio-cum-cassette player been provided in the school               Yes/No


If yes, the time prescribed to use RCCP.                                                   


30. Kindly indicate those special new activities which have been introduced in the school?





31. Do the teachers take special classes of weak students?





32. Report of interaction with the teachers and an account of teachers problems?





33.  Has  the  Pradhan,  Gram  Panchayat  or  President  of  Block  Development

Committee/President of Zila Parishad ever visited/inspected the school?






34. Personal contact established by the Inspector with the Panchayat Pradhan and an account of their reaction on departmental activities.





35. What additional facilities are required to raise the education standard of the school (observations of the Inspector)?






36. Any special suggestion/observation or report of the inspecting officer






Signature of Inspecting Officer

Note: If the space provided for report is inadequate, please use separate sheets.




Scholarships / Merit Awards / Incentives

6.1       Scholarships/Merit Awards / Incentives from Public Funds

All scholarships/ Merit Awards / Incentives paid from public funds, administered by the Department shall, in the absence, of any special provision to the contrary be awarded, held and drawn only as provisions below .




Sr. No. Name of the Scheme( If applicable) Nature of Incentive (e.g. Scholarships). Unit Cost.(Rs.)
1. IRDP/BPL (I- V) Scholarship Rs 150/- per student per year
2. Below poverty (1-V ) –do– Rs 4/- per student  for ten months

(Total Rs.40/-)

3. Girls Attendance 90% (I – V) –do– Rs 2/- per student for ten months

(Total Rs.20/-)

4. Army /border area ( children of army personnel killed / >

50% disability )

–do– Rs 150/- (I-V) Boys & Girls and 250/- Boys &  500/- Girls ( VI- VII) per student per year.
5. IRDP/BPL (VI – VIII) –do– Rs 250/- Boys & Girls 500/- Per student per year.
6. Middle Merit (VI –


–do– Rs 400/- per Boy & / 800/- per Girl per


7. SC Pre-Matric



–do– Rs 150/- per student per year
8. Lahaul Spiti Pattern

Scheme   (I-V).

–do– Rs 8/- per student for ten months under

L & S Pattern all students of tribal eas &

150/- to IRDP student in tribal areas. (Total Rs. 80/-)

9. Pre –Matric OBC 50:50

in share of Centre and


–do– Rs 750/- per student per year (I-V) and

900/-Per student per year for classes


10. This scholarship to

those students whose parents are engaged in unclean occupation

100% Centrally sponsored Scheme.

11. Pre- Matric Minority

Community Scheme (

I- VIII) Sharing Pattern

Centre and State

do– Rs 1000/- per student per year for class (

I – V) and Rs. 1000/- per student per year admission fees per subject to actual Rs.500/- Maintenance allowance and



  (75:25).   Rs.4200/- Tuition fee as per subject to

actual for classes (VI-X).

Distribution of Free Uniform & Writing Material




Class Rate of Uniform

per student (In


Rate of Writing material

per student (In Rs.)

Total Cost per student (In


I- II 300 250 550
III-IV 325 300 625
V 375 350 725



Scholarship Schemes implemented in Elementary Education



6.2       Award of Scholarships


1)         Subject to the restrictions imposed by the subsequent rules of this chapter, the award of scholarships shall be on merit and in accordance with the results of public examinations. Provided that the application forms of the eligible students, complete in all respect, shall be submitted to the concerned authority as explained in the different schemes detailed in this chapter.

2)         If, any such candidate is unable to furnish the required certificate, the scholarship shall be offered on some terms to the next eligible candidate. But candidates who, though otherwise eligible, are unable to supply the certificate, shall be designated honorary scholars in the notification of the award under these rules.

3)         Any such scholar will be entitled to apply for a scholarship, in the event of a change in his financial circumstances bringing him within the prescribed income limits.

4)         The award of scholarships from state revenues shall be restricted to the candidates whose parents domicile is in Himachal Pradesh.




6.3       Alteration in Scholarships


The amount of scholarship, the period for which it is awarded and the class of school in which it is tenable shall be fixed and shall not be altered during its currency with a particular scholar.



Any alteration in the number, value or conditions attached to a particular scholarship shall be publically notified in the area from which competitors are drawn at least six months before an award under the revised rules is made.


6.4       Close Scholarship


The value of a close scholarship paid from public funds shall in no case exceed that of an open scholarship of the same class.


6.5       Two or more Scholarships held together


No scholar can hold at the same time, two or more scholarships. A scholarship, paid from the public funds, shall not be awarded to a scholar who, merely by virtue of the place gained by him in the pass list of a public examination, has won an endowed scholarship of the same or a higher value except in case where the donor of the endowed scholarship has expressly stipulated that the scholarship endowed by him may be so held. A scholarship, paid from public funds, may, however be held together with an endowed scholarship when the latter is awarded for proficiency in same specific object and not on the general results of the examination.




6.6       Period for which the Scholarships may be drawn


Scholarships may be drawn only for the period stated below:


1)        days of attendance;

2)        Sundays, sanctioned holidays and vacations;

3)         days of absence without leave, if shown to be unavoidable, not exceeding two working days in a calendar month;

4)        days of sick leave not exceeding six working days at one time or not thirty working days in the school  year;

5)        days of ordinary leave, granted by the Head of the Institution, for not more than six working days at one time, or not for more than 14 working days in the school  year. If the period of absence exceeds the number of working days admissible, the scholarship shall not be payable for any part of such period of absence. In the case of girls, scholarships may be drawn for absence for double the period given in (iii), (iv) & (v)

6)         to the close of the month in which a public examination takes place, for which a scholar is sent up by the Head of the Institution;

7)         days of transit, up to the limit of one week, on the transfer of a scholarship from   one   institution   to   another,   not   situated   in   the   same   town. Matriculation and senior secondary scholarship can be drawn up to the end of  the  year,  in  which  the  holder  has  appeared  in  the  prescribed examination and without attendance after such appearance, if permitted to


be absent by the Head of the institution and middle school scholarships can be drawn up to the end of March of the year, in which the holder has appeared in the prescribed middle school examination.


6.7       Lapse of Scholarship


A scholarship shall lapse if it is not taken up in the school classes within a month of its award or  if the scholar dies or if scholar  is absent without leave for six consecutive school  working days or with ordinary leave for more than one month or with sick leave for more than three months at one time or if the scholar, on transfer from one school to another, fails to join second institution within fourteen days of leaving the former institution or if the scholar ceases to attend a school at which the scholarship is tenable or to the course for which it is granted and not otherwise, except when the awarding authority, is satisfied that the delay was unavoidable.


6.8       Forfeiture of Scholarship


1          A  scholarship  shall  be  forfeited  for  gross  misconduct,  laziness,  or irregularity of attendance on the part of the scholar, and the head of the institution in which the scholarship is held shall ensure that payment of such scholarship is discontinued to a scholar who has thus forfeited it.


2           The lapse or forfeiture of a scholarship shall be reported to the Director of

Elementary Education.

3           The reason for lapse or forfeiture shall in all cases be stated.





6.9       Certificates to accompany bills for Scholarship


A certificate in the following terms signed by the Head of the Institution shall accompany all bills for scholarships:


“I hereby certify that the scholar, on whose account the above amount has been drawn, has been regular in attendance and has   conformed to the rules under which the scholarships are tenable.”


6.10     Transfer of Scholarships


An application for the transfer of a scholarship from one institution to another shall be submitted together with the transfer certificate, through the Head of the institution to which the scholarship is to be transferred to the officer by whom the scholarship was awarded. The awarding officer after satisfying himself that the scholarship is still current, shall notify the transfer to the Head of the Institution


and also to the paying authority concerned. The latter will note the transfer on award roll.




6.11     Scholarship not ordinarily re-awarded


When a scholarship lapses or is forfeited it will not ordinarily be re-awarded. When, however, a scholarship, which has been awarded, has not been taken up or when a scholarship has lapsed owing to the death of scholar, a re-award may be made at the discretion of the awarding officer or authority; the scholarship, in such cases, being tenable from the date of the re-award to the end of the period for which the scholarship was originally awarded


6.12     Preferential claims to admission


If, in any recognized institution maintained by government, it is found necessary in any year for lack of accommodation or teaching power, to refuse admission to candidate’s scholars shall have preferential claim to admission over all other seeking admission at the same time.


6.13     Scholarships paid from public funds where tenable


Scholarships payable from public funds are tenable in recognized institutions only. It is also required in unaided schools that the tuition fees at not less than 50 per cent of the rates charged in government schools shall be levied from all holders of scholarships paid from public funds.


6.14     Scholarship holders not eligible for concessions


Scholarship holders in general shall not be eligible for other concessions but in very exceptional circumstances and that only with the express sanction of the Dy.Director Elementary Education.





6.15     IRDP Scholarship Scheme


Under the IRDP scholarship scheme started from the year 1991-1992 the students belonging to the families living below poverty line receiving education in state government Elementary schools are paid IRDP scholarship @ Rs. 150/ per annum per student.


6.16     Payment of Scholarship to Physically Handicapped.


Rules to regulate payment of Scholarship to Physically Handicapped


1.         Object



The main purpose of the scholarships for the physically handicapped is to assist them to secure such education, technical or professional training so as to enable them to earn a living and to become useful members of the society.


2.         Scope


For the purpose of these scholarships, the term “physically handicapped” shall comprise three categories of the physically handicapped viz. the blind, the deaf and the orthopaedically handicapped.


3.         Definition of the physically handicapped


1)        Blind: The blind are those who suffer from either of the following condition:-

1    Total absence of sight;

2    Visual acquity not exceeding 6/60 or 20/200 (Shellen) in the better eye with correcting lenses;

3    Limitation of the field of vision substanding and angle of 20 degree or worse.


2)        The deaf:

The  deaf  are  those  in  whom  the  sense  of  hearing  is  non-functional  for  the ordinary purpose of life. Generally a loss of hearing at 70 decibels or above at

500, 1000 or 2000 frequencies will make residual hearing non-functional.


3)         Orthopaedically handicapped: The orthopaedically handicapped are those who have a physical defect or deformity, which causes interference with the normal functioning of the bones, muscles and joints.




4.         Applicability


These  rules  shall  apply  only  to  the  physically  handicapped  persons  who  are regular students of Primary / Middle schools. Under these rules, scholarships will be  awarded  for  studies  from standard  first  to  post  graduate  course  including diploma courses/vocational/technical/professional courses.





5.         Eligibility


For the purpose of award of scholarships under these rules, the physically handicapped students must fulfil the following conditions:


1)        The applicant must be bonafide resident of Himachal Pradesh.


2)         The applicant must be a regular student of recognized school including public and convent schools.

3)         The applicant’s parents/guardian’s combined annual income should not exceed Rs. 60,000/- (sixty thousand).

4)         The applicant is not residing and receiving maintenance in any institution under Directorate of Welfare/Local Bodies/Government of India or other private organizations.

5)         The applicant is not in receipt of any other stipend/scholarship from any other source.

6)        The disability of applicant should be 40% or above.





6.         Type and rate of Scholarship and other Allowances


1.         The rate of scholarship shall be as under:-


1)  (I to V)

Day scholar                                  Boarders

Rs. 150/ p.m.                                Rs. 300/ p.m.


2)  VI to VIII

Rs. 200/ p.m.                                Rs. 400/ p.m.


The boarder’s rates shall be applicable to those students who reside in the hostel and this fact should be verified by the principal/headmaster of the institution.


1)  The scholarships at the said rates will be given for a year through the

Head of

the Institution. The scholarship once sanctioned should be drawn continuously but the applicant will have to produce annual progress report on the prescribed proforma.

2) The scholarship holder will be required to refund the amount of scholarship already paid, if during the course of the studies for which scholarship is awarded, the studies are discontinued without any reasonable explanation or valid reasons or students fail in the examination.

3)  If  at  any  stage,  information  furnished  by  the  applicant  is  found incorrect, the scholarship will be cancelled besides taking other action.

4)  In the case of blind candidate or who is handicapped in both hands, readers allowance shall be paid @ Rs. 50/- p.m. in addition to the scholarships if it is certified by the head of the Institution and Orthopedic Surgeon (Appendix-II) that the candidate has continuously employed a reader during the period of study.

5)  In the case of an orthopaedically handicapped candidate the additional allowance  of  Rs.  50/-  p.m.  for  the  purchase  and  maintenance  of


prosthetic appliance shall be paid on the recommendation of the Head of the Institution or an Orthopedic Surgeon.

6) In the case of an orthopaedically handicapped candidate who has abnormal defect, requiring special arrangements for transport, an additional monthly allowance of Rs 15/- may be sanctioned. Each case will be examined on its own merits on the recommendation of the Head of the Institution/establishment and on the basis of medical certificate of the orthopedic surgeon.


7.         Mode of applying


Application should be made to the Director of Welfare H.P. in the prescribed form (Appendix-I) through the head of institution where the candidate is admitted as a student.


1.         Documents  to  accompany  application:  Each  application  shall  be accompanied by the following documents:


1)         Medical   certificate:   A   certificate   in   the   prescribed   form Appendix-II that the candidate is blind, deaf, orthopaedically handicapped, as the case may be, within the meaning of the definition given in Rule-3 from the medical board constituted at all district levels under the chairmanship of Chief Medical Officer.

2)         Income certificate: A certificate from Revenue Officer not below the rank of Naib Tehsildar indicating clearly the monthly income of  both  the  parents  and  guardians  of  the  candidate  in  form Appendix -III.


8.         Payment


The amount of the scholarship will be drawn by the concerned District Welfare Officer. The payment of scholarship will be made to the Head of the Institution for disbursement to the awardee.


9.         Sanctioning Authority

The Deputy Commissioner shall be the sanctioning authority under these rules.


10.       Audit


1)         The audit of the expenditure on account of scholarship will be conducted by the A.G. (Audit) H.P. Shimla in the office of the District Welfare Officer.

2)         A register indicating therein the name and complete address of persons to whom the scholarships are sanctioned and amount disbursed therefor shall be maintained in the office of the District Welfare Officer. The District Welfare Officer will be responsible for making the payment and obtaining


APRs.   The   applications   of   students/sanctioned   scholarship   will   be returned to the District Welfare Officer by the Deputy Commissioner of the district concerned.


11.       Other conditions

1)         The Government of Himachal Pradesh reserves the rights to amend the rules without notice.

2)         The  amount  sanctioned  will  be  debitable  under  head  “2235  –  social security and welfare – 02-social welfare. 107-grant to other vol. agencies.

02- other voluntary agencies (Plan/non-plan).

3)         These rules are applicable to the students studying in I to VIII classes. The students/trainees  from  9th   class  onward  will  be  governed  under  the separate rules.


(Notified by the Govt. of Himachal Pradesh (Department of Social and Women’s Welfare vide notification number Kalyan –A (3)-5/81-11 dated 20-8-1988 read with notification number Kalyan-A(3)-5/81-111 dated 28-11-2000)


Appendix-I (Reference Para 7.16.7) Government of Himachal Pradesh Social and Women’s Welfare Department

Application  form  for  the  award  of  scholarship  to  the  physically  handicapped persons.


Application,  duly  filled,  in  must  reach  the  District  Welfare  Officer  of  the concerned district not later than                                                              . The application received thereafter, will not be entertained.


1. Name in full (in block letters)                                    
2. Father’s name:  
3. Guardian’s name:  
4. Residential address:  
5. Permanent address:  
6. Date of birth (in christen era):                                    
7. Whether belongs to scheduled


8. Parent’s/guardian’s profession:  
9. Total monthly income of both parents/guardian:  

10.       Particulars of last examination passed:


Name of examination








Name of institution


Name of board/university







11. Please state if you have been in receipt of any scholarship from any other source, if so indicate

1)  The source

2)  Monthly amount.

12. Have you ever received scholarship under the scheme, if yes, indicate:

1)  Course/class

2)  Period for which scholarship was paid.

13. Course/class in which admitted

1)  Date of admission:

2)  Present course/class:

3)  Approx. date of termination of course/class during the current academic year:

14. For blind:-

Have you engaged a reader? If yes, please indicate:-

1)  Amount paid per month:

2)  Date of engagement:







Date                                                                                        Signature of applicant





Declaration to be signed by the father/guardian of the child


I hereby declare:

i)   That the particulars given regarding my ward sh./kum.                               in the application are true to the best of my knowledge and belief, and that no material information has been concealed or withheld which has a bearing on selection.

ii)  That my ward shall not accept emoluments, scholarships or any other financial assistance of grant-in-aid other source during the tenure of the scholarship if awarded to him/her under the above scheme.




Signature of the parent/guardian


Appendix-II (Reference Para 7.16.7 ii.a) Medical Certificate for Physically Handicapped Persons

Certified      that      the      State/District      Medical      Board      at      state/zonal/district hospital                             H.P., examined the candidate whose signature and particulars are given below:


Name:                                                          s/o,d/o,w/o           sh:                                         

age                        sex                    address                                                                   

R/O                              P.O.                                        Teshil                                        Distri ct                     H.P.







Signature of candidate Identification mark of candidate: Category of disability:

i)         Blindness ii)        Low vision

iii)       Hearing impaired

iv)       Locomotor impaired v)        Mental impaired

vi)       Mental retardation vii)      Leprosy cured


Nature of disability: Permanent/temporary, mild, moderate, severe, profound/total.


Validity of certificate: Specify the date in case of temporary disability.


Extent of disability: Other particulars clarifying the disability including the percentage of disability:

Adds/Appliances recommended if any:







Photo stamp size

(1)        Member concerned speciality signature         







Stamp size photograph                       Stamp. of candidate.

(2)       Any other member





Date:                            (3)      Chairman





Appendix-III (Reference Para 7.16.7 ii.b) Income Certificate

Certified that the total combined income from all sources of both parents/guardians of


sh./kum.                                               Rs.                                    per month.

resident         of                                              is






Signature of Revenue Officer

(with seal)








12.1                 Introduction:


1.   The National Programme of Nutritional Support to Primary Education {NPNSPE}, popularly called Mid-Day-Meal Scheme was launched on 15th August, 1995, with the twin objectives of :-

1)  Boosting Universalisation of Primary /Upper Primary Education by increasing enrolment, retention and attendance.

2)  Simultaneously impacting on Nutritional status of children studying in I-V and VI – VIII classes.

2.   Hot cooked Mid Day Meal programme was introduced in all the Govt. / Govt.Aided Primary schools (classes 1 to V) in the state w.e.f.1.9.2004.

3.   This MDM programme  was extended to Upper primary stage to cover all the students (classes VI to VIII) of all the Middle Units of the Govt./Govt. Aided Sr. Sec. / High / Middle Schools of the state,  w.e.f. 1st July, 2008.


4.   Under this programme, hot cooked meal is cooked and served to all students present on all school days.


5.   Department   of   Elementary   Education   is   the   Designated   Nodal   Department   for implementation of the MDM Scheme.


12.2           NORMS :


Cooking/Conversion cost:


The cooking/ conversion cost is enhanced w.e.f. 1.4.2011. The revised rates are as under :


SN Stage Cooking / Conversion cost**
1 Primary Rs.  2.89 per child per day
2 Upper Primary Rs.  4.33 per child per day


**Cooking cost will be enhanced / revised by 7.5% every year.


Note:               The above cooking/ conversion cost includes:


1          Cost of Ingredients: pulses , vegetables , cooking oil , condiments etc. and fuel.


2          Local transportation charges


Budget for transportation of rice from fair price shop to respective school premises  is  being  allocated  separately  to  concerned  Block.  BEEOs  may release the funds to the concerned schools on the basis of freight rates fixed by the concerned Deputy Commissioner on PDS basis in respect of their  block.


3          Cost of Fuel: Cost of fuel is included in the cooking cost . Expenditure on this component may not be incurred from funds provided under MME / other




Food Norms:



The revised food norms are as under:



SN Items Quantity per student per day (quantity in gms)
Primary Upper primary
1 Rice 100 150
2 Pulses 30 40
3 Vegetables (leafy also)* 60 85
4 Oil 5 7.5
5 Salt & ingredients As per need As per need


Inclusion of soya chunks:    Keeping in view the average calorific & protein value of meal served to the students, soya chunks may be included in the recipe of vegetable pulao.

The following ingredients are recommended in the preparation of vegetable pulao:


SN Items Quantity per student per day (quantity in gms)
Primary Upper primary
1 Rice



2 Vegetables (leafy also)



3 Potato



4 Soya chunks/ nutri



5 Salt & ingredients As per need As per need




Purchase of ingredients:            Ingredients   used   for   the   preparation   of   Mid-day-Meals   should preferably be purchased from the local farmers. Purchase of vegetable

/ other ingredients from local farmers would not only cost less but also add fresh produce to the menu.




12.3     Procedure for allocation of funds and rice:


As per MDM guidelines , the schools/ institutions should maintain  one month  buffer stock of foodgrain and funds  i.e. school should  have one month advance  ration and  also  cooking cost for one month .

To ensure the smooth implementation of scheme, the following procedure may   be  adopted for allocating / disbursing rice and funds :



Distribution of Rice:




To ensure the timely supply of rice, the rice to Block offices / Schools should be made on quarterly basis instead of monthly basis, this will considerably curtail the time taken by HPSCSC/ PDS depot holder for lifting of rice from FCI godown and making available at PDS depot.

Since, Government of India allocates the rice to the State on the basis of average enrollment, number of school days and unutilized rice lying with the concerned Institution / Block / HPSCSC. Hence, the demand of rice may be obtained from the concerned School / Block. Before making allocation the following points may be kept into consideration:

1          Enrollment   of Block / Institution.


2          No of school days.


3          Approved norms i.e. 100 gms for primary and 150 gms for Upper




4    Unutilized rice lying with the School/ Block.




(Enrollment of Block/School * No of school days in the quarter/ month * approved food norms)- unutilized rice lying with the Block/School)



Further, the copy of allocation invariably is sent to the concerned Block. The Block should send the copy of allocation to the concerned Centre Head Teacher, who may ensure that every institution / school should lift the allocated quantity of   rice   . The concerned CHT may also ensure the reconciliation of rice with the allocation made by the Deputy Director and rice is lifted by the schools under his jurisdiction on monthly / quarterly basis, as the case may be.


12.4     Distribution of budget / funds and submission of utilization certificate:




The budget of MDM Scheme is being allocated / distributed to the BEEOs through e-vitran, the web site of the Finance Department. The BEEO may release the first quarter funds without seeking the requirement of expenditure from the Schools/SMCs. Thereafter, the funds are released after taking the utilization certificate from the concerned Schools / SMC and bills submitted by the Schools / implementing agencies be settled within fortnight. Further,  the  BEEOs  may  also  ensure  that  before  sanctioning  the  next  installment,  the advances may be adjusted, if any, given to the SMCs / implementing agencies / Schools. The funds may also be distributed on quarterly basis. Before making allocation the following points may be kept into consideration:



1)         Enrollment   of Block / Institution.


2)        No of School days.


3)        Approved norms i.e.


PRIMARY = Rs. 2.89 per child per day


UPPER PRIMARY= Rs. 4.33 per child per day


4)        Unutilized funds lying with the school/ block



(Enrollment of Block/School * No of school days in the quarter/ month * approved cooking cost)- unutilized funds lying with the block/school)



The funds to the Blocks / Schools may be released through E-banking. The intimation of funds released may be send to the concerned SMC/ institution/ school.



12.5     Hiring the services of cook-cum- Helper:




The guidelines regarding hiring the cook-cum-helper under this progragramme is enclosed at


Annexure “A”.


Health checks up of cook-cum-helpers:


The preparation of meals is a sensitive and continuous process, so it is necessary that the cook-cum-helper engaged under this scheme for this purpose should be physically fit. He should not suffer from any contagious disease. Hence the health check up of cook-cum- helper may be done at initial appointment and thereafter every year.


School health Programme:


The guidelines of Mid Day Meal scheme provides that the scheme be implemented in convergence with the School Health Programme. The guidelines also provide that MID DAY MEAL SCHEME should be complemented with appropriate intervention relating to micronutrient supplementation and de-worming, through administration of:

1)     Six monthly doses for de-worming and Vitamin-A supplementation.


2)      Weekly Iron and Folic-Acid supplement, and


3)      Other appropriate supplementation depending on common deficiencies found in the local area.



12.6     Role of Mothers:


The mothers can play an important role for effective implementation, proper monitoring and supervision of the Scheme. The mothers may be encouraged to supervise the cooking and serving of food to their children. The physical presence of at least one mother could ensure good quality meal being served every day. The supervision of mothers will also lessen the dependence on the role of external supervisor.  The mothers may supervise that neat/ clean and good quality of food is being cooked and served to the students. They can also give suggestions for effective implementation of the scheme. The monthly roster for mothers is maintained in each school to ensure that they come to school turn by turn every day to supervise the Mid Day Meal Scheme. Concerned CHT will facilitate the SMCs / Schools in preparation of mother’s roster in his jurisdiction and will ensure that monthly register is being maintained in every school.




The mothers may be encouraged to see that:





1)         Ingredients used for cooking i.e. pulses, rice, vegetables, spices etc. are of good quality and properly cleaned before cooking.


2)        The utensils used for cooking are being cleaned properly before use.


3)        The food is being tasted by the teacher and mother before serving to the students.


4)        Clean and adequate drinking water is available.


5)        Students may not waste the water.


6)        Clean water is being used for preparation of meal.




The third party inspection of schools can be an important tool for effective implementation, proper monitoring and supervision of the Scheme. The Govt. has desired that following officers may carry out inspections in their jurisdictions:


1)  SDM


2)   Tehsildar


3)  C.D.P.O


4)   T.W.O


5)     Members of Civil society (eminent social workers, NGOs etc.   Who are playing important part in the education field / welfare of children).


The inspection proforma is enclosed at Annexure “B” and also available in the departmental website : www.himchal.nic.in/eleedu


12.7       Role of SMC:




The SMC will be responsible to perform the following functions:-


1.   To  make  arrangements  for  hiring  the  services  of  cooks  /  helpers  at  rates  ,  as  per guidelines of the scheme.

2.   To  make  arrangements  for  procuring  /  purchasing  utensils  /  Kitchen  devices  after following all the required codal formalities.

3.   To make arrangements for proper / safe storage of all the articles purchased.


4.   The Committee will also see that the quantity of commodities purchased, are exactly as per norms given in the guidelines in view of the enrolment of the school.

5.   To check the quantity and quality of the food grains (rice) and other ingredients before preparing the meals.

6.   To ensure maximum effort to maintain cleanliness at the time of cooking / preparation of the meal, avoid wastage and maintain quality.

7.   To decide the weekly MENU under the programme and ensure that the decided menu is also adhered to and implemented in letter & spirit.

8.   It will also ensure that the weekly menu is also displayed on the school notice board.


9.  To test and taste the meals before serving to the children.


10.  There should not be any discrimination on the basis of caste/ creed and religion while serving the food to the students.


11. To ensure that local products donated by the public are of good quality.





Note: – The Committee will approve the expenditure incurred under this scheme in its meetings .




Guidelines  for    hiring  of  services    of  Cook  cum  Helper  under  MID  DAY  MEAL Scheme by the School Management Committee in Himachal Pradresh  :-



1          Introduction:


The National Programme of Nutritional Support to Primary Education {NPNSPE}, popularly known as   Mid-Day-Meal Scheme was launched on 15th August, 1995, with the twin objectives of :-


1)      Boosting  Universalization  of  Primary  /Upper  Primary  education  by  increasing enrolment, retention and attendance.

2)     Simultaneously impacting the Nutritional status of children studying in I-V and VI


– VIII classes.


Under this scheme, hot cooked meal is served on all school days to the students present in the Govt. / Govt. Aided Primary and Middle units of Govt. Middle / High / Senior Secondary Schools.



2          Objectives:


a)        To hire cook-cum-helper by SMC for Mid Day meal in the schools. b)        To empower the SMCs for effective running of Schools.

c)         To provide an earning opportunity to the local residents especially women and weaker section to work as MDM cook-cum-helper.



3          Job profile of Cook cum Helper




1)  To arrange for procurement, supply and storage of materials for Mid Day Meals as per instructions of SMC.

2)    To obtain the strength of students present on the day and obtain the required quantity of rice and other ingredients in view of the strength of the children for whom the meal is to be cooked and served on the day.

3)    To clean, wash and remove impurities if any, from the raw material to be cooked and ensure cooking as per menu in hygienic manner and conditions.


4)  To serve the meals to the students at the designated hour in the hygenic conditions.


5)  To clean the kitchen and utensils and store the utensils in a hygienic conditions.


6)  The cook-cum-helper has also to ensure that the gas stove/cylinder has been properly switched off and the cylinder has been placed in the store taking all precautions to avoid any untoward incidents.

7)   Help in procurement / transportation of material.


8)  Any other MDMS related miscellaneous job assigned by the SMC / incharge of






4          Student Norms of  Engagement :




The Government of India vide letter F.No.1-1/2008-Desk(MDM) dated   24th   September  ,


2009   prescribed the norms for engaging the cook-cum-helper under this scheme, which has been implemented by the State Government vide letter No. EDN.F (4)4/2007-II dated

11.2.2010 as per following table:-




Enrolment Slabs No. of Cook-cum-Helpers  allowed



































5.         Mode of Appointment:


The appointment shall be made by the School Managing Committees (SMC) at the school level.




6          Elegibility Criteria:


Only such candidates will be eligible to apply for the post of MDM Cook cum Helper, who is:-

1)        Citizen of India.


2)         Permanent resident of the village /Gram Panchayat / Urban local body of the area, in which the school is located.

3)         The  candidates  belonging  to  such  adjacent  Gram  Panchayats  where  there  is  no GSSS/GHS/GMS/GPS shall have the opportunity with him/her to apply for the post of Cook cum helper falling vacant in the equivalent school situated in the adjacent Panchayats.

4)        Should be medically fit and free from any contagious disease.


5)        Not involved in any act of crime.


6)        Has knowledge / experience of cooking for the children.




7          Identification of Vacancies:




The Head of the Institution will identify the vacancies as per prescribed norms and report the same to the SMC.



8          Adervtisement/Notification of Vacancies:




The SMC of the concerned school will notify the vacancies. The President of the School Management Committee (SMC) will call applications for hiring services of cook cum helper against vacancy at the Gram Panchayat/ Nagar Panchayat /Urban local body level.



The vacancy may also be advertised through School Notice boards and copy be sent to the concerned Panchayat/ Urban local body.


9      Applications :




The Candidates will have to apply for the offer of services as   Cook-Cum Helper   on plain paper, to the School Managing Committee (SMC) alongwith photocopies of certificates, which shall be verified with the original at the time of interview. The candidates are also required to paste one attested pass port size photograph on the application form.

The applicant shall have to produce the medically fitness certificate from the concerned Govt. Medical Authorities. The medial fitness certificate should specifically mention that the person is free from any contagious disease.



10        Interview:


a)        The selection committee shall hold interviews by calling all the eligible candidates. b)        The selection committee shall judge the suitability of the candidates purely on merit. c)        The selection will be specific to a particular school only.

d)                   The Member Secretary of the committee will maintain complete record of the selection process.

e)                   In the interview the marks shall be awarded to the candidate out of 15 marks.   The distribution of marks shall be as under :


i.      Candidates belonging to BPL / low income group family                   = 3 marks ii.     Widow, or women deserted by the husband or otherwise destitute     =3 marks iii.     Candidates belonging to SC/ST/OBC / minority category                  = 2 marks iv.      Candidates who are from families without any member in

Government   service                                                                            = 2 marks v.      Permanent resident of village  in respect of Gram Panchyat /

ward in respect of  local bodies                                                             = 2 marks vi.      Cooking  experience                                                                             = 3 marks


Total                                                                                                       =     15 marks




11        Application of Reservation Roster:




Since this is a contractual hiring of services by the SMC for a particular school and that too for a specific period on a fixed remuneration, hence reservation roster shall not be applicable.

12       Slection Committee:


The candidates will be selected by executive committee of School Managing Committee


13.       Declaration of Results :


Based on all relevant certificates enclosed with the application, a merit list will be drawn up and  the  person  at  the  top  will  be  offered  contract      subject  to  the  verification  of  all information and certificates with original and medical fitness.


14.    Appointments :


The appointment to the selected person will be offered by the SMC. The appointment will be made on contractual basis by the SMC after executing a proper agreement between the candidate selected and President of  SMC on the prescribed form of agreement at Annexure –



The contractual offer will be initially for one academic year. The contract will be renewed on yearly basis keeping in view the requirement of cook-cum-helper, medical fitness and performance of the person.



15     Waiting List :


For every selected candidate, a waiting list of candidates will be prepared on merit. The waiting  list  will  be  valid  for  one  year  after  the  selection  process  is  over.  Waiting  list candidates may be offered contract, if the selected candidate does not join or he/she leaves the contract with in one year of appointment.



16      Contractual Remuneration :


The Cook cum helpers will be paid a remuneration @ Rs. 1000/- (Rupees one thousand only) per  month  during  school  days,  by  the  (SMC)  out  of  grants  made  available  by  the Government. No remuneration will be payable for vacation period.



17       Age :


The age should not be less than 18 years and not more than 60 years. The services of cook cum helper will be terminated on attaining the age of 60 years.    The age limits is to be reckoned on the first day of the year in which posts are advertised by the SMC.



18        Appointing/Disciplinary Authority :


The cook cum helper so recruited shall be employee of the SMC for all intents and proposes. The appointing/ disciplinary authority in respect of  cook cum helper  will be the Executive Committee of  SMC.



19        Terms and Conditions:




1)       Keeping in view the nature of work, the cook-cum helper should  attend the duties in all school / working days.

2)       Continuous absence beyond three days from the school without approval of member secretary / competent authority shall automatically   lead   to the termination of the services of the Cook cum helper. The Cook cum helper will not be entitled for any wages/ remuneration  for the period of absence.

3)       The cook cum helper should be medically fit and free from any contagious disease. If person found medically  unfit / suffer from any contagious disease  subsequently then his contract will be terminated .

4)       If the performance of the selected person is not found  Satisfactory / good , the SMC


shall have power to remove the person.


5)       In case , the cook-cum-helper become surplus due to revision of norms for   hiring of cook-cum-helper or  decline in the enrollment or merged from  school / institution , principle of LAST COME , FIRST GO will apply and the contract of  person selected on later date will be terminated without giving any prior notice.



20        Right to Claim Regular Appointment:


The Candidates hired as Cook cum helpers under the guidelines, by the respective SMC shall have no right to claim regularization/ absorption/ appointment as regular    employees under the State Government.



The Government of Himachal Pradesh shall have the right to relax/amend any of the terms & conditions/ provisions mentioned in the above scheme in public interest.




Form of Agreement To be Executed Between SMC And Cook-cum-Helper Selected Under

Mid-Day-Meal Policy



An   agreement   made   this   the                       day   of                

in   the   year





(herein  after  called  the  Cook-cum-Helper       of  the



FIRST PART’ and the President  SMC of the other part )




Whereas the SMC has engaged the party of the FIRST PART and the party of the FIRST PART has agreed to serve as Cook- cum- helper on the terms and conditions herein after contained.



WHEREBY it is agreed as follows




1.        That the Cook- cum -helper shall remain in the service of the  SMC of the School



/   institution,          Village           


Gram   Panchayat                      


for  a  period



commencing on the day of                      and ending on the day of                          


.           It is specifically mentioned and agreed upon by both the parties that the contract of employment of a part of the FIRST PART shall ipso-facto stand terminated on the last working day on                                    .  No formal notice / order by the party of the second part conveying the same shall be necessary.



2.   That the employee shall submit himself /herself to the orders of SMC and  of the officers and the authorities under whom he /she may from time to time to be placed by the SMC and shall abide by the instructions issued by the SMC from time to time .



3.         That he /she shall employ himself /herself efficiently and diligently and to the best of his/her ability as Cook cum helper and that he/she shall devote his/her time to the duties of the service and that he/she shall not absent himself/herself from his/her said duties without having obtained prior permission from the immediate


officer. The Cook cum helpers will not be entitled  to  any remuneration for the period of absence.



4.         The service of the party of the FIRST PART shall terminate as follows:- (i)        Automatically at the end of term given in the appointment letter.

(ii)       BY the SMC without previous notice, if party of the FIRST PART became surplus as per criteria / norms before the expiry of the contract.

(iii)      By the SMC without previous notice , if the SMC is satisfied on evidence   before it that the party of the FIRST PART is unfit and is likely for a considerable period to continue unfit by reasons of ill health for the discharge of his/her duties. Provided that the decision of the SMC that the party of the FIRST PART is likely to continue unfit shall be conclusively binding on the party of the FIRST PART and there upon his/her services shall be terminated.

(iv)      By the SMC or its officers having proper authority without any previous notice , if the party of the FIRST PART is on to be prima-facie   guilty of any insubordination   , intemperance, moral turpitude or other misconduct or of any breach or non-performance of any of the provisions of these presents or is otherwise found unsuitable for the efficient performance of his/her duties.



(iv)      By one month notice in writing given at any time during services under this agreement  either  by  the  Cook  cum  helper  to  the  SMC  or  by  the  competent authority to Cook cum helpers.

(v)       Provided  that  the  SMC  may  pay  the  Cook  cum  helpers  ,  one  month’s remuneration in lieu of such notice   and there upon this agreement shall stand terminated forthwith.

5.         SMC shall pay the Cook cum helpers as long as the employee shall remain on contract and actually performs the duties assigned to his/her , a consolidated remuneration of Rs. 1000/-per month / as per norms fixed time to time . No other allowances shall be admissible . No remuneration will be paid for the school vacation.


6.         In respect of any matter of which no provision has been made in this agreement or in MID-Day-Meal scheme ,shall be dealt with as per the instructions issued by the SMC  from time to time.

7.         The Cook cum helpers shall have to execute the work assigned to him/her by the competent authority other than his/her own duties in public interest .

8.         It is expressly stated and agreed to by the party of the FIRST PART that any duration of service under this agreement shall not  give him/her any right to claim for absorption in regular vacancies that exist or may arise in future in particular cadre.

9.         NOTWITHSTANDING anything herein before contained in this agreement, the Government shall be free to make departure from the terms and conditions of this agreement in the exigencies of public service or in public interest if the circumstances so warrant.

10.       This offer of appointment is non-governmental on a fixed remuneration and it does not entitle him/her for any governmental scale .

11.                 The party of the FIRST PART engagement is subject to character and antecedents being certified to be good by two gazetted officers /  office bearer of the Gram Panchyat , not being  his / her  relatives.

12.       The party of the FIRST PART will have to furnish attested copies of certificates in support of date of birth, academic qualification , BPL/OBC/SC/ST  etc. at the time of joining .

13       No TA/DA will be paid to FIRST PARTY for joining the contract .






IN WITNESS WHEREOF the party of the FIRST PART and President of SMC on behalf of the party of the OTHER PART have hereinto set their hands the day, month and year first , above written.





PARTY OF THE FIRST PART                                                             IN THE PRESENCE OF:














PARTY OF THE SECOND PART                                                                


















Annexure III








Date of Inspection  


Name of District  


Name of Education Block  


Name of School  


Name of Head Teacher/ Incharge-MDM  




Attendance on the day of inspection  


Number of Students availing Mid day meal  


Whether menu display Yes No


Whether meal prepared on the day of inspection as

per menu

Yes No


Quality of meal Good




Whether adequate ration stock maintained in the school ( for one month)    




Number of cook-cum-helper engaged    


Honorarium paid upto the month of    
15-a Kitchen shed sanctioned or not if yes then    
15-b Constructed    
15-c In-progress    
15-d Not started    


Whether adequate kitchen devices available Yes No


Whether food grains are stored properly    


Whether adequate storage capacity (availability of

storage bin) is available for storing of food grains



Kind of fuel used (gas/ or any other kind)    


Drinking water facility available Yes No


Whether Mother/ parents / SMC members are supervising the preparation and serving of meal Yes/ no  


Whether hygiene and cleanliness maintained by the

MDM worker / staff in preparation and serving of meals including utensils



Whether hands are being washed properly before

and after taking MID DAY MEAL BY STUDENTS



Remarks/ suggestion , if any    




Name & Designation of Inspecting authority


(Authoritative English text of the Government Notification No. EDN-C-F-(10)-8/09 dated 05.03.2011 as required under article 348(3) of the Constitution of India)


Government of Himachal Pradesh

Department of Elementary Education

Notification No. EDN-C-F (10)-8/09                                   Dated Shimal-2 the 5th

March, 2011


In exercise of the powers conferred under section 38 of the Right of Children to Free and Compulsory Education Act, 2009, (35 of 2009) the Governor of Himachal Pradesh is pleased to make the following rules to carry out the provisions of the Act ibid, namely:-


1.   Short title : These rules shall be called the Right of Children to Free and

Compulsory Education, Himachal Pradesh Rules, 2011






2.         Definitions:


1.            In these rules, unless the context otherwise requires, –



2)            Act” means the Right of Children to Free and Compulsory

Education Act, 2009 (35     of 2009);

3)             Anganwadi” means an Anganwadi Centre established under the Integrated Child  Development Scheme of the Ministry of Women and Child Development of the Government of India;

4)            “Chapter”, “Section” and Schedule” means respectively Chapter, Section of, and   Schedule to, the Act;

5)           Child” means any child of the age of 6 to 14 years;

6)           Child belonging to disadvantaged group” means the child

belonging to Scheduled Caste or Scheduled Tribe or Other Backward Classes, who belongs to a family that is below the poverty line or is a disabled child as per the provisions contained in Persons With Disabilities (Equal Opportunities, Protection of Rights and Full Participation ) Act, 1995;

7)            “ Child belonging to weaker section” means the child belonging to such guardian or parent who belongs to Below Poverty Line family;

8)           Form” means a form appended to these rules;

9)            Neighbourhood’   for the purposes of these rules means a minimum contiguous population of 500 or more in one or more than one village; and Municipal area;

10)            “ Primary school” means a school imparting education to students for the classes 1 to 5 and also includes its branch;

11)           “    Pupil cumulative record” means record of the progress of the child based on comprehensive and continuous evaluation;

12)           “ School mapping” means planning school location to overcome social barriers and geographical distance;

13)          The “State Government” means, the Government of Himachal


14)           The term “SMC”  wherever used in these rules shall be construed to mean ‘School Management Committee;

15)          Upper primary school, means a school i9mparting education to the students for the classes 6th to 8th are

(2)           All other words and expressions used herein and not defined but defined in the Act shall have the same meanings respectively assigned to them in the Act.






3.            Special Training for the purposes of first proviso to section 4 (Non- residential / Residential bridge course) :


(1)      The School Management Committee / Local authority / teachers shall identify children requiring special training and organize such training in the following manner, namely:


2)         It shall be based on specially designed, age appropriate learning material, approved by the academic authority constituted under section 29(1);

3)          It may be provided in classes held in the premises of the school, or through classes organised in safe residential facilities;

4)         It may be provided by teacher working in the school, or by teachers specially appointed for the purpose; and

5)         The duration of training shall be for a minimum period of three months which may be extended, based on periodical assessment of learning progress  of the child, for a maximum period not exceeding two years.


  (2) The child shall, upon induction into the age appropriate class, after special training under sub-rule(1) , continue to receive special attention by the teacher to enable him / her to successfully integrate with the rest of the children in the class, academically and emotionally.





Areas or limits of Neighbourhood  Schools:


(1)       Neighbourhood school means and include –


2)     a primary school which is located within a walking distance of

1.5 kms (one and half a kilometres) of a neighbourhood and has a minimum of 25 children in the age group of 6 to 11 years available and wiling for enrolment in that school ; and

3)      An upper –primary school which is located within a walking distance of 3 kms (three kilometres) from   a neighbourhood and which has not less than 25 children in class 5th  of the feeding primary schools, taken together , available and wiling for enrolment in that school.


(2)        In areas with difficult terrain, having risk of landslides, floods, lack of roads and in general , danger for young children in the approach from their homes to the school, the State Government or local authority may locate the school in the manner so as to avoid such dangers, by reducing the limits specified under sub-rule(1).

(3)        For  children  from  small  villages,  as  identified  by  the  State Government or local authority, where no school exists within the area or limits of neighbourhood specified under sub-rule (1), the


State Government or local authority may consider making provision of free bus passes or payment of distance allowance at such rates as it may fix from time to time .

(4)       In areas with dispersed population, the State Government, instead of opening a School, may establish a hostel in some suitable school where, students of such areas may be admitted.

(5)        In areas with high population density, the State Government or local authority      may    consider    establishment    of    more    than    one neighbourhood school, having regard to the number of children in the age group of 6-14 years in such areas.

(6)       In  respect  of children  with  disabilities  which prevent  them from accessing the school, the State Government or local authority shall endeavour to make arrangements to provide them the distance or transportation allowance at such rates as may be fixed by the State Government  from  time  to  time,  for  enabling  them  to  attend  the school and complete elementary education.

(7)       The State Government or local authority shall ensure that access of children  to  the  school  is  not  hindered  on  account  of  social  and cultural factors.

(8)        The State Government may from time to time rationalize the existing primary and upper primary schools and may take appropriate decisions including those relating to their merger or closure as may emerge from the rationalization exercise.




5.         Responsibility of the State Government and local authority :

1.            A Child attending a school of the State Government or the local authority referred to in sub-clause (i) of clause (n of section 2 , a child attending a school in sub clause (ii) of clause (n) of section 2 in accordance with clause (b) of sub-section (1) of section 12, and a child attending a school referred to in sub-clauses (iii) and (iv) of clause  (n)  of  section  2  in  accordance  with  clause  (c)  of  sub- section(1)  of  section  12,  shall  be  entitled  to  free  education  as provided for in sub-section(2) of section 3 :


Provided further that free textbooks, writing material and uniforms shall be provided to such students, as may be decided by the State Government from time to time:


Provided further that, a child with disability shall also be entitled for free special training and support material.


2.            The State Government or the local authority shall ensure that no child is subjected to abuse on account of caste, class, religion or gender in the school.



3.            For the  purposes of clause (c ) of section 8 and clause ( c ) of section

9, the State Government and the local authority shall ensure that a child belonging to disadvantaged group is not segregated or discriminated against in the classroom during mid day meals, in the play grounds or in the use of common drinking water and toilet facilities.




6                The extended period of admission under section 15 – (1) A child can be admitted to a class within a maximum period of ninety days from the date of commencement of academic session. This period can be further extended by the State Government.

(2)  The child admitted under sub-rule(1) shall be imparted training so as to bridge the learning gap due to late admission as specified in rule 3.




7.            Maintenance of records of children by local authority for the purposes of clause (d) of section




1.   The local authority of the areas in which each school is situated or such other agency as may be   specified by the State Government for this purpose, shall maintain a record of all children, in its jurisdiction, through a household survey, from their birth till they attain the age of

14 years in the Village Education Register. The register shall be maintained in the form prescribed by the Director of Education, Himachal Pradesh.


2.   The record, referred to in sub-rule (1), shall be updated each year.

3.   The record, referred to in sub-rule (1) , shall be maintained transparently, in the public domain, and used for the purposes of clause (e) of section 9.


4.   The record, referred to in sub-rule (1) shall, in respect of every child, include,-




1)           name, sex, date of birth, place of birth;

2)           parent’ / guardian’ names, address, occupation;

3)            Pre-primary school/ Anganwadi centre that the child attended up to six years of age.;

4)            elementary school where the child is admitted;

5)           Present address of the child;


6)            Whether the child belongs to the weaker / disadvantaged section within the meaning of clauses (d) and (e) of section 2; and

7)            Details of children requiring special facilities or residential facilities on account of their migration / disability.


5.   The School Management Committee shall ensure that the  names of all children enrolled in the schools under its jurisdiction are publicly displayed in each school and the lists regularly sent to the local authority.






8. Documents as age proof for the purpose of section 14: Wherever a birth certificate under the Registration of Births, Deaths and Marriages Act, 2006 is not available, any one of the following documents shall be deemed to be proof of age of the child for the purposes of admission in schools ;-


1)     Hospital or Auxiliary Nurse and Midwife (ANM) register record;

2)     Anganwadi or nursery record which the child has attended; and

3)      In the absence of clause (a) and (b) above, declaration of age of the child by the parent or guardian.




9. Recognition of schools for the purposes of section A8-




(1)        Every Primary school, other than a school established, owned or controlled by the State Government or local authority, established before the commencement of the Act or intended to be established, shall make a self declaration/ file an application for recognition in FORM-I within a period of three months from the date of notification of these rules or as and when the school is intended to be established, to the concerned Block Elementary Education Officer, and




(2)        Every Upper-Primary school and every school having classes 1st to 8th , other than a school established, owned or controlled by the State Government or local authority, established before the commencement of this Act or intended to be established, shall make a self declaration / file an application for recognition in FORM – I within a period of three months from the date of notification of these rules or as and when the school is intended to be established to the Deputy Director Elementary Education regarding its compliance or otherwise with the norms and


standards specified in the Schedule appended to the Act, and the following conditions, namely :-


1)     the school shall conform to the values enshrined in the Constitution;

2)      The school buildings or other structures or the grounds shall not be sued during the day or night for  commercial or residential purposes (except for the purpose of residence of any employee of the school) or for political or non- educational activity of any kind whatsoever;

3)      That the school is open to inspection by any officer authorized by the state Government /Local authority; and

4)      The school furnish such reports and information as may be required by the Director Education or Deputy Director of Elementary Education or Bock Elementary Education Officer, from time to time and comply with such instructions of State Government or local. Authority as may be issued to secure the continued fulfilment of the condition of recognition or the removal of deficiencies in working of the school.







(3)        Every self declaration received in FORM I shall be placed by the Block Elementary Education Officer or Deputy Director of Elementary Education, as the case may be in pubic domain within fifteen days of its receipt.


(4)        The Block Elementary Education Officer or the Deputy Director Elementary Education, as the case may be shall conduct or et conducted the inspection of schools which claim to fulfil the norms and standards specified in the Schedule and the conditions mentioned in sub-rule (2) within three months of the receipt of the self declaration in FORM – I ,


(5)        After the inspection referred to in sub-rule (3) of this rule is carried out, the inspection report shall be placed by the Block Elementary Education Officer or Deputy Director Elementary Education, as the case may be in public domain and schools found to be conforming to the norms, standards specified in the Schedule and the conditions specified in sub-rule(2) shall be granted recognition by the Block Education Officer or Deputy Director Elementary Education, as the case may be in FORM – II  within a period

of 15 days from the date of inspection.


(6)        Schools which were established prior to the enforcement of the Act and which do not conform to the norms, standards and conditions mentioned in sub-rule (2) shall be listed by the concerned Block Elementary Education Officer, in case the school is a primary school or the Deputy Director Elementary education, in the case of upper-primary school or a school



having classes 1st to 8th , through a public order to this effect. Such schools may request the Block Elementary Education Officer or Deputy Director Elementary education, as the case may be, for an non-site inspection for grant of recognition, any time before 31st march 2013.


(7)        Schools which were established prior to the enforcement of the Act and do not conform to the norms, standards and conditions mentioned in sub-rule (2) after three years from the commencement of the Act, shall cease to function.


(8)        Every school, other than a school established, owned or controlled or intended to be established, by the State Government or local authority established after the commencement of the Act shall conform to the norms and standards and conditions mentioned in sub-rule (1) in order to qualify for recognition.


(9)        Every self declaration cum application for recognition shall be accompanied by such recognition and inspection fee as may be notified by the State Government from time to time.


(10)      Withdrawal to recognition to schools for the purposes of section 18(3)- (1) Where the Block Elementary Education Officer in case of a primary

school and the Deputy Director Elementary education, in case of an upper- primary school or a school having classes 1st to 8th on his own motion; or on any representation received from any person, has reason to believe, to be recorded in writing, that a school recognized under rule 9, has violated one or more of the conditions for  grant of recognition or has failed to

fulfil the norms and standards specified in the Schedule, she/he shall act in the following manner : –


1)         issue a notice to the school specifying the violations of the conditions of grant of recognition and seek its explanation within one month; and

2)         in case the explanation is not found to be satisfactory or nor explanation is received within the stipulated time period, the Block Elementary Education Officer or the Deputy Director Elementary Education, as the case may be, may cause an inspection of the school, to be conducted by a Committee, which shall make due inquiry and submit its report, along with its recommendations for continuation of recognition or its withdrawal, to the Block Elementary Education officer or Deputy Director Elementary education.

3)         The Block Elementary Education Officer in case of primary schools and the Deputy Director Elementary education in case of


upper-primary schools or a school having classes 1st to 8th shall consider the report of the Committee under sub-rule (1) and may pass an order for withdrawal of recognition or continuation of the same as is deemed appropriate on the basis of a speaking order:


Provided that, no order for the withdrawal of recognition shall be passed by the said officer  without giving the school an opportunity of being heard:


Provided further that, no such order shall be passed by the aforesaid officers without the prior  approval of the Director of Elementary Education, Himachal Pradesh.


(2)                    The order for withdrawal of recognition shall be operative from the immediately succeeding academic year and shall specify the neighbourhood schools to which the children of that school shall be admitted.







11. Composition and functions of the School Management Committee for the purposes of section 21 –  Composition and functions of the School Management Committee, in the State of Himachal Pradesh shall be the same as notified by the State Government through the Government Notification No. EDN – C- F (10) – 7/2010, dated 6th March 2010 and as amended subsequently from time to time.


12. Preparation of School Development Plan for the purpose of section 22 – (1)

The School Management Committee shall prepare a School Development Plan at least three months before the end of the financial year in which it is first constituted under the Act.


(2) The School Development Plan shall be a three year plan comprising three annual sub- plans.

(3) The School Development Plan, shall contain the following details, namely:-


1)  estimates of class-wise enrolment for each year;

2)  physical requirement of additional infrastructure and equipments over the three year period, calculated, with reference to the norms and standards specified in the Schedule; and

3)  Additional financial requirement over the three year period, year-wise, in respect of (a) and (b) above, including additional requirement for providing special training facility specified in section 4.


(4)  The School Development Plan shall be signed by the Chairperson/Vice-Chairperson and convener of the School Management Committee and submitted to the local authority and to the

Deputy Director Elementary Education before the end of the financial year in which it is to be prepared.






13. Minimum Qualification for the purposes of section 23 (1) –  The minimum qualifications laid down by the academic authority referred to in sub-section (1) of Section-23 shall be applicable for every school referred to in clause (n) of section 2

14. Acquiring minimum qualifications under proviso to section 23 (2) (1) The State Government shall provide adequate teacher education facilities to ensure that all teachers in schools referred to in Sub-clause (i) of clause (n) of section 2, who do not possess the minimum qualifications laid down under section 23, at the time of commencement of the Act, to acquire such minimum qualifications within a period of five years from the commencement of the Act.

(2) For a teacher, of any school referred to in sub-clauses (ii) and (iv) of clause (n) of section 2, who does not possess the minimum qualifications laid down under section 23 at the time of commencement of the Act. The management of such school shall enable such teacher to acquire such minimum qualifications within a period of five years from the commencement of the Act.


15. Salary and allowances conditions of service of teachers for the purpose of section 23 (3) – The salary and allowances payable to and the terms and conditions of service of teachers of schools specified in sub-clause (I) of clause (n) of section 2, shall be as may be specified by the State Government from time to time through its various Recruitment

& Promotion Rules of the respective posts and other orders/instructions issued by the

State Government


Provided that the State Government may through a scheme notified by it, allow the School Management committee to engage teachers on part-time or temporary basis and pay them at such rates as are specified in the instructions issued by the State Government.


16. Duties to be performed by teachers for the purpose of clause (f) to section 24 (1) (1) In performance of the functions specified in sub-section (1) of section 24 and in order to fulfil the requirements of clause (h) of sub-section (2) of section 29, the teacher shall maintain a file containing the cumulative pupil progress record for every child, in the Form specified by the State Government, which shall form the basis for the awarding the completion certificate specified in sub-section (2) of section 30.


(2) In addition to the functions specified in clauses (a) to (e) of sub-section (1) of section

24, a teacher shall perform the duties assigned to him or her by the State Government or


the Director of Education, Himachal Pradesh including the duties related to teacher training / curriculum development and the duties specified in the Schedule .




17. Manner of redressal of grievances of teachers: – The redressal of grievances of teachers shall be dealt with in accordance with the rules made applicable to the them by the State Government.






18.  Academic Authority for  the purposes of section 29 – (1) Within six months from the date of publication of the notification of these rules, the State Government shall notify/constitute such academic authority by notification as deemed appropriate, as the academic authority for the purposes of section 29. Separate academic authorities may also be constituted for this purpose.


(2) While laying down the curriculum and evaluation procedure, the academic authority notified under sub-rule (1) shall, keeping in view the duties expected from teachers under section 29 , shall-

1)  formulate the relevant and age appropriate syllabus and text books and other learning material;

2)  develop and implement the in – service teacher training design; and

3)  prepare guidelines for putting into practice continuous and comprehensive evaluation

(3)    The academic authority referred to in sub-rule (1) shall design and implement a process of holistic school quality assessment on a regular basis.


19.  Award of certificate for the purposes of section 30 – (1) The certificate of completion of elementary education shall be issued at the school level within one month of the completion of elementary education in the Form specified by the Director Elementary Education, Himachal Pradesh.

(2)  The certificate referred to in sub-rule (1) shall contain the Cumulative Pupil

Progress Record of the child.




20  Performance of functions for the purposes of section 31(3) –(1)  The State Government shall constitute an authority known as the Right to Education Protection Authority for the purposes of performing the functions specified in sub-section (1) of section 31, within six months of the commencement of these rules.


(2) The constitution, procedure and extent of powers of the authority constituted under sub-rule (1) shall be specified be by the State Government through a notification in the Official Gazette.

21.  Manner of filing complaints before the Right to Education Protection Authority

– B  The manner of filing complaints before the Right to Education Protection

Authority shall be such as may be specified by the State Government.


PART X – State Advisory Council


22. Constitution and Functions of the State Advisory Council for the purpose of section



(1)        The State Advisory Council to be constituted under section 34 shall consist of a         Chairperson and fourteen members.

(2)        The Minister – in charge of the Department of School Education in the State Government shall be the ex-officio Chairperson of the State Advisory Council.

(3)        Members of the Council, shall be appointed by the State Government from amongst the persons having knowledge and practical experience in the field of elementary education and child development, taking into consideration following criteria :-


1)              at least four members shall be from amongst persons belonging to

Schedule Castes, Schedule     Tribes and Minorities;

2)               at least one member shall be from amongst persons having specialized knowledge and    practical experience of education of children with special needs;

3)               One member shall be from amongst persons having specialised knowledge in the filed of   pre-primary education;

4)               At least two members shall be from amongst persons having specialized knowledge and practical experience in the field of t teacher education; and

5)              Fifty percent of such members shall be women.




(4)        The Department of Elementary Education shall provide need based logistic support for meetings of the Council and its other functions.

(5)       The procedure for transaction of Business of the Council shall be as under : –


1)  The Council shall meet at such times and place as the Chairperson thinks fit. It shall be compulsory to hold at least four meetings in a year.

2)  The meeting of the Council shall be presided over by the Chairperson. If for any reason the Chairperson is unable to attend the meeting of the Council, he may nominate a member of the Council to preside over such meeting. Quorum for the meeting shall be 50% of the total members.




(6)        The terms and conditions for appointment of Members of the Council shall be as under : –


1)  Every member shall hold office for a term of two years from the date on which she /he assumes office or till the Council is reconstituted by the State Government, whichever is earlier.

2)    Members of the Council shall be entitled to travelling and daily allowances for official tours and journeys as a admissible to the Grade-I officers of the State Government.


(7)       The state Advisory Council shall function in an advisory capacity.


(8)       The State Advisory Council shall perform the following functions, namely;


1    Review –

1)  compliance with teacher qualifications and trainings; and

2)  implementation of section 29

3)  commission studies and research for the effective implementation of the


4) Act as an interface between the public and the media and the State Government in creating aware ness, mobilization, and a positive environment for the implementation of the At.


(9)       The State Advisory Council shall prepare reports relating to the reviews, studies and research undertaken by it and furnish the same to the State or Central Government as per requirement.










(See rule -9)




The Deputy Director (Elementary Education)/ Block

Elementary Education Officer (Name of District and State) Sir/madam,


I am submitting self declaration / application regarding compliance with the norms and standards specified in the Schedule of the Right of Children to Free and Compulsory Education Act, 2009 and the rules for the grant of recognition to ……………………………….(Name of the school)…………………….With effect from the commencement of the school year 20……..


Yours Faithfully,




Enclosure: Place/Date:





Chairman of Managing





A. School Details
1. Name of School  
2. Academic Session  
3. District  
4. Postal Address  
5. Village/City  
6. Tehsil  
7. Pin Code:  
8. Phone No with STD Code  
9. Fax No.  
10. E-mail address if any  
11. Nearest Police Station  








































B. General Information
1. Year of Establishment / or to be established  
2. Date of First Opening of School  
3. Name of Trust/Society/Managing Committee  
4. Whether Trust/Society/Managing Committee / is registered  
5. Period up to which Registration of Trust / Society / Managing

Committee is valid.

6. Whether there is a proof of non-proprietary character of the

Trust/Society/Managing Committee supported by the list of members with their address on an affidavit in copy.

7. Name and official address of the Manager/President /Chairman of

the School

  Phone (O)…………
8. Total Income & Expenditure during last 3 years surplus/ deficit
  Year Income Expenditure Surplus/Deficit


























C. Nature and area of School
1. Medium of Instruction  
2. Type of School (Specify entry & exit classes)  
3. If aided, the name of agency and percentage of aid  
4. If School Recognized/affiliated earlier  
5. If so, by which authority

Recognition number

6. Does the school have its own building or is it running in a rented


7. Whether the school buildings or other structures or the grounds

are used during the day or night for commercial or residential purposes (except for the purpose of residence of any employee of the school) or for political or non-educational activity of any kind whatsoever?

8. Total area of the school  
9. Built in area of the school  





D. Enrolment Status
  Class No. of Section No. of Students
1. Pre-primary    
2. I-V    
3. VI-VII    

















E. Infrastructure Details & Sanitary Conditions

  Room 1.    Class room

2.    Office room-cum- Store Room-cum- Headmasteroom

3.       Kitchen-cum-store

  Average Size    


F. Other Facilities



r all Facilitie s have barrier free access


g Learnin g Material s (attach list)

Sports &

Play equipment s (attach list)

Facility books in library

•   Books (No. of


•     Periodical/Newspa pers

Type and

number of drinking water facility



•     Type of W.C & Urinals

•     Numbe r of Urinals

/Lavato ries separat ely for boys

(1) (2) (3)
        •     Number of Urinals/Lavatories separately for girls


(1)   (2) (4) (5) (6)


G. Part G. Particulars of Teaching Staff


1. Teaching in Primary / upper Primary exclusively (details of each teacher separately)















Experienc e


al qulificatio n


assigne d

Date of


Trained or


(1) (2) (3) (4) (5) (6) (7) (8) (9)


2. Teaching in both Elementary and secondary (details of each teacher separately)


Teache r Name Father/Spous e


Date of

Birt h


Qualificatio n


Qualificatio n


Experienc e


Assigne d

Date of



Trained or

untraine d

(1) (2) (3) (4) (5) (6) (7) (8) (9)


3. Headmaster



















of apt.


or untrained

(1) (2) (3) (4) (5) (6) (7) (8) (9)


H         Curriculum and Syllabus



Detail of curriculum &

syllabus followed in each class (up to VIII)

System of Pupil Assessment Whether pupils of the school

are required to take any

board exam up to class VIII ?

(1) (2) (3)

I. Certified that the school has also submitted information in this data capture

format of District Information System of Education with this application;


j. Certified that the school is open to inspection by any officer authorized by the appropriate authority.


k. Certified that the school undertakes to furnish such reports and information as may be required by the Deputy Director Education of Block Elementary Education Officer from time to time and complies with such instructions of the appropriate authority or the Deputy director Education Officer as may be issued to secure the continued fulfilment of the condition of recognition or the removal of deficiencies in working of the school;


L. Certified that records of the school pertinent to the implementation of this Act  shall  be  open  to  inspection.  By  any  officer  authorized  by  the  Deputy Director Education or Block Elementary Education Officer or appropriate authority at any time, and the school shall furnish all such information as may be necessary to enable the central and / or State Government / Local Body or the Administration to discharge its or his obligations to Parliament / Legislative Assembly of the state / Panchayat/ Muncipal Corporation, as the case may be.




Sd. /-










Place            Date Gram:          Phone: E-Mail:        Fax:

Chairman/Manager, Managing Committee



Form II

(See sub-rule (5) of rule 9)


OFFICE OF Deputy Director Education (Elementary)/ OFFICE of the Block Elementary Education Officer

(Name of District/State) No.      Dated:

The Manager,


Sub: Recognition Certificate for the school under sub-rule (5) of rule 9 of Right of Children to Free and Compulsory Education Rules, 2011 for the purpose of sub- section-(2) of Section 18 of Right of Children to Free and Compulsory Education Act 2009.


Dear Sir/Madam,




With reference to your application dated                      and subsequent correspondence with the school. I convey the grant for provisional recognition to the

                        (name of the school with address) for Class              to Class                for a period of three years w.e.f.        to                                            


The above sanction is subject to fulfilment of following conditions:-




1.     The grant for recognition is not extendable and does not in any way imply any obligation to recognize or        affiliate the school beyond Class VIII.


2.  The School shall abide by the provisions of Right of Children to Free and Compulsory Education Act,             2009 (Annexure I) and the Right of Children to Free and Compulsory Education Rules, 2011 (Annexure II)


3.  The Society / School shall not collect any capitation fee and subject the child or his or hr parents or  guardians to any screening procedure.


4.   The School shall not deny admission to any child.


1)              For lack of age proof;

2)               If such admission is sought subsequent to the extended period of ninety days for admission; and

3)              On the ground of religion, caste or race, place of birth or any of them.


5.  The School shall ensure that


1)               No Child admitted shall be held back in any class or expelled from school till the completion of elementary education in that school

2)              No child shall be subjected to physical punishment to mental harassment

3)               No child is required to pass any Board examination till the completion of elementary education

4)               Every child completing elementary education is awarded a certificate as laid down under rule 19 of the Right of Children to Free and Compulsory Education, Himachal Pradesh Rules, 2011,

5)               Students  with  disabilities  /special  needs  are  given  admission  as  per provisions of the Act,

6)               The  teachers  are  recruited  with  minimum  qualifications  as  laid  down under section 23(1) of the Act. The current   teachers who at the commencement of this Act did not possess minimum qualifications shall acquire such minimum qualifications by March, 2015;

7)              The teacher performs his/ her duties specified under section 24(1) of the

Act; and

8)               The teachers shall not engage +himself or herself for private teaching activities.




6.               The School shall follow the syllabus on the basis of curriculum laid down by academic authority under sub-section (1) of section 29.

7.               The School shall enrol students proportionate to the facilities available in the school specified in the section 19 of the Act.

8.               The School shall maintain the standards and norms as specified in section

19 of the Act. The facilities reported at the time of last inspection are as given under:-




Area of school campus


Total built up area Area of play ground No. of class rooms

Room for Headmaster / Office / Store Separate toilet for boys and girls Drinking Water Facility

Kitchen for cooking Mid Day Meal


Barrier free Access



Availability of Teaching Learning Material /Play Sports



9.               No unrecognized classes shall run within the premises of the school or outside in the name of school.

10.             The school buildings or other structures or the g rounds shall not be used during the day or night for commercial or residential purposes, except for the purpose of residence of any employee of the school or for political or non-educational activity of any kind whatsoever.

11.             The  School  shall  be  run  by  a  society  registered  under  the  Societies Registration Act, 1860 ( 21 of 1860), or a public trust constituted under any law for the time being in force.

12.             The  School  shall  not  be  run  for  profit  to  any  individual,  group  or association of individuals or any other persons.

13.             The accounts of the school shall be audited and certified by a Chartered Accountant and proper accounts statements shall be prepared as per rules. A copy each of the Statements of Accounts shall be sent to the Deputy Director/Block Elementary Education Officer every year.

14.             The recognition Code Number allotted to your school is                              this may please be noted and quoted for any correspondence with this office.

15.             The school shall furnish such reports and information as may be required by   the   Director   of   Education/Deputy   Director/   Block   Elementary Education Officer from time to time and comply with such instructions of the State government / Local authority as may be issued to secure the continued fulfilment of the condition of recognition or the removal of deficiencies in working of the school.

16.             Renewal of Registration of Society if any is ensured.

17.             The State Government may specify additional conditions from time to time, for compliance.




Yours faithfully, Deputy Director Education (Elementary)/ Block Elementary Education Officer






By Order

Principal Secretary (Education) to the

Government of Himachal  Pradesh.




Value Education




10.1     Introduction

We are at present faced with the challenge of break down of human values that threaten the stability of our society. The basic aim of education is to produce men of  knowledge,  as  well  as,  of  culture.  Value  oriented  education  has  to  be  an integral part of entire educational process. Every teacher must become responsible for imparting value education. In our culturally plural society, education should foster universal and eternal values, oriented towards the unity and integration of our people. Such value education should help eliminate obscurentism, religious fanaticism, violence, superstition and fatalism.


Apart  from  their  combative  roles,  value  education  has  a  profound  positive content, based on our heritage, national goals and universal perception. The growing concern over the erosion of essential values and increasing cynicism in society has brought to focus the need for re-adjustment in curriculum in order to make education a forceful tool for the cultivation of social and moral values. Conscious  and  organized  attempts  are  required  to  be  made  for  imparting education in social, moral and spiritual values, with the help, wherever possible, of the ethical teachings of great religions.


10.2     Moral values

Moral values in fact, in real sense, represent the essence of all desirable values propagated by different religions. Some times we find that moral values are also

non-controversial, rational, secular and may enable the children to be useful citizens  of a  democratic,  modern,  progressive  society  committed  to  scientific attitudes. Such values should be free of any regional, religious and other biases.


Basic human values can broadly be classified and defined as follows :



is  the  highest  human  value.  Truth  is  that  which  is  external.  It  includes truthfulness, curiosity, quest for knowledge, spirit of enquiry, introspection, judgement, secularism, religions, tolerance and universal truth.



is the second basic human value. It is truth in action. It expresses in terms of right actions  for  the  good  of  one’s  self,  as  well  as,  for  social  good.  It  includes obedience, duty, cleanliness, hygienic living, regularity, punctuality, proper use of time,  dignity  of  labour,  simple  living,  respect  of  others,  service  to  others, reverence for old age, self-help, self-support, self-confidence, initiative, resourcefulness, courage, leadership, faithfulness, justice, teamwork, team spirit, equality and self sacrifice.




the  first  meaning  of  peace  is  a  kind  of  natural  and  self-existent  calmness. Secondly, it may mean the absence of passion. It includes abstinence, cultivation of virtues, discipline, honesty, endurance, integrity, self-discipline, self-control, self-respect, and dignity of individual power of concentration.



is a sign of expression of heart. Love gives and forgives. It includes sincerity, kindness, sympathy, tolerance, friendship, patriotism, devotion and humanism.



means refraining from giving pain to others by words, deeds, etc. It includes kindness, courtesy, good manners, helpfulness, fellow-feeling, gentle-manliness, consideration  for  others, unwillingness  to  hurt others, readiness to cooperate, appreciation of cultural values of others, compassion and universal love.


These values have further been sub-divided into 83 components by N.C.E.R.T., which is given in Annexure-I. The table of values activity-wise and stage-wise is given in Annexure-II.


10.3     Role of teachers

The role of teacher in cultivating basic human values in the students is indispensable. He should necessarily be not only a good educator but a good person possessing basic moral and aesthetic values. He provides models – good or bad – of behaviour for his pupils. As an educator, he should possess professional

competence, reading habit and should be a constant learner and innovative. As a

human being, he should be a man of simple habits, regular and punctual in his duty, truthful, honest, kind and self-confident. He should be commanding respect for himself and respecting others. He should be able to develop concern for nationalism, environment and integration in the students and should foster basic values of democracy, rule of law, social justice and humanity enshrined in the Constitution of India.


10.4     Duties/responsibilities of head of institution and teachers in inculcation of human values


The head of the institution will be responsible for inculcation of human values amongst the students of his school by including/identifying/organizing certain suitable programmes/ activities after being given proper orientation for being an instrument of inculcation of certain values. The head of the institution should


1)         Organize various clubs like nature club, adventure club, literature club in the school as a means of personal growth helping individual students to clarify their own thinking through personal experience, to express their ideas  through  activities,  acquire  knowledge  and  new  ideas  and  reflect


upon and modify attitudes. This will also help the students in a group to know each other as individuals, grow together in a group, deepening their relationship and learn to tolerate each other’s differences.

2)        Design projects and suggest themes for project work.

3)         Organize  tours  and  visits  in  nature,  walk  in  countryside,  to  historic monuments, to synagogues, temples, shrines, factories, farms, power stations, sewage disposal works and housing projects.

4)         Organize activities like paragraph writing, story telling, recitations, group songs, action songs, solo songs, shadow play, one act play, group dances etc for developing self confidence, sense of achievement, self respect, team spirit and appreciation by suggesting topics and songs from history, freedom struggle, in the background of nationalism and patriotic spirit.

5)         Organize social service camps, visits and excursions laying emphasis on “shramdaan”, cleaning colonies, hospitals, schools, distribution of food material, medicines, clothings etc during natural calamities, helping accident victims, lending help to blind, old, children etc for developing team spirit, dignity of labour, helpfulness, service to humanity, honesty and concern for others.

6)         Organize games-sports, scouting, guiding, NCC and yoga programmes to help cultivate sense of discipline, punctuality, co-operation and spirit of competition amongst the students.

7)         Organize  inter-house  meets  and  cultural  meets  to  develop  quality  of leadership,     initiative,     fellow-feeling     amongst     the     participants. Demonstration of skills can also be organized for self-confidence.


Participation of students in national days and other days of national importance will work as a measure amongst the students to build up the feeling of nationalism and the spirit of dedication.


8)         Organize debates and paper reading contests on the suggested topics for discrimination between right and wrong and the topics from the lives of great leaders, patriots, sages and saints.

9)         Have a notice board with “new thought of the day” for students to read, reflect and introspect.

10)       Include  prayer,  good  thoughts,  talk  by  teachers  and  students  and recitations in the morning assembly. Patriotic songs of different languages may be sung as song of the day.

11)      Organize students’ self-government, mock parliaments etc.

12)       Encourage the students to learn more and more international and regional languages and provide facilities for the same.

13)       Organize national integration exhibitions depicting the cultural, economic, historical and social aspects.

14)       Organize exhibitions on history of freedom movement on permanent basis in the school adding new dimensions and materials from time to time.

15)       Display quotations from great thinkers on the themes of value education at all the suitable corners of the school.


16)       Put  pictures  and  charts  with  short  biographical  notes  of  national  and international figures who contributed for the good of the mankind, in libraries, laboratories, classrooms and halls.

17)       Ensure active participation of local community and parents to strengthen the programme of value education in schools.

18)       Organize social awareness and sensitivity camps to expose the students to different aspects like drugs and de-addiction, street and working children, destitutes, senior citizens and also aspects such as life skills, education, personal grooming, responsibilities of adolescence, career guidance and environment.

19)       Organize trips to old age homes with interactive programmes chalked out for both students and senior citizens to inculcate the feeling of respect and obedience towards senior citizens, sense of duty and to develop sense of responsibility.

20)       Plan visits to hospitals by students during OPD hours to assist in guiding the patients to right departments, explaining to them how medicines are to be taken and taking their temperature and blood pressure as a routine.

21)      Encourage the spirit of “Each one teach one”.

22)       Ensure that the students participate in plantation programmes organized by local communities/ NGOs/ government departments/organizations for improvement of environment.





Appendix of Values




1.   Abstinence 43. National consciousness
2.   Appreciation of cultural values of


44. Non-violence
3.   Anti- untouchability 45. National integration
4.   Citizenship 46. Obedience
5.   Consideration for values 47. Peace
6.   Concern for others 48. Proper utilization of time
7.   Co-operation 49. Punctuality
8.   Cleanliness 50. Patriotism
9.   Compassion 51. Purity
10. Common cause 52. Quest for knowledge
11. Common good 53. Resourcefulness
12. Courage 54. Regularity
13. Courtesy 55. Respect for others
14. Curiosity 56. Reverence for old age
15. Democratic decision making 57. Sincerity
16. Devotion 58. Simple living
17. Dignity of individual 59. Social justice
18. Dignity of manual labour 60. Self-discipline
19. Duty 61. Self help
20. Discipline 62. Self-respect
21. Endurance 63. Self confidence
22. Equality 64. Self support



23. Friendship 65. Self study
24. Faithfulness 66. Self reliance
25. Fellowship 67. Self control
26. Freedom 68. Self restraint
27. Forward look 69. Social service
28. Good manners 70. Solidarity of mankind
29. Gratitude 71. Sense of social responsibility
30. Gentlemanliness 72. Sense of discrimination between

good and bad

31. Honesty 73. Socialism
32. Helpfulness 74. Sympathy
33. Humanism 75. Secularism   and   respect   for   all


34. Hygienic living 76. Spirit of enquiry
35. Initiative 77. Team work
36. Integrity 78. Team spirit
37. Justice 79. Truthfulness
38. Kindness 80. Tolerance
39. Kindness to animals 81. Universal truth
40. Loyalty to duty 82. Universal love
41. Leadership 83. Value for national/civic property
42. National unity  




Identification of Appropriate Values for School Children






1. Cleanliness and hygiene 1. Checking   of   personal   cleanliness   of students.
    2. Involving the children in cleaning the

classroom and the surroundings.

    3. Encouraging   good   eating   habits   in

school and at home.

2. Respect     of    parents, teachers and elders 1. When  a  teacher  enters  the  class,  the children will stand and greet the teacher.
3. Truthfulness 1. Telling stories about the necessity of


4. Obedience 1. Observing  the  students  in  and  outside

the classroom.

    2. Explaining rules and regulations of the school society etc through pictures and charts.
5. Inquisitiveness 1. Encouraging children to do simple


    2. Allowing  them  to  observe  things  and draw conclusions.
6. Punctuality 1. Encouraging punctuality.
7. Consideration          and

helpful attitude towards others

1. Service to others and God.
8. Self-help 1. Realization of pleasure achieved when one helps others by role-playing.
9. Self-confidence 1. Training them for assembly programme,

co-curricular activity programmes, academic competitions, games and sports etc.

10. Leadership 1. Giving responsibility like maintaining

discipline, games etc.

    2. Making the children to participate in group singing, discussions etc.
    3. Telling stories of national leaders.