Government of Sindh

GOVERNMENT OF SINDH

EDUCATION DEPARTMENT

Karachi, Dated: 13th August 2001

NOTIFICATION

NO. SO(ACD-I)2-2/93; In modification of this Department’s notification of even No. dated 19th September 1994, the Government of Sindh is pleased to notify the change of nomenclature of Parent Teacher Associations to School/College Management Committees, (SMC/CMC) with the following job description and composition.

1. AIMS, OBJECTIVES AND FUNCTIONS

I. To help maintain discipline, peaceful and pleasant academic atmosphere in the

Institution.

II. To help solve problems faced by students and assist in checking dropout and ultimately increasing the retention.

III. To convince parents regarding importance of female education and to ensure that all girls of the area get admitted to school/college.

IV. To help improve academic performance by paying visits to institutions and monitor teachers’ attendance and actual classroom teaching and performance.

V. To provide incentive to teachers.

VI. To make efforts for enrolling out of school children by enhancing parental consciousness of their responsibilities/personal interest towards their sons/ daughters/wards and motivating them to send them to school.

VII. To enhance and improve the physical educational aids/facilities to the

Institutions.

VIII. To ensure cleanliness and discipline.

IX.  To oversee/manage the utilization of funds (local and Government).

X. To generate finds for curricular and extra curricular activities and meet

requirement of the institution to make it self supporting.

XI. To coordinate with District Government and Non-Governmental Agencies for

all matters concerning the development of the institution.

XII. To identify training needs and arrange in-service training of Teachers.

XIII. To encourage the literate retired persons or those who are in service

To assist the children in improving their learning outcomes on

Voluntary basis.

XIV. To ensure security of building, furniture and equipment/ all

belongings of the school.

XV. To prepare development plan by indicating requirements of school/college and implement it in letter and spirit.

XVI. To help needy students.

XVI.  Any other activity/decision in the interest o institution and

Education.

2. THE S.M.C/C.M.C SHALL RUN ON NONPOLITICAL AND NON

COMMERCIAL BASIS.

3. MEMBERSHIP (GENERAL BODY)

a. All members of Union Council of the area.

b. All teachers working in the school/college.

c. All parents whose children are studying in the institution.

d. NGOs/CBOs based in the area.

e. Renowned Educationists, Community Leaders, Philanthropists and Social Workers of the Area, on the approval of the Executive Committee.

f. Any person/NGO/CBO notified by Education Department/District Authority.

4. POWERS OF MANAGEMENT COMMITTEES

a. Identify deficiencies and take appropriate measures accordingly.

b. Visit institutions on regular basis and report to the field officers of Education Department and District Government regarding absenteeism of teachers, teaching/learning process and level of interest of students and teachers.

c. To give support to teachers in management/Teaching, when ever possible, and request for additional help from District Government/Private Sector.

d. Secure, receive, accept and manage funds, donations, grants and endowments through lawful sources and to utilize them further in achieving aims and objectives of the S.M.C/C.M.C.

e. Obtain and accept fees-charges, contributions, donations, gifts and grants from members and from other sources.

f. To undertake or perform all such acts matters things as may be desirable or necessary in opinion. the Executive Committee for accomplishment of or any functions of the S.M.C/C.M.C.

5. The income and property of the S.M.C/C.M.C from whatever source derived shall be applied solely towards promotion of the functions of the Committee and no portion( thereof shall be paid by way of profit or bonus to any office bearers of the S.M.C/C.M.C Violation of this condition shall be the personal liability and responsibility of the office bearers concerned.

6. ACUISITION OF PROPERTY

The ownership of any property acquired, bought, purchased or any other means would rest in the institution.

7. EXECUTIVE COMMITTEE FOR ELEMENTARY SCHOOLS

The members of the Executive Committee for Elementary Schools shall be constituted as under:

a. Chairperson shall be amongst parents/ Citizen Committee Board.

b. Co-Chairperson Head Teacher -

c. General Secretary Head Teachers

shall be Secretary of the Committee.

d. Finance Secretary Teacher

e. Two members from teachers to be elected by teachers.

f. Three notables of the area including members of

Union Council of the area, retired personnel / NGOs/CBOs, experienced / documented education to be nominated by the District Government / Union Council Nazim.

g. Four members to be elected by general body, atleast three from amongst parents.

h.  In case of the availability of an adopter, (through proper process of Adopt A School Program under Sindh Education Foundation) he/she shall act as patron of the SMC/CMC

8. TENURE

The tenure of Executive Committee shall be two years extendable by another year by General Body.

9. FUNCTION AND DUTIES OF THE EXECUTIVE COMMITTEE

The business of the committee shall be managed by the Executive Committee who shall exercise all such powers of the S.M.CIC.M.C as mentioned in these articles and shall be required to be exercised in Executive Committee meeting.

i. The Executive Committee shall keep the account(s of the S.M.C/C.M.C in scheduled bank/post office.

ii. The Executive Committee shall utilize income and donations received by the S.M.C/C.M.C every year

For fulfilling function of the S.M.C/C.M.C.

10. The Executive Committee shall have full control over all affairs of the institution and shall exercise all the powers of the S.M.C/C.M.C as they deem fit, and may from time to time provide for the management and transaction of the affairs of the S.M.C/C.M.C in specified manner.

11. EXECUTIVE COMMITTEE FOR SECONDARY AND HIGHER SECONDARY SCHOOLS/COLLEGES/INSTITUTES

(i) Chairperson Head Master/Principal.
(ii) Co-Chairperson Chairman Citizen Community
Board
(iii) General Secretary Parent
(iv) Finance Secretary Teacher
(v) Ten members to be. elected by General
Body.
(b) In case of availability of an adopter, he/she shall act as Patron of S.M.C/C.M.C.

(c) The Education Department may however, have power to nominate any person to act as chair person of any school, college and institute and in such case the HM/Principal or any head of institution shall work as co-chair person.

POWERS AND DUTIES OF CHAIRPERSON

a.  To direct the General Secretary to convene meeting of Executive Committee.

b.  To approve the Agenda and confirm the minutes.

c.  To preside-over the meetings of General Body and Executive Committee.

d.  To Discuss the matter relating to the welfare of schools/colleges/institute.

e.  To promote better understanding between teachers and students.

f.  To utilize the funds on the approval of Executive Committee.

g.  To incur expenditure strictly in accordance with regulations of S.M.C/C.M.C.

h.  To monitor the performance of teachers and assess the same and take actions in the overall interest of school/college students and community.

i.  In case performance of any teacher/student is not satisfactory he may issue a warning letter to such person for improving the working/results/attendance/ behavior or on account of any cause in the interest of maintenance and discipline and interest of education.

j.  After receipt of warning letter the person whom such notice is issued, must explain with in a period of 10 days of issuance of the notice and he/she will be given an opportunity of personal hearing. If not satisfied, the case will be taken up with department for processing it under E&D Rules 1973 or any other law in force.

k.  In case no reply with in above cited period is received it would be presumed that charges against the official/officer stand proved and he/she has nothing to explain and accordingly disciplinary proceedings shall start through authorized office the department.

l.  In case the officer/official issued warning succeeds to explain his/her position warning would withdrawn and filed.

13. POWER AND DUTIES OF COCHAIRPERSON

He/She shall exercise all the powers of Chairperson in the absence of Chairperson.

14. POWERS AND DUTIES OF GENERAL SECRETARY/FINANCE SECRETARY

a. He/ She shall exercise all such powers as delegated to him by the Executive Committee.

b. To conduct all correspondence.

c. To record the proceedings of the meeting.

d. To arrange meetings.

e. To place all the communications before Chairperson as well as Committee members.

f. To arrange election of the office bearers.

g. To prepare annual report and to obtain approval the committee before representation in the Executive Committee.

h. To maintain record/accounts.

i. To submit yearly report to the Committee scrutiny and audit.

j. To keep up to date record of the activities S .M.C/C.M.C.

He/She shall operate the finds of Committee with Chairperson or Co-Chairperson.

k. He/She shall prepare the budget of the S.M.C/C.M.C.

n. He/She shall plan to generate the local funds of the S.M.C/C.M.C.

15. (i) POWER AND DUTIES OF PATRON

(a) He/She shall oversee the working of S.M.C/C.M.C.

(b) He/She shall have right and power for the utilization of the amount generated/contributed by him self their self for the betterment / upliftment of Education in the institution with consultation for the SMC I CMC.

16. EXPULSION

Any member who fails in observance of any of the rules or regulations of the Committee or intentionally acts to discredit the same or willfully deceive the S.M.C/C.M.C or is convicted of an offence involving immoral act or controversial activities, may be expelled by a resolution of a majority of the members of the Executive Committee including chairperson or seven clear days notice to him of he Executive Committee’s meeting, and he may attend the meeting and be heard, but shall not be present at the voting and shall not take part in the proceedings of the meeting.

17. A member who has been expelled shall forfeit all claims to any money paid by him/her to the S.M.C/C.M.C and shall cease to be a member of the S.M.C/C.M.C. Any such member shall, nevertheless, be liable and shall pay to the S.M.C/C.M.C all money which at the time of his ceasing to be a member may be due from him/her to S.M.C/C.M.C.

18. The Government in its sole discretion shall have powers to expel/appoint any person as chairman/member any S.M.C/C.M.C.

19. TERMINATION OF MEMBERSHIP

a. On death.

b. In case of parent whose child ceases to be student.

c. On being in arrears for six months from the date of subscription becomes due.

d. On permanent insanity.

e. On resignation.

20. GENERAL BODY MEETING

A General Body meeting shall be held at least or every year at such time and at such place as may prescribed by the executive committee. The above mentioned General Body meetings shall be called ordinary meetings. All other General Body meetings shall be called extra ordinary meetings.

21. EXTRA ORDINARY MEETING

The executive committee may, whenever it thinks and on a requisition in writing by 10 members of S.M.C/C.M.C having rights to vote, may convene an ordinary meeting.

22. Any requisition made by the members, as afore said must state the object of the meeting purposed to be called and must be signed by the requisitionists and deposited at the registered office of the S.M.C/C.M.C.

23. On receipt of the requisition, the executive committee shall forthwith proceed to call an extra ordinary meeting. If the Executive Committee does not receive or cause a meeting to be called within twenty-one days from the date of deposit of the requisition as aforesaid, the requisitionists or a majority of them may themselves call a meeting.

24. NOTICE OF MEETING

Seven days notice at least of every general body meeting (other than meeting for the passing of a special resolution) specifying the place, the day and the hour of the meeting and in case of special business, the general nature f such business shall be given to the members entitled to notice in the manner herein after mentioned, or in such other manner as may be. prescribed by the S.M.C/C.M.C in general body meeting, but the non-receipt of notice by any member entitled there to shall not invalidate the proceedings any general body meeting.

25. PERIOD OF EXECUTIVE COMMITTEE & OUORUM

i. The Committee and the elected members shall hold their offices for two Academic Sessions, which will be extendable for more one academic session (12 months) by a resolution of General Body.

ii. Quorum of the meeting of the Executive Committee shall be 25% of the strength of Executive Committee but at least two non teaching members of the committee.

26. ACCOUNT

a. The funds of the Committees shall be maintained in Bank/Post Office authorized by the Executive Committee.

b. The Bank Account shall be jointly operated by Chairperson and Financial Secretary or by Co-Chairman and General Secretary.

27. FUNCTIONS OF GENERAL BODY

i.. General Body shall comprise of all the members of the S.M.C/C.M.C.

ii. General Body meeting must be held at least once a year.

iii.The quorum of General Body shall be 20% of the members.

iv. General Body shall have the following functions:

a. To lay down general policies for the functioning of SM. C/C.M.C.

b. To appoint, authorize auditors for Audit.

28. ELECTIONS OF THE OFFICE BEARERS

The office bearers shall be elected in a General Body meeting for a period of 24 months with in one month of closing of admission in the manner as may be prescribed by the Government or any officer so designated.

29. GENERAL POWERS OF THE GOVERNMENTS

No clause in this notification bars the Government or officer so authorized by the Government from taking any action, which according to them is considered to be in the interest of Institutions, including appointment of Administrator for S.M.C/C.M.C.

30. AUDIT

The accounts shall be audited by any auditor approved by the General Body. The Executive Committee shall present the Audited Accounts in Annual General Body meeting for the approval of Governing Body.

The accounts of S.M.C/C.M.C shall be liable to audit by the Government or by any firm/officer so authorized by the Government, through Government auditors or auditor engaged by the Government. The person/persons found responsible for misuse/misappropriation/mis-management of any amount shall be liable to reimburse the same to the S.M.C/C.M.C. The Government shall recover the amount as arrears of Land Revenue or through any other Law in force.

(NAZAR HUSSAIN MAHAR)

SECRETARY EDUCATION

No. SO(Acd-I)2-2/93 Karachi, Dated:-13th August 2001